Connect with us

Op/Ed

8 ways Realtors can use Gmail to increase productivity during the busy season

Whether you’re a beginner or an advanced Gmail user, there are ample ways to eliminate wasted time, critical as we enter the busy season.

Published

on

productivity

No matter how hard we try, when the busy home selling season comes around, it may feel impossible to get it all done. From generating new leads to servicing your current clients, you could work nonstop and still have more things to do.

When this time of year is in full swing, you need to have the right tools to help you focus your day-to-day workflow, decrease inefficient business practices, and increase your productivity. To that end, Gmail can help more than you might think.

Gmail Can Streamline Your Productivity

  1. Unfiled inbox. Did you know that you can configure your Gmail account to receive email from all of your different email accounts? Long gone are the days when you check one email address in one place, and another somewhere else. Go to Settings > Accounts and you can set up all of the email to be received within your Gmail account. (Level of Difficulty: Medium)
  2. Labels. Labels are akin to folders, and they are a great way to keep each transaction, prospect, or project together. What’s nice about Labels is that once an email is labeled, the Label shows at a glance in the inbox. Go to Settings > Labels and you can create a label for each one of your current transactions, clients, or projects. (Level of Difficulty: Easy)
  3. Filters. Used in conjunction with labels, filters will increase your organization without taking any of your time. A filter is a rule (so to speak) that Gmail will follow for a group of emails. For example, you can create a filter which states that any past and future emails from your seller on Pennsylvania Avenue will automatically be labeled The White House. Or, you can create a filter for all of the invoices you receive to be placed somewhere else or even deleted. Go to Settings > Filters or use the search bar at the top of the Gmail inbox to create filters that will save you time and keep you organized. (Level of Difficulty: Medium)
  4. Signature Lines. You can set up a signature line for each email address you configure in Gmail at Settings > General. Previously unavailable, Gmail now allows for text formatting, insertion of hyperlinks, and other nifty features. (Level of Difficulty: Easy)
  5. Canned Response Lab. Do you always send the same to different parties? Do you waste time typing that message every time you send it? If so, then you need to enable the Canned Response Lab. Go to Settings > Labs and you can enable the lab there. One other cool feature of the lab is that it can be used to house multiple signature lines. While Gmail does allow a single signature for each email address you configure, users who want to use multiple signature lines from a single email address can use the Canned Response Lab to get the feature they need. (Level of Difficulty: Medium)
  6. Gmelius. This browser extension (according to their website) helps enhance privacy and boost productivity. With free and paid versions (a one-time fee for the paid version), Gmelius has many options for email inbox configuration. Generally, Gmelius helps users to configure a cleaner, more efficient inbox. Through Gmelius, you can select to have an ad free workspace, add attachment icons, remove Google+ activity, and customize navigation buttons among other things. (Level of Difficulty: Easy)
  7. Streak. Best explained, Streak is a CRM that lives inside Gmail (only for use on Google Chrome). With a strong pipeline management feature and the ability to customize fields, it is a quick and efficient way to manage your sales pipeline within your email (so that you do not have to jump between email and your CRM). While you can customize any pipeline, the folks at Streak recently added a Real Estate Pipeline, which is a good place to get started. Note that there is also a Streak app that you can install on mobile devices. (Level of Difficulty: Medium to Hard)
  8. Gmail app. If you are going to work hard on getting your inbox organized to increase your productivity, then by all means you should be using the Gmail app on your mobile device. Within the Gmail app, you can see the labels you created to control the enormity of your inbox. Considering abandoning the built-in mail product and install the Gmail app on your smartphone or tablet. (Level of Difficulty: Easy)

It’s true that getting organized to increase your productivity and streamline your business may take time. But, if you devote a few hours to the tips and organizational tools provided here, the time you will save on the back end will be ten fold.

Got any more cool Gmail productivity tips? Feel free to share them in the comments section below.

Melissa is an in-demand business success speaker and author, as well as a real estate broker with thousands of short sale transactions under her belt. She leverages her experience as a short sale insider to motivate thousands of business professionals to plan their careers better, execute more effectively on their plan, and earn more because of it.

Op/Ed

How can you prevent deepfakes trickery?

(EDITORIAL) It’s hard enough to get a complete story about anything, but the use of deepfakes makes that process harder. How can you prevent from being tricked?

Published

on

facial recognition deepfakes

Deepfakes are some the latest content entering social media and digital news outlets. Deepfakes are false photos and videos created by artificial intelligence, that at first glance, can pass off as authentic imagery.

Deepfake content appears as a person in a real picture or video that is replaced by someone else’s appearance. The deepfake can then go on to pose as the real person doing or saying things that never happened. As one can imagine, it’s possible the Internet can take one joke too far and unleash a deepfake with insidious motives.

