The Consistent Trait of High-Performing Estate Agents

I’ll admit, I’m obsessed with estate agency. One of the reasons I love it so much is that it’s a pure meritocracy. Buyers and sellers need estate agents, but while some agents become enormously successful, others struggle and go out of business. To be successful and sustain a long-term career in this industry, you can’t fake it.

Whenever I get together with my estate agency colleagues, the conversation always turns to ideas. Ideas to grow, ideas to provide better service, ideas to find new clients - it provides endless debate.

I love discussing these ideas and finding ways to progress and differentiate our business. But I often ponder what the most common thread is amongst the very best in the industry. Yes, a good marketing idea or prospecting technique can help, but those are ever-changing. If the ability to conjure up good ideas was the key factor that separated great agents from those who struggle, why is it that some agents consistently outperform? I don’t know anyone who consistently has successful ideas - I know I don’t. Some ideas work, some fail. There are always ups and downs, no matter who you are or what your experience is.

I believe there are a few consistent traits and habits of high-performing agents, but today I’m going to focus on one. In my view, it’s the one that underpins all others - the one that makes it virtually impossible for the average person to succeed without it.

And that is: Understanding how to maximise your productivity and manage your time effectively.

In this article, I’ll take a closer look at some of the techniques high performers use day-to-day to achieve more than most.

Before diving into the techniques, let’s start by defining what “success” means. I’ve said that productivity and time management directly impact someone’s ability to succeed, and a lack of both can cause others to go out of business. But what does it really mean to be successful?

As you’ll see in any self-development literature, success is subjective. What I deem successful might be different from what you do. It’s important to have your own, very clear idea of what success looks like to you - it gives you a North Star.

However, for the purposes of this article, we’ll define success as having a steady flow of new sellers seeking your advice, being the sought-after local expert, successfully selling properties, managing a healthy pool of available stock, maintaining an abundant pipeline of sold properties, and doing all this while receiving 5-star reviews from clients. If you can achieve all of that, you’re probably doing something right and ultimately, earning a fantastic living that gives you some freedom. 

Time Management and Productivity Techniques

Managing Your Information Flow

One key trait of any high performer is their ability to manage their information flow.

What does this mean? It’s the ability to handle the constant stream of messages, promises to clients, documents that need review, questions requiring answers, and viewing requests that need booking - all without becoming overwhelmed.

Top performers have processes and systems in place to help them manage this. They don’t rely on an incredible memory; instead, they create a system. I wrote about this in An Estate Agent’s Second Brain.

A simple way to start is by creating a capture system - a notes or to-do app where you can instantly record tasks or ideas as they come to you. Once it’s written down and filed away, it no longer occupies space in your brain. This reduces stress because you’re not constantly trying to remember everything.

Once you’ve captured your thoughts and tasks, review and organise them into to-do lists. Group them into actions that are urgent, short-term priorities, and non-urgent tasks.

Without this system, many agents operate in a constant state of flux, reacting to whatever is most pressing at the moment. This reactive mode causes stress - not only because their time isn’t organised but also because they’re focused on others’ demands rather than their own priorities. The best agents are purposeful, dedicating time to activities that genuinely “move the needle.”

High-performing agents manage their systems meticulously. With uncluttered minds, they’re able to stay focused and in control of their time.

Time Blocking

Another technique commonly used by high-performing agents is time blocking.

In its simplest form, time blocking involves using your calendar as a tool to schedule tasks. You allocate specific blocks of time to focus on particular activities.

You can use this approach to structure your entire day, mapping out when to complete specific tasks, or simply block out chunks of time for undistracted work.

Empty space in your diary can easily be filled if you don’t have a deliberate approach to scheduling. Without time blocking, you’ll end up squeezing in tasks whenever you can, often inefficiently. 

Conversely, grouping similar tasks into focused blocks of time allows you to complete them more quickly and effectively.

Time blocking also creates space to handle unexpected issues on your own terms, and it helps you plan what you can realistically achieve within any given day. To do lists can be endless, but your available time is finite. Finding space within a well organised schedule is a great way to ensure you’re not setting yourself up to fail. 

Do the Most Important Thing First

One of the simplest yet most powerful productivity techniques is tackling the most important task of the day first.

This concept is famously explored in the book Eat the Frog, which I highly recommend.

Each day, identify the one task that will have the greatest impact or is the most urgent. By completing this first, you clear your mind for the rest of the day and build momentum. It reduces the likelihood of critical tasks being overlooked or delayed, allowing less impactful activities to take precedence.

Define Your Day’s Success

Even with perfect time blocking and an organised to-do list, unexpected events can derail your plans.

To stay on track, start each day by asking: What are the three things I can do today that would make it a successful day?

This exercise forces you to prioritise the most impactful tasks. No matter what distractions arise, if you achieve these three things, you’ll know you’ve made progress.

This practice helps shift your mindset from feeling overwhelmed to recognising the value of what you’ve accomplished, even on challenging days.

In 2020, my daughter was born, and as any new parent knows, priorities shift dramatically. Initially, I worried about how my business would be impacted by the additional responsibilities at home. I also had the huge responsibility of managing the business. 

However, this experience forced me to become more efficient with my time. By being disciplined and adopting productivity techniques, I found myself achieving more than ever before.

My point is that even if time feels scarce, you can still make meaningful progress. Of course, productivity isn’t about being “on” all the time - everyone has different phases of life and varying priorities.

For those who want more from their business, though, mastering productivity and time management is essential.

Being at the top of your game in any field isn’t easy, but with the right strategy, there is nothing stopping you.