In this week’s blog I wanted to highlight one of my long-term coaching clients in Melinda Kirby, a lead agent at Ray White Rockhampton. I’ve had the absolute joy of watching Melinda evolve from writing about $300K in GCI to smashing out 150-plus sales a year. What’s even more exciting? She’s now mapping out her future like a pro – building wealth, ditching burnout and stepping into her role as a true team leader. Here, Melinda shares the secrets and strategies she’s used to create a volume business.
Three years ago, I realised my business was stuck.
I was running around, showing buyers through properties other agents in my office had listed and I was selling them.
But…
I was only earning 20 per cent of the commission.
And my ‘reward’ for my efforts was missing time with my family and rapidly approaching burnout.
The mindset shift that changed everything
I decided to look inward, work out what it was I wanted out of my career and sought the help of a coach to help me rebuild my business from the ground up. I immediately changed how I looked at my business and Sherrie helped me to stop focusing on and selling listing for others to prioritising winning and selling my own listings. I went from thinking like an associate to thinking, and acting, like a lead agent.
This mindset shift had an immediate impact and tripled my business almost overnight.
Instead of selling 75 properties for others, I now list and sell 100 to 150 properties annually - and it’s all thanks to setting clearer boundaries and valuing my time.
Building a dream team
Growing my business meant I also realised I couldn’t do everything alone.
So I hired a personal assistant and developed the right structures and systems to ensure I now focused on the most dollar-productive tasks, while my EA kept everything on track.
I also learnt how to grow even more, hire the right people and structure my EBU in a way that suits me - a structured team where everyone has defined roles.
Executive Assistant: She’s the person that keeps us all on track.
Database manager: Ensures prospecting and follow-ups are seamless.
Buyer specialist: Handles the influx of buyer inquiries and keeps things moving.
Associates: Assist with vendor management and open homes.
What I’ve learned is that empowering your team is key. Clear processes and trust in their abilities mean I don’t need to micromanage.
Streamlined systems and processes
Speaking of systems and processes - checklists have also become my secret weapon.
I started using Sherrie’s 51-point listing to sold checklist, covering everything from marketing launch to post-settlement gift baskets, and it has been a game-changer. If you haven’t downloaded it yet, it’s a must-do (and it’s completely free!).
We’ve digitised these checklists in Trello, so nothing falls through the cracks. This level of organisation has helped us manage high-volume transactions while maintaining excellent service.
Another game-changer? Email templates. With hundreds of inquiries per property, having ready-to-send responses saves time and ensures no buyer is left hanging.
The other thing that we do well is WhatsApp groups. We use WhatsApp groups for everything—from vendors to buyer's agents—as a fast, efficient way to communicate with clients.
Becoming a leader and building a profile
In a regional market dominated by male agents, I leaned into my strength: being a female leader.
I made a conscious decision to build a profile as Rockhampton’s #1 female agent.
This included:
Hosting community events like women's AFL sponsorships and charity drives.
Creating a strong online presence through branded content and social media.
Investing in leadership and mentoring opportunities to support other women in the industry.
By embracing this identity, I’ve not only grown my business but also inspired others to see what’s possible.
Investing in myself
Another key area I’ve really grown in, has been investing more time and energy into building my knowledge, skills and self-belief. I’ve just signed up for my third year of Mastermind. With Sherrie, and I can’t wait to hear from the speakers like Terri Irwin, Peter Schravemade and Sherry Chris. Participating in Mastermind has taught me the power of mindset, networking, and learning from other high-performing professionals.
It has connected me with a network of like-minded agents and business leaders who’ve become an incredible support system—sharing ideas, offering advice, and collaborating on solutions.
This investment in myself has not only refined my leadership skills and grown my business but also given me the confidence to lead with purpose, knowing I have a strong network behind me.
The road hasn’t always been easy, but it’s been worth it. By focusing on mindset, systems, and leadership, I’ve created a business I’m proud of—and one that lets me have a life, too.
If you feel a little ‘stuck’ in your career and know you need to level up, but aren’t sure where to start, you can ask me about 1:1 coaching here, or check out the 2025 speakers for Mastermind. With Sherrie here.
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