5 strategies to manage your time and make the most of real estate flexibility

1. Weekly planning with time‑blocking

What it is and why apply it

Time‑blocking consists of dividing your week into dedicated chunks for specific tasks. Instead of reacting to requests as they come in, reserve fixed periods for key activities. For example:

• Monday & Wednesday, 9 am–11 am: active prospecting — researching new listings and contacting owners who wish to sell their apartment.

• Monday & Wednesday, 11 am–1 pm: property viewings for potential listings.

• Tuesday & Thursday, 9 am–12 pm: analysing the real estate market study and updating performance reports.

• Tuesday & Thursday, 2 pm–4 pm: following up with leads via CRM.

• Friday, 9 am–12 pm: continuous training — webinars, internal courses or workshops provided by  Engel & Völkers.

Benefits of time‑blocking

1. Clear objectives: you know exactly what to do at any given time.

2. Fewer interruptions: when you share your calendar, clients and colleagues avoid scheduling outside those blocks.

3. Consistent rhythm: you maintain a steady workflow even when flexible hours bring last‑minute requests.

2. Applying the Pomodoro Technique to prospecting

How it works in practice

The Pomodoro Technique involves working for 25 minutes uninterrupted on a single task — such as making prospecting calls — followed by a 5‑minute break. After four cycles, take a longer break (15–30 minutes).

Advantages for real estate consultants

• High concentration: prospecting calls or emails are made without distractions.

• Energy management: prevents mental burnout and keeps you sharp throughout the day.

• Clear metrics: you can track how many calls or contacts you completed in each block, helping you set realistic productivity goals.

Using this method lets you capitalise on your flexible working hours without sacrificing focus — a model embraced by many of our real estate consultants.

3. Intelligent automation: CRM and integrations

Why automate?

Much of a consultant’s day is filled with repetitive tasks: sending emails, scheduling viewings, generating reports. Automation frees up valuable time for what truly matters: face‑to‑face meetings, prospecting and qualified follow‑up.

Tools and examples

• CRM (Customer Relationship Management): platforms like HubSpot or Salesforce help you track contacts, schedule automatic reminders and segment clients by interest (selling, buying, investing).

• Zapier or Power Automate: connect your website’s lead forms to email, CRM and spreadsheets; when someone submits the “how much is my property worth” form, a CRM entry is created and a follow‑up task is scheduled automatically.

• Automatic scheduling: tools like Calendly or Doodle allow clients to book viewing slots directly in your calendar, eliminating back‑and‑forth emails.

At Engel & Völkers, we support consultants in setting up these integrations, providing access to a team with experience in the real estate sector to guide you every step of the way.

4. Clear communication and “availability windows”

Defining clear boundaries

Flexibility does not mean being available 24/7. Clearly communicate your “availability windows” for consultations, viewings or meetings. For example:

“I am available for viewings Monday to Friday, between 10 am and 5 pm. Requests outside these hours should be made at least 24 hours in advance.”

How to share them

• Email signature: include your availability times.

• Website and social profiles: list your viewing hours in a “Contact” section.

• Auto‑reply messages: set up automatic responses on email and WhatsApp to inform clients of your schedule and suggest alternative slots.

This practice creates realistic expectations, reduces off‑hour messages and reinforces professionalism — allowing you to leverage flexible working hours for high‑value tasks.

5. Daily review and continuous adaptation

The importance of self‑assessment

At the end of each day, spend 10–15 minutes reviewing what worked well and what needs tweaking. Ask yourself:

1. Did I complete my scheduled prospecting and viewings?

2. Which calls generated the most interest?

3. How can I adjust tomorrow’s plan based on today’s insights?

Quick adjustments

If your morning prospecting blocks underperform, try shifting them to late afternoons. If most clients request weekend viewings, allocate some weekend hours and compensate on weekdays. Engel & Völkers encourages every consultant to use these daily reviews to refine their personal method, benefiting from individual or group mentoring.

Transforming flexibility into a competitive edge

Flexible working hours can be a real asset for a real estate consultant — provided you back them up with planning, discipline and the right tools. By applying weekly time‑blocking, the Pomodoro Technique, intelligent automation, clear availability windows and daily review, you build a routine that maximises productivity, client satisfaction and lead generation.

If you’re ready to take these strategies to the next level and join a global network of high‑performing consultants, become a real estate consultant at Engel & Völkers. Partner with a team with experience in the real estate sector, access exclusive tools and continuous training, and turn your flexible schedule into a high‑income career.