Bliss Sawyer's Marketing Blog

This might hurt a little...

I've had a few interesting conversations with loan officers recently.... They have gone something like this:

LO: "I'm worried about my production, especially when rates go back up."

ME:  "About how many hours are you at the office?"  

LO:  "I work about 40 hours a week"

ME:  "How many hours do you spend marketing?"

LO:  "Not many"

ME:  "Well, if you work 40 hours a week and your are closing an average of (put your own number here) then each loan is taking you about (number of loans divided into 40 hours).  I think you have quite a bit of time for marketing.

This is always a shock to actually do this calculation.  The reason I do this is because I want loan officers to realize that they are wasting an enormous amount of time by just being at the office.    And it usually comes down to computer time.

Here's an activity that can help you break the cycle of wasting time on the computer.  For one week, track your time on the computer.  Then set specific time blocks to be away from the computer doing your marketing.  You may struggle to break away from your current habits, but your future production is depending on you to do it!

Daily Calendar Page

I love it when a loan officer graciously shares one of their secrets to success.  Dan DeVere with GEM Mortgage in Palmdale, CA recently passed along a daily tool he has created for his business.  Dan uses this daily calendar page to stay focused on high-producing activities.   He is constantly revising and improving to make this work so I've got an electronic copy for you HERE.  Below is a sample of one of Dan's full days.  Looks productive to me!

Thanks, Dan for sharing...

See another style of Daily Action Sheet HERE.

Challenge:  Start (or improve) a system for getting the "important" done every day.  Networking and marketing!

January Time Machine

The first each month, I share "the best of" from the past 3 years of my blog for those that are new readers or anyone that wants a look back at some great ideas.  Enjoy!

One Year Ago:

• What should you do TODAY?  Me being bossy.
• Generosity in the Workplace.  Do you have it?
• Realtor Planning Lunch
• Gathering Testimonials and Utilizing Testimonials

Two Years Ago:

• Outliers.  Fabulous book by Malcolm Gladwell
• Who's calling you?  How often do your past clients think of you?
• Expanding your Realtor Business.  Easy tip!

Three Years Ago:

• What to do if your phone IS ringing
• Are you moving forward?
• My favorite 5-letter word

Time to Take Charge

I have been meaning to read The 4-Hour Workweek, but simply haven't gotten around to it (though I did just order it) so when I saw that Chik Quintans mentioned it in a recent article, I was interested in what he had to say.

Here's an excerpt from his article:

So I start reading the book. Boy what an impact it has has already on my mind set. I'm reading about "Life by Design" and avoiding the "Deferred Life Plan." Wonderful stuff. But practically speaking, I decided to implement his suggestion to only look at email once at Noon and once at 4PM. Block my phone ringers and retrieve voicemail also at Noon and at 4PM. I would set up a simple email auto-responder and voicemail setting up the expectations of the emailer/caller and direct them to support staff for questions and tasks that can be handled by them. You know. The $9 an hour tasks, so I can concentrate on the $200/hr tasks. Get the idea?

So what happened on this first day of implementation?  One word. WOW! I was truly able to concentrate on my important tasks that I have decided always needs to get done before 11:30AM such as my 5-5-5 strategy. Although I know this is really going to pay off financially, the biggest benefit is the liberating feeling I had at the end of the day. I admit, I was a bit hesitant and nervous about it. However, I want to dictate how I manage my time. I'm tired of the interruptions dictating my time. Time to be large and in charge. So I'm committed to this for the next 21 days. I'll do an updated post then and let you know how I've progressed and the net tangible benefit from this one strategy.

Now... I am going to read the book and hope to implement a few ideas into my business.  Not sure I can do the email twice a day thing. (Chik actually has it set up for three times a day.  6:00 a.m., Noon and 4:00 p.m.  See his auto-responder below)  If you have ever used a system such as this to manage your email I would love to hear how that works for you!  Comment below with your experiences.

Chik's autoresponder to emails:

Due to high workload, I am currently checking and responding to email thrice daily at 6AM, 12PM and 4PM PST. 

If your mortgage is already in process, please contact Lona Beavers at lona@teamcq.com or via phone at 425.771.2311, dial zero, then x107

I always like to speak with you however, Lona already has your file and will be able to answer questions faster than I could. 

Otherwise, I will return your email at the next of the three times.

