Time Blocking for Real Estate Agents

🕒 Time Blocking for Real Estate Agents: Productivity Worksheet

Overview

Purpose: Maximize focus, reduce decision fatigue, and prioritize high‑impact tasks using intentional time blocking.

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Step 1: Define Your Core Activities

Instructions: List the recurring tasks essential to your real estate business.

Activity Category

Examples

Lead Generation

Prospecting calls, door knocking, database outreach

Client Management

Showings, listing appointments, buyer consultations

Marketing

Social media content, email newsletters, property promos

Transaction Work

Paperwork, inspections, negotiations, transaction updates

Personal Development

Training, coaching calls, market updates

Admin/Operations

CRM updates, inbox cleanup, scheduling, file organization

Personal Life

Gym, family time, rest, hobbies

Tip: Categorize tasks by energy level. Save lower‑energy tasks for afternoons or post‑appointment blocks.

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Step 2: Identify Your Time Blocks

Instructions: Break your day into focused blocks with buffer time between them.

Time Slot

Focus Area / Task Example

8:00–9:00 AM

Morning routine planning

9:00–11:00 AM

Lead generation & follow‑ups

11:00–12:00 PM

Admin tasks or property marketing

1:00–3:00 PM

Showings, client appointments, CMA prep

3:00–4:00 PM

Showings, client appointments, CMA prep

4:00–5:00 PM

Wind down, email cleanup, tomorrow’s plan

Tip: Block “protected time” for lead gen at least 3x per week — it’s your business pipeline!

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Step 3: Weekly Template (Use or Modify)

Day

AM Focus Block

Midday Block

PM Focus Block

Monday

Weekly planning, lead gen

Buyer showings

Listing prep, emails

Tuesday

Follow‑ups, calls

Marketing content

Admin tasks, trainings

Wednesday

Lead gen, prospecting

Client appointments

Paperwork & transaction updates

Thursday

Listing appointments

CMA & pricing research

CRM cleanup, scheduling

Friday

Review goals, lead gen

Content planning

Weekly recap & prep for next week

Tip: Use batching to reduce context switching (e.g., batch marketing or showing appointments).

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Step 4: Plug into Your Calendar

Use Google Calendar, Outlook, ClickUp, or a paper planner.

Color‑code blocks by category. Set alerts for transitions.

Tip: Treat blocks like appointments — only reschedule with intention.

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Step 5: Review & Adjust Weekly

Friday Weekly Review Checklist: #

☐ What blocks worked well?

☐ Where did I get off track and why?

☐ What can I improve next week?

☐ Do I need to shift priorities?

☐ Are my highest‑leverage tasks getting time?

Tip: Review your calendar like you review your finances — consistently and honestly.

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Best Practices for Time Blocking

Plan the night before: Reduce decision fatigue.

Avoid overbooking: Leave room for drive time or surprises.

Use buffer blocks: Add 15–30 mins between intense sessions.

Track your energy: Align key tasks with when you’re most productive.

Start small: Even 1–2 consistent time blocks can transform your week.

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