Commercial by Top Agent Magazine

COMMERCIAL EDITION

IS YOUR PHONE VOICE ATTRACTING â&#x20AC;&#x201D;or Repelling? FROM CHAOS to Control FOUR CHALLENGES AND SOLUTIONS from the Front Lines of the Real Estate Industry

When it's Time for a HOME OFFICE COVER STORY

DAVID CARNIE

COMMERCIAL EDITION

DAVID DAVID CARNIE CARNIE

CONTENTS 4) WHEN IT'S TIME FOR A HOME OFFICE 13) FROM CHAOS TO CONTROL

16) IS YOUR PHONE VOICE ATTRACTINGâ&#x20AC;&#x201D; OR REPELLING? 19) FOUR CHALLENGES AND SOLUTIONS FROM THE FRONT LINES OF THE REAL ESTATE INDUSTRY

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When It’s Time for a Home Office by Nancy Michaels

So, you’re tired of clearing your papers off the dining room table every time someone wants to eat (how dare they!). And you’re still recovering from the business call you were forced to take that time your 5-yearold pressed the phone into your hand just as you stepped from the shower (it’s amazing how professional one can sound while wrapped in a towel and dripping wet).

fairly easily for this purpose. Use bookcases, filing cabinets, plants, screens, even lighting to define your work space. It’s essential that you remain committed to your space as office space. Without this psychological distinction between home and work, the two areas of your life may slide into one another, causing you to lose focus, and thus, productivity.

Sounds like it’s time for a home Choose furnishings that are ergooffice. nomically correct, and which fit in with the decor of the rest of your Ideally, you’ll have a spare room to home. Lighting should come from turn into office space—preferably three sources: natural, ambient and one with a locking door. An extra direct. Give yourself enough storage bedroom, the basement, or attic can space to keep your work area all serve this purpose. If you don’t uncluttered. You may want to store have room for a dedicated office, your supplies in another part of the take a look around your house to see house, keeping just a week’s worth where you can carve yourself some in your office. And schedule a space. A closet, bedroom corner, weekly or biweekly cleanup where hallway alcove or even the area you go through your papers and files under a stairway can all be converted and either throw away or stow away 4

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anything that is not essential to the daily operation of your business.

event of a power failure. An uninterruptable power source supply is also a must for the home office. This will keep your computer running during a power outage until youâ&#x20AC;&#x2122;re able to safely shut it down.

Almost every business requires a computer system. Donâ&#x20AC;&#x2122;t skimp. You want something with enough speed and memory capacity to last into the future. A good-quality inkjet, or Another essential component of the preferably, a laser printer is also home office is telecommunications, essential. Investigate the all-in-one meaning telephone, fax and Internet printer, fax, copier and scanners. access. An account through an These may save you money as well Internet service provider or online as precious office space. I also service shouldnâ&#x20AC;&#x2122;t cost more than $20 recommend a computer backup per month and it will give you the system, which will protect the ability to send and receive e-mail. contents of your hard drive in the Top Agent Magazine

It’s essential that you remain committed to your space as office space. You’ll probably want more than one answering” from your phone comphone line, three if you’re using one pany. It’s just a few dollars a month line for a fax and modem hookup. and sounds more professional than It’s wise to invest in a business line, an answering machine, and which which allows you to list your won’t break down while you’re on business name and number in the vacation. phone book and with directory assistance. To keep costs down, use A home office can either improve that line for incoming calls only. If productivity, or harm it. You may find you don’t want the expense of a yourself doing paperwork at 2 a.m. business line, but can do without a when you should be sleeping, or repeat of the shower scene, order flipping to General Hospital at 3 p.m. “distinct ring” service from your when you should be working. It’s phone company. This is a separate helpful to treat your home office as phone number which rings into your you would an outside office, complete home line, but sounds different from with “starting” and “quitting” times. your normal ring. This alerts you This will help you stay focused, and family members to incoming organized, and productive. And your business calls. If you’re dishing up family will appreciate having their dinner or washing the dog, you’ll dining room table back. know to let your answering machine, or better yet, your electronic voice Nancy Michaels, of Impression Impact, mail system, grab the call. If you’re works with companies that want to reach in the shower, hopefully your 5- the small business community and with small business owners who want to sell year-old will know to do the same. more products and services. Copyright©, You may also want to order “call Nancy Michaels. All rights reserved. 6

