Learn how real estate agents and leaders should manage real estate virtual assistants and other remote workers to measure productivity to ensure success.
Do you know how to manage real estate virtual assistants? In the dynamic world of real estate, staying ahead often requires embracing innovative solutions. Virtual assistants have emerged as indispensable assets, streamlining operations and enhancing productivity.
This blog explores the nuances of managing real estate virtual assistants and provides insights into effectively measuring remote worker productivity.
Be sure to listen to this episode of The Brian Icenhower Podcast and subscribe to the podcast so you never miss an episode!
VIDEO: How to Manage Real Estate Virtual Assistants & Measuring Remote Worker Productivity
The Rise of Real Virtual Assistants
In the digital age, real estate professionals are turning to virtual assistants to navigate the demands of a fast-paced industry. This video/podcast delves into the significance of these virtual allies, offering valuable insights into how they can revolutionize your workflow.
Key Takeaways:
- 24/7 Availability: Virtual assistants transcend traditional office hours, providing round-the-clock support to manage administrative tasks, schedule appointments, and handle client inquiries.
- Cost-Effective Solutions: By hiring virtual assistants, real estate professionals can optimize costs, focusing on high-value tasks while delegating routine responsibilities to their virtual counterparts.
- Enhanced Customer Experience: Virtual assistants contribute to a seamless customer experience by ensuring prompt responses, organized data management, and efficient communication.
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ADMIN: The Training Process for Real Estate Administrative Assistants
ONLINE COURSESQuickly educate and empower yourself to own the administrative and transactional duties of your real estate business
Designed for all learning types
Video Training
In-depth professional video training on every module, presented by the author, Brian Icenhower.Written Modules
Detailed and downloadable written modules with detailed graphics, scripts, spreadsheets, forms, and so much more.Audiobook
Since real estate agents are always on the move, your training must be too. This course provides a professional downloadable audiobook.Course curriculum
Enrollment includes access to the following course materials for 2 years
Module 1: Introduction- Module 1 Workbook: Introduction
- Video: Communication Foundations
- Get to know the DISC Profiles
- Module 2 Workbook: Understanding Job Roles
- Video: Job Roles for Admin Staff
- The Solution Triangle
- Module 3 Workbook: The Administrative Manager
- Video: The Administrative Manager: Creating Structure
- Sample Weekly Calendar
- Active Listing – blank (fillable)
- Sample Buyer Inventory
- Daily Contact Form (fillable)
- Sample Year-to-Date Check-Up Form 1
- Sample Year-to-Date Check-Up Form 2
- Lead Tracking Sheet (fillable)
- Sample Pending Inventory Pipeline
- Sample Dashboard 1
- Sample Dashboard 2
- Year-to-Date Check-Up Form (fillable)
- Active & Pending Inventory Lists (fillable)
- ICC Team Dashboard (fillable)
- Module 4 Workbook: The Listing Manager
- Video: The Listing Manager: From Listing to Contract
- Listing and Pre-Listing Checklists
- Listing to Contract Checklist
- Pre-Listing Checklist
- Seller Lead Sheet
- Assistant’s First Call Checklist
- Assistant’s First Call Checklist (fillable)
- Defining Moments in Real Estate Transactions
- Module 5 Workbook: The Transaction Coordinator
- Video: The Transaction Coordinator: From Contract to Closing
- Buyer-Seller Checklist
- Active Listing – blank (fillable)
- Buyer Closing Checklist
- Buyer Inventory
- Buyer Lead Sheet (fillable)
- Listing Inventory
- Pending Contracts – blank (fillable)
- Pending Inventory Pipeline
- Seller Closing Checklist
- Buyer and Seller Checklists (fillable)
- Module 6 Workbook: The Marketing Director
- Video: The Marketing Director: Building your real estate business
- Buyer Closing Checklist
- Client Event Contact Plan
- Listing to Contract Checklist
- Script: Contacting past and existing clients
- Pre-Listing Checklist
- Seller Closing Checklist
- Module 7 Workbook: Your Sphere of Influence
- Video: Your Sphere of Influence
- Team Scoreboard
- Graphic: The SOI Core
- Module 8 Workbook: Creating the Ultimate User Experience
- Video: Creating the Ultimate User Experience
- Policies and Procedures Handbook
- First Day Welcome Orientation Checklist
- First Quarter Checklist – Admin – alternate
- Editable First Day Welcome Orientation Checklist
- Module 9 Workbook: Conclusion
- Video: Above and Beyond
- Leader vs Manager
- Production Growth Budget Schedule
- Staff Self-Performance Appraisal
- Sample Team Annual Business Plan
- Editable Blank Business Plan
- Editable Blank Action Steps
About this course
- $199.00
- 72 lessons
- 4.5 hours of video content
Immediate Takeaways
Here is what you can expect to gain from taking this online course.
- CHECKLISTS for listings, open houses, closings etc. Active Listing Checklist, Sample Buyer Inventory, Daily Contact Form, Lead Tracking Sheet, Listing and Pre-Listing Checklists, Listing to Contract Checklist, Assistant's First Call Checklist, First Day Welcome and Orientation Checklist, First Quarter Checklist, and more.
- SCOREBOARDS to track success and editable forms to document everything. Sample Scoreboards and fillable ICC Team Scoreboard.
