By Suzy Lins
July 21, 2025

A real estate agent’s most powerful tool isn’t a flashy website or a stack of business cards; it’s their mobile phone. It’s the lifeline of their business, connecting them to clients, leads, and opportunities at all hours. Yet, surprisingly, many agents aren’t using it to its full potential. In this post, we’ll explore simple and effective ways agents can optimize their phone habits to boost their business and present a more polished, professional image.

Answer Your Phone

As salespeople, it may seem obvious that agents would always answer their phones. Yet in reality, many don’t. Some agents rely solely on texting—and some even include that preference in the remarks section of their MLS listings. But in a relationship-based business like real estate, relying only on non-verbal communication is a missed opportunity. The tone, urgency, and emotion in someone’s voice can provide valuable context you won’t get from a text.

Then there are agents who won’t answer calls from unknown numbers. But how many potential leads are being missed simply because someone didn’t recognize the number? Most smartphones now label spam or telemarketing calls, so let technology work for you. A professional answers their phone, or, at the very least, returns the call promptly.

Your Outgoing Voicemail

When someone reaches your voicemail, what do they hear? Does it reflect the professional image you want to project? Take a moment to call yourself from another phone and listen.

A strong outgoing voicemail should include:

• A friendly greeting
• Your full name
• Your brokerage name
• A prompt for the caller to leave a message
• (Optional) A timeframe for when they can expect a callback

Be mindful of your recording environment as well. Background noise can be distracting and sound careless. Avoid recording near busy streets, construction sites, or loud indoor spaces.

Your Voicemail Box

Few things are more frustrating than reaching someone’s voicemail only to hear, “This mailbox is full.” It signals disorganization and a lack of follow-through, two qualities you don’t want associated with your business.

Clean out your voicemail messages regularly. And remember: on many phones, deleted voicemails also need to be cleared from the “Deleted Messages” folder to truly free up space. Take a minute to test your voicemail and ensure everything is working properly.

Where Are You Making Your Calls?

Be aware of your surroundings when making or answering business calls. Background noise, whether it’s a sporting event, a crowded restaurant, or street traffic, can make you sound distracted and unprofessional.

If you need to take a call while you’re out and about, it’s okay to answer and politely ask to call back from a quieter location. This not only shows respect for your caller but also helps maintain the quality and focus of your conversation.

Also consider your client’s privacy. Avoid discussing sensitive details in public spaces or where conversations could be overheard. A little awareness goes a long way toward building trust and maintaining professionalism.

The bottom line is, your phone is more than just a tool for your business, it’s a reflection of your brand. Being intentional about how you answer calls, manage your voicemail, and communicate on the go will set you apart as a polished professional real estate agent. Small habits can make a big impression, and in this business, that impression could be the difference between winning or losing your next client.