How To Set Up Scripted Text Responses and Focus Time for Your Real Estate Business

As real estate agents, we can often fall into the trap of responding to clients at any and all hours of the day. We know how important it is to be great communicators, but to what degree is it helping the overall client experience?

Does responding to a client at 5 AM (before coffee!) enable you to do your best work? Does responding in bed and then thinking through the scenario (instead of sleeping) put you in the best position to solve the problem the following day?

Sure, responsiveness is essential, but even an automated or scripted response can get the job done without cutting into your productivity and private life. With today’s tools and technology, it’s easy to set up texting scripts to cover your bases during non-working hours. Plus, “do not disturb” functionality is your friend when you'd rather not be interrupted.

Today, we’re sharing some tips and instructions for iPhone users, specifically, but these ideas can be applied to your business no matter the technology.

Set up Focus Time for work, sleep, etc.

The first step to setting boundaries around your phone usage is designating times when you want to limit or block incoming texts and/or calls. You may want to use this feature for spending quality time with family. Those are likely times when you would like to avoid calls from clients. You may also want to designate the hours when you should be sleeping (or having your coffee!). You may even want to set aside blocks to work on important business activities like prospecting — when you’d prefer to not receive personal messages.

To do this one an iPhone, follow the below instructions:

1. Go to Utilities > Settings
2. Click on Focus
3. Choose to edit a pre-set category like “Sleep” or create a new category like “Prospecting Time” by tapping the “+” in the top right corner.
4. If you prefer, you can choose certain contacts who you would like to allow to text or call you during these timeframes. For example, you may still allow calls from your kids just to be safe. You can also allow or not allow the use of certain apps. Adjust these setting under “ALLOWED NOTIFICATIONS."
5. Next, under “OPTIONS,” you’ll have the option to turn on/off a Focus Status. When this is activated, anyone who texts you will see that your notifications are turned off. 
6. Enter the timeframe and days that you would like to automatically enable this setting with the “SCHEDULE AND OPTIONS” function.
7. Once the settings are to your liking, toggle the category to “On” at the top of the screen.
8. You are all set! Repeat this process with any other categories you’d like to build. 

Create text response scripts

If you’d like to go even further with streamlining your communication, text response scripts can be a huge help. You can create quick canned responses to send if someone contacts you during one of your Focus Times using the Shortcuts app. If the app is not already on your phone, it can be downloaded in the App Store for free.

Here’s how to set up a texting script:

1. Open the Shortcuts app
2. Tap the “+” button in the top right corner
3. Name your shortcut something like “Do Not Disturb Reply”
4. Tap “Send Message”
5. Where you see “Message” - type out your reply. Here is an example:
   • I’m not currently available, but wanted to let you know that I received your message. I will get back to you between 9-10 AM. Thanks!”
6. Next, tap the blue button with the four lines in the top right corner
7. Tap “Add to Home Screen”
8. Now, when you receive a message outside of working hours, simply tap the icon on your home screen with the shortcut you created to quickly send this text. All you will need to do is choose the recipient and hit send.
9. Repeat this process for any other texts you find yourself sending often to save more time! 

Set up your voicemail

An up-to-date and descriptive voicemail is another great way to share your personal boundaries and working hours with clients. Don’t be afraid to let a call go to voicemail! If you do use this strategy, here are a few reminders:

1. Be sure to clear out your voicemail box often! The worst case scenario would be a client reaching a “voicemail is full” message.
2. Record a detailed voicemail rather than using the automated one. Your clients want to hear your voice! Feel free to mention your working hours as that may help set expectations upfront on when you’ll get back to them.
3. Set up a second texting shortcut letting the client know that you received their voicemail and will get back to them during a specific timeframe.

Add an automated text reply for when you’re driving

Last but not least, receiving texts and calls from clients when you’re on the road can be both disruptive and dangerous. Luckily, it’s easy to set up an automated reply to let clients know you will get back to them soon.

1. Go to Utilities > Settings
2. Click on Focus
3. Choose the category “Driving”
4. Tap “Auto-Reply”
5. Edit your “AUTO-REPLY MESSAGE” to your liking. For example:
   • Just wanted to let you know that I got your message, but I’m currently focused on driving. I’ll get back to you in 5-10 minutes. Thanks!”
6. Choose to turn this function on automatically when your phone senses you driving, or manually, when you know you’ll be driving for a significant amount of time.
7. You can even choose to only turn this on for certain contact or your “Favorites."

At the end of the day, clients will remember the experience you delivered — not if you responded to their texts at 11 PM. Putting yourself in the best position to deliver your best work is the clearest path to success. Maybe that means setting up Focus time or using Shortcuts — and if so, we hope you find these tips helpful!