So what are some ways to spot one of these fake videos? One of the telltale signs is the mismatched lighting or discoloration on the person’s face. Another tip is to check for blurring edges around the lips, jawline, chin, and neck where the AI is trying to superimpose the fake image atop the real one. Lip-synching can be tricky, but it helps to watch and listen to how the audio is matching up.

To some, these tips may be pretty obvious, but not everyone is familiar with editing techniques and deepfakes can pop up many places online. As of now there are no reliable programs available to catch these inconsistencies so it’s up to us to pay attention to the media we consume (the zoom tool is a BFF). With AI and software development, this fake content will only become more convincing. Fortunately, companies and even states are taking action to ban deepfakes online.

Some companies are tiptoeing the line of normalizing this kind of technology, and many people seem to be fine with that, so long as it’s for a laugh. The problem with laughing at something that looks real, but is fake, is that that can conversely cause someone to minimize something that is real because the viewer thinks it’s fake. This mentality helps no one, and can only hurt our understanding of the events that happen around us.

Ultimately, and for now, viewers should keep our heads up while online to spot the seams in our reality.

Continue Reading

Op/Ed

Reminisce on the joy of learning in these uncertain times

(EDITORIAL) Many have had to learn new ways of doing their jobs recently and while it can be frustrating, there can also be a lot of joy in adding to your skillset

Published

on

learning on the job

There are so many different types of learning in so many stages of life. Some we may not quite remember like learning how to walk in a time in our life that we didn’t even consider giving up. We have other capabilities that still seem clear as day like learning to swim and after several lessons you beg the lifeguard to watch you swim an entire lap across the pool so you could go on the diving board. There was also that time the training wheels came off and Grandma finally let go of the back of the banana seat on your pink bike with white wheels and you were on your first bike ride.

There are easy lessons and some really hard ones. No doubt, there were school subjects that lit us up inside and others that we dreaded – all the while feeling like we were alone and no one else quite knew what we were going through. As an adult, there have been lessons that have to be learned over and over again.

If you went to college and can think back to your senior year, do you remember wondering how you were going to demonstrate you had the skills necessary for someone to hire you and pay you for work? Did you worry that you didn’t really know all the ins and outs and how could you share in an interview that you were the perfect candidate?

Now fast forward ten years or so and hopefully you can stand really proud on all the things you have learned while being in the workforce or a business owner. It seems fair to assume you are familiar with a new software program. You likely have found ways to please customers and/or communicate with your team or boss. In this time, you probably are PC and Mac Proficient as well as now you can lead a webinar on Zoom like the next guy.

Joyful learning is a precious gift in times of boom or bust. As adults and professionals we make too little use of it. While the joy is a worthwhile end in its own right, joyful learning can also be used to ignite individual careers and collective productivity. Sparking learning joy, earning flexibly, and contributing productively are timelessly valuable pursuits, and are being felt especially acutely now.”

This is great advice from the article “The Simple Joy of Learning on the Job” from the Harvard Business Review and there is no better time to really challenge our personal efforts on creating joy at work than in the current climate. There is a lot out of our control but something that we can consider – what would bring us more joy in the daily grind?

Ideas:

  • Make sure everyone in your meetings knows how to create a virtual background on Zoom (because those are way more entertaining than you would ever expect).
  • Give yourself a chance maybe once per week to watch a TedTalk on a creative process around art, film, music, entertainment (or any industry that you go to for comfort).
  • Log in and click around to see if there is anything you want to learn more about on LinkedIn Learning, Udemy or Dabble.
  • Try to attend at least one webinar every six months from the professional organization you are in and have on your LinkedIn profile but honestly just haven’t made the time for it.
  • Consider taking Adobe up on their offer for two months free of Creative Cloud.
  • If you’ve had entrepreneurial desires, is now a time to ask a family or friend if you can help them with anything as they may be shifting their business to include more (or all) virtual offerings?
  • Consider ways to cheer up colleagues by themed dress code for meetings (Hat Day, Team Sports sweatshirt, Halloween costume day) or consider starting/ending meeting with music.

This article is not meant to imply that everyone needs to learn a new coding language or how to pull insights on big data (albeit those things may interest you too). The idea here is to find our joy again and bring it in to our new workspaces which for some of us, that means at home.

If you feel you may have lost your sense of joy, this Design Your Life Workbook has really user-friendly design thinking prompts to help you journal and think through what brings you joy – or even remind you what were things that brought you joy that didn’t necessarily equate to work. It was created for a Career Exploration class at Stanford. The authors also just published this book: Designing Your Work Life: How to Thrive and Change and Find Happiness at Work.