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DAVID CARNIE 7

DAVID CARNIE For David Carnie, commercial real estate was a natural choice. He held various jobs throughout his life, but after a serious back injury left him unable to move for several weeks, he decided to reevaluate his career path. “I always thought about real estate, and used that opportunity to pursue it,” he explains. David researched it thoroughly, finding a class that started within the month. While he was preparing to take his final exam, he began interviewing Copyright Top Agent Magazine 8

with various residential real estate firms throughout the Syracuse area. Eventually, he took a meeting with the COO of Pyramid Brokerage, where he discovered his passion for commercial real estate. “When we were talking, it was like honey in my ears, it sounded perfect,” he says. And once David received his license and began working with Pyramid Brokerage, he discovered just how perfect it really was for him. His true Top Agent Magazine

interest in this industry is palpable: it’s the first thing he thinks of in the morning, and the last thing he thinks about at night. “I’m constantly thinking about my clients and where we are in the process, and what I can do to make it go smoothly,” David explains. His main focus is helping others. “I fill in the cracks to make things work. I’m always working and thinking about my clients.”

everyone, but he specializes in office rentals and land acquisitions. Mainly working in Onondaga County, downtown Syracuse and the surrounding suburbs, he is an expert at tenant representation as well as negotiation. “I focus on those who are looking for a specific thing,” he explains. Whether they’re looking for a property to purchase in order to expand their business, or want an office with a certain amount of square footage, David will David loves helping anyone and not stop working until he finds it. Top Agent Magazine

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which helps support people who can not afford an attorney. He also volunteers with the Alibrandi Center at Syracuse University, as well as the Liverpool High School Athletics Booster Club. In his free-time, David is working on personal goals, like owning real estate and eventually becoming a landlord himself. In addition, he’s pursuing the coveted CCIM (Certified CommerAlthough David’s main passion is cial Investment Member) desigreal estate, he also makes commu- nation, which will help him assist nity involvement a priority. He is clients in making better commercial on the board for a legal aid society, real estate decisions. When a transaction is over, David’s clients leave knowing that his determination, experience and knowledge led them down the right path. “They remember my work ethic, and that I was always there for them, answering the phone, and following up,” he says. “I’m always thinking two steps ahead, reaching for my client’s objective.”

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As David looks back on his work, he feels grateful for where he is today, and can’t imagine himself anywhere else. Real estate is what he loves to do, and it has inspired him to encourage others in following their dreams. “If you can figure out what it is you love to do, just do that,” he explains. “Everything will fall into place after that.”

“If you can figure out what it is you love to do, just do that. Everything will fall into place after that.”

There are many things David loves about his job, but perhaps the most rewarding of all is seeing his clients happy. “I like seeing the smile on my client’s face when my job is completed. I get a sense of satisfaction when they say the process went smoothly.” For more information about David M. Carnie of Cushman & Wakefield/Pyramid Brokerage Company in Syracuse, New York, please visit www.pyramidbrokerage.com, call 315-679-7279 or email thecreexpert@gmail.com, or twitter @NYrealtr Copyright Top Agent Magazine 12

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From Chaos to Control By Barry Eisen

Below are 24 great ideas designed to give you back your time and life. Managing time, rather than letting it manage you is an art form. Little changes can make huge differences. Look at what is offered below and incorporate 1 or 2 ideas that make sense to do. You can always come back to the list for more when you’re ready for more. 1. Get Ready the Night Before. Get it out of your head. Plan

out your next day by writing a “killer” To-Do list and prioritize A, B and C business and personal priorities. You’ll sleep better too. Top Agent Magazine

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2. Focus on the Important Things. Less is more. Commit to

doing the A things on your To-Do list. Stop randomly playing games and surfing social media. Focus on what’s important. Here’s the procrastinationbe-gone formula: Do the important stuff first. No “ifs,” “ands,” or “buts” do it. 3. Remove the Clutter. Much of our “visual noise” is caused by

stuff. Practice a three-part clutter rating system that will help you prevent and remove clutter: • It’s important now. Use it and then put it in its home (where it’s supposed to be). • It will be important. Put it in its home (where it’s supposed to be). • It’s not important. Get rid of it: Toss it or if possible, consider donating it.

