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Essential Tips for Managing Your Virtual Assistant in Real Estate

Virtual assistants can help take your real estate business to the next level. From marketing and customer service to research and analytics, they can impact your success as a realtor. Read on to learn essential tips for hiring and managing virtual assistants so you can get the most out of them.

virtual assistants real estate

Define the Role Clearly


Before bringing any virtual assistants on board, first, make sure you've clearly defined their role within your business. Be specific about their expected responsibilities and expectations, as well as timelines and deliverables. Having clear guidelines in place can help ensure that everyone is on the same page and accountable to one another.


When it comes to managing virtual assistants for a real estate business, there are a few key tasks that should be taken into consideration. Some of these tasks include outreach and marketing activities like making phone calls to leads, engaging on social media, or creating helpful and informative content. Administrative duties such as maintaining a database of current clients, responding to inquiries, setting up appointments, and handling paperwork can also be delegated to virtual assistants.


Finally, staying organized is essential within the industry, so having someone who can manage calendar reminders, schedule emails, and organize files can be invaluable in helping you stay ahead. Having clear roles outlined helps ensure that everyone knows their responsibilities and avoids any potential conflicts down the road.


Set Expectations and Boundaries


Establishing expectations and boundaries is integral to managing any team member, virtual or not. From the beginning, be clear on the job description and the skills required to perform it successfully. Set hard deadlines or deadlines that can be flexible depending upon the change in circumstances. Communicate your expectations clearly and discuss any issues openly so that you are both on the same page.


This will help you to create mutual respect for each other's time and knowledge. As the manager, remember to provide feedback on tasks or assignments, praise a job well done or guide them when needed. Regular check-ins via video chat or phone calls are an efficient way to ensure everything is running smoothly. They can also be used as an important opportunity to show that you care about their welfare.


By providing clear expectations and boundaries, both you and your virtual assistant will be able to work in harmony.


Utilize Available Technology and Software


To ensure that all tasks are done efficiently and smoothly, you should always be on the lookout for modern technology and software that can help you and your virtual assistant. Video calls, online task management systems, shared files and folders, and other technologies like these can make it easier to communicate with your assistant so that tasks don't get left halfway through or are not completed at all. It also makes it easier to track progress on projects so you can plan accordingly.


There's a wealth of software options, from project management tools to time-tracking software, that makes a virtual assistant work easier for you and your employee. Utilizing tools like these provides data access to help you estimate how long tasks take and better anticipate their completion date. It also keeps them accountable if they should fail to complete tasks on time, both of which can save you hassle in the long run.


Investing in the right technology can look costly up-front, but its potential benefit in the future makes it well worth considering!


Do Regular Performance Reviews


Regular performance reviews are the best way to ensure that you and your virtual assistant understand each other's expectations and target goals. Make it a habit to review their success on assigned tasks, any bottlenecks faced, and successes achieved. During these reviews, you can also discuss any need for improvement or if you wish to raise certain standards to increase performance from the employee. This open line of communication is necessary for both parties to ensure that all tasks are completed promptly.


Regular performance reviews also allow employees to update you on any new skills they may have learned or any feedback they have received from clients or other team members. The goal is to constantly strive for improvement and assist each other in achieving their goals. Take these meetings as an opportunity to discuss aiming higher and how you can better your working relationship.


It's essential to communicate your expected outcome clearly, so everyone understands what needs to be done and when.


Create a Supportive Working Environment


A virtual assistant may be separated from the office by distance, but that doesn't mean they're not part of your team. Create a welcoming and inclusive environment, so they feel like they're part of the company even when working virtually. Establish open communication lines so they can reach out whenever they need help with any tasks or have any questions. Invite them to participate in weekly video conferences with the team or offer resources that allow them to stay up-to-date on industry trends. This will ensure that everyone on your team works together towards similar goals.

Additionally, start each conversation by checking in on how they are doing. This acknowledges the unique situation of having a virtual assistant and helps create a sense of personal connection that might be lost with remote work. Be sure to listen carefully to their needs and consider ways you can improve their working experience. For example, offer different payment options or schedule regular check-in calls at times that will best accommodate them. Investing in their well-being will help build trust and motivate them to deliver quality work for your clients, no matter where they're located.


Hiring a Virtual Assistant for Real Estate


Virtual assistants can become a great asset for any real estate business. They offer different ways to resolve any time-consuming tasks while saving part of your budget. Ranging from simple tasks like scheduling appointments to creating a marketing campaign, VAs are experts whose main objective is to watch your company grow and stand above the competition.


At New Age Cubicle, we care about our customers just as our virtual assistants want to watch you succeed. We have different plans that can fit your budget and can create one specifically for your business needs.


Try a virtual assistant today!

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