Who is covering for you while you are not working?

How frustrating it is to spend hours preparing a showing for a hot buyer and you can only show a few properties because it is impossible to reach Listing Agents (LA) to make appointments.  Or better yet, the instructions on the MLS sheet is to call the Listing Office (LO) but when you call it, the receptionist tells you that you need to call that LA directly.

Then apologetic LA eventually calls you back one or two days later telling you how sorry he/she is to not have been able to show their listing because they were doing recreational time.

Its OK to have a life, or to take a well deserved vacation, or even a short R & R or to work at your own pace but by not being available you are not working for the best interest of your clients nor to your fellow Realtors.

Three months ago I was working with an out-of-town buyer couple who were planning to come down to Ft Lauderdale to purchase a winter vacation condo on the beach.  I sent them many listings via our MLS server.  My buyers have selected 14 condos they would like to see.  They did come down during Thanksgiving weekend.  I prepared to show those listings two days before the showing date.  In their selection, among other buildings, they selected one unit in a specific condo building. I noticed on the MLS that day that two other listings became available since.  I made appointments to see all three while I was going to be in the building.  I could not reach the LA of the unit my buyers responded to. 

I called the LO and they told me that the LA was away for the weekend. I asked if there is someone who takes care of her listings while she was away or if there were a key left at the office?  The receptionist did not have any knowledge of anything. I told my buyers that we could not visit that one unit for the agent is on vacation and no-one in her office can help.

I showed my buyers many condos during that weekend and on Sunday morning they had narrowed down to four condos they wanted to go back to see one more time.  They really liked the condominium building of the unit we could not see and they asked me if I had heard form the agent who was away.  I said no.  Coincidentally, I picked up my buyers and while driving to the first Sunday appointment, I get a call from the globe-trotter LA who was returning her messages four days later.  She said that it would be impossible to show that listing until she returns to her office the following Tuesday.  I asked if she could call the owners to let us in but the owners of the condo were still up North.  Also, no one else has the keys but her.  The LA volounteered to admit that she has had the listing for two months already and she meant to have a second set of keys made but she never got around to do it.

Well guys, guess what?  My buyers bought a unit in that building where the LA could not accomodate us.  The unit they bought was two story lower with a lesser view of the ocean and paid the same amount as the one we could not see.  Incidentally, that LA's listing is still on the market and the seller has lowered the price by $60K already.  I wonder if the owner of that unit is aware of what went on that weekend? By-the-way, that miss-managed weekend trip to NY may have cost her over $22K in commission.

Berfore plannig a day off or an extended get-away, how hard is it to cover your wide angles?

Here are some pointers to prepare for time off:

• Find a partner in your office whom you work well with and who is dependable and work up a "cover" schedule (OK you may have to share some of your commission but it is better than no commission at all.)
• Immediately upon getting a listing, have a few set of keys made and make sure you leave one set with your office personel and one set with your partner-associate.
• Leave an out-going voice message on all your phones telling people what you are away and give out alternative showing instructions foryour listings.
• Place a note of your activity in the brokers remarks or in the comment section of your MLS Realtor View field.