Coping with Chaos

Q: I work long days and never seem to catch up. I’m constantly distracted by thousands of things running through my head that need to get done. I’m full of anxiety. Help!

A: Many of the clients I coach have experienced this. Let me share a three-step process to bring order to your personal chaos.

Step One: CLARITY. Ask questions that help you become clear on what you want; go deeper into not only your business but also a personal understanding of what’s driving the surface issue. In business you have learned the ‘three-deep’ process for helping clients get to the issue beyond the issue. How about going three deep with yourself? Example: you don’t have the energy to get it all done. What’s impacting the energy? Are you getting enough sleep? How are your eating habits? What sort of physical activity are you engaging in?

Step Two: ALIGNMENT. Focus in on what you’ve gotten clarity on. What resources are available to you to support a change? Identify what your action steps will be as you design a plan of action. Continuing with the same example, you might dedicate one hour, three days a week, to working out (plan of action), and hire a personal trainer (gather resource). You might do 30 minutes of cardio and 30 minutes of strength training each session (action steps).

Step Three: ACTION. In the words of Nike, just do it. Make sure you have accountability. Set benchmarks for progress.

Finding someone to partner with - be it a paid coach, a peer partner, or even your significant other - in this process will help you reach your goals faster, with adjustments being made along the way as life continues to unfold. Your "coach" will hold you accountable and help you make significant changes.

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Shifting from Enable to Empower

Q: Everyone in the office comes to me to solve their problems. I want to help, but I’m exhausted, and I’m not getting done what I need to. Help!

A: First, let’s examine the difference between enabling and empowering. To enable someone is to do for them, to take an action that will help someone accomplish their task. To empower someone is to give them the tools and the trust to act on their own. By "fixing" others’ problems for them, you’re creating more work and troubles for yourself.

So how do you move from enabling to empowering?

Tip #1: Implement a problem/solutions form. Have that person write down the problem they’re encountering, and then two possible solutions, and once they’ve done that, they can come ask you for help. What you’ll find is that by having them work it out on their own first, they’ll develop the troubleshooting skills needed to find solutions themselves.

Tip #2: Answer questions with reframed questions. Let’s say your team member states to you: "I don’t know how to make this happen." Your reply? "If you did know, what would the answer be?" Silly as it may seem, most people will respond to this. For those who don’t, try this response: "If this were your decision, and I wasn’t available to consult, what would you do?" This is typically all that’s needed to empower someone to own the situation as their own and take care of it.

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Developing a Solution Mentality

Q: My focus has been on not micro-managing, but I am constantly interrupted by team members who need my input on how to solve problems that come up. What should I do?

A: Challenged by letting go of quality control? Mega-producer Allan Domb of Philadelphia, PA created a very brief form for all his team to use. Here it is:

State the CHALLENGE:

Solution #1:

Solution #2:

Anyone who runs into a situation they aren’t sure how to address completes this form prior to coming to him for help.

This does several things:

1. It empowers the team to be solution-oriented and think for themselves.

2. It enables them to get clear on what the true challenge is.

3. Once they start coming up with solutions on their own, they feel confident handling future situations without your input.

4. It frees up your time to be focused on your most dollar-productive tasks: prospecting, listing, negotiating, and selling.

Remember, it’s your choice. If you choose not to give the team the freedom and space to solve problems on their own, then your choice is to continue to stay knee-deep in your business.

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Energy Fuels Success

Q: I’m physically exhausted by the end of each day. I am full of zip in the morning, and zapped by the time I reach my family at night. Help!

A: Diverse circumstances can contribute to this feeling. So let’s start with the basics.

How much sleep are you getting each night? Most people need at least 6 to 8 hours of sleep every night. Try going to bed 30 minutes earlier, and sleeping in 15 extra minutes. Journal all tasks and ideas running through your head just before you sleep. This frees your mind from the worry of forgetting something important.

How about water consumption? At least 8 glasses a day. Nutrition? Extremely important. Foods with little to no nutritional value tend to run you down.

Now here’s the kicker: how well-established are your boundaries? If you aren’t committed to an eight-hour day, chances are you’re working ten, even twelve-hour days. How about time off to rejuvenate? The world’s most successful businesspeople rejuvenate first, instead of waiting until they’re fried to take time off. How focused are you on putting yourself as your #1 priority? Maybe it’s gut check time…

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Overcoming Call Reluctance

Q: I hate to prospect. I actually dread it and look for excuses to "not have time" to get it done. I would rather have a root canal then get on the phone. But everyone I talk to that is a good producer says that I need to do it. Help!

A: The people you’ve spoken with are right. A recent poll of top-producing real estate agents showed that the runaway, number-one source for generating revenue was calling their spheres of influence, their past clients and customers. (Number two, by the way, was yard signs/sold signs.)

Here’s what I know to be true about accomplishing that "Hour of Power" on a daily basis. First, if you know who you will be contacting (past clients, sphere of influence, For Sale By Owners) and what you want to say (script, added value) then picking up the phone becomes easier. Second, make sure you have actually scheduled uninterrupted time on your calendar to make those calls.

Also, think about other methods of prospecting that you might enjoy. Some people prefer to be face-to-face with others. How about walking a neighborhood you want to get listings in, or joining some local organizations where you network and share leads with other business professionals?

Consider this: What’s the worst thing that could happen to you? Once you realize the likelihood of anything negative taking place (it’s VERY low), perhaps you’ll find it’s not nearly as bad as you were feeling it could be.

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Paralysis by Analysis

Q: I’m frustrated because it seems like no matter how hard I try, I can’t get my act together to get things out on time. What’s my problem?

A: What I notice is that it’s a common challenge for agents to get locked in the search for "perfection." Whether it’s your past client mailers, the dialogues you’re using, or the update letters you send your active sellers, chances are you’re suffering from a bit of paralysis by analysis.

Consider this: what’s most important? For example, is it most important that your holiday letter be perfectly worded, or is it most important that the letter go out in time to arrive prior to the holiday?

Sometimes it pays to take "good enough" and move forward. I receive current-year calendars into as late as April of every year. While I appreciate the thought, I’ll share that the calendars I’m using today were received in November and December of last year. Weigh what’s most important and make a choice that supports the outcome you want.

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