Time management: How to take control of your diary and set appointments like a pro
3 min read

Time management: How to take control of your diary and set appointments like a pro

Take control of your biggest asset: Time. This simple script will help you set appointments that suit your schedule and free up more of your time to focus on what's important.
Time management: How to take control of your diary and set appointments like a pro

Have you ever left a family engagement to show a buyer through a property at a moment's notice?

Have you ever agreed to a real estate appointment at 8pm on a Friday night, knowing you'd rather be at home but feeling like you didn't have a choice?

In this post, I'll teach you a simple script which will help you take control of your schedule. Use this simple technique to proactively set appointments that suit you and your family.

Watch the video below to see me roleplay appointment setting with Jaime Slater from Greytown, NZ.

Video from Jan 2021, speaking at REBL group conference in New Zealand.

When setting appointments with buyers and sellers, always start by offering 2 or 3 choices.

This simple change not only allows you to take charge of the timing of the upcoming appointment, but it positions you as a busy local-expert whose services are in demand.

But first, let's go through how not to do it.

The wrong way to set appointments...

This is what the traditional real estate appointment request phone call looks like:

Home owner: “Hi Andrew, we are thinking about selling our house. Would you be able to come round and do an appraisal?”

Agent: “Sure, when would you be free to catch up?

Home owner: “Well we don’t get home from work till 6:30pm, and it’s better if you come round after the kids have had dinner and gone to bed, so is 8pm Wednesday too late?

Agent: (thinking, I need money and I really want this listing) “Sure, 8pm is fine, see you then.”

This is so wrong, first of all, you should be home with your own family at 8pm if you can be. Also, by following the pattern above, you are inferring to this prospect that your time is not important and you are basically at their beck & call anytime of the day or night. This smacks of desperation.

It's important to remember that while we work in a service industry, owners want to deal with a successful salesperson. It's important that you position yourself as an 'in-demand agent' right from the start if you want clients to respect your opinions, fees and advice throughout the buying and selling process.

How the conversation should go:

Home owner: “Hi Andrew, we are thinking about selling our house. Would you be able to come round and do an appraisal?”

Agent: “Thank you for your call, I would love the opportunity to meet with you and discuss how we can help you get the best possible result. I am free on Wednesday morning at 8am, Wed afternoon at 5:30pm, or Thursday at 5pm. Which of those times would suit you best?”

Home owner: “Well, we don’t usually get home till 6:30pm, but I can try and get away a little early on Wed. would 6pm be ok?”

Note: This is not ideal but at least you have shown you are in control of your time and with this outcome, you should be home by 7pm rather than 9pm.

Does this seem too assertive to you?

Are you scared you won’t be able to pull this off?

Just remember that your clients will respect you more if you value your time this way. With this approach, you are showing that you are a busy person and that you are organized.

You might have no other appointments scheduled on those days but it is critical that you show that you are in control of your time.

You will have plenty of opportunities to work long hours in real estate so don’t start off on the back foot!


Ready to learn more?

Check out this related guide on improving your phone skills...

How to improve your phone conversations
Don’t listen with the intent to respond. Listen with the intent to understand. If you find yourself thinking about what to say next, before they have finished talking, then you aren’t actively listening as well as you should be.

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