Josiah Vander Heyden knows how stressful listings can be. After all, he’s been a lead listing agent for almost a decade, takes 120–190 listings a year, and manages the listing side of his family’s team in Rockford, Illinois.

But what makes Josiah stand out isn’t just the massive volume. It’s how intentional he is about efficiency.

Instead of saying yes to every listing opportunity, he evaluates each one through a simple framework he calls the “Three Circles of Client Efficiency.” This system helps him protect his time, reduce stress, and focus on listings that are more likely to close smoothly.

You read that right. Josiah doesn’t take every listing that comes his team’s way.

Try using his approach in your own business.

The Three Circles of Client Efficiency

Think of the three factors that Josiah looks at before taking each listing as belonging to one of three overlapping circles:

1. Ideal Client

This circle is about the potential client relationship.

Josiah pays close attention to how clients communicate and whether they’ll be good partners in the process.

He’s looking for people who:

• Respect his time and expertise
• Have realistic expectations
• Are open to feedback

Because approximately 50% of his business comes from repeat business and referrals, many potential listings naturally fall into this category. Having a “yes” in this category ensures a smoother transaction and more easy-going relationship with your client.

2. Great House

This circle is about the home itself.

When Josiah looks for a “great house,” it doesn’t mean the house must be perfect. Rather, it needs to be sellable.

In other words, he’s looking into these aspects of the home:

• It’s condition
• The location and neighborhood
• How the property compares to recent sales nearby
• Whether it fits what buyers are currently looking for

Having a “yes” in this category says that the house aligns with the current market and is likely to be easier to sell than other homes.

3. Right Price

This circle is about pricing alignment with the market.

Josiah knows that pricing is one of the biggest factors in whether a home sells. During listing appointments, he asks open-ended questions to understand the client’s expectations.

He’s looking to find out what the potential clients are looking for with regards to the home’s price with questions such as:

• “What were you hoping to list your home for?”
• “Based on what we’re seeing in the market, how does that align with your goals?”

If he receives a “yes” in this category, Josiah believes the client is realistic when it comes to pricing expectations and will adjust to the market as necessary.

The Key: You Don’t Need All Three Circles

Luckily for us, Josiah’s Circles of Efficiency framework doesn’t require all three circles to be present to indicate a good opportunity. But it needs at least two.

For example:

• Great House + Right Price: Even if the client is difficult, the home will likely sell quickly.
• Great House + Ideal Client: You can work through pricing adjustments together if needed.
• Ideal Client + Right Price: Even if the house is tougher to sell, cooperation and proper pricing will help get it done.

It’s really important to have an idea of where a listing sits within this framework from the get-go. After all, when none or only one circle is present, the listing is more than likely to become inefficient and time-consuming. If this looks to be the case during the intake process, either the listing is not taken, or a reality check is required to get two of the three spheres back in play. 

And those listings that check the “yes” box for three out of three of the circles? Josiah calls these “miracle clients.”

Efficiency Around Listings is About Systems Too

Josiah’s efficiency doesn’t stop at choosing the right listings. It’s also about his time, workflow, and systems.

For example, he stresses the following:

• Have structured communication among the team.
  Josiah meets with his admin team and ISA three times a week—Monday, Wednesday, and Friday—for 30–60 minutes. These meetings ensure everyone knows what’s happening with each listing and what needs attention next.
• Have clear role separation.
  Josiah relies on his admin team to handle operational details like follow-up, communication support, and closing coordination. This division of responsibilities allows him to focus on taking listings, advising clients, and managing negotiations.
• Be in consistent communication with clients.
  While the admin team is in constant contact with the client, Josiah handles the important conversations around pricing adjustments and negotiations to keep the client relationship strong and ensure trust throughout the process.
• Prevent overpricing through market knowledge.
  Josiah always wants to know what’s happening in the market so that he can guide his clients and prevent them from making mistakes, especially around pricing. For example, he studies neighborhood trends, average days on market, comps, and pricing patterns over time.

It may be hard to recognize, but not every listing is worth taking. The wrong combination of house, price, and people can create unnecessary stress in your life. The right combination, however, creates momentum in your business, sell faster, and create happier clients. And this is a win-win for everyone involved.