Your Calendar Is Lying to You (And It’s Costing You Money)

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How to Fix Your Calendar in 7 Days (And Get Your Life Back) : Team leader calendar mistakes

We’ve been talking to a lot of agents lately who feel completely overwhelmed…

Their calendar is packed.

Meeting after meeting.
Appointment after appointment.

And yet… they don’t feel like they’re actually moving forward.

If that sounds familiar, this might hit a little close to home:
Your calendar might be lying to you.

In this episode, we break down the three biggest lies your calendar tells you and how they quietly keep you stuck, busy, and exhausted without real progress.

Here’s what we walk through:
• Why a packed calendar doesn’t mean you’re productive
• How urgency tricks you into doing low-value work
• Why meetings can actually hide inefficiency in your business
• The difference between being busy vs doing ROI-driven work
• How to audit your calendar and eliminate unnecessary meetings
• Simple ways to take back control of your schedule
• How to create structure so your calendar actually works for you

The truth is, most agents aren’t overwhelmed because they have too much to do…

They’re overwhelmed because their time isn’t aligned with what actually moves the business forward.

If you don’t fix this, your calendar will keep you busy, but not profitable.

Chapters:
0:00 Why your calendar is lying to you
0:40 The “packed schedule” trap
1:30 Why busy doesn’t mean productive
2:20 Calendar Lie #1: Urgency = importance
3:00 Calendar Lie #2: No time for yourself
3:30 Calendar Lie #3: More meetings = more progress
4:00 Busy vs efficient vs effective
4:40 How to audit your calendar
5:20 “Did I need to be in this meeting?”
6:00 Stop giving everyone access to your time
6:40 How to structure your calendar properly
7:20 Different calendar systems that work
7:45 Why meetings should end early
8:10 The real fix: intentional calendar control

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Transcript

SPEAKER_00 0:00

And some of the people I've been talking to is they are getting lied to by their calendar.

SPEAKER_01 0:04

I'm lost in team meetings and meeting after meeting after meeting after meeting and meeting meeting. And you don't feel like you're actually moving any point forward, right?

SPEAKER_00 0:12

Here are the three lies that I feel like calendars have started telling people as lies. Wayne, let's let's dive into calendars. And I know you and I are big at stay, please stay. Don't run away. Everyone's like, calendars, screw this. No, no, no. Like, we got something, I promise. First of all, this is for anybody that has a paper calendar or an online calendar. I don't care. As long as you have a calendar, it can be a big calendar, it can be a small calendar. As long as you have a calendar. But here's what I've been running into with some of my agents and some of the people I've been talking to is they are getting lied to by their calendar. They are using their calendar as like what do they call those little things babies had? Like Cersei's or like little like specialty blankets or whatever, because they they're like, I'm busy, I'm packed. Don't pretend like you don't have one or know what it is. There, there you go. Yeah. I use my dog for that. Uh so here's the thing is like think they can't do more. They think that they can't be good at husband, spouse, caregiver, whatever, because their calendar is slammed and they just they can't do more. Like, and I think it's lying to them. And they're they're using it.

SPEAKER_01 1:15

So this is for people that are on level three, right? Level one is like, I have no idea what I'm doing. Level two is like, I don't need a calendar. Level three is like, crap, I need a calendar, and I have everything on there. So congratulations for having a calendar, okay? But like level three is is not the last level. Level three is like, man, everything's in here, it's perfect. But but you realize, okay, now it's packed, right? Now, now like I don't have a life anymore because because it is so packed in there, and everything feels important, and and I'm I'm lost in team meetings and and meeting after meeting after meeting after meeting, meeting, and you don't feel like you're actually moving anything, any point forward, right? So, like recognize the problem is the first thing, right? Like your team's moving, your day is packed, but you kind of feel like you're on a treadmill and you're exhausted.

SPEAKER_00 1:58

We should uh we should start a new rap song instead of like more money, more problems, is like more responsibility, more appointments, right? Yeah, there you go. God, I feel like I get pecked to death with calendar appointments, like legitimately. And I think that is one of the ways that our calendar lies to us, is like we have to start having all these meetings. We have to be in the marketing meeting, we have to be in the listing appointment, we have to be in the client review, like we have to be, have to be, have to be. But is that really bringing you ROI? And we've talked about time studies and stuff like that. So here are the three lies that I feel like calendars have started telling people is lies, right? Urgency equals importance, right? Is meetings, emails, small fires, gotta go do this. Oh, I gotta run across town, I gotta figure this out. Um and meanwhile, like the high leverage stuff that actually keeps people free, it gets pushed to later. It gets pushed to like and honestly, one of the other ones is like the other lies that our calendar tells us is we don't have time for ourselves. Uh we're trying to block off half a day Friday to go out of town or get a massage, but I'm so busy that's the only time I have open. So I have to use that because I have to have these meetings because my calendar's full. Um I think one of the other ones too is like the third one I'm thinking about here is like well, it's funny. My business partner's husband used to say she takes openings in her calendars like a challenge, right? So it is true because she is everywhere and anywhere. And let's be honest, like it doesn't mean you're achieving more because you're in appointments or you're you're busy, you're slam-packed, and it's not gonna tell you which one's busy or busy work and which one's ROI work. And I think that's a big difference there.

SPEAKER_01 3:25

Hey, really quick, you know how YouTube works. Like and subscribe so we know this is working and it keeps pushing the content out.