4. Get Organized and Stay That Way. Pick an organizational

system, execute it, and stick to it. Your new system may feel foreign at first, but it will eventually form into a habit. If you slip or feel like you’re ready to give up, recall the benefits of being organized and pick up where you left off. When necessary, make adjustments, but avoid switching to new organizational systems or you’ll lose the benefits.

5. Keep One Calendar. Whether it’s a Week/Month at a Glance

appointment book, wall calendar, smartphone app, etc. - keep ONE calendar. First, keep track of the usual calendar events: birthdays, and appointments. Second, use your weekly calendar to keep track of bills, plan menus, make appointments with yourself to write or read, etc. This will help prevent the scenario of sifting through bills, notes, and multiple calendars. 6. Focus on What’s in Front of You. Of course, not all tasks

require 100% focus, but for tasks like prospecting or writing, never multitask. Lots of studies have shown the inefficiency of juggling tasks. If you refocus your attention on another task, it can take more time to refocus on your original task. Don’t do it. Stay focused. Turn off your phone and disconnect from the internet during tasks, like writing or studying, to focus. Don’t drop what you’re currently doing to address something you just thought of or remembered. If you think of something completely unrelated to what you’re 14

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working on, jot down a few quick notes (a word or two to jog your memory will suffice). Keep up momentum: FOCUS. 7. Execute Decisions Faster. If you find

yourself hemming and hawing over a decision, make a decision then and there. If the task Sometimes a has a lot hanging on the outcome, fresh set of eyes is seek/ask for more information if you need it, but the key all you need to get is: make a decision now. back on track. 8. Delegate and Learn to Love It.

We can be greedy with our workloads. Drop the, “if you want things done right, you have to do it yourself” mentality. If it can be done by someone else (more effectively) and it’s not an important task, delegate it. 9. Just Say “No.” Stop agreeing to take on things for which you don’t

have time. If you don’t have time for it or it will take your focus away from other priorities, say no.

10. HELP Is not a Dirty 4 Letter Word. Ask for help. Sometimes

a fresh set of eyes is all you need to get back on track, but be sure your plea is directed at the right person and is respectful of their own priorities. 11. Time Activities. We all can get swept away by television, social

media, internet browsing, article reading, and games. Allot yourself an amount of time for online activities and playing games. Set an alarm. When the time is up, stop the activity. 12. Time Your Conversations and Meetings. I’m not

recommending that you don’t socialize or be rude. I’m recommending that you don’t allow conversations or meetings to completely disrupt your day. Allot yourself time. For “water cooler” talks, give yourself 5 minutes and keep them infrequent. For meetings, estimate how much time you’ll need to address the needs of those involved, come prepared, and if there isn’t

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already an agenda, propose talking points to squeeze more value out of the meeting. 13. Call, Don’t Text. Text messaging is supposed to be quick and to

the point... not long, drawn out conversations. For anything beyond a quick yes or no question, call. For example, call for emergencies and all of those “how are you?” and “what ‘cha doin’?” questions. If it goes to voicemail, don’t worry. Most people have access to visual voicemail anyway, so it will be like a text. Either way, trust that they will get the message.

14. Turn Aimless Browsing Into Growth Opportunities.

Create an ongoing list of questions, curiosities, or things you’ve always wanted to find out more about. When you sit down to browse the internet, start looking for answers. You might surprise yourself with what you find. 15. Do Your Errands at the Same Time. Schedule time to

do errands and plan a route ahead of time to ensure you’re not wasting time bouncing back and forth across town.

