For years, I ignored advice about tracking and measuring my daily activities.
I had all the excuses: I’m too busy. It’s too late in the year. I’ll start fresh next month.
Maybe you’ve said some of these yourself, or maybe you found yourself avoiding tracking activities for different reasons. What I know now is that those excuses will cause a plateau in your business, and the only way to level up is to drop them.
I’ve learned that success in this industry isn’t just about closing deals, it’s about consistently improving and optimizing your daily activities. The easiest way to do that—despite my resistance—is by tracking key activities daily.
The good news is, that once you have a system in place, tracking your key activities only takes five minutes a day.
Why Track Your Activities?
Quality Assurance and Improvement
Tracking your activities is not just about the numbers; it’s about understanding the quality of your efforts.
- How many calls do you need to make to set an appointment?
- How many appointments do you need to go on to secure a listing?
- How many homes do you need to show a buyer before a contract is written?
- How many pieces of direct mail do you need to send out to convert?
By analyzing what’s working and what can be improved, you gain valuable insights into your business. And when that happens, you know exactly what to spend your time on each day.
As an agent, you know time is your most valuable asset, but it’s easy to get caught up in the busyness of the day.
In addition to providing valuable insights into your business, tracking your activities also serves as a powerful accountability tool. It keeps you on track, ensuring that you meet your daily numbers as you allocate time to source leads, go on appointments, and close deals. This accountability is essential, especially when you think you’re too busy with current clients.
How to Track Your Activities
Choose Your Tracking System
I personally use the tracking system within the Tom Ferry coaching program, but there are plenty of options out there, like Sisu, or even something as simple as a well-organized spreadsheet. Worry less about what system you use and more about using it consistently.
What and How to Track
Once you’ve decided on a system, determine the daily activities you are going to hold yourself accountable for. Here are some of the most important activities that agents track:
- Conversations: Tracking the number of calls you make and the number of conversations you have is crucial for setting benchmarks and goals.
- Appointments Set/Appointments Met: Measure your success in turning potential clients into in-person appointments—and how many of those appointments take place.
- Showing Rate (for Buyers): When working with buyers, tracking the showing rate provides insights into how many homes you need to show before the buyer will make an offer—and how many offers you may need to make before one is accepted.
- Conversions: Track the conversion rates from leads to closed deals.
- Open Houses: Track the number of conversations and leads gained through open houses.
- Direct Mail Effectiveness: If you invest in direct mail, track its effectiveness. Determine if your investment is yielding the desired results or if adjustments are needed.
Once you have your categories in your chosen tracking system, take five minutes a day to input the number of calls you made, conversations, showings, appointments, etc. It’s as simple as typing in numbers for each category.
To ensure you actually input your numbers, time block a 5-minute period into your day—and make sure you don’t sign off for the day until those numbers are in.
Results of Tracking
By consistently tracking and measuring your key activities, you position yourself for success in multiple ways:
- Training Development: Knowing your numbers allows you to refine your approach. An agent on my team hosted 88 open houses last year but didn’t convert. This was a signal to me to shadow one of his open houses and then do some training on what was missing.
- Personal Development: The discipline of tracking activities contributes to your personal development. It builds resilience and adaptability, qualities crucial for thriving in the dynamic real estate landscape. For example, if you know you are likely to set an appointment every 13 calls, it makes it much easier to deal with 12 “F- yous,” knowing that a “yes” is just around the corner.
- Strategic Decision-Making: Armed with data, you can make informed, strategic decisions. You’ll know precisely what works, what needs improvement, and where adjustments are necessary.
Knowing your daily and weekly numbers at all times empowers you to manage your time effectively. By time-blocking your activities based on the insights from your tracking system, you ensure that you’re consistently working towards your goals.
Offense Over Defense
Tracking activities shifts your mindset from playing defense to playing offense. Instead of reacting to market changes or last-minute client emergencies, you proactively navigate through each day, making decisions that lead to growth and success.
The 5-minute daily exercise of tracking key activities is a game-changer for real estate professionals. You’ll find that you begin to know your daily and weekly numbers at all times, and this will tell you exactly what you need to adjust and what you need to time block for.
But tracking also goes beyond numbers—it’s about continuous improvement, accountability, and strategic decision-making. Whether you’re a seasoned broker or just getting started, incorporating this practice into your routine will undoubtedly pave the way for a more efficient, profitable, and fulfilling real estate career.
So, can you spare five minutes a day to elevate your ROI?