Guide Part 1~ In this guide I posted some basic tips about the dynamics that VAs strive to achieve in their relationships with Real Estate Professionals. (REPs) I was pleased to see Jeff Belonger add his comments. He asked why I hadn't put in more details of the actual administrative and personal support tasks that we offer. I hope this can bridge that gap! Enjoy!
When it comes to deciding to delegate parts of your business to another person, a partner, not only is it important to to know what qualities you would like to have in that person, it is even more important to have a plan! Whether you are ready to delegate a lot or a little, that plan can and will set you up for success in your partnership with a VA or any assistant, for that matter.
Set some time aside to look at your business goals, and find the area that is zapping most of your income-producing time. Is it lead generation, contact management, marketing, listing coordination, or another area? What tasks, or series of tasks, do you feel comfortable delegating to an experienced VA? Go through on paper, your day to day duties, and decide what to delegate, how much to delegate, and what you could delegate later once your partnership is well underway.
Provided below is a "VA Checklist" that not only can serve as a general list of easily delegated tasks, but are also the common talents and services available in the repertoire of a real estate VA. It's a great idea to give each task a VA rating: 1 for "Give over completely to VA" up to 5 for "Not on your life will I let a VA do this!" If you find that your needs are best assisted with in one or two major areas, your task will be to find a VA that specializes in just those areas. If you need assistance in all areas, you can find a VA that is experienced in all areas, and can certainly grow as your business grows! That should be your goal! To have a partner in growth and success~
- Prepare Pre-listing Packet, CMA and other marketing materials for listing presentation
- If approved by local MLS, input listings, and manage updates etc.
- Arrange for Home Stager
- Prepare and write well-written ad copy for the listings for coordinated placement in marketing materials
- Create and send Just Listed postcards
- Design & send to printer property flyers/brochures/postcards
- Order/ create/post Virtual Tour on web sites
- Create print ads for open houses for approval by you
- Input listings into all web sites, and manage updates and changes
- Enhance listings on Realtor.com
- Create branded HTML ads/Postlets for use in Craigslist.com and others.
- Prepare Open House materials
- Prepare Seller Reports to keep sellers informed of web traffic on their listing
- Set up and manage showing feedback information
- Create, update and maintain all single property web sites
Marketing & Lead Generation
- Maintain computer based contact management and lead generation system
- Design and create system for drip-email campaigns
- Design direct mail marketing system to databases
- Design flyers, postcards, and multi media materials
- Manage and update community/neighborhood web sites
- Create and run FSBO and Expired Listing campaigns
- Newsletter program (printed or web-based)
- Create & design Relocation materials
- Create & design First Time Home Buyer Packets
Client Relations Management & Retention
- Send out relocation packages
- Respond to online inquiries
- Manage the purchase & delivery of client closing gifts
- Coordinate appointments
- Send out special occasion cards, reminders, announcements and newsletters
- Put past clients on a retention email- drip campaign
- Think about planning an annual client thank you event
- Manage transaction via OTM (Online Transaction Management system, ex: Settlement Room, Relay)
- Schedule inspection appointments
- Coordinate lender appointments and track loan process
- Coordinate closing dates & times
Don't have a BIG budget for next year, but still use some honest to goodness "good help"? My advice: Start small. Start with one or two tasks that you can delegate. See how it helps free up your time. See if your choice for a VA is a good fit for you, so you can how it impacts your life and your business.
Next Part 3: Finding, Hiring and Working With a VA
Laura Monroe | Real Estate Virtual Assistant | Copyright 2007