Time Management in Tesoro

Top-performing agents don't work harder - they work smarter. They spend 60-70% of their time on revenue-generating activities (viewings, negotiations, lead follow-up) versus average agents who spend 30-40% (the rest: admin, reactive tasks, time-wasters).

This guide shows you exactly how to optimize your time with Tesoro CRM.

Morning Routine (8-10 AM): Planning & Priorities

8:00-8:30 - Pipeline review (30 min):

• Open Tesoro Dashboard
• Review KPIs: new leads, active deals, closing dates
• Check Kanban board for stagnating deals (>7 days in stage)
• Review Today's tasks and scheduled activities
• Prioritize top 3 MITs (Most Important Tasks) for the day

8:30-9:00 - Communication batch (30 min):

• Respond to overnight emails/messages
• Check for urgent client requests
• Review new leads from past 24 hours
• Quick calls to hot leads (immediate response)

9:00-10:00 - Proactive outreach (60 min):

• Call warm leads who need follow-up
• Send property updates to qualified buyers
• Schedule viewings for the week
• Run AI property matching for new deals

Mid-Day Focus Block (10 AM-1 PM): Revenue Activities

10:00-1:00 - Viewings & meetings (3 hours):

• Property viewings with buyers
• Listing appointments with sellers
• Negotiation calls
• Valuation visits

Protect this time - no admin, no internal meetings

Afternoon Workflow (2-5 PM): Mixed Activities

2:00-3:00 - CRM updates & documentation (60 min):

• Log morning's conversations and viewing feedback
• Update deal statuses and next steps
• Add detailed notes for future reference
• Create follow-up tasks

3:00-4:30 - Strategic work (90 min):

• Create new property listings
• Market research and comparables
• Prepare presentations for upcoming meetings
• Email campaigns (property showcases, market updates)

4:30-5:00 - End-of-day review (30 min):

• Review today's accomplishments vs goals
• Complete any urgent tasks
• Plan tomorrow's top 3 priorities
• Set calendar for next day

Evening (optional): Long-term Growth

• Network events (1-2x/week)
• Learning/training (webinars, courses)
• Content creation (blog, social media)
• Client entertainment (dinners with VIPs)

Dashboard Shortcuts

• Quick add: Use '+' button for fast contact/deal/property creation
• Global search: Cmd/Ctrl+K for instant search anywhere
• Filters: Save custom filters for frequent searches
• Bulk actions: Select multiple items for batch operations

Time-Saving Automation

Email templates:

• Create templates for common scenarios
• Welcome emails, property showcases, follow-ups
• Use variables {{firstName}}, {{propertyAddress}}
• One-click sending with personalization

Task automation:

• Auto-create follow-up tasks after deal stage change
• Set reminders for viewing follow-ups
• Scheduled tasks for periodic check-ins

AI property matching:

• Run automatic matches for new buyers
• Schedule weekly property alerts
• Let AI suggest best properties instead of manual searching

Mobile Workflow

• On-the-go updates: Log notes immediately after viewings (voice-to-text)
• Quick property photos: Upload during site visits
• Instant nietifications: Never miss hot lead
• GPS check-ins: Track time spent at properties

Top Time-Wasters in Real Estate

1. Constant Email Checking (saves 60-90 min/day)

• ❌ Wrong: Check email every 5 minutes
• ✅ Right: Batch process 3x/day (morning, lunch, end-of-day)
• Turn off nietifications during focus blocks
• Use filters for urgent vs can-wait

2. Unqualified Leads (saves 2-3 hours/week)

• ❌ Wrong: Spend equal time on all leads
• ✅ Right: Quick qualification, prioritize hot leads
• Use scoring system in Tesoro
• Move cold leads to nurture campaigns

3. Manual Data Entry (saves 45-60 min/day)

• ❌ Wrong: Manually typing everything
• ✅ Right: Use Tesoro's import tools, templates, bulk actions
• Mobile app for instant logging
• Voice-to-text for notes

4. Inefficient Viewing Scheduling (saves 30-45 min/day)

• ❌ Wrong: Scatter viewings throughout day
• ✅ Right: Block viewings in geographic clusters
• 2-3 viewings back-to-back in same area
• Buffer time between viewings for notes

5. Social Media Rabbit Holes (saves 60-90 min/day)

• ❌ Wrong: "Quickly check Instagram" → 1 hour gone
• ✅ Right: Scheduled social media time (15 min, 2x/day)
• Use website blockers during work hours
• Separate business and personal accounts

6. Perfectionism in Non-Critical Tasks

• ❌ Wrong: Spend 2 hours perfecting routine email
• ✅ Right: 80/20 rule - good enough for most tasks
• Perfect only what matters: client presentations, listings
• Template everything else