Virtual Assistants for Your Real Estate Business

Virtual Assistants for Your Real Estate BusinessFLORIDA REALTORSAugust 20, 2015

TERRY YONKER

Broker Buckeye Realty: Winter Park and Punta Gorda

terry@automatedagent.net

We appreciate this hour of your timeWhat exactly is a Virtual AssistantWhat you will gain from hiring a VACan you afford a VA right now?Types of tasks that they can do for youStep by step template to start with your own virtual assistantQ & A Session

Virtual Assistants for 3-4 dollars

What exactly is a Virtual Assistant?

What exactly is a Virtual Assistant?Wikipedia:A virtual assistant (typically abbreviated to VA) is generally self-employed and provides professional administrative, technical, or creative (social) assistance to clients remotely from a home office

Our Definition Today:A contractor in the Philippines that seamlessly completes documented tasks for Florida Realtors. These tasks comprise approximately 80% of the realtors total workload.

Workers we use are educated and is capable of handling 80% of our workload.

Why The Philippines?

Close cultural ties with USThey want to have jobs more employees than entrepreneurs

What will you gain from hiring a VA?

year old daughter at homeMobility and use of foreign languagesDont look at my phone or email for hours on end (imagine!)Want to spend more time doing my core competencies THAT I ENJOYworking with foreign clients in their native languagerefining extremely efficient processes in my business to benefit not only us but also now you!

What is your big why, what would you do with your time, spend with your wife, read that book, work at your church more

What will you gain from hiring a VA?What is your BIG WHY?

Spend time on $300 per hour tasks, not $3/hour ones

Do your genius (and delegate everything else)

Imagine what your day would look like..

Typical Administrative Help

US vs. Philippines$15/Hour = $4/Hour

Can You Afford a VA right now?

Awareness is the first key.Most are not aware about the possibilities of this.

Can You Afford a VA right now?

Does this look like something you could use?

Track History - Ebay Style

Information is very transparent

Types of Tasks - BasicFirst tasks that I outsourced:Personal: Scheduling Tennis, Lunches, MeetingsProfessional: Cleaning up Contact Database

scheduling - doctors appointments - tennis appointmentsresearching and cleaning up database one letter at at timeEmail handling cutting through the crap and putting only relevant stuff in my folder. i made only a few simple rules for them to follow and they were able to handle 80% of emails in a short time.

From your smartphone right now, email FR15@automatedagent.netThis will sign you up for our newsletter, give you a link to this presentation and a video of last years presentation at this conference.

Step by Step Template for Your Own VAFor one day only, write down bullet points of everything that you doSelect two items that somebody else could do fairly easilyGo to Upwork.com and signup Post a job Find freelancersInvite them for an interviewSend invitationVideo Interview on Upwork*Listen for their English skills first

Step by Step Template for Your Own VAHire your VA! Manage your VA: GmailTrain your VA: Record the processesScreencast o matic / YouTubeGoogle DocsRequire a Daily emailWhat did you do today?What difficulties did you encounter?Where do you need help?

Step 1: For one day only, write down bullet points of everything that you do

Morning walk with PodcastCoffee with daughterCheck and reply to emailCheck on the Buckeye football recruiting updatesFollow up on prospecting calls or outstanding docsSet up lunch meetings with clientsGo to UPS store for stamps and pick up mailRun updated CMAs and schedule price reductionsPlay Tennis with buddies

Step 2: Select two items that somebody else could do fairly easilyEliminate Time Wasters:

Check on the Buckeye football recruiting updates

Step 2: Select two items that somebody else could do fairly easily

Select a delegatable task - one that doesn't require your special expertise or can be repeated easily:

6. Set up lunch meetings with clients

8. Run updated CMAs and schedule price reduction conversations

Step 3: Go to Upwork.com and Sign Up

Step 4: Post a JobCategory: Admin Support / Personal / Virtual AssistantJob Description: Please use a cover letter beginning with 'I love Florida Real Estate!Job Name: Real Estate VA neededDescribe the work to be done:I am looking for someone to be my right hand guy or gal to help with my daily tasks as a real estate agent. These tasks include but are not limited to: calendar management, email management, posting online ads, transaction management. We can provide full training, attention to detail is a must!Skills Needed: Administrative Support, Virtual Assistant, Email Handling, Calendar ManagementHow would you like to pay? HourlyEstimated Duration: 6 monthsEstimated Workload: Less than 30 hours per weekDesired Experience Level: EntryMarketplace Visibility: Give my job maximum exposure

Step 4: Post a JobNumber of Hires: I want to hire 1 freelancerPreferred QualificationsFreelancer Type: No PreferenceMinimum Feedback Score: At least 4.5Hours Billed on oDesk: At least 1 hourLocation: East AsiaEnglish Level: FluentScreening Questions:Why do you think you are a good fit for this particular project?What past project or job have you had that is most like this one and why?