- RESOURCES for new hires, including orientation templates and policy and procedure handbook templates. Sample Weekly Calendar, Sample Year-to-Date Check-Up Form, Sample Pending Inventory Pipeline, Active and Pending Inventory Lists, Seller Lead Sheet, Client Event Contact Plan, Policies and Procedures Handbook, Staff Self-Performance Appraisal, Blank Editable Business Plan, and more.
- SCRIPTS for the administrative assistant. Contacting Past and Existing Clients Script, and more.
- OPTIONS for how you learn best. Each module provides a downloadable PDF chapter as well as a featured video of Brian Icenhower, teaching the topic at hand. At the beginning of the course, you are also provided with a full audiobook to listen to. So however you learn best -- we have an option for you!
Reviews
"I use ICC systems, the Online Learning Center, and the coaching program to coach and train my team of over 30 agents. I use the ICC dashboard systems to keep my entire team accountable for their activities and set proper expectations."
Jake Rockwell
Over 500 Units Sold Annually I have coached with ICC for over five years. ICC has helped me quadruple my luxury business through marketing strategies so that I receive listings and sales through lead generation and multiple pillars of income.
Dennis Adelpour
Luxury Agent - West Los Angeles When we started coaching with ICC we worked all the time with some degree of success. Now, seven years later, we have grown to have the #1 market share in our area, we more than tripled our income and production, while also improving our work-life balance to enjoy our personal life with family and friends.
Tammi Humphrey
#1 Market Share & 100 Million in Annual Sales Volume Instructor Brian Icenhower.Having someone back in the office helps agents amplify their sales potential. They can focus on generating business, following up on leads, conducting appointments, and writing offers/negotiating contracts -- all things that create more income.
This 9-module course not only identifies the four key roles of a real estate assistant, but it also breaks down the precise workflows when serving as a listing manager, transaction coordinator, marketing director, and administrative manager.
Whether you’re an agent learning how to train your assistant, an assistant looking for your own training process, or you’re both reading through these materials together, this course provides the explanations and concrete examples of best practices in real estate offices so you don’t have to.
Make administrative tasks easy.
Whether you’re an assistant or a solo agent, systematizing adminstrative processes will increase your efficiency. This course gives you the strategies, tools, and techniques to master administrative processes so your agents are free to focus on generating, nurturing, and converting leads. Add to Cart Checkout CourseTalk to a coach
If you've been considering hiring a coach, now's the time. Book a FREE coaching consultation session with your purchase of this course! Book Your Call
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Administrative & Operations Coaching Program
This Administrative & Operations Real Estate Coaching Program is for Administrative Assistants, Transaction Coordinators, Marketing Directors, Listing Managers, Administrative Managers, Operations Directors and any other administrative staff position on a real estate team or brokerage.
6 keys to measuring virtual assistant & remote worker productivity
1. Establish Clear Performance Metrics & Goals
Establish open and transparent communication channels. Utilize project management tools, video conferencing, and messaging platforms to foster seamless interactions.
2. Keep Track of Remote Worker Engagement
How quickly are they getting back to you? How quickly do they attend to the tasks that you present to them? Are they responding and engaging with you regularly?
3. Set Clear Expectations for Remote Communication
Clearly articulate tasks and expectations. Provide detailed instructions to avoid misunderstandings and ensure that your virtual assistant understands the intricacies of the real estate processes.
4. Measure Remote Worker ROI – Return on Investment
It’s essential to understand if the remote worker is worth what you’re paying. If their ROI isn’t making sense, their role doesn’t make sense. Or, you need a new virtual assistant.
5. Develop Remote Worker Trust
Schedule regular check-ins to discuss ongoing projects, address concerns, and provide feedback. This not only keeps you in the loop but also helps build a collaborative working relationship.
6. Follow the “By When” Rule
Every task should have a “by when” attached to it.
By hiring virtual assistants, real estate professionals can optimize costs, focusing on high-value tasks while delegating routine responsibilities to their virtual counterparts.
Brian Icenhower
Measuring remote worker productivity
Ensuring the productivity of your virtual assistant is paramount. The video emphasizes the importance of implementing effective strategies to measure and enhance remote worker productivity.
Key Metrics for Evaluation:
- Task Completion Rates:
Evaluate the efficiency of your virtual assistant by monitoring task completion rates. This metric provides insights into time management and workload capacity. - Communication Responsiveness:
Assess how quickly your virtual assistant responds to messages and emails. Efficient communication is vital in the real estate industry, and responsiveness is a key indicator of productivity. - Quality of Work:
Scrutinize the quality of completed tasks. Ensure that your virtual assistant maintains high standards of work, aligning with your expectations and the demands of the real estate business. - Project Timelines:
Track project timelines and deadlines. Consistently meeting or exceeding deadlines is a clear sign of a productive virtual assistant.
How to manage real estate virtual assistants
Embracing real estate virtual assistants is a strategic move towards efficiency and growth. By implementing effective management strategies and measuring productivity, real estate professionals can harness the full potential of virtual assistants, gaining a competitive edge in the dynamic real estate landscape.
Remember, successful leadership involves clear communication, task delineation, and the utilization of technology. As the real estate industry continues to evolve, virtual assistants stand as valuable allies in navigating the challenges and opportunities that lie ahead.
