Latest / Mortgage Marketing Radio / Ep# 42: Getting Started With Time Blocking

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Ep# 42: Getting Started With Time Blocking · Mortgage Marketing Radio

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Mortgage Marketing Radio Brought to you by the Mortgage Marketing Institute,
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your number one source for truth in mortgage marketing.
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Hey listeners, it's Jeff, it's him for welcome to this week's episode of Mortgage
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Marketing Radio.
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It's been a bit of a delay in being with you and getting back to the podcast and that's
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because we've got some really cool developments coming your way very soon.
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I'll give you a little hint, a little sneak, a reveal and it has to do with video.
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That's right.
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Getting back to the video.
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So stay tuned for that.
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I'm going to be launching actually a weekly series called Mortgage Marketing TV and
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you'll be seeing more and hearing more about that coming very soon.
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I've figured it makes sense to expand and use the platform as a video as well as this
2:16
platform of audio.
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So we'll be doing some interesting things on Facebook, Facebook live, tying in some YouTube
2:24
there as well and involving users, special guests, viewers, your input, your feedback is
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always welcome and appreciate it.
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That's what drives everything here.
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So today it's just you and I, no special guest, special guest coming up on the next episode.
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I'll get details about that very soon, but today I just wanted to take a couple of minutes
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and talk about a topic that's been coming up quite frequently on my coaching calls with
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loan officers across the country and that is this concept of time blocking, time blocking.
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Perhaps just the very thought of it sends you into a corner, cowering in no, please don't
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make me time block by calendar or don't make me block out that time and focus.
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Well, I'm here to tell you that the things I hear most often from loan officers is how
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do I get more done in a day?
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How do I be productive?
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How do I get off the rollercoaster ride of I generate some loans and some business and
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then I stop marketing and stop getting out in the field and stop promoting and getting
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in front of referral partners and doing those key things because I'm busy focused on
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the loans and process and I'm busy dealing with all those issues and I can never seem to
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get back to the things I need to do and there are things we definitely need to do in our
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business, particularly sales and prospecting, depending on where you're at in your business,
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sales and prospecting is a daily at best discipline that should be done and practiced and perfected
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every single day.
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But what I hear is most don't do it on a consistent basis.
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What's the reason, distractions, interruptions, take it off the grid, off course, the time
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stealers, if you will.
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I'd like to present to you an ongoing series, a dialogue, a communication between us.
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Because time blocking is such an extensive and involved topic, it can't be handled in
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just one quick podcast episode.
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I want to set the stage up for if you want to learn more about time blocking and setting
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priorities and adding structure to your daily routine so you can get the things done you
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need to get done.
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If that's relevant and important to you, then let me know.
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Leave a comment in the show notes, leave a rating on iTunes, let us know if you like it,
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send me an email, info at mortgagemarketinginstitute.com, always look forward to hearing from you, but
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let's talk a little bit about time blocking and why it's so important and so relevant.
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I want to give you some tips and first of all kind of set the stage for time blocking
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because you have to have this concept of time blocking and it starts with an example
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I heard from someone else.
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And by the way, if you're looking for a great book that will help you focus, it's called
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The One Thing by Gary Keller.
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So some of the things I'll be talking about will be excerpts from that, different trainings
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and resources they've got, but I'm going to break it down for you and customize it for
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us as mortgage loan officers here in the business.
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But I want you to think about this, okay?
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And this will help deal with the issue of why you get distracted when you're trying to
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schedule the time for what you claim to be the important must-doze in your business,
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or at least they should be, must-doze.
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And that is this.
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If you had an appointment with somebody that, let's just say you're ideal client, let's
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see you had an appointment with a top realtor that you've been working for months or years
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to get in front of.
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Let's say you had an appointment with somebody, a financial planner, who you knew was going
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to whether it's this financial planner or realtor, but they were going to literally have
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a major impact in your business because of the relationship, because of the referrals
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that you'd be getting.
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Picture yourself having a meeting scheduled with that person, or picture yourself having
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a meeting scheduled with your wife for an anniversary dinner.
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Or imagine you've been waiting a year for this very special event that you got tickets
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to a year ago.
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You paid a lot of money for them.
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You've been waiting for this.
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It's one of the most favorite events and experiences, whether it's a concert, a play,
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a show, whatever it is.