16. Filter Your Email. How much time do you waste in your inbox?

Filter your email: • Create rules for recurring emails that don’t require an action to be archived in a particular folder. • Set rigorous anti-spam settings to block unwanted email from reaching your inbox. • Form a habit of touching an email once: If you open it, you have to address it (e.g., respond and file). 17. Automate Responses. If you find yourself replying with the

same or nearly identical responses for clients keep a template to quickly copy/paste the response and tweak it as necessary to personalize the message. 18. Automate Bill Payments. For any recurring bills that you

have: AUTOMATE. Not only will this save you time, it may even save you money and raise your credit score if you’re the forgetful type. 16

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19. Sort the Mail in Your Hand. When you get your mail, don’t

let it sit in a pile. Sort out the junk right away and then prioritize other items respectively (see weekly calendar). If possible, go green by electing not to receive the hard copy. 20. Avoid Rush Hour. Do you commute to work? Negotiate a work

schedule to travel during non-traffic delayed times. You can easily turn a 60-minute, traffic-jammed commute into 25 minutes by getting ahead of the traffic or waiting it out. Online apps, like Waze, do a good job informing of traffic problems so you can adjust accordingly.

21. Keep a Running Shopping List. Create a policy that for

whoever squeezes the last bit of toothpaste out of the tube, kills the mustard bottle, etc., they are responsible to write it down on the shopping list. In doing so, this will save time from taking inventory as well as keep your shopping trip quick - get into the store, grab what you need, and go (rather than meandering down aisles). 22. Cook for Tomorrow. Double the amount of what your cooking

and refrigerate/freeze the leftovers. It may take you a small amount of time to double what you’re already making, but it will save you much more time making your next meal by not having to start from scratch. 23. Learn While You Workout. When on a treadmill, elliptical

machine etc., listen to news, pod casts, and audiobooks rather than music to keep up with trends in your niche, current events, books, and learning at large.

24. Exercise More Effectively. Exchange moderation for higher

intensity. You can have a more effective and efficient workout by putting more effort into a 30-minute high-intensity workout than 90 minutes of lowto-medium effort.

Barry Eisen teaches personal development seminars and coaches Southern California top producing REALTORS®. “Your business will never grow more than you do” is the theme; self hypnosis and behavior modification are the tools for playing a bigger game. barryeisen.com, barryeisen@LA.twcbc.com 818-769-4300 Top Agent Magazine

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Is Your Phone Voice Attracting–or Repelling? By Carla Cross, CRB, MA It’s such a simple thing, but so important--the first impression you make with your voice! Recently, I did a presentation to a group of Luxury Agent Specialists. It was about sound and its impact on others (I used the piano to demonstrate). We usually think of visual impact. But, as agents, we come across way more people initially via email or phone than we do by sight. So, isn’t it time to Top Agent Magazine

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polish your ‘phone voice’? It’s probably the first ‘warm’ impression people get of you (I call email ‘cold communication’ because it vastly shrinks the three major ways we communicate: sight, sound, and feeling). Here are three tips to assure your phone voice makes the best first impression. Remember, You never have a second chance to make a first impression!

Don’t Mistake Technology as the ‘End’

We are so focused on technology today, that we are in danger of forgetting to effectively use that technology. Here’s an example. When I phone an agent today, I have no idea where that agent will answer his or her phone—or from what phone the call is being answered. And, I don’t really care. Technology allows the phone to follow the agent. That’s great. Here’s what’s not so great. The agent’s message is so dull, powerless, or mumbled that it doesn’t sound as though the agent wants to talk to me. Or, the agent’s message is so long, that I’m impatient by the time I get to leave the message.

Make a Superior Phone Message

For three days, listen carefully to the tone, intent, and messages you hear in phone messages. Listen carefully to how agents, managers, and your affiliates answer the phone (including the receptionist at the office). What do you think? If you didn’t know these people, what would you think of them? Are they excited to hear from you, or are they bored? Here are 4 important tips to remember when recording your own message: 1. Stand up—you’ll sound as though you have much more energy. 2. Write out your script first—and be sure it’s not too long. I don’t really care where you’re going to be all day! 3. Modulate your voice pleasantly. Try to get some resonance. 4. Sound as though you’re looking forward to hearing from me!

