I love to read. As a matter of fact I have a home library that serves me well — the books I love surround me. I have them arranged somewhat according to subject; among my favorites are the books that Dan Kennedy has written. I am privileged to know Dan Kennedy personally and he is a brilliant man. I recently read an article he wrote on time management, and I thought you’d enjoy it. Originally I had planned to include this in my fee-based newsletter, but I decided to publish it here instead. Please know that Dan wrote this article as a teaser to get you to purchase his book. That’s OK, there is enough great content that you ought to walk away with at least a couple of “aha’s”. Enjoy . . .

Where Did My New Years Resolution Go?
9 Strategies to Rescue Those Resolutions!

By Dan S. Kennedy

Resolve comes easily on December 31st.

By March of the New Year, the resolutions made are in disarray, compromised, abandoned. And the resolute determination to make this year, finally, the year you stick to ’em, forgotten altogether.

This is not about guilt over this abandonment. Instead, it is about the real reasons resolutions and the determination to achieve them are lost, year after year after year, and how to change — yet this year — and get on track to systematically set and achieve new goals.

Big Idea #1: You can’t achieve new goals or make desired changes without allocating time to do so. Check out page 63 of my NO B.S. TIME MANAGEMENT FOR ENTREPRENEURS BOOK* for ‘time-blocking’ strategy instructions. A big reason that resolutions never become reality is no room made for them in the daily schedule! If your days are already full, and you resolve to get in a 1/2 hour a day on the treadmill or on your laptop, writing that book, that 1/2 hour has to come from somewhere. Something’s gotta give! You have to find something or things currently consuming time you can cut 5 or 10 or 15 minutes from.

Big Idea #2: Priorities should govern schedule, schedule shouldn’t govern priorities. On pages 69-74 and 103-111 of the same book, I talk about the mistake made by the vast majority of business owners and entrepreneurs — they operate like workers instead of bosses and leaders. They report to a workplace, then they let people and events and interruptions come at them all day, take control of their day. You have to wrest control away from others’ priorities and govern by your priorities. President Bush cited Social Security reform and tax reform as top priorities of his second term, presumably accompanied by resolution of the mess in Iraq. Then along came the tsunami. Still, he organized his tax reform panel. It’s hard to judge from outside looking in, but my belief about W. is that he’s determined to govern by his priorities. Are you?

Big Idea #3: Resolutions aren’t resolutions without resolve. Only you can decide what really matters to you. You shouldn’t bother with ‘lip service’ faux resolutions, made to appease or satisfy others. Honesty with self is a pre-requisite for success.

Big Idea #4: Resolutions require resources. Almost anything you decide to do, any change you decide to make, any goal you set out to achieve requires new or different resources. That might be a piece of home exercise equipment or different food in the cupboard, a private work environment outside the office, information, people. You aren’t really serious about a resolution unless you invest in and gather the required resources. Sometimes investment motivates follow-through, too.

Big Idea #5: Daily progress. Take the objective and break it all the way down to a timeline and to-do list for each day, from now to fruition. In talking about how he built ‘The Sharper Image’ from a college kid’s coffee table start-up to nearly a billion dollar business, Richard Thalleimer references the Bill Murray movie, ‘What About Bob?’, with the psychologist who advocates “Baby Steps”. Thallheimer says he still approaches every new project that way today. Good enough for a guy running a billion dollar company, good enough for you. Nothing gets done in occasional big leaps. I wrote four books last year, one hour a day, a handful of pages each day. Here’s the goal and discipline that is guaranteed certain to move you closer to any goal each and every day: refuse to end any day without doing some thing, no matter how small, that moves you toward the goal! “The One Thing Behavioral Rule” makes a huge difference.

Big Idea #6: Who motivates the motivator? Paul Meyer, founder of Success Motivation Institute, posed this provocative question. As an entrepreneur, as the leader, you may be doing a lot of motivating of others, but who motivates you? For the most part, you need to create self-motivation with structure, like Big Idea#5. But you can also get into a coaching group, tele-coaching program, hire a one-on-one coach, or just pair up with a like-minded buddy, so there’s somebody to hold you accountable, to report progress to, to get an atta-boy! from. Any professional sports coach will tell you: measurement automatically improves performance, and measurement monitored by someone else further improves performance.