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And yeah, you've got these tickets, or now you're meeting with this referral partner,
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or it's your anniversary dinner with your wife.
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And somebody calls you and says, hey, can you meet with me Thursday at seven o'clock?
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I'd like to go over something with you.
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And you tell them, it's my anniversary.
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Oh, oh, oh, I'm sorry, yeah, so maybe we could do it on Friday at three o'clock.
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What I want to instill in you is that what you have there, when you've got those important
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advances, you've got an appointment with yourself.
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And if you talk to a potential referral partner, you tell them, oh, no, I can't meet with
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you because I got to go walk the dogs at seven o'clock at night.
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Well, how's that going to look, right?
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Not very good.
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Or if you tell them, I've promised my kids I take them out for ice cream at seven o'clock
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on Thursday night.
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They're going to probably hopefully recognize as that's important and valuable.
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But look, here's what I'm saying.
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Time blocking is about making an appointment with yourself.
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And too often we allow ourselves to be interrupted by the disruptions of others.
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And so if you simply respond to somebody, when you look at your calendar and look to see
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your availability, you can simply number one, tell people, I'm sorry, I have an appointment
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at that time.
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Now that appointment is your time blocked period.
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What have you time blocked on your calendar?
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That's an appointment with yourself.
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And it's a very important appointment.
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Now it can also be appointments, obviously, with other people like the examples I gave
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you.
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We'll talk more about that.
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But for the sake of just day-to-day business and getting your stuff done, making your
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calls, meeting with your processor, your loan officer, assistant to do pipeline reviews,
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getting belly-to-belly with referral partners, building your business plan, strategizing
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about your business.
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Those are very important meetings, appointments with yourself.
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So I want you to number one, look at it from that light.
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Okay?
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And number two, when you're looking at time blocking your calendar, you've got to really
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decide what are those activities or things that you must get done on a daily basis, whether
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it's to generate one loan referral a day, whether it's make your 10, 20, 30, 40 calls a day.
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What are those uncompromisable, non-negotiables that you've got to get done and begin to look
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at your schedule, your calendar?
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We'll dive into more into proper scheduling and structuring of your day.
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But begin to look at your calendar and look at those small time blocks.
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I want you to just, you know, when you get started with time blocking, start small.
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Okay?
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Don't block out three hours of time because it's pretty difficult to work consistently
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for three hours with no breaks, with focusing on that, you know, just for three continuous
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hours.
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If you can do it great, more power to you.
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Studies and research show, though, that the most highly productive, efficient people
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do not work for extended three hours blocks of times without any breaks.
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They work for short bits of time and you can build up your muscles over time, but here's
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my advice to you.
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Start with just a small time block, say 30 minutes, okay?
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30 minutes to focus on your one thing needs, right?
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What are the one thing, those one things that you need to get done and structure those
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in a single time block on a single aspect of your day, your daily routine that you need
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to get done?
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What you'll find is, when you schedule them in these short, focused time block periods
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that you are number one, your energy tends to be higher, right?
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You're much more focused because you know that you're not going to be, you know, it's
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okay to whatever those little interruptions are that are clamoring for your attention, the
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phone call, the email, the whatever, right?
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You'll know that, hey, it's only 30 minutes.
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So it's not like, oh my gosh, you have to drop this because I'm going to be making calls
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for the next six hours all day.
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No, I'm only focused for 30 minutes.
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So we can let those other interruptions and distractions go by the way side, okay?
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So number one, take a look at your calendar, map out the next month, the next 30 days,
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and block out a few different periods, a few different times throughout the day for 30
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minutes each of when you're going to get the focused work done.
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Now, obviously you choose what it is, but I'm going to assume if you're like many, right?
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It's the calls, it's the meetings, it's the prospecting, right?
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As most elbows I talk to, probably are falling short on the outbound prospecting efforts
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they need to do in whatever fashion or shape that is, right?
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Because they're too often busy being distracted and interrupted.
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If you take a look at the typical day, if you picture a pizza, right, yummy pizza, if you
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picture a pizza, you know how you slice the pizza into different triangle shapes, well,
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so we've got this whole entire pizza, it's our entire day, right?
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And if you just take one slice of pizza out, for most people, that one slice of pizza,
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the amount of time they spend on a typical day focusing on their important tasks and activities.
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And so what do you have the rest of the day?
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The rest of that huge pizza is everything else, oftentimes, unproductive time, right?
