If you feel like there aren’t enough hours in the day, you’re not alone. Between lead gen, showings, negotiations, marketing, paperwork (ugh), and somehow maintaining a personal life, time can feel like the real estate agent’s worst enemy.
But here’s the truth: working smarter is just as important as working hard. There are so many real estate time management tools available that will help you free up time, close more deals, and manage your life without overwhelming stress. Why would you not be using every tool you possibly can?!
This blog will cover some of the time management apps and software that agents swear by. Let’s dive in.
1. Revii AI – Your 24/7 AI Assistant 🤖
🔹 Best for: Everything. Saving time. Improving skills. Preparing for conversations. Increasing output. Automating admin work. Staying informed.
Yes, we may be a little bit biased, but there’s a reason why Tom Ferry invented Revii AI – because there is nothing else out there that can do what Revvii AI can, and because we’re the only ones with the exclusive real estate knowledge base to make it effective.
Revii AI is an all-in-one suite of cutting-edge AI tools designed to help the modern real estate agent clear the runway to focus on revenue-generating activities.
Here are just a few of the ways in which Revii AI can help you manage your time:
- Voice-controlled automation features allow you to draft emails and texts, create contact profiles for your CRM, and so much more.
- Supercharge your content creation by creating scripts, social posts, newsletters, and anything you can imagine directly from the latest market info.
- Roleplay specific conversations before you have them and receive a detailed report on how to improve, including suggested scripts.
San Antonio team leader Emily Terrell used Revii AI to organize her team trainings and create a full 90-day onboarding process in just a matter of minutes, saving her over 20+ hours!
2. Time Blocking Calendars 📅
Tom always says, “If it’s not in your calendar, it doesn’t exist.” There are three great options for time-blocking your day successfully:
- Google Calendar – Free, simple, and very popular.
- TickTick – A simple but powerful combination of a to-do list, calendar, kanban time-blocker, habit tracker, and Pomodoro timer.
- Motion – An AI-empowered time blocker that helps you arrange and manage your calendar automatically.
Time blocking = less chaos, more control. It doesn’t matter which one you choose, but make sure you’re using it.
🚀 Pro Tip:
Use color-coding to separate revenue-generating activities from admin work, so you always know what matters most – and what you can automate with Revii AI.
3. Listing Leads – More Listings, Less Effort 🏡
You never know what marketing is going to work. But we do. That’s why Tom Ferry and Jimmy Mackin created Listing Leads. This is a massive database of prebuilt marketing campaigns for:
- Social media
- Direct mail
- SMS messages
And they come with ready-to-use templates, so you can spend less time setting up your marketing and more time closing deals.
4. Rize – Track Your Time Like a CEO ⏳
If you’ve ever wondered, “Where did my day go?”—you need Rize.
This smart time-tracking tool shows you exactly where your time is going and helps you identify & eliminate non-revenue-producing activities.
You need to treat your time like your marketing or any other aspect of your business. If you don’t track, measure, and adjust, you will never improve.
🚀 Pro Tip:
Use Rize’s “Deep Work” mode to track and maximize time spent on revenue-generating activities (like lead gen!).
5. Opus Clip – Turn One Video into 10 🎥
You KNOW video content is king, but editing takes forever. Opus Clip automatically turns your long-form videos into short, engaging clips for social media—in seconds.
✅ AI selects the most engaging moments for you.
✅ Auto-generates captions, hooks, and hashtags.
✅ Saves HOURS on video editing.
🚀 Pro Tip:
Film one market update per week, run it through Opus Clip, and instantly get 5-10 high-quality clips for social media.
6. SaneBox – Take Back Control of Your Inbox 📧
Email can be a nightmare, but it’s also the best marketing tool for nurturing and engaging with your database.
If your inbox is a disaster, SaneBox is about to change your life.
✅ Automatically sorts important emails from junk.
✅ Snoozes non-urgent emails so you can deal with them later.
✅ Helps you spend less time drowning in emails and more time closing deals.
SaneBox recognizes high-priority emails, so you only focus on what truly matters.
7. A Great CRM – Learn It Inside & Out
The fortune is in the follow-up, and your CRM is your base of operations for everything you do.
You might be wondering why I didn’t include a particular CRM on here, and that’s because it’s so subjective. There is no one-size-fits-all option.
The best CRM is always the one you use the most. That means you need to spend the time to get comfortable with it, take online trainings, do every tutorial, and know this tool inside and out.
Spending a few hours to understand your CRM now will turn it into a time management tool that saves you countless hours later.
8. Calendly – Effortless Appointment Booking 📆
Schedule meetings without the back-and-forth.
No more email tag trying to set appointments—Calendly lets clients book directly based on your availability.
🚀 Pro Tip:
Set buffer times between appointments to avoid burnout.
9. Trello – Stay on Top of Your Deals 📌
If your deals are scattered across random notes and sticky tabs, it’s time to get Trello. Use Trello’s visual board system to organize transactions, marketing plans, and team projects—all in one place.
🚀 Pro Tip:
Set automation reminders so you never miss an inspection deadline or closing date.
Final Thoughts: Work Smarter, Not Harder
The biggest mistake agents make? Trying to do everything manually.
The best agents? They leverage the best real estate time management tools to automate the busywork and focus on what truly moves the needle.
And that’s exactly why Revii AI is the ultimate tool—because it makes ALL your other tools work better.
Ready to take your productivity to the next level?