Big Idea #7: Build up to change. I’ve neglected the treadmill for six months, now I’m going back to it. Began January 1st. I’m writing this on the 8th and I’m still 100%. The goal is 30 minutes a day, but if I try doing that out of the starting gate, I’m a goner. So I’ve started with a measly 5 minutes a day first half of January, 10 minutes a day for next 15 days, 15 minutes a day for all of February – and I’ll miss 10 days while traveling, then 20 minutes a day in March, up to 30 minutes by April. This addresses the tricky balancing act, a desirable and motivating goal but also an achievable goal. So, say you resolve to get up an hour earlier every morning to work on some project. You could start with 15 minutes for two weeks, then 20 minutes for two weeks, then 30 for a month, then 45 for two weeks.

Big Idea #8: It’s not too late to re-group! You may already have let your resolutions slip away. Doesn’t matter. Today, tonight, tomorrow morning at the latest, block out a couple hours, bolt the door, unplug phone, and re-group. Review the resolutions. Pick one or two or three that mean the most, and apply the above seven ideas.

Big Idea #9: Make better use of your time. Resolve weakens under pressure, under stress, when you feel your time is out of your control. That’s the set of circumstances that allows procrastination to gain a foothold. If you want to be more resolute about keeping your resolutions, you must become unwaveringly resolute about controlling your time. A lot of what’s in my NO B.S. TIME MANAGEMENT FOR ENTREPRENEURS BOOK has to do with training or re-training all the people in your world to respect your time, to co-operate and facilitate your peak productivity.

About The Author: Dan Kennedy is the author of nine business books, including his newest, NO B.S. TIME MANAGEMENT FOR ENTREPRENEURS, available in bookstores or from online booksellers. Additional information and free chapter previews at www.nobsbooks.com. Included with the book, a coupon for a free kit of peak personal productivity tools. Kennedy is also a busy entrepreneur, consultant, speaker and direct-response advertising copywriter. Info at www.dankennedy.com.

It’s 7:00 in the morning and it’s freezing outside, but I’m at my Wisconsin lake house and the view is beautiful. As I gaze out the window all I see is white; even the lake has a white cast to it because it’s frozen. For a split second I wish I had my ice skates with me. Then intelligence kicks in and I realize the ice probably isn’t that thick and I’d just fall through and be even colder!

So, I switch my gaze to the warm fire glowing in the fireplace and a big idea hits me. After pondering how to write an article for my newsletter readers that will knock their socks off, it comes to me. If I could tell you how to win more listings without fail, it would increase your commissions and you’d be delighted (and maybe even begin to really look forward to my newsletter). This is a win-win idea.

Therefore, I have outlined 27 Steps to a Winning Commercial Real Estate Sales Presentation. Now you may feel many of these are small or minor ideas, but none-the-less they are all still an important part of the process. Here goes:

