Structuring Your Ideal Prospecting Process

This is the 72nd edition of The CRE Agents' Weekly. We aim to deliver specific and tactical advice for commercial real estate agents, brokers and leaders who are serious about accelerating their production with high levels of motivation.

To help you get more deals into your pipeline for the start of the next year, this is the second in a series of four articles on the important topic of prospecting.

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Structuring Your Ideal Prospecting Process

Busyness, distraction and procrastination are some of the most common obstacles to consistent prospecting.

As a commercial real estate agent, it’s far too easy to get caught up in tasks that can seem urgent or important in the moment, convincing yourself that prospecting can wait.

But this mindset only creates gaps in your pipeline – this is why some commercial real estate agents will start next year with no new campaigns ready to launch.

In this article, we explore how to structure your ideal prospecting process—one that eliminates friction, boosts productivity, and makes reaching out to new prospects feel like second nature.

Scheduling Prospecting as a Priority

I’ve said it before, and I’ll keep on saying it: the best way to overcome procrastination is to schedule prospecting as a top priority.

Decide in advance when and how long you’ll dedicate to prospecting, and treat it with the same importance as client meetings.

A CRM can support this process by organising your contact lists and ensuring you’re prepared with the information you need when it’s time to make calls.

Use time-blocking strategies to prevent distractions and protect your time. For instance, schedule prospecting between 9:30am and 10:30am daily in your diary and don’t allow other meetings onto your calendar at that time.

The key is to focus solely on outreach during these slots—avoid research, emails, or admin tasks during your dedicated prospecting hour(s).

Reducing Friction for Seamless Action

Procrastination often creeps in when there are barriers to getting started. You can reduce friction by preparing everything you need in advance.

Compile lists of prospects, plan your opening lines, and have contact details readily available so you can just start dialling.

This preparation ensures that when it’s time to prospect, you’re ready to dive straight into action without hesitation.

Another strategy is to set up your workspace for focused work.

Put your phone on “Do Not Disturb,” close your email and turn off notifications.

Removing distractions makes it easier to follow through on your scheduled prospecting activities.

Creating Micro-Goals to Build Momentum

Setting micro-goals, such as making 10 connects or scheduling one meeting per prospecting session, can help make the process feel more manageable.

These small wins build momentum and provide positive reinforcement for the next time that you’re lacking the incentive to get started.

As we discussed in last week’s edition of The CRE Agents’ Weekly newsletter, each successful interaction boosts your motivation, making it easier to keep going.

By structuring your day effectively, reducing friction, and setting achievable micro-goals, you can escape the procrastination trap and make prospecting a productive habit.

And finally…

Lean into your creativity.

Think outside the box. Brainstorm without judgement. Creative solutions can set you apart from the competition – and ideas that seem out there can be the catalyst for strategies that lead to greater success.

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About the author

Darren Krakowiak is the Founder of?CRE Success ?and the author of?The CRE Agents’ Weekly?on LinkedIn. He works closely with commercial real estate principals to accelerate growth in their business. CRE Success has a program for commercial real estate agents who want to invest in their own success. Darren is also the host of?Commercial Real Estate Leadership .