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So a productive pizza, if you will, a productive viewpoint of your day and using this wonderful
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pizza analogy is cut the pizza in half, on one half, you've got the critical things,
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the core things, your one thing that you need to focus on on a given day.
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The other half of the pizza is everything else.
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How much more productive would you be?
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How much more successful?
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How much more money would you make?
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How many more would you get more results if you simply increased the time in a given
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day that you focus on your high-priority tasks?
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Obviously answer, we all know that, right?
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So how do you do it?
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How do you structure time-block it?
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Get out your calendar.
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Decide what are the most non-negotiable things that you must do every single day.
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Time block them on your calendar.
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Again, I'm suggesting you start with just 30 minutes because those are short bites, right?
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They're little snackable bites of block time that you can begin to build your block time
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muscles with, okay?
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And I want you to also evaluate, when are you best during your day?
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Are you a morning person?
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You tend to have more energy in the morning versus the later afternoon.
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The reason why is because if you're going to make calls, you want to do it when you're
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at your best.
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If you're going to be making presentations, you want to do it when you're at your best,
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when you're at your most effective, when all the cylinders are firing.
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And the problem is there's this old concept that whatever time that's allotted or given
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for us to complete a task is usually the amount of time it takes.
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So what do I mean by that?
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What I mean is every day you know you've got calls to make.
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Let's say you've got 20 calls to make to realtors, referral partners, past customers.
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If you haven't time blocked those into specific segments of your day, guess how long those
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20 calls take on average?
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Pretty much all day.
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Why?
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Because you're not in control of your time.
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You're not in control of your calendar and your focus and your activities.
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You're allowing the other people, you know those people.
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The external world to be in control of your calendar and your time.
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And therefore, you're allowing yourself to be constantly interrupted and taken off track.
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And did you know that when being interrupted and focusing on a different task, even if it's
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just for a few minutes, it takes an average of 20 minutes to get back into that previous
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task, multiply that by three, four, five times a day.
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And we're talking hours of lost productivity time, okay?
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So number one, I want you to look at when you're most effective in your day, when your
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energy is the highest and schedule, you know, Brian Tracy in his book called Eat That
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Frog, talked about eating that frog first thing in the morning, okay?
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And so what we want to do is use our time most efficiently.
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So if I got to make calls, outbound calls, I'm going to do it when I'm feeling as much
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energy as I can.
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Later in the day, three or four o'clock, that's more for me personally, the administrative
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type stuff, right?
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The following up with emails, the checking on loans and process in my loan processing software
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or whatever it is, or maybe it's posting some stuff on social media, right?
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Those things don't really require that much mental capacity for us.
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Okay, that's tip number one, tip number two, build a bunker, build a bunker.
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You've got to set up your defenses, right?
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And minimize distractions because we all have distractions.
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They come at us every single day.
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So you've got to build a bunker, find that place, that quiet, happy place where you can
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get your focus time.
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Is that in your office?
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I don't know.
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Maybe it's at home.
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Maybe it's somewhere else, but you've got to build a bunker around you and set it up
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so that during that block time, you're not going to allow interruptions.
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So that means for your internal team, perhaps, I know what I do is I put a big sign on my
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door that says, time block, do not interrupt.
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And what I do is I set up the parameters with my team with everybody that I work with
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about what is an acceptable interruption.
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And it's typically anything that's fire trucker ambulance involved, okay?
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Those are usually the only things that get through and get an interruption.
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That's how important I want you to consider time blocking, okay?
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So build a bunker, set up the expectations with your team and other people that you work
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with, your processor, your loan office assistant, you know, your team, your juniors, anybody
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else you've got, right, your spouse, even your kids to that point.
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And this is where you get very specific in your strategy, like voicemail, for instance.
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Talk to a lot of loan officers, what about realtors?
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I got to call from realtor, I have to take that call, do you?
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How many times have you heard people use a voicemail successfully that says, hi, this
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is Jeff with ABC loans, your call is very important to me.
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However, between the hours of X and Y, I will be returning phone calls.
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Outside of that, I'll be working with clients.
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If this is urgent and is regarding a loan in process, now you've got some options, right?
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Hit star pound, they'd be connected to my assistant.
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Call 999-423-456 to connect yourself with my assistant loan processor.
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Or you can text me at this number if it is urgent.