Don’t Settle for One Run at It: Re-record Your Phone Message until It’s Perfect

As a musician, I would never play the piano for others unless I had practiced until the performance was perfect. Yet, when we ‘practice’ real estate, we often just ‘let it fly’ with whatever comes out of our mouths! Not good. You have too much at stake to settle for one run at it. 20

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Advice from a musician: Practice your phone message several times before you record it. Then, record and listen critically. Don’t just use the first recording. Make sure your ‘phone voice’ is the best first impression you can make.

P. S. Managers and team leaders—two tips 1. Call each of your agents’ phone mails. What’s the impression you get? Are they professional? Do they state the company name? Do they represent your culture and image? 2. Create a quick class in phone messaging using the information in this blog. Copyright ©, 2016 Carla Cross. All rights reserved. Carla Cross, CRB, MA, is the founder and president of Carla Cross & Co., specializing in real estate management and sales. Her internationally best-selling start-up plan for new agents, Up and Running in 30 Days, is now going into its 5th edition (!). Carla brings her vast experience as a top-selling agent and award-winning manager and trainer to the podium, blending her musical background with her proven sales and management strategies (she uses the piano AND even teaches someone to play—fast…..—entertaining and practical). Find out more at www.carlacross.com. Top Agent Magazine

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Four Challenges and Solutions from the Front Lines of the Real Estate Industry By Walter Sanford

There should be more profit-refining rather than adding a new layer of overhead or technology. Sometimes, the basics are not addressed when looking to increase the company’s or individual agent’s net returns. 1. Lack of training from top agents. Many times, the agent who was average in production but great at the process becomes a training manager. There are broker/owners who just don’t have the time to train; there are the top producers in the office who don’t have the time or motivation to train; and then, there are the previously mentioned managers who took that job because it was as financially lucrative as production. Too many agents are not receiving superstar training in lead generation. I have coaching clients who receive training on process rather than lead generation at their offices. There are many solutions, two of which are detailed below: A A brokerage system that brings the top agents into the training and recruiting business -- the two best known systems are Keller Williams and EXIT Realty. It is easy to reproduce these systems by giving better splits for listings sold or pieces of profit on new hires given to the introducer. B Set up systems in the office that promote production like meetings where everyone puts their best buyer and best seller together; where the office performs certain lead generation systems until agents commit to them like expired solicitation; where top trainers are brought in and agents are held accountable to new ideas. 22

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2. Reliance on purchased leads. Agents have lost their ability to prospect for sellers from hot demographics, because they buy leads from consolidators. If the purchased leads are good one year, they will go up in price or decrease in the number of leads in the next year. Agents need to prospect hot seller demographics blending “new school” with old school tools like direct mail, phone, follow-up, database, and closing abilities. The value you can offer certain seller demographics should be discussed at training meetings. 3. Offer macro-economic services. An agent has the ability to offer great information on a local level. It is the only way to compete with national websites. Whether you develop neighborhood websites or a newsletter based on local statistics, honing your local value is the only way to beat national efforts. 4. Financially struggling agents who don’t understand budgeting, planning, and investing. Many agents are struggling financially and they cannot devote their full attention to maximizing client satisfaction. They do whatever it takes to make the deal; they are in panic mode. With office services in place like setting up agent savings systems at close, training on tax-deferred investments, promoting real estate investing for groups, and budgeting analysis – offices have more agents who don’t live commission to commission. These agents are always better at making deals when the deals are based upon client satisfaction and not agent survival. Before you attend another webinar from a trainer or a tech guy (who never sold real estate) as they try to make your job easier – take a step back and start firming up some of the basics. Copyright©, 2016 Walter Sanford. All rights reserved.

Walter Sanford has been designing and implementing real estate systems for 30 years. One of the most successful REALTORS® and now wealthy from his systems, Sanford teaches his systems and strategies through his products, seminars, and personal coaching producing the best results in the industry. Do what works, do what is proven. Hire Walter Sanford. Call our office at 800.792.5837, email walter@waltersanford.com, or chat with us online at www.waltersanford.com. Top Agent Magazine

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