May 2nd 2023

Avoid Bottlenecks and the Boring Stuff in Real Estate

More often than not in real estate, you're a team of one. It's up to you to meet with clients, prepare listings, and field phone calls...which can get overwhelming! It also leads to bottlenecks that can slow the growth of your business down and bog you down in a log of boring stuff that doesn't let you focus on the areas of your real estate practice that really need your attention. In this episode, Chris and Garry share their experiences with avoiding bottlenecks and how to get rid of all boring stuff by using three areas of help.

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Real Estate Efficiency Tips to Grow while Avoiding Burnout 

Real estate efficiency tips are crucial for agents looking to avoid burnout while striving to grow their real estate businesses. To maximize success in the competitive real estate industry, agents must identify and eliminate operational bottlenecks to boost productivity.

In this episode of the Chris & Garry Show, we explore various ways you can optimize your real estate business by focusing on high-value activities and leveraging technology solutions to offload ten-dollar activities. 

We also talk about what to look out for when outsourcing tasks, streamlining deal flow, replacing marginal activities with more impactful ones, hiring and training buyer's agents effectively, and so on so you can pass off lower-value activities without fear that someone will drop the ball. 

Don’t have time for the video? Don’t worry. We’ve pulled out the highlights and laid them out in this blog post. Read on for our tips on real estate efficiency, how to avoid burnout, identifying and offloading repetitive tasks, and more!

Identifying Bottlenecks in Your Real Estate Business

Recognizing the bottlenecks in your real estate business is crucial to avoid burnout and improve efficiency. As a single entrepreneur, you essentially hold every role in your business–You are the CMO, CEO, CFO… You wear all the hats! 

That’s why it's vital to prioritize activities that have the most impact on your success instead of being weighed down by routine tasks.

Symptoms of Doing Too Much as a Real Estate Agent

If you find yourself constantly feeling overwhelmed, struggling to meet deadlines, or sacrificing personal time for work-related tasks, these are signs that you're taking on too much. It's important not only for your mental health but also for the success of your real estate career to identify areas where you can delegate or outsource responsibilities.

The Importance of Focusing on $100 Activities

It’s easy to get sucked into focusing on what we call “$10” activities… Social posting, data entry, etc… Instead of concentrating on "$100 activities." They are easy, afterall, and we get that quick dopamine hit for completing them. The trouble is, as a solopreneur, you only have so much time in a day. Focusing on these tasks is a quick way to create a bottleneck that keeps you from moving forward. 

“$100 activities”, on the other hand, are the tasks that directly impact revenue generation and business growth. Prospecting new clients, negotiating deals, reaching out to your sphere, planning for ways to increase your sales value or shorten your sales cycle–These activities have the potential to drive your business forward. 

By prioritizing these high-impact assignments over low-value chores (such as paperwork), you'll be able to allocate more resources towards driving results.

  • Action Item: Make a list of all the tasks you perform daily/weekly/monthly within your real estate practice.

  • Evaluate: Determine which items fall under the category of "$100 activities" versus those that could potentially be delegated or outsourced.

  • Prioritize: Reorganize your schedule so that high-priority projects receive adequate attention while lesser-important duties are handled by technology, freelancers, or admin when possible.

Taking control over how you spend your time is a crucial step towards improving efficiency and achieving success in your real estate career. Pinpointing bottlenecks can aid in selecting where to focus effort and assets for optimal results.

But those tasks still need to be done, in most cases, and that is where learning how to outsource tasks is important. 

If You're New, Gain Knowledge Before Outsourcing Tasks

When starting out in the real estate industry, it's important to gain hands-on experience and knowledge by performing various tasks yourself. This foundation will help you make informed decisions when outsourcing these responsibilities later on. You’ll have a better understanding of what the task takes to complete and what the conditions of success are for that task so you can more easily pass it on. 

Learning about different aspects of your business firsthand

Diving headfirst into every aspect of your real estate business allows you to better understand the intricacies involved. From working with clients to managing contracts to managing your business finances, getting a taste of each role equips you with valuable insights that you can really only learn by doing. 

Now Let’s Find Out Which Activities Drive Growth and Which Should Be Outsourced. 

Now let’s start identifying which activities are $10 activities and which are $100 activities. Once we identify  $10 activities, we can explore ways to delegate or outsource them, freeing up more time for high-priority assignments that drive growth. Let's dive into how you can analyze which tasks should be replaced and allocate more resources towards priority projects.

Analyzing Which Tasks Can Be Replaced or Delegated

To determine which activities are worth delegating, start by making a list of all the tasks you perform daily. Next, identify those that don't directly contribute to your bottom line or require specialized skills - these are prime candidates for delegation. For example, consider outsourcing administrative duties like scheduling appointments, managing social media accounts, contract-to-close, or handling paperwork.

Now that we have a list of routine tasks, dive a little deeper. Try to find tasks that while important, you might not be the best person to do them. 

In real estate, we often wear all hats, but that doesn’t mean we are good at or want to wear all the hats. I know most real estate professionals I speak to would much rather spend time with clients than work on a marketing campaign, but you need the marketing to keep the pipeline going. This is a great task to look at outsourcing to specialized service 

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Allocating More Resources Towards Priority Projects

  • Create a task hierarchy: Rank each activity based on its importance and potential impact on your business growth. This will help you focus on the most crucial projects first.

  • Incorporate technology solutions: Utilize software tools such as CRM systems and marketing automation platforms to streamline processes and increase efficiency. 

  • Hire external help when needed: Don't hesitate to bring in professionals like virtual assistants or contract-to-close companies who specialize in specific areas of expertise.

