How Real Estate Team Leaders Can Master Delegation And Step Into Their CEO Shoes

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Are you a real estate team leader on the brink of burnout? 

Let me guess…

You started your business for freedom. For impact. For unlimited income.

But in reality, what’s happened is that you’ve created a system where you’re trading hours for dollars – and where nothing happens unless you do it yourself.

Sure, you might have a couple of team members or even a VA.

But you’re still the one sailing the ship. 

And every single microscopic decision rests on YOUR shoulders. 

When many of our members in The 7-Figure Agent came to us for support, they were in the exact same position. 

But through mastering the art of delegation they were able to transform from busy and burned-out team leaders to calm and in-control CEOs.

Take Justin as an example. He was able to take all of the free time he gained and put it towards building an ice skating rink for his kids.

Or Heather, who went from being glued to her phone and computer 24/7 to having plenty of time to spend with her new partner and kids.

If you want to get results like them, keep reading to figure out the first steps to regain your time and sense of peace in your business.

Limiting Beliefs That Keep Busy Real Estate Team Leaders Stuck

If you’ve brought on a team, but still find yourself bogged down in piles and piles of work…

You might be caught up in a limiting belief around leadership and delegation.

Do any of these sound familiar to you?

  • “No one is going to do it as good as me”
  • “It’s going to take too much time to train someone”
  • “It’s easier for me to do it”
  • “I wish there were two of me”
  • “I wish there were 36 hours in a day!”

There are dozens of limiting beliefs that might be preventing you from scaling a real estate business, but these are some of the most common ones. 

And trust me, I’ve said every single one of these things at some point as well.

But when you’re able to ditch these mindset traps and start embodying a real estate CEO, everything changes.

  • You’re able to clone yourself and work in your zone of genius 
  • You’re able to continuously gain 1 hour/week of free time (or even an extra hour a day!)
  • You’re able to triple your business working only HALF the time (and  only on things you love)

Are you ready to become a master delegator? Let’s get into the three steps to start freeing up your precious time!

1. Identify Your CURRENT Job Description As A Team Leader

In order to start getting tasks off your plate, we first need to identify where your time is currently going. 

The best way to do that is to conduct an energy-audit in your business.

Here’s how that works. 

For one week straight, I want you to log and record ALL of the tasks you spend your time on.

Get brutally honest. If you log in and check your email 15 times a day, write down that you’ve checked your email 15 times.

These tasks don’t only have to be related to business.

They can also be things like laundry, preparing meals, running errands, or picking up and dropping off your kids.

We want to get a holistic view of where your time is going.

By doing this exercise, you’ll be able to determine:

  • How much time each week is going to certain tasks
  • Whether you’re spending your time efficiently and on CEO-level tasks
  • If there are certain tasks that are consuming your time that could either be automated or delegated

The summary of these tasks make up your current real estate team leader job description. 

But now, it’s time to move on to step number two where we’ll create your CEO job description. 

Let’s go! 

2. Create Your New CEO Job Description

There’s a reason I’m using the term CEO rather than team leader. 

You have to understand…

You’re the CEO of a company.

It is your responsibility to set the vision of the business.

The traditional team leader in a real estate model is broken. Many of the ways agents have been taught to delegate and leverage are outdated.

Many agents fall victim to ‘unicorn syndrome’ thinking that their real estate business is different compared to any other type of business out there.

But they’re not. 

In reality, a real estate business functions just like any other business. 

And one of those foundational pieces that’s needed across any industry is a leadership team. 

You as the CEO sets the vision, and then your leadership team carries out the implementation of that vision. They make it happen!

I’m at a point in my business where although I may have my fingers in a lot of things, I’m not so involved in most day-to-day operations.

Your job as the CEO is mostly to stay in your zone of genius. 

Your zone of genius is the things that you’re great at and that you love doing.

They’re the $1000/hour tasks that are going to produce the highest ROI from your time.

To get clear on your zone of genius, try this exercise. 

Categorize the tasks you’ve brain dumped into four different categories.

  1. Things you love doing and you’re great at
  2. Things you like doing and you’re good at
  3. Things that you don’t like doing but you’re good at
  4. Things that you don’t like doing and you’re not good at

Category one is your zone of genius – this is where you want to be. 

Category two are tasks that you enjoy doing and you’re good at, but they still don’t necessarily need to be done by you. These are things that you plan to delegate in the next 90 days or so.

