Real Estate Virtual Assistant: Laura's VA Views

Re-Visiting the Real Estate Virtual Assistant and the Millionaire Real Estate Agent in a Shifting Market

2008-11-20T18:07:37Z

Hi Guys! Ok...couples of reason I wanted to re-post one of my older blogs..1- Streamlining your systems, your marketing, and increasing productivity is still a MUST even in this market. 2- Even if you are down-sizing there are ways in which a real estate virtual assistant can help you achieve this without getting too bogged down in admins tasks. Getting back to the basics and stenghtening your business model will have you all set up for 2009! I hope you enjoy this post from May 2007...

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As a Keller Williams assistant, I have written about the Three L's (Leads, Listings and Leverage) in a previous post, but because there are many new members seeking out options to grow, ...well...I just can't help myself. I'm blogging about something that I believe in. I've witnessed first hand here on Active Rain the success stories of using a real estate virtual assistant. (For those who still haven't heard of the concept of using a real estate "VA", and what type of services we offer, you may read more here)

In the book, The Millionaire Real Estate Agent, Gary Keller recommends utilizing Administrative/Marketing support before hiring other licensed agents for your team. Why? The foundation of your business model needs to be firm and strong, your systems for lead generation, database management and marketing need to be implemented and working consistently.

So, Lets' face it. At some point you will witness the first catch 22 of real estate: "I really need to grow my business, but can't really afford an assistant right now, but if I don't hire an assistant I will be stuck BEHIND THIS COMPUTER my whole life!"

It is a dilemma to be sure. Especially now. 4 years ago, not many of you were spending time blogging, managing 2-10 websites, learning SEO...I know why...you were too busy! Real estate was rocking, listings were turning fast, and there was no end in sight. But now, things are a bit different. The market has changed. You may be busier than ever, but in another way. There are new technologies to learn, sellers are antsy to get their homes sold, they want to know how that will happen. What are YOU doing to make it happen..? Prioritizing your time management on administrative tasks is essential. The hours spent on those tasks are "non income-producing" hours. Hiring administrative and marketing support to handle those many hours is the first step in the path to growing your business. Cost effectiveness is second.

In choosing to hire an assistant you are also taking on the challenge of hiring, training and delegating. If you have reached the point that it is now time to consider an assistant, you should know the advantages an virtual assistant may offer over an in-office employee. Many advantages are common knowledge, but many dynamics of a real estate VA are still largely unknown.

#1~ Real Estate Virtual Assistants are independent contractors who are only paid for time spent on tasks. VAs do not charge you for idle time, bathrooms breaks, lunch hours, sick days or personal time off. A 40 hour work week for a traditional employee can turn into a 15-20 hour a week with a VA. If your time is worth $100 an hour, you lose $400 each week doing administrative tasks.

#2~ REVAs are already trained in most of the most up to date software, technology and real estate marketing. We know what a blog is, we know about listing coordination, real estate marketing, branding, Internet marketing, online transaction management, CMA's,...in a word, we know about real estate. Not only that, but our continued training is on our dime...not yours.

#3~ A REVA is not in the business to become your competition. We will not take your database and run off with it. We will not share your wonderful new marketing secret. In short...we are business owners, who know about running a business, and want to see you succeed. Why?...it's in my business model.

#4~ Want to add 3 hours to your day? Hire a VA in another time zone. We can still be working, while your gearing up for tomorrow...or writing that Gold Star blog for Active Rain;)

#5~ A REVA can weather market shifts. Since we are not dependant on you and you alone, if your business needs change or slow down, we are OK with that.

#6~ Need to start slow? Not sure where to begin or how much to delegate right now? A VA can be your best partner in deciding what to delegate and when, to keep you on track with your goals.

#7~ REVAs are in business to support clients that are interested in a collaborative relationship, a partner.

#8~ Virtual Assistance is a supportive industry. We share resources, knowledge, experience and are a "Real Estate Geek Squad". If we don't know an answer to something, we know where to go to find it.