1. Do your research – identify the prospect’s primary problem (no problem, no need for the appointment) and be prepared with a solution. Just because a prospect has agreed to meet with you doesn’t guarantee there is a need to fill. Be clear there is a valid problem for you to solve before setting up a meeting.
2. When you are setting up a specific time to present, be clear you need ALL of the key decision makers present. This avoids having to re-present or having the details conveyed incorrectly in your absence.
3. Ask enough questions ahead of time to be certain you can prepare for the meeting appropriately.
4. Google the company and each person planning to attend the meeting or of importance to the company. Hopefully this will cut out any surprises, as well as potentially impress the prospect.
5. Dress professionally; first impressions do matter.
6. Be a few minutes early; this allows you to get acclimated and gather your thoughts before you begin. If you arrive on time or even late, you are forced to go directly into presentation mode.
7. Smile during the presentation – this conveys warmth, trust, comfort, enjoyment and a pleasant disposition in general.
8. Once you’ve arrived, re-establish the upfront contract. State why you are meeting, what you hope to accomplish, and how long you plan to spend together. Verify that everyone is on the same page; this is often overlooked.
9. Be prepared and have an agenda. A lack of preparation is an automatic deal killer.
10. Be sure your presentation is professional and error free. However, don’t get stuck in perfection. Good enough is good enough.
11. Make a presentation binder to leave behind – this also helps you to prepare. Your presentation should include:
    1. A summary of the problem and your suggested solution
    2. Maps, demographics, and photos
    3. Your suggested marketing campaign (This is a place to shine!)
    4. Competition
    5. Comps
    6. Expectations (Most brokers leave this out, but if you are clear with your expectations the relationship will go more smoothly.)
    7. A list of potential challenges
    8. Letters of recommendation or testimonials
    9. A sample list of users (when appropriate)
    10. Success stories from other clients who have experienced similar problems. Describe the problem, the action taken, and the successful result.
    11. Timeline
    12. Your contact information, as well as information on any other team member (including admin).
    13. Listing agreement
12. Don’t focus on too many points when presenting orally; pick a few points and focus on them. After all, you are leaving behind a presentation book for their review.
13. LISTEN – LISTEN – LISTEN!!!
14. If you get stuck, take a deep breath and ask a question. This will give you a few moments to gather your thoughts, check your notes, and re-focus your presentation.
15. ALWAYS USE NOTE CARDS. Zig Zigler practiced before every single presentation, even though he had given the same presentation hundreds of times.
16. Allow for and even invite interaction during the presentation. Some presenters don’t like interaction. However, it would be a shame to deliver the entire “show” only to discover you’re off track and missed the boat, especially since you could have switched gears if you had known (based on the dialogue during an interactive presentation ). Client interaction will also keep them from being bored.
17. Before you present, prepare a checklist of items to be covered (use an index card for this). Then periodically check it.
18. Admit ignorance. If you don’t know the answer, don’t fudge it. Just graciously inform the prospect(s) you will get the answer and forward it to them immediately.
19. Ask who your competition is; in fact praise them when possible.
20. Be Truthful at all times. People buy from those they know, like, and trust. Trust is key for a lasting and successful business relationship.
21. Convey knowledge, enthusiasm, expertise, a willingness to serve, and finally – the ability to deliver the best solution for the client in the least amount of time and with the best price.
22. Before launching into a close, understand the approval process. Review who’s involved and ask what the timeline for decision-making is.
23. When closing — recap, be concise and confident, and know you offer the best solution. Don’t be afraid to close by asking for a decision on the spot. ASK FOR THE BUSINESS. Too many brokers make this mistake. If you don’t do this, your competitors will.
24. Don’t forget to have a copy of your listing agreement prepared ahead of time and available. Present the listing agreement and, if possible, get a signature.
25. Provide a specific window of time that you are committed to being available in the event any questions arise, and then tell the client exactly how to reach you.
26. Don’t oversell.
27. Finally, FOLLOW UP!

Happy New Year! There is so much opportunity facing us in 2008 and what will distinguish you as a winner will be your belief in this. With all of the “recession” talk floating around the press these days it is imperative you put on your blinders (within reason of course) and forge forward — you can do it!

By now you have hopefully established your 2008 goals and in fact are fairly excited about them. Your 2008 goals should be more ambitious then your last year’s goals and at least one should be gigantic.

Remember, our brains are actually very sophisticated computers and once you have established a direction, your brain will assist you in making it happen. What this means is you must be very mindful about what your 2008 intentions are. Write your goals out and keep them posted where you can see them each day. What you believe in and what you want to accomplish must be the same. Your thoughts must be congruent with your goals.

For example, if you have set a lofty income goal but you deep down don’t believe you will hit it, guess what? You won’t. And since I applaud income goals set higher then you’re really sure you can hit, I am going to share my secret for guaranteeing your success. I use this strategy myself and it really works! Are you ready?

OK, it is so simple you will be saying, “Why didn’t I think of that myself?”. I call it “Working the Spreadsheet”. Here’s how:

1. Make a simple Excel spreadsheet with every single deal you are working on the left-hand side of the spreadsheet. Then continuing down the left-hand side, put every single prospective deal. Finally at the bottom of the left-hand side, just make up some deals you’d like to make (this sets the intention you need to make it happen, intentions are important).
2. In the next column, put the net commission you will receive (this may require a bit of guess work on your part).
3. Now, in columns 3-14 put each month across the top.
4. Plug the commission into the proper month (yes, I realize much of this requires guesswork — it’s OK).

Now this is the important part, each workday, take time first thing in the morning to review each deal in progress, and each potential deal, and even your made-up deals and write out the action steps needed to get each deal closer to closing.

