Guide to Success – JP & Associates REALTORS®
Organizational Habits To Maximize Productivity

Organizational Habits To Maximize Productivity

What could you do with 11 or more hours a week? A recent study by Unit4 indicated many of us lose up to 25% of our productivity each week due to a lack of streamlining our workflow or effectively using smart phone applications.

Luckily for you and me, organization isn’t an attribute you’re born with, but a skill you can learn. And many of us can learn more! Proof? A poll by Office Depot found that 82% of people felt the more organized they were, the better they performed.

Here are five techniques to maximize your productivity, which one will you add to your portfolio this week?

Goals Up & Visual

Since you have invested time knowing and documenting what you want to achieve this year in your business and your personal life, why leave it hidden in a drawer or a closed book?

Out of sight quickly becomes out of mind. Up and visual is a proven technique to drive goal attainment.

Tip: Keep important information up and visible

There’s An APP for that 

While there is an APP for just about anything, many of us can benefit simply by using the basic functions of your smart phone – Calendar, Notes, Reminders, and Voice Memo.

For example, setting reminders in your calendar for project deadlines. You can start with the deadline when the project must be completed and submitted, then work backward from there to set alerts for project components all along the way. You can even set additional notices to remind you to check on the progress, particularly if you are awaiting input from other people or teams. You’ll never be caught off-guard by a huge project again.

Tip: Leverage your SMART phone Calendar; Notes; Reminders and Voice Memo. 

Use the 80/20 Rule 

When creating time blocks, use the 80/20 Rule to organize your schedule. The 80/20 rule is based around the idea that 20% of your work tends to produce 80% of your results. Productive workers identify their most important 20% tasks and organize their workday around getting them done first and foremost. The rest can be handled later or delegated, automated or eliminated.

Each time block contains a single task and an allotted amount of time for completing it. As we know, work EXPANDS to the time allotted! Scheduling your most essential tasks for the morning (or at those times when you’re the most productive) is one habit the most productive have mastered.

For most of us reading this, your most productive time block is described with this acrostic: P.L.A.N. Prospecting, Lead generation, Appointments (setting and going on), and Negotiations.

Creating new appointments is your MONEYBALL. Knowing the number of appointments needed to drive your goal and working backward is a high value 80/20 rule activity.

Tip: Time block your high leverage activities. Stay out of the whirlwind.  

Adopt a System for Follow Up

In business, following up with leads and clients is crucial to success. All the money is in follow up. Lack of organized communication costs more than you think. A recent study showed that 2,000 real estate agents lost 55% of past clients’ new business due to lack of follow up. Many real estate professionals have utilized customer relationship management systems (CRMs) that are used to follow up and keep leads, past clients, and other tasks focused and organized.

Tip: A strong focus on executing systems that make follow up a no brainer.  

Multitasking is a big lie.  

Contrary to popular belief, study after study shows that multitasking slows down a person’s productivity rather than speeds it up. It can also lead to all-around subpar results.


When we multitask, our brains can’t think in an organized way. We end up expending a lot of energy by switching our focus back and forth. Those that are highly productive recognize this and make it a habit to do one thing at a time. Even though their phone, for example, might be a vital part of your business, when something needs to get done, put all your focus – for a 45-minute time block – on the task at hand and put your device to the side in airplane mode. The same goes for all other distractors.

Tip: Singularity of focus for 45-minute or less time blocks (the average attention span for an adult) 

Peter Drucker said it best, “Nothing is less productive than to make more efficient what should not be done at all. Until we can manage our time, we can manage nothing else.”



5 Steps to Becoming a Success Magnet

5 Steps to Becoming a Success Magnet

Success comes in many ways and forms. Gandhi was successful for leading India into independence from the British. Mother Teresa was successful giving hope to the poorest of the poor. Warren Buffett is successful for investing and building long-term business ventures. Recently I ran across an article that outlined over 20 years of research on success. The study found there are certain core activities, beliefs, and attitudes that are shared by those who succeed

The basic formula:

  1. Get clear about what you don’t want.
  2. Get clear about what you do want.
  3. Visualize and feel the outcome.
  4. Clear your mind of self-limiting beliefs.
  5. Take action.

The six most common characteristics:

  1. Resilience – the ability to keep getting up despite being knocked down.
  2. Self-control – the ability to subdue one’s impulses, emotions, and behaviors in order to achieve longer-term goals.
  3. Emotional awareness – Emotional awareness is the ability to recognize your own emotions and those of others.
  4. Creativity – the ability to perceive the world in new ways using two processes: thinking and producing.
  5. Optimism – does not take failure personally but keeps on trying until he succeeds and expects positive outcomes
  6. Sociability 

So where do you stand? Once your beliefs and actions are aligned there are no limits.

“Thoughts lead to purpose; purpose drives action; action form habits; habits create character; character defines destiny.”




4 Step Post-Conference Guide

4 Step Post-Conference Guide

Professional conferences are an unparalleled opportunity to build your network, get new ideas, deepen connections and get out of your routine and shake things up.

Yet so many of us fail to act… why?

Because you probably went home with loads of information to digest and a feeling of being overwhelmed. So plan a post-conference action plan that empowers you.

The key is taking ACTION.

Here are 4 steps to maximize your conference investment:

1. Network post the event – Don’t forget those connections you made. Close the loop, follow up and build relationships for referrals, accountability and more.

2. Leverage your social channels – How can you communicate your time investment to show potential customers your commitment to excellence and serving them at the highest levels? Make your public posts about serving your customers and potential customers better.

3. Organize your notes into a checklist for the items you are committed to act on and share them with an accountability partner, mentor or coach. Do you have a checklist? A checklist not only helps you get more done, but your brain loves them. According to research summarized by best-selling author Maria Konnikova, here are some of the reasons why:

  • Your mind seeks organization. Lists tap into our preferred way of receiving and organizing information at a subconscious level; from an information-processing standpoint, they often hit our attentional sweet spot.
  • When we process information, we do so spatially. For instance, it’s hard to memorize through brute force the groceries we need to buy. It’s easier to remember everything if we write it down in bulleted or numbered points.
  • Your mind wants to categorize. We can’t process information quickly when it’s clustered and undifferentiated (like in standard paragraphs). A list feels more intuitive.
  • Your mind wants to know how long this will take. The more we know about something—including precisely how much time it will consume—the greater the chance we will commit to it.
  • List completion is self-reinforcing. We recall with pleasure that we were able to check something off the list. This makes us want to go back to the list for another dopamine hit.

Do your brain a favor and break down what you learned and your action steps into a series of checklists.

4. Take action NOW! – Don’t wait! Nothing good happens when you wait.

So there you have it, 4 steps to win the post-conference game.