Once that support system is in place you are ready to move onto the next level, whatever that may be. But finding that special assistant is one task a real estate virtual assistant is up for. Active Rain now has 255 virtual assistants members listed. We have 100 members in our group Real Estate Virtual Assistants. If you want to learn more, have more questions...throw it out there...we will answer your questions.

And remember what Gary Keller said in his book..."If you don't have an assistant, you ARE one! (ok, I just had to throw that in...;)

4 Steps to Building Your Brand and Marketing Pieces for FREE!

2008-08-16T19:35:59Z

This one is a Doozie!! I know my past few posts have been about one cool tool or another, but trust me on this one too, as it is COOL!

As many businesses such as Stagers, and Real Estate Virtual Assistants know, one of the first priorities to getting off the ground is to create a "brand" for your company, and reflect that in your marketing pieces. From logos, to letterhead, envelopes, business cards and brochures, you name it, WE NEED IT! However, as talented as we are in our businesses, we are not all capable of being graphic designers and desktop publishers to create the "look" we would like. In comes Branddoozie!

This is a 4 step free online tool that will create all the marketing pieces I mentioned above, in a slick Web 2.0 interface that is so easy to use!! You can pick your color palette, fonts, design your logo, and with a click of the mouse your materials are all coordinated and ready to print. If you want to add your own photos, go ahead! Have fun and play with this CREATIVE, FUN, FREE online tool.

Creative Agent Solutions.com

FREE TOOL ALERT: All -In -One Video Converting Tool, Perfect For Beginners!

2008-07-19T12:26:50Z

OK, I don't know about the rest of you, but I am on a quest to learn more about all of these video trends we are learning about here on AR, because frankly I only see it becoming more and more valuable to our businesses. As a real estate virtual assistant, I'm always trying to keep myself educated so that I'm trained to provide the best assistance when new trends are arriving on our doorstep.

The video file formats can be a bit daunting, as they are all different. We have video from our cell phones, digital cameras, flip-videos, iMovies, webinars, downloaded from and to Youtube, our blogs etc, iPods, iPhones, and other video devices. To be able to use these files on the platforms that are most useful to our businesses, there will come a time when one format needs to be converted to another, especially MPEG 4.

Well, I stumbled upon a program that will allow even video newbies to convert almost any video format to another, and its called ANY VIDEO CONVERTER...great name huh?

To quote their website:

Any Video Converter (for PC) features include:

* User-friendly interface that is easy to use.
* Converts all video formats to Apple iPod Video, Sony PSP and more
* Batch convert any video formats including avi, wmv, asf, mpg, mp4, etc.
* Support DivX and Xvid avi format as importing and exporting video
* Support default video/audio settings or user customized parameters for video and audio.
* Has the option to preview the video in real-time before conversion .
* World's fastest video conversion speed with stunning video and audio quality.
* Supports adjust many video/audio options for MP4 files. For example, video/audio sample rate, bit rate, video size...

I'm still trying to wrap my brain around most of this, but this FREE program is a good place to start, and is a good tool to bookmark for future reference...as you may need it:)

Oh, yes...and for the MAC users out there...here ya go: There is an AVC for MAC!

Ok, I'm off to learn more stuff...but if you are trying to wrap your brain around this too, here are some great starter blogs:

How To Use the Flip Video Camera with Your Computer by Brad Andersohn

The Power of Using Video in Your Real Estate Business by Agent Stealth

Video is Now Searchable (and being Indexed) by Mike Mueller

And if you are a Do-it-Yourself type like me, and want video How To's and Ideas, check out: The Real Estate Video Marketing Group

FREE Cool Tool Alert! Resize Your Photos All At One Time, Not 1 by 1

2008-06-20T20:50:48Z

I'll make this quick, because that is what this tool is all about!

When I work with agents on their listings, I'm almost always emailed the file of photos for our marketing, MLS, websites etc. Every so often I wil be emailed a HUGE file of photos that are extremly high resolution, and all need to be resized to upload to the various sites and the MLS.

