From stuck to soaring: How Melinda Kirby built a volume business

Melinda Kirby’s journey is one every agent needs to hear. By shifting her mindset, setting boundaries, and building a dream team, the Ray White Rockhampton agent has tripled her success and redefined her career. Here, she shares how she turned a stuck business into a thriving powerhouse.

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 knew something had to change and it had to come from me.

I looked inward and worked out what it was I wanted out of my career - a growing business where I worked on my own terms and that allowed me time with my family as well.

So, I 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 stopped focusing on, and selling, other agents’ listings, and instead start 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 more.

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 focused on the most dollar-productive tasks, while my EA kept everything on track.

I also learnt how to grow beyond that milestone first hire, and how to bring onboard, not just the right people, but do it in a way that suited my idea of an EBU - a structured team where everyone has defined roles.

My team looks and works like this:

• 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 my team is key. Clear processes and trust in their abilities mean I don’t need to micromanage, and that frees me up to list, negotiate and sell even more.

Streamlined systems and processes

Speaking of systems and processes - checklists have also become my, and my team’s, secret weapon. 

I started using a 51-point listing to sold checklist, covering everything from marketing launch to post-settlement gift baskets, and it has been a game-changer.

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 and efficient way to communicate with clients. 

Becoming a leader and building a profileIn a regional market dominated by male agents, I also learned to lead 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.

Coaching and training with events, including those with speakers from outside the real estate industry, 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.