Then, set time aside to complete each action step. The result should be more deals closed with less effort — easy!

I use this system myself with my own commercial real estate transactions (I lease about 6 shopping centers — the same ones for the past 18 years, takes me about 5 hours a week). It’s amazing how well it works. At times when I am feeling a bit financially stressed, I just ramp up “working the spreadsheets”. I keep my focus on the commissions I will generate, attach a date (deadline), take the needed action steps and magically it happens. This system has yet to fail me. I use it in my coaching business as well. I guess you can call me the “SPREADSHEET QUEEN”.

It really is simple and I use this strategy with my clients. They find it to be a hugely valuable tool and can’t believe they didn’t think of it themselves.

To get a copy of this spreadsheet you will have to become a Gold Inner Circle Member (a small bribe on my part — after all I can’t give all of my tricks away).

Finally, Part 3 of this marketing series – and I’m thrilled that you are all enjoying the marketing weapons so much! For anyone who needs to review the first 19 marketing weapons, Part 1 is at http://www.cindyspivack.com/blog/?p=38 and Part 2 is at http://www.cindyspivack.com/blog/?p=40.

REMEMBER, it’s a jungle out there. You are all surrounded by the enemy vying for the same bounty. The enemy is trying to steal your business or better yet, make sure no new business comes your way. These enemies are disguised as other real estate professionals, the very ones who greet you at conventions with a smile and ask about business. They stand waiting for you to get turned down for business and then swoop down for the kill.

These enemies thrive on competition. These guys are out to get you and get you good. But, there is good news – by implementing a marketing program you can beat your enemies at their own game! All you need is a solid, marketing program consisting of approximately 27 of the Marketing Weapons we’ve reviewed.

19. Ask
We so seldom remember sometimes all that’s needed is to convey our need – more business. Don’t be bashful or shamed because you are asking for business. Ask and you shall receive. If asking catches your tongue, write up a script or two ahead of time and you’ll do fine.

20. Prospect Letters
Have an arsenal of prospecting letters you regularly send out. For example, if you notice a business acquaintance has changed jobs, send him a letter and offer to sit down and share some of your knowledge about his new territory. Or, mail a prospecting letter to your key centers of influence asking for referrals. But remember, if you don’t follow up with a personal phone call the prospecting letter will be less effective.

21. Word of Mouth
Learn how to work into casual conversations that you have just finished working with a couple of key clients and now have room in your schedule for a few more. Even better, spell out who an ideal client is. Let your peers know you’d like additional business and in exchange you will be mindful to send business their way as well when you can (get in the habit of referring).

22. Offer 5 FREE Consultations
By this I mean call up 5 prospects and offer to sit down with them over a cup of coffee and talk about their current and future real estate needs, no strings attached. Give a suggestion or two towards the end and then walk away without asking for business. The key is to follow-up, ask how it’s going and oh by the way, can I be of service to you? This works like magic.

23. Write a Book
Nothing will position you as an expert faster then writing a book – you will have instant celebrity status. If writing isn’t your thing, record it and have your assistant transcribe and edit it.

24. Join a Tips group
Join an existing group such as LeTip (www.LeTip.com) or BNI (www.BNI.com) and get ready to have more business. The format of these groups is to have weekly breakfast meetings and share referral possibilities with each other. Better yet, form your own referral group and share clients.

25. Serve on an Association Board
Volunteer your time to associations and organizations that apply to your specialty, for example, ICSC (International Council of Shopping Centers). Offer to head up a committee or help another committee chair. Work your way up to being a board member. This gets you exposure, involvement and expertise.

26. Create a Resource List
Create a listing of valuable resources and share them with your prospects. Executives are so busy these days they will welcome any help you can provide. It will save them hours of research time and they will be grateful to you. It’s easier to give business to someone who has been helpful in the past. Plus, it shows you are resource-rich, always a plus.

27. Lastly, Be Professional
Show up on time, do what you say you’re going to do and do it with excellence.

This is the first time I’ve written an article with the strategies in 3 parts over the course of several weeks. I hope all of you enjoyed part 1 and had an opportunity to implement at least one marketing action step over the last few weeks. Did you know if you really want to grow your business you must consistently take 3 action steps a week?

