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Estate Agents: How to Set and Keep Appointments

“Do you have an appointment?”

The first question when you walk into a professional's office, and for a good reason. Highly trained and engaged people must be organized. In particular, people in client-facing roles must manage their time efficiently to achieve success.

Staying organized as an estate agent is an important part of maintaining your professionalism. Keeping your appointments organized and clear will directly impact the outcome of your sales. Besides helping you stay on top of your busy agenda and schedule, it can help you maximize your appointments, increasing your commission.

The buying process and how it is managed can directly impact the performance of a realtor and the capacity to earn and maintain the respect of the buyers. Managing all your appointments is important because of the many meetings involved in this business. This can help to enable estate agents to save hours and even days, which will allow them to engage more prospective clients.

How you conduct yourself during these meetings is an important indicator of your competence and professionalism. It also says a lot about you and shapes how others perceive you.


If you want to learn more about productivity coaching and my super simple success formula for estate agents, make sure to attend my FREE Training: Back to the Brilliant Basics. The training will be held on Zoom on Friday, December 17 @ 12 pm GMT.


How to set up your appointments as an estate agent

Here’s an example of what a series of appointments might look like between an estate agent and a buyer.

Estate agents ask prospective clients to schedule a meeting to discuss their objectives. The first meeting involves a discussion with the client about the buyer’s plan. Then, the agent spends [scheduled] time researching the most appropriate options for the client. Since estate agents spend a lot of time reviewing these sites, all their meetings must be kept to ensure the process does not consume more time than necessary.

The next appointment involves a review of the identified options to reach a satisfactory solution for the buyer. Making advance appointments and keeping them ensures your customer has a good experience while also enabling you, the estate agent, to achieve your objectives.

You could use scheduling apps to enhance your ability to keep appointments. Scheduling apps can assist in lead generation, time management, managing appointments, and ensure you have a structure that supports your busy lifestyle.

  1. Traffic can streamline your booking experience for both yourself and your clients. It sends automated emails or SMS and reminders to clients.

  2. Calendly takes the cake for optimizing booking management. The scheduling application functions on both smartphones and PCs. The advantage is that you can open a schedule with open slots for others.

  3. Simplify allows you to add a booking button for all your points of contact. This is particularly useful for those who are working with a team.

  4. MixMax specifically serves realtors, it allows you to compose an email, open a calendar, place it in an open slot and insert them into your email.

  5. Apptoto connects realtors, brokers, clients, and real estate agents. It allows users to personalize how and when they receive reminders. Agents can use the app to schedule appointments and to send appointment bookings.

  6. Bloom eliminates the need for phone calls or exchanging messages through Facebook Messenger. It allows your clients to book appointments by filling out a form and adding it to your schedule.

  7. The good old-fashioned daily planner can be an essential tool for any estate agent invested in successfully managing their time. Always writing down your appointments and reviewing them the night before will ensure you stay focused and remember all the appointments despite your busy schedule.

Using these tools will help you avoid double booking, overbooking, and cancellations, allowing you to save time.

It is good practice to always confirm meetings a few hours before to ensure they are still on. This could avoid wasting time waiting for a client, broker, or other people that would otherwise have gone into another endeavor.

The most successful estate agents have a lot of respect for their time. Managing appointments efficiently ensures that they can save both their time and their buyers.

This is also important in enabling you to achieve that elusive work-life balance by optimizing your time.


If you want to learn more about productivity coaching and my super simple success formula for estate agents, make sure to attend my FREE Training: Back to the Brilliant Basics. The training will be held on Zoom on Friday, December 17 @ 12 pm GMT.


The importance of downtime has been enhanced by the hyper connective nature of modern society. As an estate agent, you most likely have multiple social media handles, which increases your interactions with others.

For those of you who are parents, juggling both parenthood and a demanding career can be a challenge, although it's rewarding. Having downtime is particularly more important when you have children and a family who depend on you.

Taking breaks can improve your mood, boost your performance and enhance your ability to pay attention.

Some regions of the brain are more active when a person is resting. This means that when you rest, you increase the possibilities of having an 'aha moment. The Default Mode Network is one of the areas in the brain which benefit the most from rest, increases creativity, memories and defines our sense of self.

Allowing our minds to wander allows them to be replenished, which improves our imagination and problem-solving abilities.

Become a daydreamer; you'd be amazed how much power and energy allowing your mind to wander and get lost can have on your well-being. I know daydreaming gets a bad name, but it can be a uniquely powerful tool in allowing you to unlock the power that rest offers.

The importance of taking a break and resting has increased significantly in recent times. People have continuously connected to others due to emails, phone calls, and other mediums, resulting in hyperconnectivity. Ambitious realtors who are consistently seeking the next big thing are likely to fall into the trap of failing to take a break. While in the short-term, the effects may not be noticeable, this can have dangerous long-term consequences.

It is important to remember careers are not sprints, they are marathons!

You must be strategic about how you use your energy to perform highly over a more extended period.

Remember, as an estate agent, you are not only selling a house but also a lifestyle. This means that your personality and demeanour can affect the outcome of sales pitches.

This means that resting must be an essential part of your weekly practices because of its impact on your performance when engaging with customers.

Self-discipline is essential in ensuring you can maintain the practice of seeking downtime.

You can use your downtime to engage in activities you enjoy, such as watching documentaries, YouTube channels, walking your dog, organizing your room and taking baths.

Arguably, a more active downtime is better because it can help you build an active lifestyle and can allow you to exercise.

It is also better to take a break from technology so that you can enjoy sufficient rest. This is important in allowing you to experience good health.

For example, you could take up meditation, which would be effective in enabling you to connect with your inner being.

Finding the right way to use your downtime can allow you to experience psychological safety and well-being.

Spending time in nature can play an essential role in providing opportunities for people to experience abundance and good health.

To have a long, successful career, you must take care of your mental, physical and social health.

Taking a break is an essential investment in yourself and your future.

Your health is your wealth.


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