I wanted something that would allow me to to resize the whole file, not just each photo one by one. So I came across Dosize. It is a program that will allow me to Upload all of my high resolution photos, and have them resized all at one time, and I can quickly email them back to myself (or to someone else) in the size I need, at the speed of lightening. The best part is..Its FREE, I don't need an account, and its all online...no software to download!

So, when you need to have a bulk of photos resized, check this one out!

Relocation: Does Your Website or Blog Reach Out and Make an Emotional Connection Across the Miles? It Needs To!!

2008-06-11T23:57:10Z

I have to face it. I've moved no fewer than 12 times in 15 years, and I have lived all over California. And I'm getting ready to move AGAIN, BLECH...

It's a good move, but well, it's MOVING. Its RELOCATING. I'm starting over fresh in a new city, so once again I've been in "starting over mode"...looking for a place to live, schools, which are good ones, bad...and I have a sneaking suspicion that no matter where we choose to live, we will move again before getting finally settled. We aren't selling our current home, we will rent it out for now to ride out the market. But, I'm anxious..

I NEED INFORMATION ON MY NEW CITY, and I can't find it!!

So, I don't need an agent, "right now", but am I wasting an agent's time if I want to pick up the phone or send an email to pick their brain...? Eventually we will buy a home, but right now I need help deciding what area to live in my new city. There is so little information out there about our city...you know, REAL information, like where is the best place to shop for groceries, where can I find info on Dr's, dentists, schools, without having to look up the same boring links that everyone has on their websites.

I need a CONNECTION. I want to see neighborhoods in videos or photos, community activities in action, interviews with residents in all areas and neighborhoods so I can trust that I am making good choices, instead of just relying on statistics. I want to see the streets of the town..the places where I can walk, my kids can play, my husband and I can go to dinner and a movie. I want to catch a glimpse of a school play, or a football game...I need to know this before I move or it will be hard, and I won't know how to answer all the questions my kids have about their new home, to make it easier for them. This is emotional for me, and knowledge is power.

Do you have this information on your city and neighborhoods in your blog or website? Do you help your city and community come alive on the web..? If you don't, might I suggest you do? I need it, I'm searching for it right now, but I can't find it. The first time I find a good blog or website that has this type of connection..I will call you.

Would you be offended if someone called you for some help, even if its just to reach out and make that first connection..? I hope not, that person could become a client for life. Its about making a connection, offering a lifeline to those who are new to your city, the one that you know so well...that I can find no information on.

Here are some Ideas:

1. Real Estate Shows- Did you know that for $125.00 (or less) you could have a program that will take your photos of your town and help it come alive? UNLIMITED 60 sec or 30 Sec Shows! Perfect for making little commercials of homes, neighborhoods, people, and communities. Plus you can embed the videos on your blog, website, or provide text links to the shows to captialize on your SEO.

2. Flickr- Another great way to post photos and videos is to use Flickr. Upload community or city photos, so that when consumers wnat to see areas of your town your photos come up.

3. Get a Flip video and post your videos to YouTube.com. Need more info on using Flip Video? Active rain has lots of tutorials! Please...link them to your website or blog.

Do you have ideas that you are already using? Let me hear them! I need to get the word out!!! I'm getting a list together for great relocation marketing ideas...I would love to use yours!

Photo credit: Snapphoto

Real Estate Virtual Assistants Laura Monroe & Jen Wilson to be Featured on Real Estate Radio USA!

2008-05-07T18:26:41Z

Whoa This is BIG! (see below!)

For Immediate Release:

Real Estate Radio USA has extended an invitation to Real Estate Virtual Assistants, Laura Monroe of Creative Agent Solutions.com of California, and Jen Wilson of Agent Solutions of Calgary, to be the FIRST EVER GUEST Virtual Assistants on their radio talk show on Friday May 9, at 5:00 pm Eastern Time.

Jen and Laura will be candidly discussing the details about real estate virtual assistants, the dynamic concept and advantages of adding the leverage of a VA to an agents or brokers business, as well as frequently asked questions about virtual assistants, and the multitude of tasks that can be delegated.