Remember, it’s a jungle out there; you’re all surrounded by the enemy vying for the same bounty. The enemy is trying to steal your business or better yet, make sure no new business comes your way. These enemies are disguised as other real estate professionals, the very ones who greet you at conventions with a smile and ask about business. They stand waiting for you to get turned down for business and then swoop down for the kill.

These enemies thrive on competition. These guys are out to get you and get you good. But, there is good news – by implementing a marketing program you can beat your enemies at their own game! All you need is a solid, marketing program consisting of approximately 10 of the Marketing Weapons listed below (part 3 of the list will appear in the next issue of my newsletter).

Just make yourself a marketing calendar (a marketing calendar is simply a document that lists your marketing weapons and shows when and how often they will be implemented) through the end of 2006. Make sure this marketing calendar lists your marketing weapons, the action step(s) required for each one, date(s) when this will happen, and then a place to record the results. You need to know which marketing weapons work and which don’t.

10. Effective Use of Voicemail
Leave clear, precise and to-the-point voice mail messages. For example, if you have a space you are marketing, state the exact location and request a callback with any interest the prospect may have. Or, if you’re calling to confirm a meeting, state that. This eliminates guesswork and allows the recipient a chance to answer the question in the event that you are unavailable when they call. Also, when leaving your callback number please do not mumble or speak slowly. State the number twice. And finally, note that leaving a precise message increases your odds of a callback.

11. Provide Outrageously Good Client Service
Providing outrageously good client service will make you stand out and memorable. Why? Because most service providers do not! Take the time to create a system for “WOW” client service and then don’t forget to follow it. This one marketing weapon is worth mega dollars. Go out of your way to go the extra mile. The reward will not only be a client for life, but referrals too.

12. Testimonials/Brag Book
You’re probably asking yourself who does this? Exactly the point – you should. Create a Brag Book that consists of testimonials, letters of recommendation, descriptions of deals well done and even a list of deals completed. I can tell you few people have this and most clients love looking at them, and it will make a prospect feel like he or she is working with a pro.

13. Publish a Newsletter
This works, and I am proof! Consistently get good information in front of your target audience. Add value by providing information that would be of interest to your readers. Send it monthly, bi-weekly or even quarterly. For those that don’t know how to do this, I will be offering a free class coming up soon and I will give you the step-by-step process!

14. Host Teleseminars
This idea came to me last week. I realized how cool it would be for you to host a teleseminar (a group call lead by you on a specific topic). For example, 7 Steps Leasing an Industrial Space. Or, Don’t Get Caught in a Bad Location – 5 Strategies for Site Selection.

15. Have a Marketing Calendar
This simply means you map out in the beginning of the year or at the very least on a monthly basis, all marketing action steps you intend to take, the date (s) they will be taken, and the desired result. This can be written in a calendar, made as a spreadsheet or whatever. The point is to plan ahead and then follow through.

16. Post on e-bulletin boards
Although I have never carried out this particular marketing weapon, it is my understanding it can be quite effective. Just Google bulletin boards in your target market and begin answering the questions posted. This will then make you “the expert” (see #9). Prospects who participate in these types of informational exchanges will begin seeking you out – I promise.

17. Write a Free Report
Add value always. Your clients and prospects will profit by receiving a free report from you loaded with useful information. An example is “10 ways to Profit From Purchasing Your Own Building”; or, “7 Strategies to Choosing The Perfect Retail Location”. At the end, add a paragraph on the benefits of using you to assist them in their needs. (Hint: make it all about them.)

18. Be an Expert
This is a no-brainer! Everybody wants to work with an expert. List 10 ways you can become known as an expert in your niche and then start checking each one off as you accomplish it, and before you know it, you will be “the expert!” 

It’s a jungle out there. You are all surrounded by the enemy vying for the same bounty. The enemy is trying to steal your business or better yet, make sure no new business comes your way. These enemies are disguised as other real estate professionals, the very ones who greet you at conventions with a smile and ask about business. They stand waiting for you to get turned down for business and then swoop down for the kill.

These enemies thrive on competition. These guys are out to get you and get you good. But there is good news – by implementing a dynamic marketing program, you can beat your enemies at their own game! All you need is a solid marketing program consisting of approximately 10 of the Marketing Weapons listed below (part 2 and 3 of the list will appear in the next 2 issues of my newsletter).

