"As well as you personally do something, it can be improved upon. And the fact is that unless you write down how you currently do it, you won't really be able to improve upon it." Gary Keller, The Millionaire Real Estate AgentSo, how did you do last year? What worked, what didn't work? What do you need to improve on, and what needs to be implemented right away for 2008? Its something I'm pondering for my own business, as I am hoping to grow in 2008, but how can I plan 2008, without spending my time re-inventing the wheels that turn, or be able to delegate to my team without explaining myself over and over again?
I'm creating first ever Operations Manual.
Perhaps I should have been doing this all along, but now I know I need to do it! If there is one thing I learned last year: don't wait until you are too busy to have a system in place for being busy. Plan it, expect it, and document it.
I have high standards for myself, and my company. I know I must always try to achieve new standards, but to do that I have to create accountability.
I've turned to the Millionaire Real Estate Agent Book many times, but am using it as my reference, and you can too. This is something that will always be a changing process, not a project, your work may never be done. This should be done before you add in your first hire for your business, and should be done on a regular basis. This will also help you when you grow your team, so your service can remain consistently wonderful, no matter how big your database gets!
So here goes:
Step 1: Take out a note pad and write down all the things you as bullet points. This will be a LONG list, but leave nothing out.
WHAT I DO:
|
CATEGORIES:
|
Step 3 Each of those categories gets its own page, and your job is to copy all of the activities from Step 1 under the appropriate category headings.
Listing Management:
|
Step 4: Place all the category pages pages into a three ring binder with tabs for each category and a table of contents. (P.S. This will be your Operations Manual!)
Step 5: Next go to the first tab and for each item under it create a new page with that "Action" as a heading.
| Listings Management | Prepare CMA | Input Listing on MLS | |
| My Operations Manual |
|
Step 6: Now, take each "action" page and detail exactly how you want each item done.
Prepare CMA
|
Step 7: Lastly, add the appropriate forms, scripts, and dialogue examples behind each action page.
Your Operations Manual is your first step in creating a training and support foundation as you build your business, and holding those accountable around you. It will help you form your first job description, and will show you the things that are and should be delegated. No matter how big you get, how many assistants you hire, whether a Virtual Assistant or an in-house assistant, your steps will be clearly documented and can be changed and added to as you grow!
I'm outta here...got to get busy.
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
Laura, good job in putting this out for all of us to digest. I love to do lists, and I love to be organized, and since I'm not all that busy selling real estate, now is the time I work on this type of stuff. Thanks for the post.
Excellent methods you've chosen.
It's very important to have the procedures in place to remove any doubts and questions anyone may have.
Good post!
Laura, thank you for taking the time to break this down in to such simple steps! I was told to do an operations manual in August...but I didn't think to ask 'how'...so when the time came to sit down and start...I was lost.
Needless to say I don't have an operations manual.
You've shown me the way, I can't thank you enough!
Dane
Hi Laura- I do have an operations manual, I but like the way you've laid this out better - mine is entirely too cumbersome and I've had it on my 'to do' list to re-organize. Thanks for posting this to SIF!
Jackie
Excellent post Laura. I'm actually in the process of doing this myself as I'm adding team members and I'm finding out how important process documentation is. It is time consuming, but I can't expect everyone to read my mind and know exactly how to do what I do.
Another good book to read that encouraged me to do this is Michael Gerber's The E-Myth Revisited. It has changed my whole outlook on business and life.
Hi Monica~You're welcome, thanks so much for stopping by~
Hi Armando~ Yes, you are right, it does help tremendously with the doubts and excuse givers;)
Hi Dane~ You are welcome. I'm so glad this is coming in handy for Stagers as well;) Sometimes all we need is a little map!
Hi Jackie~ Good for you for having an Operations Manual. You are quite a few steps ahead of me. But let me know how it goes with the re-organization.
Megan~ I would definitley love to talk to you about how its going, it seems like we are just right on track with each other doesn't it..? I'll also check out the Michael Gerber's Book too.
Outstanding Laura!
I get so exciting this time of the year--as if the holidays do not add enough excitement. This is a time of the year for business reflection. It's a time to analyze your results from this year's business plan in effort to create your new year's business plan. Also, as you stated, it is a great time to work on your business and create new systems, eliminate ideas/projects that did not work as well, and to implement new ideas! Thank You for reminding us of all of this!
Laura, great post! One tip I would add echo's Megan - write the manual for someone other than yourself. Sometimes we use shorthand to remind ourselves how to do things, but if your goal is to add to your team you should write it out completely the first time.
You know our friend Amber Riviere is the Queen of Operations Manuals and defining processes. I regularly tell her she should write a book on this because she is so good at it. You guys would make a great team for that!
You are so wonderfully organized!!! Thanks for providing USEFUL information that will keep us in check with all the numerous tasks it takes to be successful in this business!
Real Front Desk equips MLSs and real estate offices with advanced tools to manage showings and feedback. Please check out ReaLFrontDesk.com for the lowest cost, highest quality and greatest feature showing and professional feedback system that was introduced as the first web based system to the market 4 years ago. I save RE firms thousands of dollars over other showing and feedback systems....it's great and I am loving it. I keep my cost down and pass on a low cost / feature rich showing and feedback system...you can visit www.RealFrontDesk.com or email me at sales@realfrontdesk.com for more details....it's worth checking out for sure! We do not charge extra for our Professional Feedback system like others do.