Scheduling Your Time Using Top Producer

by | Oct 5, 2014 | Real Estate Moms

It’s said that things that are scheduled tend to happen on time, but things that aren’t scheduled may never happen. In real estate, you deal with the unknown every day. A promising floor call, a client dropping in, an offer coming through – it’s impossible to plan for every instance when you’re a Realtor. However, Realtors have many advantages in that there are many software programs designed to help you keep as organized as possible. One of the best and easiest to use is Top Producer (
When you use the calendar function in Top Producer, you, your team members, and your assistants can access your schedule online from any computer. You can also sync your PDA with Top Producer, so you can always have your calendar and address book with you.
Planning vs. Scheduling 
Many people use these terms interchangeably, but in reality, planning is deciding what to do, while scheduling is deciding when to do it. Scheduling is the secret for making things happen. Especially in real estate, you may hear agents say that it’s impossible to stick to a schedule, because you never know what the day will throw at you. However, when you commit to making a schedule each day and keeping to it the best that you can, you’ll find that you become much better at organizing your time.
In real estate, the key is to leave room for the unexpected.Start with planning. Make a list of all the things that you have to accomplish in a given day. Then take some time to see how to best fit each item in your schedule. Group related projects together, and set realistic time limits. Schedule each thing that you have to do, even returning calls and emails. Pad your schedule with extra time in case you’re interrupted.
Don’t Give Up
You may find that after only a few days, you’re tempted to throw your schedule right out the window. Be patient, and you can learn better habits!
If you find that you are always behind at the end of the day, really think about why. Did you try to do too much? Plan fewer activities in your day, and allow more time to complete them. Were you interrupted by phone calls all day? Resolve to turn your phone off for some “quiet time,” and plan a specific time to return all the day’s calls. Did you spend a lot of time driving back and forth from the office? Try to schedule all of your meetings outside the office for a certain block of time only.

Put a fifteen minute block of time on your schedule
 for the very end of each day. Spend this time scheduling tomorrow’s activities. That way, when you arrive at the office, you’ll be able to start right away. Soon, you’ll wonder how you managed without a schedule!
Real Estate and Life Coach Cheri Alguire has partnered with hundreds of Real Estate Professionals to help them become more successful in business and in life. Coach Cheri offers Group Coaching for Moms, Working Mothers and Pregnant Women in Real Estate, on how to balance careers with family responsibility. Learn more at, and visit Coach Cheri’s Real Estate Moms blog atReal Estate Moms.
For virtual assistants for realtors click this or call us at (949) 916-3289