Find out all you have ever wanted to know about VA's from two experienced real estate virtual assistants who represent both American and Canadian real estate professionals.

Don't forget to tune in FRIDAY MAY 9th, at 5:00 PM If you can't make it live, the call will be recorded.

www.RealEstateRadiousa.com

Super cool, huh?

Active Rain & Twitter Saves Agent (and Me) From Potential Ethics Violation!

2008-05-06T11:11:13Z

Yep! It happened! I threw out a question on my Twitter stream to @Mizzle asking about a property flyer headline written by a client that I questioned as a possible ethics code violation. Her immediate reply:

I let my client know that I thought it might be a violation, and she quickly realized her mistake and had to remove the headline from the MLS as well. Whew!

This was another example of why Active Rain & Twitter can be incredibly valuable tools. @mizzle is Mariana Wagner and has written a wonderful series on Understanding the REALTOR (R) Code of Ethics as well as being a trainer for Keller Williams. If you haven't read her series I suggest you do, AND if you are a virtual assistant for real estate agents, I HIGHLY suggest it as well. Seeing her in my Twitter stream, I knew exactly who to ask for advice.

So while I'm thankful for Mariana's help, all this brings me to another point:

Delegating tasks to a real estate virtual assistant is one of the best things you can do for your business. We can cut down costs and allow agents more free time to pursue leads and more business.

But although delegating can be a wonderful way to increase business, working together closely on details and accuracy falls upon the agent LEGALLY to make sure that work is double checked for accuracy. The smallest things can end up COSTING your business if you are not careful. So just remember when delegating to an assistant to make sure your eyes are the last eyes that advertising goes through before hitting the submit or send button. I have learned these lessons with the help of clients and the real estate community and it has helped my business.

Make sure your VA has an understanding of some basic ethics and feel free to direct them towards that education. Many will not undertake it themselves.

Zzippes..Say It.. It's Fun! Not Only that, They Save the Environment!

2008-05-04T15:46:48Z

This is my short little shout out to my favorite printing company...Zzippes!

Working as a real estate virtual assistant, one of my favorite aspects of my services is creating property flyers, Luxury brochures, postcards you name it. Because I do this virtually my clients have the option of using printers of their choice, whether they are local businesses, or companies like ExpressCopy, Quantum Mail or Vista Print, etc. I can email print ready professional pieces that can easily be delivered or picked up in almost any part of the country.

Ok, so printers are not really big news I know, but I think this particular printer is special and couldn't help but give them a shout out...because Zzippes is a green printing company! They have green friendly techniques that include: environmentally friendly toner for printing, bio-degradable shrink wrap that is a vegetable bi-product, and of course consumer recycled paper. They are located in Pleasanton California, which as a city, recycles all of its garbage.

When you have a choice, one being more environmentally friendly the other..its a no-brainer. So, there you have it, my little shout-out to Zzippes....Say it, its fun!!

Tel: (925) 461-9477(ZIPP)

Fax:(925) 462-9477(ZIPP)

4615 First Street, Suite 120

Pleasanton, CA 94566

Zzippes is an Alameda County Certified Green Business.

Go Green!

Laura Monroe- IREAA's Featured Real Estate Virtual Assistant of the Month

2008-04-12T12:11:09Z

Talk about a milestone! Please forgive me a head of time if this sounds like self-promotion..but well it is! I am honored to say that I have been chosen as the Featured REVA of the Month for the International Real Estate Virtual Assistants Association or the IREAA for short.

"The International Real Estate Assistant Association, or IREAA™ for short, is the first organization for Real Estate Assistants and Real Estate Virtual Assistants. Formerly known as CyberStarVA, IREAA™ is dedicated to supporting the real estate assistant, either virtual or on-site, through education, training and collaboration." (IREAA.com)

This group of real estate professionals is lead by founding members of our industry who have coached, inspired, trained and shared so much of their experience, knowledge and growth to lead the way to high standards of our industry!