Thank you for understanding this move to greater efficiency and effectiveness. It helps me to accomplish more to serve you better.

Warm Regards,
Chik Quintans 

Works for me

  

I love time blocking, but sometimes have difficulty truly focusing on one activity for a set amount of time.   Yet when I do, I find that my productivity goes waaaayyyy up.  I decided to try a new approach and use a timer so I'm not constantly glancing at my watch or the time on my computer.  My goal is to work at a steady pace to accomplish as much as possible on one project. 

E.ggtimer.comis a simple tool that can be set for any amount of time.  The timer runs on your computer and pops us with a short ring when your time is up.  LOVE IT!

If you aren't in the habit of time blocking, here are some ideas of tasks that work well with this time management tool:

• Get organized and de-clutter both your physical space and your electronic files and emails.  Set aside 30 minutes and you will be amazed at how much you can get done.
• Phone calls.  See how many past clients or Realtor phone calls you can make in 15 minutes.  I love this clip from Pursuit of Happyiness on cold calling.  You don't have to make cold calls, but you do need to reach out to your sphere of influence and the more efficient you are the greater will be your results.
• Goal setting and planning of your marketing.  I recommend once a month to review and revise all goals and marketing plans.
• Brainstorming.  Get as many ideas down as you can or review your idea files for new marketing things to implement.
• Planning new marketing strategies.
• Working IN your files.  Meeting with your processor.
• Education.  Take 15 minutes every day to learn about a new program or more about interest rates.

Remember to TURN OFF your phones, email and other electronic interruptions in order to make your time blocking work.  If 30 minutes is too long to be out of touch and makes you uncomfortable you can try 15 or 20 minutes.  Or go to a therapist to discuss your electronic addiction.

 

What are your distractions?

The same son that brought home this puppy recently added a kitten to our zoo.  "Bella" is adorable... but completely distracts me from working.  While I'm trying to get things done, she is constantly batting at my screen and tries to attack my mouse.  I finally put her in time-out in the other room.

In your business there are many distractions:

• Office chatter (I was going to say gossip... but often it is just the everyday things we spend a bit too much time talking about)
• Realtors that just want to be social
• Online games, shopping, blogs (but not this one!) and a million other things to read and look at
• Chatty clients.  It really is an art to find the balance between taking care of a client and spending too much time with them.
• etc. etc. etc.

So how do you combat those distractions that take you away from being productive?

• Time blocking - turn off internet, email, phone and shut your door.  Utilize focused time on specific tasks and you will be amazed at how much you can get done in a 15, 30 or 60 minute block.
• Learning how to be social without letting the conversation take too much of your time.  "Thanks for chatting with me, but I've got a pile of work I need to get back to."
• Give clients the information they need without too much detail.  Your job is to make sure the client understands the transaction they are in, but many loan officers go into waaayyy too much detail.  If you think this might be you, try to find a top producing LO that will let you listen in to their conversations for an afternoon.  Take note on how they explain things and how long they spend with a client.
• Go back to this week's Monday Coach and review your time.  You might be surprised.

Bella... the trouble maker

  

But she's so cute....

 

Monday's Coach

Week 9 - Analyzing and setting time management goals. 

Did you complete last week's assignment of tracking your time for three days??  If not, then take the time to do it the first part of the week and then come back to this assignment

If you did tackle this task then congratulations - I know it isn't fun! 

As you look back at how you spent your time for those three days, separate everything into three categories.  Producing activities (those things that will increase production), non-producing activities (things that must get done, but do not increase production) and time-wasting activities (that would be surfing the net, chatting by the water cooler etc.)  After you add up the time for each category, calculate the percentage of your time spent on each. 

Next, make a list of the specific changes you want to make to your day.  Pick three things you are going to work on based on this exercise to get more accomplished in your day.  After this exercise, go over the results and what you learned about yourself with your accountability partner or manager and ask for their input. 

Knowing you have room to improve is only the first step in actually becoming more productive.  Taking action is the step that gets results.

If you've been following my weekly coaching tasks, you should be more organized and focused on your marketing... if you are just jumping in, see all Monday's Coach posts here.

Do you struggle with staying focused?

I actually wrote about this book quite some time ago, but lately I've had so many loan officers ask for help with time management, I felt this information might help many of you having the same struggle to get more done without working longer hours.

