Managing my time

Anyone who has ever worked in Real-estate understands how imperative it is to keep on top of emails and phone calls as most of what we do has a deadline and a lot of moving parts to get to the end goal and things can get out of control very quickly.

I often get asked how I manage.?

Firstly its important to find what works for you. So please dont take what I do as gospel. Im a terrible sleeper and chose a few years ago to eliminate one of the many, many things that used to tick over in my mind?from 1am?onwards … work emails. Leading to finding a way that works for me so I can be at my best for my clients and for my family.?

If you are not a morning person and dont like speaking to people first thing then dont schedule calls into your day until you have had your coffee and woken up a bit.

Your tiredness and mood can be heard in your tone if you need to make calls first thing watch something funny or listen to your favourite music on your journey to work. You will amazed how it lifts your mood.?

I walk to work most days and depending on what I need to set me up for the day is what I will listen to. Sometimes it's the radio but mostly it's music I would dance or sing to. (Occasionally I forget that I am not at home and be caught singing aloud on my walk or at my desk to much amusement or annoyance to those around me).

The last 12 months have been quite stressful personally dealing with family members varying illnesses,and I felt I had to totally switch off from the world on my way to and from work so Audible books became my escape and some days company. Books I would normally get lost in if reading the physical book. Some of those were books I have loved in the past, including a few I read at school, biographies and the odd self-motivation, anything that totally distracted me from thinking of everything else.

I find by the time I get to work my mind found clarity and I was ready for the work day.

My Day:

Usually I am the first in the office.?

The laptop is opened and I quickly check my calendar before getting my coffee, long black, turn air con on, have kettle and coffee machine ready to go for colleagues and then I then open emails. (Generally, I do a quick scan of emails while eating breakfast so have an idea of the day ahead).?

With pad and pen i write down tasks for the day based on emails and put a star next to those that need to be addressed as a priority. Very old school yes I know and I even tick them off once complete.?

I don't usually call people first thing unless absolutely necessary. It's usually?around 10am. Mainly because I don't want to be on the end of the phone to their morning grump. I am renowned for shooting off an email to them first thing so top of their inbox and call?around 10am, this also gives the recipient a chance to follow up on what is needed and be prepared for my call. My preference would be a phone call discussion and then email however a lot of what I do needs context before a call.?

My inbox currently consist of 5 email accounts, 4 separate email addresses additional to my direct email (Franklin Shanks portfolio clients have dedicated email accounts they and contacts we deal with daily on their behalf, can contact us on and in one account for easy referencing)

Scheduling time to go through each inbox is important to keep on top of ?it all. Being in the office before others, ?gives me the time to go through the inboxes and schedule out my day. I block out time in my diary for admin tasks relating to the clients and any calls that need to be made that day, eg for lease reviews, rent reconciliation, site searching or showing a surrendered space I currently have for a client in Crows Nest (1097sqm ground floor and plenty of parking call me if interested in more details).

Personally I like to schedule client catch up meetings all on the same day. With half hour at least in-between to put into action anything raised in that meeting. Freeing up the rest of the week to follow up action items, schedule for internal meetings, external appointments as they arise or tasks that require no interruptions.?

Fridays are usually a big admin day and planning day for the following week.?

For issues that arise that need careful consideration before addressing, I usually draft email responses on a word doc or notes on my phone first to avoid sending it as a reaction instead of a considered response. Especially if it needs to go to the client for approval first.

Eating lunch is not something I normally do, prefer to snack than have a big meal during the day. I use my “lunch time” to go for a walk. Helps to step away from the laptop if only for a walk around the block.?

At the end of the day each finalised email thread is then filed under the particular site it pertains to for easy reference if needed. Emails left in the inbox are ongoing matters. These emails are first on my list the following day to follow up.

That is it, ?really, nothing groundbreaking but it works for me and keeps me organised to be able to provide the best Property Portfolio Management experience for our clients. And in the quiet of the evening, I know I have addressed everything that came across my desk that day.?