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So what I'm saying is, you can let these calls go to voicemail and provide direction and
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communication for them via voicemail.
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So that now you're in control because how many times do you take that call and it's a call
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that really wasn't urgent, you know, from the Stephen Covey's book, there's the seven
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habits of highly successful people, right?
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There's these four different quads, right?
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There's urgent and important.
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There's not important.
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There's important.
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Well, most people are coming at us thinking their stuff is urgent and important when it's
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more often than not only important.
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So urgent is things like fire truck, ambulance, loan blowing up and the buyers are at escrow
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signing paperwork, okay?
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That's urgent and important.
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But much of the stuff in our average day is not urgent.
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The house is not on fire, no one's injured, no one's in an accident.
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What's urgent?
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Well, that's for you to decide.
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But depending on the state of your business, your one thing might be the urgent thing, the
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calls you make, the connections, the engagement you continue to drive with your referral partners,
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the meetings you have, the face to faces, okay?
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One other quick tip, make sure you store provisions.
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So what I mean by this is get your area set up for success, right?
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Build a bunker.
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Talk about that.
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Create a perimeter, create a wall, right?
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So that you have your locked in and you're not going to be susceptible to all those interruptions
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and noise and distractions and then set up the communication plan with everybody that's
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relevant and then secondly store provisions, okay?
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Do not be walking out of your bunker to grab water, to grab a snack, to get a breath
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of fresh air, okay?
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If you need water, keep it in your bunker.
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If you think you're going to need a snack during your block time, keep it in your bunker.
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Because as soon as you walk outside that bunker, you get assaulted, you get attacked by
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the enemy, the enemy is distractions, the enemy is other people's alleged priorities.
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You've got to set yourself up for success and efficiency.
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And the last thing I'll share with you is this, make sure you reward yourself.
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Use short time blocks that you're going to start with, these 20 minute, 30 minute time
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blocks, okay?
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Take a break at the end of that.
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And you can even set up your day in several 30 minute chunks of time, right?
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You can block, you can schedule these out.
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As I said earlier, it doesn't have to be a three hour slog of a time block.
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That's not very effective in productive, you know what's effective in productive, right?
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Work solid and focused and committed, uninterrupted and get it done for 30 minutes and then take
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a break.
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Take a five for 10 minute break.
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Take a breather.
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Take a walk.
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Get outside.
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Get some sunshine.
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Do some pull ups.
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Do some burpees.
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Okay?
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Whatever's going to renew your energy.
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But if you got another time block scheduled, right?
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Come back.
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Come back.
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Refreshed.
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Renewed.
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Go back into your bunker and repeat the process.
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Some of the successful schedules I've seen have this process repeated every single day where
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we're blocking out three, four, five, six blocks of time.
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And what happens is over time, as you build up your time blocking muscles, start with
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20, 30 minutes, right?
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You'll get stronger.
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You'll get better.
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You build that consistency.
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You'll build that deep well of reserve.
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So now that you can go for longer times of time blocks.
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So you can eventually build to an hour if you want.
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But again, looking at the research, right?
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You want to stay really highly productive, highly energized, highly laser focused and
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mentally, you know, with it and checked in versus checked out and just going through
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the motions.
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You've got to manage your state, you've got to manage your state and keep your state high.
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And how do you do that?
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You set yourself up for success.
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You set up your bunker.
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You eliminate minimize distractions.
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You set up your support by communicating.
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It's block time with your team.
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What does that mean?
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Who gets in?
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Who doesn't get in?
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What are the parameters for being interrupted if at all?
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Remember, fire truck ambulance.
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And so begin to do this, okay?
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Check it out.
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I'll put an example, a couple examples of some time block calendars of what this looks
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like.
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You can even make a color coded, right?
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You can make your prospecting call time block green.
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You can make other things blue, yellow, purple, right?
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If you've got any association of emotions to colors.
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But this, by the way, this is something that is you want to set it up on a recurring basis
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on your calendar, okay?
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This is something that doesn't just happen once.
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You repeat this.
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I want you to test this for 30 days, right?
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Now, some things on your calendar might only be a time block once.
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Maybe it's only something you've got to do once and that's okay, right?
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But much of what we need to do to be consistent and productive in this business is that we
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need to block them off regularly every day, every week, right?
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So if it's a regular thing, you need to do the calls, the appointments, the meeting with
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your processor and assistant to manage your pipeline.