Step 5: Find FreelancersAll Design & CreativeAnimationAudio ProductionGraphic DesignIllustrationLogo Design & BrandingPhotographyPresentationsVideo ProductionAccountingFinancial Planning

Admin SupportData EntryPersonal / Virtual AssistantProject ManagementWeb ResearchEmail & Marketing AutomationLead GenerationMarket & Customer ResearchMarketing StrategySEM - Search Engine MarketingSEO - Search Engine OptimizationSMM - Social Media Marketing

You can delve into all of this rich skillset.

Category: Administrative Support / Personal Virtual AssistantFeedback: 4.5 and upHourly Rate: $10 and belowUS English Basic Skills: Top 10%Location: PhilippinesHours: At least 1 hour or $1 earnedLast Activity: Within 1 month

Step 5: Find Freelancers

Step 6: invite them for an interview

Step 7: Send Invitation with Below Text

Question 1: What did you like about your last job and why?Just listen for their english skills, engage them with some follow up questions, but we are just evaluating their english

Question 2: Tell me about your workspacePower and internet outages are fairly common in the Philippines, so make sure that they have a backup plan and that they have a place to work free from distractions.

Question 3: Give me some examples of the coolest stuff that you have done at other jobs?See their enthusiasm, maybe get some great ideas. Similar to hiring an American.

Above all listen for their English skills.Step 8: Video Interview in Upwork

Click Hire NowStep 9: Hire your VA!

Totally secureTotal accountabilityCredit card on file

Related Job: Real Estate VAContract Title: Personal AssistantContract Type: HourlyHourly Rate: $ 4.00Weekly Limit: 10 hours/weekStart Date: 09/01/2015Message:Hi, Please review and accept my offer. I look forward to working with you.[Your name]

Step 9: Hire your VA!

Step 10: Manage Your VA - GMail

Setup a gmail accountWe want something we can have access to.

Step 11: Train your VA: Record your process

Step 11: Train Your VA - Procedures

Step 11: Train Your VA - Procedures

Step 11: Train Your VA - Procedures

Step 12: Require a Daily email

What did you do today?

What difficulties did you encounter?

Where do you need help?

Step 12: Sample Daily emailHello Sir,

Here's for today..

Business / Transaction Statuses / Other Tasks

* Jane - 123 S Star Blvd> Prepared and sent Addendum #3 after approval to Contract stating that "prior $1000 credit is now $750 towards Buyers closing cost" together with the HOA Disclosure saying saying there isn't one, to Bart then copy of the signed docs to Karen Gore (Buyers Agent)..> Bart signed copy of the signed doc automatically sent to Karen..> Karen returned the signed copy, Addendum to Contract No. 3 was executed..> Document uploaded in Wise.> Sent transaction update to all parties with Title company in copy.

> Current Status: Roofing Inspection done, still working on some minor repairs (internal info) by then the inspector will prepare and sign the report, will wait for the inspectors report until Friday, by then will inform and give copies to the Buyers and the Lending company.

Monitored Gmail accounts.. Checked, reviewed, addressed and sorted out emails received.Checked and Cleaned Spam folders.

Signing out for now, will continue tomorrow Sir..Thanks and goodnight!

Tasks Advanced Form Simplicity

Set standards with your company

Tasks Advanced Matrix CMA Prep 1

Use the magnifying glasses to zoom in and out

Click the pencil

Select the Radius Tool

Click directly below the Property

Click 1.5 Miles away from the Property

They can do 90% of the CMA

Tasks Advanced Matrix CMA Prep 2

All of this information may be found in IMAPP

"Year Built" is 10 years before and 10 years after the building built date,

"Sold Date" is set to 6 months back

"Sq Ft Heated" is 500 more and 500 less than the buildings under air Sq Ft

Step by step on how to hire, train and implement procedures for your VA.

Built for us, by us, specifically in Florida and within the Matrix Mid Florida MLS.

Q & A