Category three are things that you should work on outsourcing sooner rather than later. Even if you’re “good” at something, if you don’t actually enjoy it, it’s most likely a task that drains your energy.

Because at the end of the day, you have a choice.

You can either fill your energy tank or deplete it. 

As a CEO, you must commit to energy elevation.

We want to have you ending your days buzzing with energy – not flopped down on the couch watching Netflix because you’re so exhausted.

And category four are tasks you should never, EVER be doing. If you are currently doing tasks in category four, you should try to outsource or automate them ASAP because they will massively slow your business growth. 

The other thing you want to keep in mind when creating your CEO job description is the type of tasks and their true value.

For example, before members join The 7-Figure Agent they’re often spending a ton of their time on $10/hour tasks. 

No matter how much you love doing it – any $10/hour task needs to come off your plate. 

A $10/hour task should always be automated or given to a VA.

Because the sooner you outsource these tasks, the sooner you can get to the work that will truly move the needle and drive revenue in your business. 

Here are some examples of task values in business: 

  • Low – $10/hour tasks. For example…basic customer service, basic graphic design, monitoring your inbox, etc.
  • Medium – $250/hour tasks. For example…content creation, SOP (Standard Operating Procedure) creation, project management, etc.
  • High – $1000/hour tasks. For example…Creating new videos, strategic partnerships, sales calls, public speaking, etc.

Ask yourself –

How much time am I spending on $10/hour tasks?

On $250/hour tasks?

On $1000/hour tasks?

Routinely spending time on $1000/hour tasks can be the difference between a $100,000/year business and a million dollar business.

3. Start Delegating Like A Pro 

Once you’ve got clear on all the tasks on your plate…

The high-value and low-value tasks…

The tasks that fall outside your zone of genius and the tasks that drain your energy…

You can start figuring out what you need to document and then delegate.

The first step to delegating any tasks is to make sure you’ve documented and created clear instructions for how this task needs to be done.

This is often referred to as an SOP (Standard Operating Procedure).

Here are a few tips to keep in mind when documenting and delegating.

Don’t Overcomplicate It 

Many real estate team leaders will try to spend hours and hours perfecting their SOPs.

When in reality, there is no need to overcomplicate the process.

If you tend to get caught up in perfectionist tendencies…remember.

The first version doesn’t have to be perfect.

In fact, the person to who the task is being delegated can spend time on it to make it perfect!

Use The Right Tech

The two tools you’re going to use to document your tasks are:

  1. A project management tool
  2. And a screen recording software

The ones we recommend are Asana for project management and Loom for screen recording. 

But really, as long as you have a project management tool that integrates with Zapier, you’re good to go!

A project management tool is so important because you want your task instructions to be stored in a place where your team is executing the tasks. You don’t want them to be stored in some obscure folder where no one’s ever looking!

Give All The Key Details About The Task

In your SOP, you want to answer the questions:

  • What is the task?
  • Why is the task important?
  • How should the task be completed?
  • How do you know when the task is complete?
  • On average, how long should the task take to complete?
  • And any additional resources, logins, or tools required to complete the task

In The 7-Figure Agent, we teach our members to share both a video (using Loom) AND written instructions in a Google document with their team.

People learn in different ways, so having the task SOP’s in both formats will make sure that each team member has what they need to get properly trained.

Give Proper Feedback

This is the part of the delegation process that SO many real estate team leaders neglect.

Even if you put time and effort into your SOPs, your team members are human and they will still make mistakes.

You can’t expect someone to complete a task perfectly the first time they do it.

You have to continuously give someone feedback until they know exactly how you want it done.

Whatever you do – don’t get angry and frustrated and take the task back.

Eventually, with proper training and feedback, your team members will be able to completely own the task.

Another thing to remember?

Delegation is a continuous process. 

If you want to transform from busy, frazzled real estate team leader into a calm, collected CEO, you have to constantly monitor your time.

I close out all of my days by journaling on how I spent my time.

I ask myself…

Were there any tasks I spent time on today that could’ve been outsourced? That could have been automated?

And if the answer is YES, I’ll discuss a plan with my team to get those tasks off my plate as soon as possible.

Your time and energy as CEO is precious.

And when you learn to guard it and only spend it on the things that drive momentum, you’ll see the incredible business growth I know you’re craving.

Want to learn more about building a 7-figure real estate business?

Book a call with our team to see if our real estate mentorship programs are right for you. 


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