Top 7 Time Management Hacks for Mortgage Brokers
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January 28, 2025 |
Top 7 Time Management Hacks for Mortgage Brokers
Struggling to manage your time as a mortgage broker? Discover 7 proven time management hacks tailored for mortgage brokers. Learn how to prioritize tasks, automate processes, and create routines that boost productivity and reduce stress.
Let’s be real—managing your time as a busy mortgage broker can feel like a never-ending chase. With emails piling up, clients needing attention, and new leads waiting for you to work your magic, it's easy to feel like there's just not enough time in the day. As a Marketing Manager, I've been there too—managing campaigns, meetings, and trying to stay on top of everything. I’ve learned a few tricks along the way that made my days more productive and much less chaotic, and I think they could make a big difference for you too.
Drawing inspiration from Cassie Holmes’ Happier Hour, I’ve found that shifting focus to what truly matters can make time feel more abundant, even in the busiest of times. Holmes’ research shows that time management is not just about doing more; it’s about being more intentional with how you use your time to maximize happiness and impact.
1. Prioritize Your Broker Tasks with the Eisenhower Matrix
One thing I’ve learned is that not everything that feels urgent is actually important. It’s easy to get caught up in tasks that scream for your attention but don’t really add value. Enter the Eisenhower Matrix—a game changer that helps me decide what truly deserves my time.
In Happier Hour, Holmes stresses the importance of choosing meaningful tasks that contribute to long-term fulfillment. Think about what will make the biggest impact—not just today, but for your future success. This aligns with using the Eisenhower Matrix, where focusing on high-priority tasks (important but not always urgent) can lead to more satisfaction and less stress.
Resources: From the book What Happens Now? by John Hillen and Mark Nevins
For instance, if a marketing campaign needs to launch today, that’s important and urgent. However, building relationships with new partners is important but not necessarily urgent. By categorizing your tasks like this, you can focus on what matters most—whether it's submitting a client application that’s time-sensitive or planning for long-term client relationships that will keep your business thriving.
The key takeaway? Spend your time on the things that will have the biggest impact on your success, and let go of the distractions.
2. Time Blocking: My Secret Weapon
Picture this: I used to spend my day jumping from task to task—email here, a slack huddle there, and by the end of the day, it felt like I accomplished...nothing. The turning point for me was time blocking—the simple act of assigning dedicated slots to different tasks.
By blocking out time for meaningful activities, you increase your chances of feeling more in control. In Happier Hour, Holmes discusses how focusing fully on one task at a time can make those hours feel more expansive and rewarding.
If I’m working on a marketing campaign, I block out a couple of hours, no distractions allowed. For you as a mortgage broker, imagine dedicating mornings to client calls and afternoons for paperwork. Creating these time blocks gives you clarity and keeps you focused on the task at hand, instead of feeling pulled in ten different directions.
And trust me, knowing you’ve got a set time to deal with your emails means you won’t feel as tempted to check them every five minutes.
3. Automate Tedious Broker Tasks and Save Time
I’ve always been a huge fan of anything that makes my job easier—like CRMs that handle automated follow-ups, email scheduling tools, or Looker Studio dashboards that compile all my data in one place. You probably already have a CRM, but are you using its automation features to the fullest?
Things like sending automated reminders for document submissions or follow-ups can save you a ton of time. In my role, I use marketing automation to stay connected with prospects and clients without sending each email manually. You’ve probably even received an automated email from me at some point! It’s a lifesaver, especially for repetitive tasks that don’t necessarily need your personal touch. Use automation to get some time back for the important stuff—like closing deals and building relationships.
4. The Two-Minute Rule: Tiny Tasks Can Be Time Suckers
Ever get bogged down by a million tiny things? That’s where the Two-Minute Rule comes in handy. If something takes less than two minutes—replying to a simple email, confirming an appointment—do it immediately. It’s the little stuff that adds up, and tackling it right away stops it from clogging your to-do list.
I used this rule to deal with minor updates on campaigns, and it’s amazing how much more manageable my day became. As a broker, this could mean shooting a quick response to a client or updating a file as soon as you get the info—done and dusted.
Holmes suggests that small actions compound into a larger sense of productivity and well-being. Handling quick tasks as they arise can keep your workload manageable and reduce that overwhelming feeling of having too much on your plate.
5. Establish a Routine That You Love
My morning starts with a cup of coffee and a review of my key priorities for the day. Sounds simple, but having a predictable routine made all the difference for me. It takes away decision fatigue and helps me know exactly what to expect, so I can jump in ready to tackle the day.
For you, this could mean setting aside 15 minutes each morning to plan your day or ending each day by prepping for tomorrow. It’s a small but mighty habit that brings structure to an otherwise chaotic schedule.
6. Use Templates and Checklists to Save Brainpower
Creating templates was a game-changer for me. Templates for emails, landing pages, social media posts—you name it, I templated it. This saved me countless hours and made it easy to deliver consistent, high-quality work.
Mortgage brokers can do the same. Draft email templates for common communications, like initial client contacts or document requests. Use checklists to guide the process for applications and approvals. You’ll save time, reduce mistakes, and free up mental space to focus on the parts of your job that truly need your expertise.
7. Don’t Forget to Take a Break
This one’s personal. I used to skip breaks all the time, thinking I could power through and get more done. Spoiler alert: it led to burnout. I had to learn to step away, go for a walk, grab a coffee, anything that let my mind rest for a bit.
Breaks help you recharge and come back to your work with renewed focus and energy. Consider using the Pomodoro Technique—work for 25 minutes, then take a five-minute break. It’s amazing how these little pauses can help you recharge and keep burnout at bay.
Final Thoughts: Time Management Isn’t About More Tasks—It’s About Focus
Mortgage brokers, like marketers, are constantly juggling tasks, and effective time management is essential to thriving in this environment. The strategies I’ve shared, inspired by Happier Hour, aren’t just tips—they’re things that helped me transform my days from chaos to structure.
Time management isn’t about cramming more into your day, but about focusing on the activities that matter most. Whether it's prioritizing tasks, blocking your schedule, automating, or taking well-timed breaks, these strategies will help you work smarter, achieve more, and build a successful, sustainable business. The key is to align your daily tasks with long-term goals, so you can create a balance between being productive and feeling fulfilled.
So, what will you do differently starting tomorrow?
Author Profile
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Marketing Manager at Neighbourhood Holdings |
Jessica Yang is the Marketing Manager at Neighbourhood Holdings, where she leads marketing campaigns and content strategy. As a UBC Media Studies graduate, Jessica also completed BrainStation’s Digital Marketing Program and became a BCFSA-licensed mortgage broker.
Beyond her professional pursuits, Jessica enjoys travelling and documenting her experiences through vlogging, finding inspiration in exploring new cultures and sharing her journey with others.