Many thanks goes out to Kim Hughes, Anna Baron, (The Virtual Link) , and Pam Ivey, (Visual Persuasions Canada) for their unwavering support in my endeavors to provide quality virtual real estate support to real estate professionals nationwide.

I'm very honored, and encourage ALL Real Estate Assistants, virtual or not, to check out this wonderful organization, for the un-matched training and support.

IREAA.com

The Jing Project: A Great Tool for Virtual Assistants

2008-04-06T11:34:06Z

Communicating virtually can sometimes be a challenge! In today's technology driven real estate market the more efficient I can be at communicating, and explaining is vital to productivity, so yes, I'm always on the look-out for tools and techniques, and I found another one that I love, and finally put to good use this past week. The Jing Project. This free program allows me to visually record my computer screen, and my voice at the same time allowing me to send the video via email, blog etc.

I have clients that are a Top Producing Team of 5, a Mega Team that have joined together at the first of the year. Very busy as usual, communication to all 5 team members can yes, be my ultimate challenge! Our goal this year was to get the team to start blogging on their individual and team blogs. But, not having as much time to sit and walk them through this new concept in person left me trying to find a way to walk them through posting, logging in, adding photos, media etc. Bring in the Jing Project!

First of all...a little about me. I like tools that are free and have short learning curve. I signed up quickly for a free account, downloaded the software, took the video tour, and that was it! I was able to record a "blogging tutorial", with my voice, and send it on its way to all five members of the team!

Because of this tool, I was able to communicate directly and efficiently...and more importantly..VIRTUALLY!

"Look Ma! No Hands!" California Wireless Telephone Laws Go Into Effect on July 1st-

2008-04-06T09:53:23Z

Listen Up, Californians! As of July 1, 2008 it will be illegal to talk on your cell phone while driving a motor vehicle, UNLESS you are using a hands-free device such as a blue-tooth. Drivers under the age of 18 cannot talk and drive period, even with a handsfree device. (I for one am very thankful of that law!)

The only exemption to this rule is if you have to call 911 or other emergency service. Not only that, but there will be no grace period for those of us who may not be informed of this law..no warnings will be issued. (Yikes)

For more information, you can visit the FAQ at the CA Dept. of Motor Vehicles Division

Please Welcome My Little Sister to AR! A Few Raindrops of Encouragement~

2008-03-21T20:07:45Z

Guess Who just got their license..? Nah...you'll never guess. My little sister Jill! Guess who just joined Active Rain? Jill Harding Ok..you probably guessed: ..my little sister:)

Please help me welcome Jill to Active Rain. She just got her license a month or so ago and has joined the Denise Standley Team at Keller Williams in Portland Oregon. Not only am I proud to death of her, but I know she is well on her way to success with the type of support I'll know she'll receive her in the Rain~

But you know how big sisters are...I'll be watching to make sure she's on her best behavior, lol! Yep, she is a feisty one, but that makes her me love her more.

I've been raving about AR even before she decided to take the leap, so she might need just a bit of encouragement to join in!

So, Welcome to the Rain puddles Jill~You make me proud~ Big Sister:)

The Creative Critic: A Little Hump-day Humor for Virtual Assistants

2008-03-12T16:00:33Z

Have you ever just had one of those days...? This is dedicated to all of you creative Virtual Assistants out there! (My favorite team of clients just sent this to me;)If you have ever worked on a project or two where more than one opinion mattered then you can probably relate.

Enjoy Your Wednesday! (Here's the link)

Virtual Assistant E-Book Review: Managing Your Thriving Business For Success

2008-03-09T13:46:14Z

Thriving, Healthy, Successful..These are the goals that many small business owners have for their businesses, me included!

I've been spending a lot of my "me time" reading books that I can apply to my business, written by some of the best virtual assistants out there. Being a "real estate" virtual assistant, I sometimes get so focused on the "real estate" side, I neglect my growth in the "business side".

So when I visited Yvonne Weld's blog Thriving Business Blog and saw her E-book series Creating a Thriving Business and Managing Your Thriving Business, co-written by another amazing virtual assistant, Sally Kuhlman... I jumped at the chance to download my next good reads. And just as I suspected, I am blown a way at the inspiring, comprehensive and practical information that this series is full of!

