10 Tips to Achieve Work-Life Balance as a TC

Maintaining a healthy work-life balance as a real estate transaction coordinator (TC) is no small feat. The job demands often stretch beyond typical business hours, with busy agent clients and dynamic environments requiring constant attention. While rewarding, the career can blur the lines between personal and professional life.

Below are ten practical steps to help TCs achieve a balanced life without compromising their professional career or personal aspirations. Some of them are insights from our webinar with Jennifer Connolly.

1. Time Management and Setting Boundaries

“I was learning that I was more valuable than having to jump the second that somebody needed something.”

Jennifer Connolly

Without clear boundaries, the “crazy hours” of real estate work can intrude on personal time and mental health. TCs often sacrifice evenings, weekends, and family dinners to meet urgent requests, leaving little room for self-care or family responsibilities.

However, setting firm boundaries and managing expectations can foster a healthier work environment, preserve energy levels, and help TCs lead a more balanced life.

Let’s say a client messages you at 10 p.m. asking for an update on a document. Instead of replying immediately, your email autoresponder informs them of your business hours and assures them the task will be addressed the next morning.

Practical Steps:

• Establish business hours and communicate them. Define your working hours and include them in your email signature or client onboarding materials. For instance, your email signature could read: “Available Monday to Friday, 9 a.m.–6 p.m.”
• Use communication tools like autoresponders. Autoresponders, such as email or messaging app templates, are invaluable for setting expectations. When a client contacts you outside your established hours, an auto-reply message can acknowledge their message and let them know when they’ll hear back.
• Create a “day of plan” to prioritize tasks. Before your day begins, outline a schedule that includes high-priority tasks, deadlines, and personal commitments. This “day of plan” helps prevent you from overworking into the evening and keeps you on track.

2. Stick with a Structure That Supports Work-Life Balance

A consistent routine helps prevent the unpredictability of a transaction coordinator’s (TC) day from spilling into personal life. Focusing on a structured client experience process can achieve efficiency while building flexibility in your schedule.

For instance, you can create a workflow that focuses on closing tasks for agents who handle high volumes. You might automate tasks like sending closing checklists to agents and clients, scheduling reminders for final walk-throughs, and generating closing statements.

Additionally, creating standard operating procedures (SOPs) for your transaction processes can also help you build and create an efficient workflow. 

Practical Steps:

• Develop a structured daily routine and stick to it. A clear, repeatable daily routine minimizes decision fatigue and keeps your workflow predictable. Start by assigning specific times for key tasks like reviewing contracts, following up with agents, and closing files. For example, allocate the first hour of your day to checking email and prioritizing urgent tasks, followed by two focused hours for document preparation.
• Use essential tools like project management software. Digital tools such as Trello, Asana, or ListedKit can help you streamline your workflow by organizing tasks, setting deadlines, and tracking progress. These tools centralize all your client files, timelines, and communication in one place, making it easier to manage multiple transactions.
• Focus on delivering value to your ideal client base. Trying to cater to every agent or request can dilute your efficiency and cause unnecessary stress. Instead, identify the type of agents you work best with—whether they’re busy agent clients managing multiple listings or newer agents seeking guidance on transaction processes.

3. Have a Dedicated Workspace

A dedicated workspace—whether it be a full home office, a corner of a room, or a coworking space—clearly divides the time between work and relaxation to foster an enjoyable work environment. It also ensures better focus during working hours. Walking away from it signals the brain that it is time to shift into personal mode.

Your workspace doesn’t have to be large or built out. Even a small, well-organized desk in the corner of the living room can be sufficient, provided it’s designated for work. Desk solutions for those TCs without extra room may include things like fold-up desks or furniture that serves multiple purposes.

Practical Steps

• Invest in an ergonomic workspace setup. Promote good posture with a high-quality chair that has lumbar support. Invest in an adjustable desk and monitor stand. For instance, an ergonomic keyboard will save your wrists and let you comfortably work through long documents or edits in contracts.
• Keep work tools in the workspace. Don’t take your laptop or phone to the dinner table or any other family space. Create a personal rule that emails and calls are handled only within the workspace during strictly set business hours. This will help your brain let go of work so that you can have a better work-life balance and prevent career burnout.
• Contribute to coworking spaces. Sometimes, the home has too many distractions, space, or caregiving limitations that hinder focused work time. Looking into coworking spaces will give other options for a professional and quiet environment, and the event spaces and collaboration utensils might offer an improved workflow.

