Being available doesn't mean you need to work 24/7—it's about being approachable, responsive, and reliable for your clients. Here's how you can effectively "be available" while maintaining work-life balance:
1. Respond Quickly to Inquiries
- Aim to reply to calls, texts, or emails within an hour. Prompt responses show professionalism and commitment.
- Use tools like auto-replies for email or text to acknowledge messages when you're busy.
- Communicate your availability upfront. Let clients know when and how they can best reach you.
- For example, "I'm available weekdays from 9 AM to 7 PM, but I'll respond to urgent matters as soon as possible."
- Use scheduling apps like Calendly to let clients book appointments directly.
- Have a reliable CRM system to track client communication and ensure timely follow-ups.
- Offer multiple ways for clients to contact you, such as phone, email, text, or social media.
- Stay active on platforms where your clients are most likely to reach out.
- Partner with a team or assistant to ensure someone is always available to assist clients when you're occupied.
- Let clients know who they can contact in your absence.
- Use video conferencing for consultations and virtual property tours, especially for remote clients.
- Be open to text or instant messaging for quick updates.
- Keep a detailed calendar and task list to manage appointments and deadlines efficiently.
- Avoid double-booking by setting reminders for all commitments.
- Avoid burnout by designating specific times for personal rest while still being attentive to client needs.
- Use "Do Not Disturb" features to focus during off-hours but check messages at a set time.
- Don't wait for clients to reach out—regularly check in to update them on progress or answer pending questions.
- This approach builds trust and reassures clients that you're attentive.
- Not all inquiries are urgent. Prioritize time-sensitive issues while scheduling less urgent matters for later.