I've read Brian Tracy for years and really enjoyed Eat That Frog!  21 Great ways to stop procrastinating and get more done in less time.  This is an easy read (with my schedule, I like short and sweet!) that anyone can benefit from. 

We all procrastinate in one way or another, in business as well as in our personal lives.  What sets the successful person ahead of someone else is the fact that they get more done each day.  Brian Tracy gives you a simple way to combat this...eat the biggest, ugliest frog first each day.

I love this!  I've tried it and it works.  Most of us (especially me!) do the easiest, quickest, most enjoyable tasks first each day.  Flip this thinking and take the most difficult task on your list and do it BEFORE everything else.  Work at it until it is accomplished, which then creates forward momentum for the rest of your day.  You will get more accomplished and feel more energized.

We all know that there is not enough time in the day to accomplish everything we want to, need to and have to.  Prioritizing correctly gets more of the "have-to's" done so you can enjoy more of the "want-to's"

Do you have more applications than time?

In most of my training and coaching for the past year I have asked people if they have more time than applications and then proceeded to give them a list of things to work on to build up their pipeline.  

Thankfully, many now have more applications than time.  But with that blessing comes less focus and often times less is getting done even though you are working more.  Here are a few suggestions to help you through this time:

1. Get rid of distractions.  Only check email and phone messages at designated times during the day.  Keep your email turned off and you will be able to focus more on the tasks at hand.
2. Consider increasing (short-term) your staff bonus on closed loans.  This increased work load will require everyone to pitch in and work harder, and often, longer hours.  Recognize the hardship this causes and offer a higher bonus for closed loans for the next 60 days.  As much as we would hope low rates last, they may not.  As my mother would say "Make hay while the sun shines".  And you need your team behind you to make as much hay as possible.
3. Go in early a few times a week.  I can get about 5 hours of work done between 6-8 a.m.  Have a meeting with you processor/assistant right after this time as you will be very focused on what needs to be done and it is essential to keep the momentum going.
4. Don't forget marketing to referral partners.  One of Realtor's biggest complaints about lenders is that we forget about them when there is a refinance boom.  Guarantee your continued success by giving them excellent service and attention during this time.  Phone calls, emails, lunches (pick a restaurant that has fast service so it doesn't take as long)
5. December 24, 26 & 31 ARE NOT holidays (though many in our industry never work those days.)  I'm a BIG family person, but it's ok to explain to your family that right now is a unique time and you have the opportunity to do very well if you work hard.  Get them to buy into your success.  It may take a bribe of a great spring getaway somewhere, but hey - it's all worth it.  Remember, this will not last.

I wish you all the best in this wonderful opportunity.

2008 Marketing... There's still time left!

Most everyone is slowing down their marketing and other business-building efforts right now.  My recommendation is to use this time to build up your momentum for 2009!

There are two weeks left in 2008 and here is a To-Do list:

• Get your office organized.  Out with the old... files, paper, junk. Make room for the new (loans, that is) Clean out drawers, top of desks, filing cabinets, etc.

• Take 2 Realtors to lunch before the end of the year

• Drop in to all your referral partners with a small holiday gift.  Let them know you are available throughout the holidays if they or their clients have questions.

• Get your first mailing ready to go for 2009.  Spend time cleaning up and organizing your database if you haven't already done that task.

• Work on your 2009 sales plan.   Decide now what marketing you will do and budget your expenses for this.  Calendar in the individual steps to each marketing strategy so you don't have to spend time planning later.

• Go through all past prequals and closed loans to see if there is an opportunity for a new application.  This doesn't HAVE to be the slowest time of year for your business.

• Still have some time?  Read marketing books or mortgage magazines.  Look for inspiration and take action on at least one new idea.

Good luck with your business for the rest of 2008 and moving into 2009!

Daily Activity Log

One of my mortgage friends, Sabrina Price, recently e-mailed me an activity log she had seen on a Realtor Blog.  I thought it was a great tool and was able to chat with Marie Spodek, a Real Estate Trainer that created this piece.

Marie asks her students to keep this log for 7 days and then do an analysis of their activities.  The more focused you are with your time, the more you will accomplish each day.  Tracking and analyzing your current effort are the best way to make positive change in your business.  Spend more of your time marketing, maintaining relationships and see the results in closed loans.  How productive are you at this time?

Click here for pdf version

Click here for excel version

Thanks Sabrina and Marie for sharing!