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~
Listing Coordination
- 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
- Other
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
- Other
Transaction Management
- 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
- Other
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
I am the CEO of Creative Agent Solutions.com. My team and I assist real estate professionals in implementing online marketing strategies, Wordpress, social media, and business systems to catapult exposure and dominance in their marketplace, while focusing on productivity and the bottom line.
Copyright 2010 Laura Monroe | Real Estate Virtual Assistant
Creative Agent Solutions.com 916.343.3823
Hi Eddie! Yes, your right, and when it all has a plan..its even better~
Any new pictures of the little one yet? Dying to see..!
Laura: What about commercial realtors? Everything I ever see (i.e., software, contact databases, education) is geared towards residential realtors. I have the same feeling that VAs are set up the same way.
Are there VAs that can handle commercial transactions and business brokering deals?
Hi Leigh~ Thanks for the bookmark...now get some rest!
Nathan~ Actually I do have on client that is strictly commercial/investment property, however, I don't handle the transaction side, just marketing/presentations, etc. I know that there must be VAs who do that, and I think you will find them more and more in the near future. I think its a great question, and I will keep my eyes and ears open for you~
Rest.....?? there is no rest... I am working on....well,,...writing on 4 hours of sleep... if that.
In any case.... Laura, thanks for clarifying..... and I know I still owe you answers to your questions. I will get to them this weekend. And if you want to send me a little reminder Saturday morning, I have no problem with that.
thanks.... PS...good post . But what is a VA? Are you are a Vet? lol
"The Lovely Laura"
Great Post. We have our business plan down to the two "Post Its" mentioned by John Novak up there.
Must be because we don't work with Buyer's (investors only).
Our plan is so simple we can do it in our sleep. That's one of the advantages to using lists like yours when we first started out.
You did a great job on this post. I enjoyed the read. :)
TLW "The Lovely Wife"...Post It And Do It. It Will Lead To Success...ROAR!
Jeff, some VAs are VETs. Veterans in a military sense and veterans of the administrative world. Back in the good old days when an expensive and mysterious fax machine and expensive long distance calling were about the only tools available, I talked with Real Estate brokers who were working on building a vision of how to 'telecommute' when they were just inventing that word. VA = virtual assistant (some would say that is French for outsourcing) Many VAs are escaped administrative assistants who have equipped their own offices and learned how to work at a distance. The good qualities were not shelved, the dedication is there, the availability and geography have just shifted for the good!
Laura - thank you again for setting out a plan. Next to "take care of your people" a plan and some routine make for a more sane real estate agent. If the agents just try sanity for awhile, they learn that the contrived stress and chaos can be replaced positively. (I was a broker. I caught us creating our own chaos if something didn't go crazy on its own)
Wow! I'm a bit late getting started this morning!
Jeff D.~ Thanks for the compliment...I hope you find this info useful when it comes to taking that step.
Jennifer~ Thanks for commenting..AR is a great place to shop for a VA..lots of talent here!
Kaushik~LOL! You've got to have a blueprint! Otherwise the foundation will always be fragile~
Jeff B. ~ Was there anything on that list that pertains to Mortgage brokers? Shoot me that email, bud~
John~ For you, I would try my best to get it down to two post-its!Lead generation & management will take you full circle in your business.
TLW~ "My Ambassador of ROAR" I always love it when you stop by! Obviously, you've done it right, and it pays dividends in the long run!
JudyAnn~ Your wisdom always delights me, and love your imput! I especially like your comment.."I caught us creating our own chaos if something didn't go crazy on its own" So true, isn't it?
Suzanne~ Yes, the answers to creating a system are out there, and so is the help!
Thanks for all the comments~ I love getting the feedback~
ahhhhh - I'm a VA! Or a V8. Or something in between.
Laura, do you work locally or do you have distant clients?
Currently most of my clients are distance clients~in fact most are closer to you than to me:)
Laura -
Thanks for offering great advice on what we, as real estate VAs do! I am one of the VAs that does closing coordination for both commercial and residential real estate. You are right -- very different markets but a VA can assist in both the residential and the commerical real estate world! ;-)
Hi Laura,
Great post and I hope you have a great holiday!!!
I need a VA that will email properties to my clients weekly. I usually work with about 40 buyers at a time. If I tell a VA... 3 bedroom townhome in Covina between $360,000 and $399,000 and "no junkers". Could a VA search the MLS and email about 10 properties to my prospective buyers, "cc'ing" me? Then "I" will call them and follow up.
I also need someone to send out B-day cards, Christmas cards and such. I never get it done!!
This is the only tasks I really need done. I am doing everything else.
I am a Realtor and Loan Officer.
more_than_loans@yahoo.com
is there an ActiveRain group for VA's?
On The Ultimate Guide Part 1, I commented I would have to think about how I could use a VA to increase my business. Then I read Part 2 and realized you already knew what was on my mind before I commented. Wow, thank you! I will study this carefully.