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7 Steps To Get Organized: Realtor Edition

As a real estate agent – the level organization, attentiveness, and attention to detail you put forth can make or break the success of your career. With technology rapidly advancing, mostly in our favor, there is no excuse not to be highly organized in 2020. Let’s start with your devices…

1. Organize Your Apps

It may seem small and insignificant, but organizing your apps into groups or categories that make sense to you will improve your efficiency. Housing all your real estate related apps in one folder and social media in another will not only look great, but it will also keep you sane.

Speaking of staying sane… now is the perfect time to offload unused apps that crowd your screen, take up valuable space, and drain your precious battery life.

2. Clean Up Contacts and Database

Your contacts shouldn’t be floating all over the place between your phone, email, and those business cards at the bottom of your bag. When you receive important contact information, you should have a system in place to transfer that information to a CRM in a timely fashion. If you’re already organized on a CRM platform, great, go ahead and make sure all the information you have in there is up to date. As an agent, if you don’t know what a CRM is then we should talk.

3. Answer The D*mn Phone

Realtors are notorious for not doing this! Almost everyone has a phone on their person at all times so there is no excuse. Intentionally avoiding calls creates more chaos for you. More importantly, it runs the risk of you letting down a client or prospect by forgetting to return their call. You should already have those annoying Robo and scam calls blocked but if one slips through and you answer, I promise, you won’t spontaneously combust.

Of course, you can’t answer every single call so follow this rule. All messages you received in the morning should be returned by noon and all afternoon messages should be returned by 5:00 p.m. – It’s just good business. Also, voicemails should be cleared out daily. Having a “full” voicemail is very poor business.

4. Respond To Urgent Texts and Emails Quickly

Sometimes I wonder if this is still common sense. A quick response can be as simple as acknowledging you received a request and confirming that further response will follow shortly.

More common sense: Delete all unnecessary emails immediately and set up email folders (such as one for ‘Projects’, ‘Ideas’, and ‘Property Addresses’) to keep you organized in your many roles as a real estate agent. This will also help move emails out of your inbox. Inbox zero is a thing and it’s amazing.

5. Maximize Use of Cloud Storage

Dropbox, OneDrive, and iCloud are great options that give you much-needed backup and free up space on your devices. Depending on the type of device you use, subscribing to Microsoft Office also provides the benefit of OneDrive premium with one terabyte of cloud storage.

6. Go Paperless

Need I even say this? Even though we are in 2020, there will still be some clients that request printed documents but always encourage digital documents when possible. Your marketing material should also be digital. Digital platforms, especially at open houses, are a great way to effortlessly capture the contact information of prospects. It’s a win for the environment and your business.

7. Change Passwords Often

The cyber threat is real and no one wants to deal with the unproductive task of dealing with hackers and explaining that weird, cryptic email to clients. If anything, use a platform like LastPass to keep track of your passwords. This will make using more complex passwords easier so that you don’t include obvious information like your date of birth.

Adopting these practices will help you rise above all the chaos and noise in your daily activities so you can focus on the things that matter most. Success in the real estate industry starts with great communication. This helps you to show your clients that you will go above and beyond to help get every closing to the finish line.

At Tru Realty, we are huge advocates of investing in efficiencies that improve the client and the agent experience simultaneously. If you’re interested in learning more about the fastest-growing Phoenix brokerage, email me at

About the Author

Barry Nicholas is the Designated Broker at Tru Realty. He currently has active broker’s licenses in Arizona, Kansas, Missouri, and Oklahoma and is a graduate of the Realtor Institute. He also holds the Certified Residential Specialist Designation. Barry provides his clients with the expertise and acumen that addresses the ever-changing trends in home sales, property marketing, and real estate technology. As your Broker, he views customer service as his utmost priority.


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