Taking these steps will not only improve overall productivity but also allow you to focus on what truly matters - growing your real estate business and providing exceptional service to your clients.

By focusing on excellence and replacing marginal activities, real estate agents can maximize their efficiency to reach the next level of success. Leveraging technology solutions and external help is a great way to further increase productivity while saving time and money.

Leveraging Technology Solutions and External Help

Embracing technology solutions is a game-changer for real estate agents looking to eliminate repetitive tasks from their daily routines while also improving overall productivity levels across all aspects of transactions between buyers and sellers. Let's investigate the advantages of utilizing these technological tools.

Examples of Technology Solutions for Real Estate Agents

  • Canva: A user-friendly graphic design tool perfect for creating eye-catching marketing materials without any prior design experience required.

  • Realvolve: An intuitive CRM system designed specifically for real estate professionals to keep track of contacts, deals in progress, appointments scheduled, etc., ensuring nothing slips through the cracks during busy times like these when everyone seems stretched thin already just trying to keep up with the pace as demand continues to rise exponentially each passing day…

  • Fiverr: Freelance help for design, writing, and more! 

  • ChatGPT: Create faster emails, listing descriptions, and more! 

Benefits of Utilizing External Help Like TaskRabbit or Contract-to-Close Companies

In addition to leveraging technology solutions, don't hesitate to seek external help when needed. Platforms such as TaskRabbit can connect you with skilled individuals who can assist with various tasks, from administrative duties to marketing efforts. Contract-to-close companies like Transaction Management Consultants can handle the entire closing process on your behalf, freeing up more time for you to focus on high-value activities.

By leveraging technology solutions and external help, real estate agents can save time, increase efficiency, and boost their profits. Hiring and training buyer's agents is an important step in growing a successful real estate business; it requires careful consideration of the right timing to bring on additional team members.

If technology can’t solve it, sometimes you need people

For example, bringing on new buyer's agents can be a game-changer for your business, but it requires careful planning and training. Invest time in nurturing their skills to ensure they become valuable assets who contribute positively towards the growth of your practice.

The Importance of Proper Training for New Buyer's Agents

Providing new buyer's agents with a comprehensive training covering the real estate industry from marketing strategies to negotiation techniques and property evaluations will create an ideal foundation for their success. This includes teaching them about marketing strategies, negotiation techniques, property evaluations, and more. By giving your new agents a comprehensive education, you will be creating an effective base on which they can construct their professional paths.

Evaluating When It Is the Right Time to Bring on Additional Team Members

  • Growth indicators: Keep an eye out for signs that indicate it may be time to expand your team - such as increased sales volume or consistently high levels of client satisfaction.

  • Bottlenecks: If you find yourself struggling to keep up with demand due to bottlenecks in certain areas (e.g., showings), consider bringing on additional help in those specific roles.

  • Finding the right fit: Hiring someone just because you need extra hands isn't always wise; take the time necessary to find candidates who align well with your company culture and share similar values when it comes to customer service excellence.

Incorporating these tips into your hiring process will not only help grow your real estate business but also foster a positive work environment where everyone thrives.

Hiring and training buyer's agents is essential to ensure success in the real estate industry, as proper onboarding can lead to better performance. To further optimize processes, creating criteria and documenting procedures should be a priority for all businesses.

Creating Criteria and Documenting Processes

To effectively delegate tasks within your real estate business, establish clear criteria that outline how each assignment should be executed. Additionally, document processes to save time while offloading responsibilities and maintaining consistency across all aspects of your operations.

Importance of Having Well-Defined Criteria for Task Execution

Establishing well-defined criteria is essential for ensuring that delegated tasks are completed efficiently and accurately. By setting specific expectations, you can avoid misunderstandings and ensure a smoother workflow. For example, when outsourcing property listings management, provide detailed instructions on how to create effective listing descriptions, including the required format, keywords to use, and any other relevant information.

Tips for Documenting Processes Efficiently

  • Create step-by-step guides: Break down complex tasks into smaller steps with clear instructions. Divide complicated tasks into smaller, easy-to-follow stages to avoid misunderstandings or slowdowns.

  • Use visuals: Incorporate screenshots or diagrams where appropriate to help clarify instructions further. Visual aids can be especially helpful in explaining software tools like CRM systems or marketing platforms used in your real estate business.

  • Maintain version control: As you update processes over time due to changes in technology or industry best practices, keep track of different versions so everyone stays up-to-date with the latest procedures. Tools like Google Docs allow multiple users access simultaneously making collaboration easy.

  • Incorporate feedback loops: Encourage team members who execute these tasks regularly by providing their input on improving efficiency - after all, they're experts too. Regularly review and update your documentation based on their valuable insights.

Real Estate Efficiency Tips

Here is a summary of tips to help you become more efficient:

  • Identify bottlenecks in your business

  • Gain knowledge before outsourcing tasks

  • Streamline deal flow

  • Focus on high-value activities

  • Leverage technology solutions and external help

  • Hire and train buyer's agents when needed

  • Create criteria and document processes for task execution

Implementing these strategies will help you save time and increase your bottom line.


Real Estate Efficiency Tips can help you grow your career as a real estate agent. By identifying bottlenecks, gaining knowledge before outsourcing tasks,replacing marginal activities, leveraging technology solutions and external help, hiring and training buyer's agents, creating criteria, and documenting processes; you can save time and increase productivity.

If you're looking to improve your real estate efficiency skills even further, check out The Paperless Agent weekly webinars!. They offer courses that teach agents how to leverage technology in their businesses.

Take action today! Implement the tips outlined above to see an improvement in your workflow efficiency. Your clients will appreciate it when they receive better service with less hassle.

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