Just make yourself a marketing calendar (a marketing calendar is simply a document that lists your marketing weapons and shows when and how often they will be implemented) through the end of 2006. Make sure this marketing calendar lists your marketing weapons, the action step(s) required for each one, date(s) when each will happen, as well as a place to record the results. You need to record as you’ll soon learn which weapons work, the ones you’ll keep.

The 27 Marketing Weapons – Part 1:

1. Competitive Advantage: Make sure you’ve got the competitive advantage within your target market. Be professional, referable, and provide outrageously good service. This is a good example of a daily marketing weapon.

2. Have a prospect List: Have a prospect list, keep it updated, and review it daily.

3. Follow-Up: Believe it or not follow-up is a marketing weapon because 90% of commercial real estate professionals stink at it! The best way to make sure your follow-up is working for you is to review your potential deals, deals in progress and deals under contract daily – determine what action steps are needed, make a list and then block out 1 hour of your time when you will not allow yourself to be interrupted and go for it. And, don’t forget all of those things you’ve promised people you’d do. There are many other ways to create a follow up system – call me if you’d like to explore this.

4. Get an 800#: This number is easy to get, and you only pay when someone calls you. You can use it for pre-recorded messages. This is an easy way for anyone to contact you, a way to get some business from Canada (it is costly to call Canada and some people therefore don’t), and it gives you a very professional image.

5. Website and Online Presence: This one’s easy. Get a website and make it work for you. Then you can send prospects to your site for more information about you. And, while you’re at it, give away a free report in exchange for capturing their name and email address. For a price quote, email Peggy Murrah at peggy@onepagewebdesign.com; she’s great and affordable!

6. Make an Audio CD Interview: This is cool. Go out and buy yourself a digital recorder (I recommend the Olympus DS-2, $149.00 because you can download the recording directly to your computer and make CD’s from there), have a colleague get on a phone call with you and interview you about business. Have a list of questions prepared in advance so there are no surprises. You can then send a CD made from the recording to prospects or better yet, post it on line. This will give a taste for what you’re all about. Be sure to capture the “benefits” a client receives when working with you.

7. Host a breakfast: Send invitations to 6 of your favorite prospects and invite them all out to breakfast. Don’t be concerned with having them all together at the same time, promote this as a way to meet new people and network – even call it a networking breakfast! Before they leave, in addition to thanking each person individually for coming, give something of value (a copy of your favorite book, a gift card to Starbucks, anything). This is a great tool for a monthly or quarterly marketing weapon.

8. Postcards: Start a monthly campaign. It takes 7 to 9 times for a prospect to see your name before they will pick up the phone and call you. Remember, people do business with those they like, know, and trust. This builds trust and makes the prospect feel like they know you.

9. Speak at Conferences: For those who like to speak, this is a great way to quickly gain credibility. Just think of the times when you attend a conference and hear people speak, don’t you automatically view them as an expert? Speak on subjects you are comfortable with, that way it will be effortless.

Next issue, in Part 2, I will give you 9 more Marketing Weapons. But don’t wait until they are all published, start today! Good luck and remember: “The difference between very successful people and everyone else is basic, the very successful simply take more action steps!” So get into action now. Today!

Every email you send is a point of customer contact. The emails you send deserve the same attention and professionalism you give to an expensive brochure. Remember, you are presenting yourself and your business every time you send an email. Every email offers clients another opportunity to judge your competence and professionalism.

Points to remember:

1. Begin with a meaningful subject line: Always identify the purpose of the email in the subject line. If your outgoing message has a missing or ambiguous subject line, you risk having your email deleted.

2. Avoid Run-on replies:

3. Always include a salutation: Even if you’ve sent multiple emails in a row, don’t neglect to insert a “Dear John:” salutation. Your politeness won’t go unnoticed.

4. Keep lines short: Keep line length to approximately 40 characters. Short lines are easier to read and the recipient will appreciate the white space.

5. Keep paragraphs short and well spaced: Limit the number of sentences in each paragraph. Hit enter twice at the end of each paragraph to force more white space between each paragraph.

6. Chunk you message: With multiple topics, use subheads to identify different topics; insert bold formatting where appropriate.

