In this blog, we'll talk about how to schedule real estate showings more efficiently!
Real estate agents know that scheduling showings can be one of the most time-consuming parts of the job.
Between juggling multiple clients, coordinating with listing agents, and ensuring properties are available at the right time, it’s easy to feel overwhelmed.
However, there’s good news: with a few smart strategies and some helpful tools, you can streamline the process, save time, and ultimately close more deals.
Here’s how to schedule real estate showings more efficiently, so you can focus on what you do best—selling homes.
(Photo from Apptoto)
In today's digital age, there’s no reason to rely solely on old-school methods like phone calls and paper calendars. Numerous apps and software solutions are designed to help real estate agents schedule showings with ease. Platforms like ShowingTime, Calendly, and Google Calendar allow you to view availability, set up appointments, and send reminders to clients—all in one place.
Integrating these tools into your daily workflow can dramatically reduce the time spent on back-and-forth communication. Plus, they offer the added benefit of syncing across devices, so you can access your schedule whether you’re in the office or on the go.
Pro Tip: Use an integrated CRM that includes a showing scheduler to keep everything organized in one place. Many CRMs also offer automated follow-ups, which can further streamline your process.
Before booking a showing, ensure the property aligns with your client’s needs and preferences. Pre-screening properties is an essential step that prevents unnecessary showings and saves valuable time. By reviewing the MLS listings, virtual tours, and property photos beforehand, you can narrow down options and only schedule showings for properties that genuinely fit your client’s criteria.
Likewise, pre-screen your clients to understand their budget, timeline, and specific requirements. This allows you to prioritize properties that meet their needs, rather than showing homes that are out of their price range or don't fit their lifestyle.
Pro Tip: Create a checklist of client preferences and deal-breakers. This tool will help you quickly determine whether a property is worth showing or should be skipped.
Driving back and forth across town is a surefire way to waste time. Instead, try to bundle showings in the same area. Not only does this cut down on travel time, but it also gives clients a better feel for the neighborhoods they’re considering.
When planning your day, use mapping software to group properties geographically. Plot the most efficient route to minimize drive time and maximize the number of showings you can complete in a single outing.
Pro Tip: Schedule the most promising properties first. If a client falls in love with a home early in the day, you can save yourself and your client time by canceling the remaining showings.
(Photo from TechRadar)
Last-minute cancellations and no-shows are frustrating and can throw off your entire schedule. To avoid this, make it a habit to confirm appointments with clients and listing agents at least 24 hours in advance. A simple text or email reminder can go a long way in ensuring everyone is on the same page.
If a client does need to reschedule, try to do so as soon as possible to avoid a domino effect on your other appointments. Likewise, if a property becomes unavailable, notify your client immediately and work to find an alternative showing.
Pro Tip: Automate appointment reminders through your scheduling software. This reduces the risk of human error and keeps everyone accountable.
(Photo from LinkedIn Pulse)
Clear communication is key to an efficient showing process. When you first start working with a client, set expectations regarding the showing process, including how much notice you need to schedule a showing, the importance of punctuality, and how many properties you can reasonably view in a day.
By setting these boundaries early on, you avoid potential misunderstandings and ensure your clients respect your time. It also allows you to better manage your schedule and reduce the stress of last-minute requests.
Pro Tip: Provide clients with a showing itinerary. This outlines the day’s schedule, including property addresses, appointment times, and any special instructions. It helps clients stay organized and makes the day run more smoothly.
Even with careful planning, there will be moments when you have downtime between showings. Instead of viewing this as wasted time, use it productively. Catch up on emails, return phone calls, or update your CRM with notes from previous showings.
Alternatively, use this time to do a quick neighborhood tour. Pointing out local amenities like parks, schools, and shopping centers can add value to your client’s experience and help them visualize living in the area.
Pro Tip: Keep a mobile office in your car. Equip it with essentials like a laptop, mobile hotspot, chargers, and any necessary paperwork. This way, you’re always prepared to make the most of your time.
(Photo from Spectrum)
Efficiency isn’t a one-size-fits-all approach; it requires regular reflection and adjustment. After a few weeks, take some time to review your showing process. What’s working well? Where are the bottlenecks? Are there any tools or strategies you haven’t yet tried?
Solicit feedback from your clients as well. Understanding their experience can provide valuable insights into areas for improvement. Continuous tweaking and refining of your process will help you stay ahead of the game and keep your business running smoothly.
Pro Tip: Keep a log of common issues that arise during showings. Over time, you’ll notice patterns and can develop strategies to prevent these issues in the future.
Efficiently scheduling real estate showings is a skill that every successful agent should master. By embracing technology, pre-screening properties, bundling showings, confirming appointments, setting clear expectations, optimizing downtime, and continually refining your process, you’ll save time, reduce stress, and provide a better experience for your clients. Remember, the goal is to work smarter, not harder—so you can focus on what really matters: closing deals and building relationships. Happy selling!
Thank you guys so much for taking the time to read this blog post - we truly appreciate it! For all the latest real estate news, keep your tabs posted on our socials: we get new blog posts up every Monday, Wednesday, Friday, and Saturday!
Check out these websites as well - they provided us with the inspiration to create this blog post!
LinkedIn Advice: https://www.linkedin.com/advice/0/how-would-you-manage-your-time-efficiently-when-conducting-oayne
ShoreAgents: https://www.shoreagents.com/calendly-for-real-estate/
ShowingTime: https://www.showingtime.com/blog/a-more-efficient-way-to-schedule-showings/
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