The 80/20 rule

Their 80 Percent Is Your 20 Percent

Session #16B, 16K

Presenter  Monica Reynolds  San Diego, California  General Manager/Partner with Chris Heller, “Heller the Home Seller”  Author: The Professional Real Estate Assistant Multiply Your Success through the Use of an Assistant monica@hellerthehomeseller.com Their 80 Percent Is Your 20 Percent

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Their 80 Percent Is Your 20 Percent Main Ideas 1.

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Applying the 80/20 Principle Defining the Roles Maximizing Efficiency with the Perfect Schedule Systematizing Communication Understanding Personality Styles to Achieve More Maintaining a Positive Attitude Becoming the Perfect Assistant Their 80 Percent Is Your 20 Percent

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1. Applying the 80/20 Principle 20% of Activities Generates 80% of Results Focus on the activities that matter â&#x20AC;Ś and get results.

Their 80 Percent Is Your 20 Percent

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1. Applying the 80/20 Principle Your Agentâ&#x20AC;&#x2122;s 20% 1.

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Lead Generation Lead Follow-Up/Conversion Buyer Appointments Listing Appointments Contract Negotiations Price Reduction Market Research Increasing Center of Influence Their 80 Percent Is Your 20 Percent

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1. Applying the 80/20 Principle Your Agentâ&#x20AC;&#x2122;s 80% 1.

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Answering the phone Processing a new listing Creating a flier Listening to voice mails Processing a closing Following up with a lender Preparing the file for a listing appointment Setting up buyer showing appointments Working on the website

Their 80 Percent Is Your 20 Percent

10. Data entry 11. Researching phone numbers for expireds and FSBOs 12. Fixing the computer 13. Fixing the printer 14. Faxing/ Photocopying/ Scanning 15. Everything else that is NOT the Top 8 of the 20% 16. Emails 17. Website research 18. MLS Research

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1. Applying the 80/20 Principle Your 20%

What activities generate 80% of results for you?

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Excellent customer service Meticulously organized files Complete database System for tracking production numbers Keeping agent on track Handling all incoming phone calls professionally and efficiently 7. System for tracking all leads Their 80 Percent Is Your 20 Percent

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2. Defining the Roles Why Does the Assistant Need a Job Description?

1. Sets job expectations 2. Provides a road map for success 3. Prevents miscommunications

Their 80 Percent Is Your 20 Percent

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2. Defining the Roles How to Create a Job Description 1. Define the top three priorities a. Handling all phone calls b. Maintaining paperwork/files c. Keeping agent on track

2. List everything you do 3. Categorize your activities Their 80 Percent Is Your 20 Percent

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2. Defining the Roles What does the perfect job description look like?

continued â&#x20AC;Ś

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

Their 80 Percent Is Your 20 Percent

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eEdge

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2. Defining the Roles What Is the Perfect Job Description for the Agent?

BE A GREAT SALESPERSON AND SELL REAL ESTATE $ $ $ $ $ $

Prospect Go on buyer appointments Go on seller appointments Negotiate Write contracts Get price reductions

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3. Maximizing Efficiency The Perfect Schedule 1. Accomplish more … job satisfaction 2. Less stress … not in the schedule—not important 3. Control your day … no one else should 4. Sets expectations on what you can accomplish … realistic goals for the day continued …

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3. Maximizing Efficiency The Perfect Schedule 5. Controls your environment, interruptions, etc. … they don’t control you 6. Fundamental basis of time management 7. Helps you stay on track … gets you back on track 8. Schedule all top priorities in the morning

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3. Maximizing Efficiency Monicaâ&#x20AC;&#x2122;s Perfect Schedule

11:30-12:00 Finish emails and calls a. b. c.

8:30 In office Read emails for leads Check in with all staff (smile) Review schedule

12:00-1:00 Lunch 1:30 First appointment orâ&#x20AC;Ś a. b.

8:45 -9:00 Role-play with agents

Wednesday - Meet with Stephanie Thursday - Dave Ramsey Leads

3:30 Second appointment

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Call 15 people in database / expireds

Wednesday - Meet with Cathy Clark

No appointments Menu

10:30-11:00

a. b. c. d. e. f. g. h. i.

Lead follow up

11:00 Meet with: a. b. c. d. e.

Monday- Check in with Victoria Monday- Check in with Kara Friday- Check in with Chris / Bus Plan / Leads

Monday- Debra Tuesday-Sales partners and admin (2 meetings) Wednesday- Charlie Thursday-Thursdays with Chris meeting leave / prepare Friday- Tyler

Work on list of projects on business plan Talk to sales partners once a week for 10 min.

Work on extra training with Tyler and Charlie Review listings/price reductions Call sellers Call more database Review all leads with Aaron Work on projects to be completed by March 1.

More lead follow-up

5:00-5:30 a. b.