7. Provide a table of contents: If your email covers several topics, copy and paste the subheads within it to the top of your email thus creating an easy-to-read description of your email contents. The topics your email will cover will be seen the instant it gets opened.

8. Use your spell checker: Spelling errors are very noticeable in email messages. Always spell-check before you press send.

9. End your email at your signature: Always insert a personal closing, i.e. “Warmly” or “Best Wishes”, even, “Sincerely”. Avoid inserting anything after your email signature as it probably will get ignored.

Email is as much a presentation tool as a letter, phone call or face-to-face meeting. Treat it with respect and you will be taken seriously.

The 6 Deadly Mistakes Are Working Without:

1. a qualified prospect.
2. having a signed exclusive agreement.
3. clear boundaries.
4. a strategic expansion plan.
5. knowing where the client’s competition is located.
6. LISTENING TO THE CLIENT.

Your real estate business will run more smoothly if you follow the 6 strategies below for effective Tenant Representation. Those who make these necessary changes will earn more money this year – it’s that simple, I guarantee it!

1. Working without a qualified prospect.
Have you ever spent hours trying to find a client the perfect location, only to discover he/she isn’t properly capitalized? The following 3 things will save you from working with unqualified prospects:

• Ask for a financial statement. Does this person (or company) have the funds available for this transaction?
• Are you working with the decision maker? If not, who is the decision maker, and what is your access to this individual?
• Does your client have reasonable rental expectations for the marketplace and is he/she willing to pay? If not, move on.

2. Working without having a signed exclusive agreement.
This does not require any further explanation – JUST DO IT! It’s not worth your time to invest hours and hours of time finding the “perfect location” only to have the client engage someone else. Please do not be willing to take the risk – it just isn’t worth it. If the client won’t sign, take that as a “sign” and move on.

3. Working without clear boundaries.
What are your client relationship expectations and what will you “allow” the client to expect from you? Are you available 24/7 or do you communicate with clients on Monday to Thursday afternoons only? Do you send a written report weekly or call each Friday afternoon with an update? Will you send email blasts, make calls to landlords or sit back and pray the phone rings? Let your client know how you work, when he/she can expect to hear from you and then deliver! This ensures you’ll have your “freedom” to work the way you do without unnecessary interruptions.

4. Working without a strategic plan.
Have a ready checklist with you for new clients, then simply mark off where the client wants to locate, what size of abode they’ll need, what amenities are necessary, and even what they definitely don’t want. Do this thoroughly just once, upfront, with each client and it’ll be a great time saver!

5. Working without knowing where the client’s competition is located.
The client will be very impressed when you show him/her you have taken the time to map this out.

6. Working without LISTENING TO THE CLIENT.
I put this last and in capital letters because it is the most important and yet the hardest (even harder than getting a signed exclusive agreement). Something I have always done well is listen to the client’s needs – and considering I love to talk, that’s an accomplishment! Good listening is rare and yet the biggest attribute you can develop. Have a list of discovery questions prepared before you ever meet the prospect. Ask the right questions, listen carefully, recite back in your words what he/she is looking for with detail and, you’ve got the job.

Did you know…

• Not having time for prospecting is called “ADVOIDANCE”.
• Your value as a sales professional is related to what you ask, not what you tell.
• The person asking the questions is the one in control. Talk 30%, listen 70%.

Follow this 7-step selling process and you’ll win every time!

1. Create bonding and rapport right away
Build rapport with the prospect before trying to sell. Make a connection in the first 10 to 15 minutes or it’s over.

2. Cover all aspects of the initial contact
Restate the reason for meeting, the expected outcome and verify the amount of time you have for the meeting or conversation.

3. If the prospect doesn’t have a problem to solve, move on
If the prospect isn’t experiencing any problems, move on. For example if they are outgrowing their current space, or their lease is expiring – they have a problem. If all is well for them, stop here.

4. Does the prospect have the necessary budget?
Be sure to determine if they have the funds allocated for this real estate transaction. If not, move on.

5. Who are the decision-makers?
Find out who is involved in making the decision, the time frame and criteria being used. Is the prospect interviewing other brokers, etc.?