Continue Reading

Op/Ed

You lost a rockstar employee – don’t lose the band too

(OPINION / EDITORIAL) Bands lose lead singers all the time, and sometimes are the better for it. Your business can rally too in the wake of losing a star employee.

Published

on

Smiling rockstar employee accepting paper from off screen.

Turnover is one of the largest expenses a business may have to prepare for; a study by Employee Benefits News estimates that the dollar amount is equivalent to a third of an employee’s annual salary. Indirect costs arrive alongside this, which can include the loss of employee knowledge and added expenses to invest in searching for a replacement. The recruitment process can be lengthy and has many steps and phases, and hiring may require paying bonuses, higher salaries, or providing additional benefits.

As many as 40% of employees quit in their first year, and when all is said and done, it might be 50-70% of that employee’s salary might suddenly be lost.

This can present a large problem if a top performing and well liked employee – what some recruiters might call a rockstar employee – leaves. Under the worst scenarios, it can cause a domino effect; remaining employees might begin to question why that person chose to make their exit, and this may manifest as a series of departures. From a management standpoint, this is catastrophic, and can lead to missed deadlines, an increased burden on the remaining staff, and generally result in less quality output.

Contingency plans should be in place to help mitigate this situation, and all companies should – at some point – consider what their best options are to stop a destructive downward spiral. Jokingly – if a little morbid – this is sometimes referred to as the bus factor, which literally confronts this question by asking what happens if ____ were hit by a bus tomorrow? After all, if your critically vital employee suddenly could not show up again – literally never again – what can you do to prevent cascading effects?

Let’s consider the best things to do in this situation in order to prevent insert-your-favorite-natural-disaster-term-here when you suddenly learn your unicorn is on their way out.

Ask Questions and Listen

First and foremost, it’s best to ask the rockstar employee why they are leaving and make a sincere effort to understand their decision. The benefits of exit interviewing are known and can help immensely in this area. Even under the best circumstances and with an employee leaving without any negative reasons, there is likely still something they’d like to see improved, and this can be applied to those who remain.

Speaking of those remaining employees, it’s best to talk with them as well. Be transparent and genuine – ask about current moods and morale, get their perspective on the situation, and how they think it might affect their work moving forward. If the exiting employee did give any advice about improving the work environment, you can inject this into these follow-on conversations to see if others share that opinion, and then use those overlapping patterns to understand what to do immediately.

Surveys can be sent out as well, and this might provide a quick response and some metrics to go on. This should be used in conjunction with interviews and one-on-one conversations. During these engagements, listen intently, acknowledge any issues that may have been uncovered, and explain that you are committed to ensuring a smooth transition and will proactively address any problems that have been revealed.

Futureproofing

Reassure employees that their work is meaningful and recognized as vital and important, and commit to finding a replacement in order to prevent concerns that an increased workload will remain in place for an extended period of time. This will require taking introspective looks into the current workplace and its metrics, and then channeling these into efforts outwardly. In other words, the future is still bright, and all the brighter with their contributions.

It’s likely that employees may start to look at their work pessimistically – “Why should I stay if what we’re doing couldn’t keep ___ here?” This is why management must act quickly to assess the situation and provide direct answers. Explain that goals are still attainable and emphasize each employee’s importance.

Happiness

Perhaps the most abstract – yet arguably most significant – thing to worry about is the overall happiness of employees, and how to best continue this in an upward trajectory. There are plenty of ways to do this, with many revolving around frequent check-ins, seeking out ways to improve skillsets through education, and providing – if possible – promotions now that voids exist. After all, if there is an open opportunity within the organization, it will likely bolster the entire team to see someone move into a new position (and provide inspiration).

Engagement is key. There is no substitute for this – employees want to be heard, want to know they matter, and will respond to such efforts positively. In addition to the strategies above, it might be a good time to consider morale boosting events while redoubling efforts to improve the workplace.

Conclusion

Focusing on what to do now with plans in place will help provide a solid head start. Engage and speak with (not just to) employees, understand their concerns, and actively respond to anything that repeatedly emerges from such conversations. Reassure by shifting focus toward the future of the company, and maintain employee happiness by being transparent and considering ways to reorganize hierarchy through promotions.

When a favorite employee leaves, there’s always going to be a rippling effect throughout the office. Turnover cannot be fully avoided, but there are several ways to cushion the blow and continue to move forward in an efficient, agile manner.

Continue Reading
Advertisement
Advertisement

Our Partners

Get The Daily Intel
in your inbox

Subscribe and get news and EXCLUSIVE content to your email inbox!

Still Trending

Get The American Genius
in your inbox

subscribe and get news and exclusive content to your email inbox