SPEAKER_00 3:30

Yeah, this is what we do as a passion project. Wayne's got his own coaching, I got my real estate, but we've come together because we want y'all to learn from all our scars and mistakes. So that like and subscribe means the world to us because it means you care and it means we can keep giving, and also it makes us look cool with my mom. Absolutely.

SPEAKER_01 3:46

Well, and I think one of the other traps, like you're saying, is like a packed schedule hides inefficiencies, and most people aren't that productive, they're just preoccupied. So it and that's what we get into. Like, are you effective and efficient? Right? Meaning, am I doing the right thing in the best way it can be doing? And so am I doing the right thing, and am I doing the best way that it can be done? So am I effective and and efficient? Um, and and then and then people get stuck in this identity trap of like, I have a pack count, like you said, like they wear this b badge of honors, like I'm always busy, every minute is accounted for wherever it is. And sometimes it's not necessarily a badge, it's it's a leash. And like, it's great you're on level three, but let's give them some tips to get to level four and five. And that's where that's where this gets it's really cool. Um, instead of overbooking yourself um and doing all these other things, like, what is level four and five? So, what are some of the best hacks to get out of this just packed calendar that feels like everything has equal weight?

SPEAKER_00 4:41

All right, so one thing I'd recommend if somebody came to me asking is for the next two weeks, after every single meeting, you need to ask yourself, did I have to be here? Was this better as an email? Like if somebody would have sent me the details ahead of time and I read them in an email, could we have skipped this? Yeah, and with the going back to the first one, did I have to be here? Did did the questions they ask really take my level to do that? Yeah. Probably not. Right? Interviews, like interviewing staff people, agents. Do you need to be the first one in to decide that somebody's not a good fit? I'm pretty sure other agents in your company or other staff members can tell if somebody's gonna be a good fit at the very beginning, right? Stuff like that. So I think that's one way that you can free up your calendar.

SPEAKER_01 5:20

A good example of that is like some of the other days says, hey, can we do coffee? And I'm like, I don't want to do coffee, right? Like, I don't need to spend an hour and a half to have coffee with you. I want to talk with you, but let's jump on Zoom or a phone call for 10 minutes. So instead of an hour and a half, whatever, let's do a 10-minute thing that's really powerful. You know, same thing with like hiring. That's why we teach everybody to do a five-minute, you know, swipe left, swipe right conversation is what we call it, right? If you first get the resume, you're kind of interested, do a five-minute phone call with them, ask them three questions instead of getting into an interview and you're stuck for 45 minutes, right? Like a lot of times you know right off the bat. So those little things are are really powerful.

SPEAKER_00 5:53

Um, another thing that uh sometimes I see with people with calendars to help them get past this, is quit giving everybody access to your calendar. Instead, restrict access. So forever in a day, I had 30 people that could book stuff on my calendar. And all of a sudden it'd be 15 minutes of this and 30 minutes of this and appointment here, and there was no system to it. So one little thing you could do is use calendarly, I know, or you can use Google, they have a free one built in, but set your parameters. And yes, this comes with a very bad four-letter word called time blocking, but you can set I'm happy to have those coffees maybe every Wednesday. I have one hour set for a coffee with a random person, or strategize. If you know you're driving every day, every Monday because you've got pickup and drop-off for dance, that's when I take all my random. Hey, do you have a minute for us to chat soon about this product? Absolutely. Here's my window. So I think they're not using it organically enough and scheduled enough.

SPEAKER_01 6:41

Yeah, well, and to your point, that's one of the things we talk about systems and things. One of the things we did is we we now I now have like four or five different calendar links. One's for 15 minutes, one's for 30 minutes, right? One is a Zoom, and and then right, so like there's different calendar links. So instead of just having one that's open, everything there's different ones, and there's one calendar link that nobody has that I rarely give out that's like, hey, this is literally everything that's available, right? Like, like you need you need help. I'm gonna give you right, this is the everything in my life that's available. So like having four or five different calendar links can can be really powerful. It's not that hard to create once you've done one. So that's another thing. I think also back to your point, audit the week and ask yourself a couple questions. Like, I think we just get in this cadence of like weekly meetings. Some things need to be once a month, right? We get in this cadence of other things either half an hour or an hour. Some things need to be 22 minutes, some things need to be 50 minutes, some things need to be eight. So, like it's okay, like we're talking about level four and five. Like, stop just being in this habit of I block everything for 30 minutes, or I block everything for an hour. One of the the third hack I'll give you that helped me a lot was if I do have a 30-minute appointment, my goal is to end that at minute 22 or 25. So I have five minutes to kind of do any cleanup I need to do from that appointment, and then move to the next one. If it's an hour, my goal is to end that at the 45 or the 50 minute mark. So I have 10 minutes to clean up whatever I need to from that appointment, go to the restroom, get a cup of coffee, whatever it is, but not going from minute zero to minute 60 has been a big help for me. And that's when we lose Brad to the internet world. So I'll close this out. Here, here's the hard truth. There's no hire, there's no system that is just gonna magically fix this. It it's you doing an intentional audit on your calendar, looking back, going, what's working, what's not working, what can I potentially shift? And and your calendar is is is a great tool to create awareness. Use that awareness to make make better decisions. And next time we're gonna talk about why adding more leads won't necessarily fix all of your problems.

SPEAKER_00 8:35

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SPEAKER_01 8:43

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