4. Stay Updated and Be Proactive

Keeping up with real estate transaction coordinator trends is essential to staying competitive and providing valuable services. Shifts like market slowdowns, changes in commission splits, or evolving compliance requirements can directly impact your client’s needs and your workflow.

While learning new tools or strategies might feel time-consuming, ultimately, it streamlines your workflow and frees up more time for your personal life.

Practical Steps:

• Set aside time to learn new tools or market updates. Dedicate some hours or days each week to researching industry changes, such as updates in commission splits or the effects of a market slowdown. To stay informed, subscribe to newsletters, attend webinars, or follow industry blogs.
• Stay connected with agents and anticipate their needs. Maintaining open lines of communication with your agents allows you to understand and proactively address their challenges. You can set up reminders for key transaction milestones, ensuring agents feel supported during high-pressure times without needing frequent check-ins.
• Review the client experience regularly. Assess your workflow and client feedback periodically to ensure you meet and exceed expectations. Are agents frequently asking about certain documents or deadlines? Incorporate these insights into your systems, such as automating updates or creating checklists for common transaction stages.

5. Accept That You Can’t Be Great at Everything

Understand that you cannot be everything to everyone. Taking on every project single-handedly may also destroy your professional life and mental health.

Jennifer Connolly pointed out that being a help doesn’t always mean taking on the service and doing everything. Sometimes, it means being a consultant of real estate agents and guiding clients to the right pros for their needs.

For instance, if an agent requests your marketing materials, which are beyond your expertise, it is much better to connect the agent with a trusted marketing personnel. Not being an expert in everything keeps you within your balanced workload, enhancing the quality of services while creating a healthier work-life balance.

Practical Steps

• Create a business plan. Identify your strengths and focus on tasks where you add the most value, such as managing deadlines, overseeing compliance, or coordinating transaction processes. Then, outline areas where delegation or outsourcing makes sense.
• Refer agents to other professionals. Build a network of reliable professionals to assist your clients with specialized needs, such as home staging, virtual tours, or graphic design.
• Focus on high-value tasks. Prioritize tasks directly impacting your client’s experience and overall satisfaction, such as streamlining transaction timelines, automating communication, or creating comprehensive transaction checklists.

6. Leverage Technology to Save Time

Leveraging technology is one of the most effective ways for TCs to save time, reduce manual work, and create more flexible working hours.

Tools like ListedKit, a transaction management software, are designed to simplify your workflow. It allows TCs to manage documents, track deadlines, and collaborate with clients in one centralized platform.

Features like automated reminders, task tracking, and comprehensive reporting reduce the need for constant back-and-forth communication and ensure that every transaction runs smoothly.

Practical Steps

• Adopt collaboration tools: Slack, Microsoft Teams, or ListedKit can centralize communication, making it easier to keep everyone on the same page. For example, you can create a collaborative to-do list for each transaction, allowing agents to access real-time updates without requiring constant status checks.
• Automate document management: Automate tasks such as sending reminders for signatures, tracking the completion of forms, and storing transaction histories securely. Instead of manually emailing agents about missing disclosures, you can set up automatic notifications that prompt them to complete these tasks.
• Use calendar apps: Google Calendar or Microsoft Outlook allows you to block your day into time chunks, dedicating specific periods to focused work, client meetings, and personal breaks. For instance, you could spend the first two hours processing documents and the next hour responding to client emails.

7. Make Self-Care a Priority

Deadlines and high-pressure situations are part of your daily life as a TC. However, devoting your time and energy to self-care routines and rituals can save you from serious future health problems. By making self-care a non-negotiable part of your routine, you maintain your energy levels and improve your focus, decision-making, and overall enjoyment of life.

Self-care does not have to be pricey. It involves small and consistent steps, such as going to bed at the right time, seeking emotional support, or establishing limits at work.

