Getting Things Done (GTD) for Real Estate Agents Organize your mind. Own your day. Close more deals.
Core GTD Principles for Real Estate
Capture Everything #
Don’t trust your memory. Use one system (notepad, to-do app, or ChatGPT) to capture:
* New leads
* Client requests
* Marketing ideas
* Personal to-dos
Best Practice: Keep your “inbox” minimal—use tools like Missive, Google Tasks, or Apple Notes. Avoid scattered sticky notes.
Clarify What’s Actionable #
* Ask: “What’s the next action?”
* If no action = Archive or file
* If the action takes <2 mins = Do it now
* If action takes longer = Add it to task list
* If someone else needs to do it = Delegate
Best Practice: Every lead, note, or to do should result in a clear next step—call, email, follow-up, or schedule.
Organize By Context #
* Group your to-dos by category or situation:
* @Calls
* @Marketing
* @Buyers
* @Listings
* @Personal
Best Practice: Use CRM tags or to do app lists to separate categories. This allows for focused work sessions.
Reflect Weekly #
* Do a Weekly Review every Friday or Sunday:
* What did I complete?
* What’s still pending?
* What needs to be delegated or scheduled?
Are my top goals still front and center?
Best Practice: Use this time to reset your inboxes, clear your notes, and reset your calendar for the next week.
Engage With Intent #
* Choose tasks based on priority and energy—not stress.
* Focus on 1 task list at a time, not 20 tabs open.
* Avoid multitasking when possible.
Best Practice: Start each workday with your Top 3 Priorities, then work down the list.
Email Best Practices (GTD + Real Estate Focus) Inbox Strategy: Use GTD Folders Folder Name Purpose @Action Emails that require your action @Waiting You’re waiting on someone else @Reference For storing helpful info @Someday Non-urgent ideas/tasks Best Practices:
* Check email 2–3x daily (e.g., 11 AM and 4 PM).
* Turn off notifications to avoid constant interruptions.
* Use templates for common replies (listing updates, showing feedback, etc.).
* Use ChatGPT to summarize threads or draft responses quickly.
* Archive everything after it’s processed—keep your inbox near zero.
Daily Workflow for a GTD-Based Real Estate Business Time Focus Area GTD Tip 8:30–9:00 AM Review Top 3 Priorities + Calendar Set intention for the day 9:00–11:00 AM Prospecting / Lead Follow-Up @Calls + @Emails list 11:00–11:30 AM Email Triage + Deal Management Process @Action/@Waiting folders 11:30–12:30 PM Listing Updates / Transaction Tasks Focused work block Lunch Break + Reset Reflect mentally 2:00–4:00 PM Appointments / Showings / Prep In-person or virtual 4:30–5:30 PM Second Email Check + Wrap Up Clear inbox / Prep next day
How ChatGPT Can Help
* Brain dump into ChatGPT to capture and clarify
* Organize to-do lists by category or priority
* Draft client replies, or social posts
* Create checklists from client intake to closing
* Summarize long emails or extract action steps
* Assist with weekly reviews or time-blocking schedules
Prompt Example: “Here are my current tasks—what should I prioritize today based on urgency and importance?”
Final Tips
* GTD is not about doing more—it’s about doing the right things at the right time.
* Build a rhythm: Daily Top 3 + Weekly Review = Long-Term Progress
* Systematize common processes so your brain stays focused on clients and growth.