6. Closing the sale
Make the presentation, ask for the business, get the sale and get out. Don’t oversell.

7. Post-sale check-in
Be sure there is no buyer’s remorse. Ask if there is anything that will change their mind.

YOU MUST HAVE A SALES SYSTEM TO BE SUCCESSFUL!

We all know this seasonal time of year has many businesses winding down for the holidays, but that’s no reason to stop working on your business. It may seem like some of the following tasks are pretty mundane, unimportant, and don’t center around making money, but they are a necessary part of doing business, and without them, you could lose significant opportunities. If you don’t have a good business foundation of procedures that include daily, weekly and yearly maintenance, you will suffer for it somewhere down the line.

Here are my 10 picks for keeping your business administration procedures part of your normal routine. Even if you carry out just one of these suggestions, you’ll be on your way to making your business run as smoothly as possible.

1. Evaluate your team and make changes if necessary.
Are administrative tasks taking up most of your time and keeping you from working ON your business? Then hire a virtual assistant. There are several great sites where you can find VAs. Here are some links that I know about: www.ivaa.org www.cvac.ca www.eworkingwomen.com/experts/va.html www.assistu.com www.canadianva. net www.virtuallin.com (This last one is geared directly to the real estate industry.)

Are you paying too much tax? Meet with your accountant to talk about getting more aggressive with write-offs or make appointments to interview new accountants. Do the same with your lawyer. If you’re not happy with the person you’re working with now, take this time to ask around for referrals.

2. Learn how to get more leads and sales automatically via your website.
Would you like to be getting business leads and sales 24-7 using your website and email? Then finally take time to learn how it all can work for you. It’s really a simple process, and you can set it up for the new year! Either register for a workshop, call an expert or contact me. I’m becoming quite savvy in this area and I am keenly interested in helping others. Have questions? Let me know!

3. Revamp your e-zine or launch an e-zine.
Remember that having a ready list of warm prospects is your goldmine. And having an e-zine positions you for more sales on a regular basis and for the LONG-TERM. The beginning of the new year is the perfect time to release your first issue! If you’re not publishing yet, get ready and learn how.

4. Clean out that e-mail inbox once and for all!
Unanswered e-mails, information not recorded or filed in appropriate places — need I say more? Delete e-mails that are more than a few months old. Set up e-mail folders to help you stay more organized in the future. And, if your program allows, set “rules” to automatically sort incoming e-mails into those folders.

5. Clean out your filing cabinet, bookshelf, desk, etc.
Is your office a fire hazard? Do you have to rustle through giant stacks of paper to find anything? Put on some good music, start digging, and get organized. Make sure to have plenty of trash bags and cardboard file boxes on hand. You can even hire a professional organizer to help!

6. Upgrade or clean up your computer.
Your computer probably holds most of the information that’s crucial to your business, so take care of it! Now is a great time to do an overhaul. Upgrade your operating system (do you STILL have Windows ’95?). Get rid of unnecessary files, archive old files to CDs, add more disk space for all those downloads, and do system maintenance. Not sure how to go about this? Find a geek-for-hire to come and help.

7. Let your clients know how much you are thankful for their business.
Whether it’s holiday cards or thank you notes, this is good practice for both your business and you. Letting the universe know you’re grateful for what you have will only bring you more of the same — at any time of the year!

8. Plan for 2006.
What are your goals? How do you plan to achieve them? How much money do you intend to earn? Get your goals organized, develop action plans that put you and keep you in the driver’s seat of your business and get started! If you struggle getting clear about what you want and how to go after it, hire me to coach you. Remember, I’ve been where you are!

9. Write down your 25 best accomplishments for this past year.
This simple exercise is extremely powerful. Time goes by so quickly that we forget to celebrate the good things that happen. First write down 25 accomplishments. Then read each one out loud. After the last one, IMMEDIATELY make a list of 10 goals for the new year. (After you acknowledge all the amazing things you did this year, you’ll feel incredibly powerful which will spur you on to set even higher goals for next year!)

10. Actually enjoy the holidays!
Remind yourself what the holidays are for — to take a step back and appreciate what you have, to enjoy your family and friends, to give to others, and to be good to yourself. So take that walk in the snow, go to that tree lighting with your kids, get that massage, and plan a leisurely shopping day during the week. Do whatever you like to do, and have fun!