Practical Steps

• Regular breaks: Taking breaks throughout the day helps you work more efficiently. For instance, you can use a timer every hour to take a five-minute pause for stretching, drinking water, or simply stepping away from your desk.
• Mindfulness techniques: Start with a small daily practice, such as 10 minutes of deep breathing exercises or journaling to reflect on your day.
• Develop a bedtime routine: A good night’s sleep improves your mood, cognitive function, and overall ability to handle career demands. Establish a consistent bedtime routine, such as reading a book, meditating, or listening to calming music, to signal your brain that it is time to wind down.

8. Communicate Clearly with Clients and Team Members

The demands of your job frequently require you to balance urgent deadlines and client expectations, often blurring the line between professional and personal boundaries. Clear, proactive communication can shift this paradigm. Setting expectations early, reducing misunderstandings, and communicating effectively can prevent last-minute chaos and help build trust with clients and team members.

Practical Next Steps

• Employ a professional email address in communications: A business email address, such as firstname.lastname@yourbusiness.com, enhances professionalism and keeps work-related emails separate from personal ones.
• Offer template responses to frequently asked questions: Pre-written responses to common inquiries—like “What do I need to bring to a closing?” or “What happens next?”—allow you to customize them quickly and send them in seconds.
• Set expectations for response times: When onboarding a new client, clearly state your communication methods and hours. For instance, you might say, “Emails are best for non-urgent matters, and phone calls will be returned within one business day.”

9. Build a Support Network

Without a team to lean on or collaborate with, deadlines, client demands, and decision-making pressure can quickly become overwhelming. A supportive network of peers, mentors, or even part-time assistants reduces the stress and isolation of the TC role.

Additionally, interaction with others can inspire new strategies for handling your workload, attracting clients, or maintaining your emotional well-being during challenging times.

Next Steps

• Join industry groups: Being part of a TC-focused Facebook group or LinkedIn community allows you to ask questions, share resources, and stay updated on industry trends.
• Subcontract work to VAs or freelancers: Outsourcing tasks to virtual assistants or freelancers is an effective solution. When workloads become overwhelming, you can delegate administrative tasks like document tracking or appointment scheduling, freeing up time for higher-value responsibilities.
• Get involved in the community: Stepping outside the digital world and participating in community activities can expand your network while enriching your personal life. For example, attending local business events or volunteering in community initiatives lets you connect with professionals in complementary fields, such as real estate agents or home stagers.

10. Reflect on Your “Why”

For many TCs, the journey begins with a desire for flexibility, independence, and balancing professional growth with personal commitments. However, losing sight of that original purpose is easy as the role’s demands increase.

Reconnecting with your “why” serves as a compass, helping you realign your priorities and ensure that your day-to-day efforts reflect your broader goals for personal and professional success.

Practical Steps

• Revisit your “why” during stressful times. Write your “why” in a journal, on a vision board, or on a sticky note near your workspace. If you aim to achieve flexible working hours to spend more time with your kids, revisiting this reminder during a busy period can help you recalibrate and avoid over-committing.
• Set goals aligned with your vision for a balanced life. Break your “why” into actionable goals that support your ideal work-life balance. For instance, if your goal is to work fewer hours on weekends, set boundaries with clients and plan your workload to avoid spillover.
• Regularly evaluate your workload and make adjustments. If your initial goal was to create a sustainable schedule, but you’re now working late nights regularly, it may be time to delegate tasks, reduce your client load, or optimize your workflow.

Take Charge of Your Work-Life Balance

By implementing these practical tips, you can create a workflow that supports professional success while preserving the flexibility and balance that drew you to the role in the first place.

Here’s a recap of the 10 tips to help you achieve a balanced life:

1. Define your working hours and communicate clear boundaries with clients.
2. Create a structured daily routine that supports both efficiency and flexibility.
3. Establish a dedicated workspace to separate your professional and personal life.
4. Stay informed about industry trends and proactively address your clients’ evolving needs.
5. Focus on your strengths and delegate tasks outside your expertise.
6. Incorporate digital tools to automate repetitive tasks and streamline workflows.
7. Make self-care a priority to maintain your energy and focus.
8. Set communication expectations upfront to build trust and reduce misunderstandings.
9. Build a support network to gain insights, advice, and encouragement.
10. Revisit your “why” to align with your personal and professional goals.

Apply the tips above and use transaction management tools to achieve the work-life balance you want. ListedKit is designed to help TCs like you simplify workflows, track deadlines, and enhance collaboration with clients.