I heard Gary Keller say, “Have a perfect day by noon.” What he meant by that was, by noon every day, you should have accomplished your highest priority.
That does not mean you will have every item on your never-ending checklist finished.
Let’s really get into what this could mean as an administrative assistant.
The agents on your team love to have someone nearby on whom they can rely to help them with their work. So, for example, when they receive a phone call from a seller client asking when the inspections are scheduled, the agents like to turn to you and interrupt what you are working on to ask you when inspections are scheduled.
No one is saying this isn’t an important question that certainly needs a response. What is important is that each person is working on the thing that is the highest and best use of their time.
If you were having the perfect day, what would that consist of? It might look something like this:
- You have reached inbox zero
- You have returned all voicemails from the previous day
- The listings are up to date and all sellers have been communicated with
- The closings are up to date and all buyers have been communicated with
- The marketing or special project you’ve been tasked with has moved forward
- The outstanding items in your CRM have been dealt with
Wouldn’t that be amazing?
I know. It sounds too good to be true. Because if it were true, you could go to lunch and not have to worry about having so much work to do that you don’t even have time for lunch.
After lunch, you essentially start another day of sorts. Only this time, you allow your agents to come to you with anything they need. You have time for the conversations that need to happen. You have time for the interruptions. Because that’s the second half of your day; attending to the needs of your agents.
Here’s how I see all of this working:
I envision getting to the office by 7:00, before any of the agents show up. For an hour, I get into the flow of working uninterrupted while I respond to anything urgent that came in from when I left the office the night before.
At 8:00 we have a 15 minute stand-up meeting with the agents and discuss anything that happened the previous night that needs to be addressed this morning. Then I get back to my own work, uninterrupted as the agents do their own lead generation until 11:00.
At 11:00, I make sure I’m at inbox zero and then I stop checking email. In 30 minutes, I finish up whatever I need to and make a plan for how I’m going to spend the second half of my day, knowing that I will be allowing time for interruptions and being ok if what I have planned doesn’t get done. (If it does get done, that’s just a bonus.)
Then at 11:30, I go to lunch for an hour.
At 12:30 I get back to the office, check messages and email and allow the agents to come to me with whatever they may need until I leave the office at 4:00.
And now you have uninterrupted time that you can time block. One hour for follow up with buyers and sellers. One hour for marketing. One hour for processing email – perhaps even dividing this up into two half hour blocks. One in the morning and one right before you go to lunch.
What do you think? Is this something that could work for you and your team?
If what you have now looks very different from this ideal, what would you have to do to get your team on board with this ideal plan?
Like most things, communication is the key. Present your idea to your agents and explain to them how this benefits them. Have them imagine not having to deal with client questions that interrupt their family time in the evening because you’re setting the expectations with the clients that you are going to be communicating with them on a daily basis.
Have your agents imagine being able to get more business because they are able to lead generate uninterrupted for three hours while you hold your questions for them until after lunch.
This is a win-win proposition. This allows EVERYONE to focus on their most important work.
Would you be willing to follow such a schedule?