Their 80 Percent Is Your 20 Percent

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Third appointment Email or call Chris at end of day

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3. Maximizing Efficiency Agentâ&#x20AC;&#x2122;s Perfect Schedule

Their 80 Percent Is Your 20 Percent

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3. Maximizing Efficiency Keller Williams Assistantâ&#x20AC;&#x2122;s Perfect Schedule

Pull expireds, research, and give to agent

Escrow follow up/top priorities/process listings (touch all files)

Return calls, finish top priorities, prepare listing appointments

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4. Systematizing Communication How and When Meetings a. b. c. d.

Daily meeting Weekly meeting Monthly recap/goal setting Year-end mastermind

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4. Systematizing Communication Daily Meeting

Their 80 Percent Is Your 20 Percent

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4. Systematizing Communication Weekly Meeting

Their 80 Percent Is Your 20 Percent

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4. Systematizing Communication Weekly Meeting

Their 80 Percent Is Your 20 Percent

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4. Systematizing Communication Monthly Recap/ Goal Setting

Their 80 Percent Is Your 20 Percent

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4. Systematizing Communication

Year-End Mastermind

Their 80 Percent Is Your 20 Percent

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5. Understanding Personality Styles

Their 80 Percent Is Your 20 Percent

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6. Maintaining a Positive Mindset 1. Real estate is not a perfect world.

2. You are not a magician. You do not have magical powers to make people behave.

3. You cannot control the buyer, the market, interest rates, the other agents, the broker, etc.

4. You will NEVER feel satisfied that you have accomplished everything you needed to do. continued â&#x20AC;Ś

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6. Maintaining a Positive Mindset 5. The customer deserves to hear in your voice that you love your job, you are excited to help them, and you are happy to hear from them.

6. You will accomplish more each day.

7. Your attitude is contagious and your agents need this from you. NO DRAMA! 8. You can make this a career and have longevity. continued â&#x20AC;Ś

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6. Maintaining a Positive Mindset 9. Know your deadlines 10.You are the #1 boss â&#x20AC;Ś take control 11.Smile 12.MMFI

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7. Becoming the Perfect Assistant Increase Income through Assistants 1. Goal each month: Bring one buyer or seller to agent from assistantâ&#x20AC;&#x2122;s people farm.

2. Goal each month: Bring one money-saving idea to end-of-month meeting.

3. Goal each month: Bring one money-making idea to end-of-month meeting.

4. Goal each month: Bring one time-saving idea to end-of month-meeting.

5. Cut down on office supplies; ask affiliates to provide.

6. Shield agent from unnecessary calls so that he or she can list and sell.

7. Keep agent off personal time waster calls.

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7. Becoming the Perfect Assistant Increase Income through Assistants 8. Help agent be accountable to goals each month.

9. Keep agent on track each day!

10.Always be positive for the agent, which will help keep the agent positive.

11.Call past clients for business one hour a day.

12.Drop off expired packages.

13.Return phone calls of top priority.

14.Learn to prescreen buyer calls.

15.Learn to screen possible seller calls.

16.Develop an excellent memory for sellers and addresses, important clients, etc.

17.Everywhere you go, promote your agent! continued â&#x20AC;Ś Their 80 Percent Is Your 20 Percent

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7. Becoming the Perfect Assistant Increase Income through Assistants 18.Always come to work on time or be early.

19.Show your enthusiasm and be positive.

20.Be a great communicator and ask questions.

21.Be a great organizer.

22.Be the best!

23.Have excellent computer skills and work to increase your skills.

24.Be a great listener.

25.Write everything down the agent requests.

26.Demonstrate excellent telephone skills.

27.Be willing to ask, “What can I do to help you today?” continued …

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7. Becoming the Perfect Assistant Increase Income through Assistants 28.Treat the business like it is yours.

29.Make the agent's problems your own.

30.Be the “calm” in the eye of the storm.

31.Know how and when to present ideas (and when to discuss problems); timing is everything.

32.Do everything you can to never surprise your boss with “bad news.”

33.No bad news ... wait until after noon.

34.Be a “can-do” person.

35.Take it one task at a time.

36.It's the responsibility of the assistant to ask, "What is the deadline?”

Then meet the deadline.

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KW MAPS FAST Track Coaching Program with Coach Monica Reynolds Assistant Systems for Success—$199/mo. for 6 mos.  18 webinars/group calls – one hour each  3 calls per month  1st call each month for agents only teaching you how to be a great boss

The Perfect Assistant- $799 for the 2-day course  2 days of intense training in San Diego  Learn how to be a great assistant and run a productive/efficient office  Receive all our systems and leave with exact examples Their 80 Percent Is Your 20 Percent

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Downloads To download a free copy of this presentation, go to www.familyreunion.kw.com/downloads

Their 80 Percent Is Your 20 Percent

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Session #16B, 16K