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Imagine what could happen if you met with your assistant just briefly every day.
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For 10 minutes, 15 minutes, depending on your pipeline size, the number of loans in your
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pipeline.
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I know some loan officers would meet twice a day once in the morning, once in the break
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before end of day.
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Maybe it's for you three times a week.
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Too often, most loan officers aren't managing their pipeline with a block time, a block time
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actual appointment with your support team.
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So you know, every single week during this time, these days, during the week, I'm going
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through my pipeline.
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Now, with that minimize questions, with that minimize surprises, with that minimize,
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I don't know, I gotcha is, right, questions.
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With that, keep things tighter when it's when you're chasing conditions, okay?
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So it all comes back to a system, okay?
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And then each day ask yourself, okay, you've got your regular time blocks, regular thing
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that's happening every day, so it becomes a habit, right?
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You're using those times when you're most high energy and highly efficient.
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So those things you've got to do every single day, I want you to go block those off in
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your calendar for 20, 30 minutes at the end of listening to this.
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And I want you to block it off on a recurring basis.
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You've got to make those calls, pick the days you're going to make them three days a week,
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five days a week, your call, pick the times, set it up in your calendar, block it out,
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and schedule it, recurring, infinity.
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Put it into your daily method of operation now.
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And as you approach every day, this is where you begin to get better and build your muscles,
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ask yourself the focusing question.
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What is the one thing that I could do that if I did would make everything else easier
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or go away?
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That's essentially the question from Gary Keller's book, The One Thing.
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Again, if you haven't read it, I suggest you do.
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I'll put a link in the show notes to it if you want to buy it on Amazon, great $20 investment
22:55
in your business.
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So build your bunker, communicate with your team, store provisions, and just do it.
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Just do it and see if you like the results, see if you are more effective, more productive
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and more focused.
23:07
It's okay to let those calls go during your time block.
23:13
It's not the end of the world.
23:15
Last tip, you can even ask your agents, hey, barring any emergency, is it okay that if
23:21
and when you do call me, if it goes to voicemail, we have an expectation set of the turnaround
23:28
call time.
23:29
Mr. and Mrs. Agent, I want to be there to serve you and be responsive and you know I'm
23:34
100% committed to stellar responsive, timely customer service.
23:39
I've already demonstrated that for you.
23:40
Have I not?
23:41
Yes, you have.
23:42
Great.
23:43
So I'm implementing time blocking into my calendar and I just wanted to check with you
23:47
because you're one of my most important partners.
23:51
Should you call me or someone on your team call me?
23:54
What's your expectation for a return call time?
23:57
Because when I'm doing time blocking, you know how important that is, Mr. and Mrs. Agent
24:00
time blocking, right?
24:01
Yes, I do.
24:03
Great.
24:04
I'm time blocking.
24:05
That's obviously a structured set of my day where I don't take calls and interruptions
24:09
unless it's an emergency.
24:11
So I'd like to ask you what your expectation is in those situations.
24:15
Is it a 30 minute callback?
24:17
Is it a one hour callback?
24:19
And let them talk.
24:21
See what they say.
24:22
I think you'll be surprised.
24:23
I think they'll tell you, hey, you know, if it's not an emergency or for now, you know,
24:27
some blowing up thing in the pipeline or whatever, it's all right.
24:29
I mean, you don't call me back in a half hour or whatever it is, right?
24:32
So I'll leave you with that.
24:34
If you'd like this, let me know.
24:35
Leave a comment in the show notes.
24:37
If you like this podcast, you've been listening for a while.
24:40
Do me a favor.
24:41
Leave me a rating on iTunes, little five star if you think we're up for it.
24:45
This just helps us get recognized as doing good for others in the mortgages industry.
24:50
So that's that.
24:51
Check the show notes for links, sample calendars.
24:53
By the way, if you want to email me your sample time block calendar, that would be great.
24:58
Tell me anytime about anything info at mortgagemarketinginstitute.com and as always, I appreciate and value
25:05
you.
25:06
Now go out there, block some time on your calendar, get some stuff done, and I'll see you
25:11
on the next episode.
25:13
Bye for now.
25:14
Thanks for listening to Mortgage Marketing Radio, one more truth in mortgage marketing,
25:19
you get more free training and resources at mortgagemarketinginstitute.com.
25:49
You need to fill your pipeline with purchase business.
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25:56
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