I'm already putting my sticky notes everywhere in the book, and implementing tips I can use right now. From Time Management, Organizing Your Files, Your Office, Setting Goals, Marketing Your Business, How to Avoid Pitfalls to Success, Overcoming Procrastination, Stress management and Balancing Work/Family this book provides helpful tips and guides for almost any work-style. I'm re-inspired to look at my short-term and long term goals and create positive affirmations to keep me on track.

Whether you are a Virtual Assistant or Entrepreneur, this series of e-books will inspire you to become the best business owner you can now, and keep you moving toward your future goals. Oh! and subscribe to Yvonne's blog too, for even more tips!

I believe in creating my own independence, and my own destiny, and sometimes need a little push in the right direction! Done...with the Thriving Business Series.

Quick Real Estate Virtual Assistant Tip: Email Your Property Flyers w/out Getting Caught in Spam!

2008-03-03T11:21:02Z

It never fails!

You have a great new listing you are anxious to send out to your colleagues, and have a creative real estate flyer put together with photos, that really captures what you hope buyers will fall in love with. You send it as an attachment in your email to 200 agents, and BAM...it's SPAM-BLOCKED! Don't let this happen to you! Let the recipient open their email and have that lovely listing pop out at them automatically! It's so easy your real estate virtual assistant can help you with this, or you can do it yourself!

Most of the time, real estate property flyers are quickly put together in a Word or Publisher document, and attached to your email. ( I hope you are saving as a locked PDF to keep others from editing your document, but more on that later;)

But with the need of filtering out spam in our email accounts, the convenience of simply emailing a file has become more difficult. But by adding a few simple steps, you can insert your flyer into the body of the email. No knowledge of HTML needed. How..?

By converting your document to a picture file (.jpeg, .gif, etc) and inserting the photo in the BODY of your email. (best if done in MS Outlook):

The Steps:

Converting the Flyer to a Photo

1. With your flyer opened on your desktop, take a screen shot using the PrtScn/SysRq key on your keyboard.

2. Open up a photo editing software program, like Paint (found under Programs/Accessories), and save as a .jpg, .jpeg, or .gif file and save into you're My Pictures file.

3. In the photo editing software, crop the photo of the flyer to the borders of the flyer. You can enhance or resize at this time if need be. Resave as another picture file.

4. Insert flyer photo in body of email. Add in your signature line, a link to your virtual tour, and WALA!...a branded beautiful email flyer.

More helpful hints: Even if you use an online program like Real Estate Shows flyers, V-flyer or Postlets for your listings, you can convert those screen shots into photos as well, and insert just as you would above.

Need FREE Photo editing software? Picasa by Google is a GREAT photo editing tool, as well as Picnik.

Going Mobile with Your Online Presence: Dominate the Next Generation of Online Marketing

2008-03-02T15:04:23Z

One thing I love about Active Rain is sharing ideas with like-minded friends, taking an idea and making it better, and sharing it with others. John Novak is one of those friends.

Today I saw John Novak's post on Driveby Technologies and taking your property marketing mobile. Meaning, taking your web presence and making it mobile friendly, text friendly, and as John puts it, Gen x and Gen Y friendly. By utilizing the product of Driveby Technologies you are setting up a mobile friendly way for buyers/sellers to get information on your property. But, let's take this one step farther..

What if YOUR Website was mobile friendly? What if your blog was mobile friendly? What if your virtual tour was mobile friendly..? How will this online dominance capture your future business? How can you take advantage of that now...?

That is where having a .mobi domain will come in very handy. If you set up your website and/or blog to have a .mobi domain, then your sign riders listing that domain can instantly turn buyers/sellers cell phones into a mini computers that display your site, your listing information, etc. They have access to your contact information, and web site lead capture system, and your virtual tours. Your branding, your info, your face, your business available and viewable on a simple cell phone.

Check out a sample of a .mobi real estate website http://htex.mobi

Test your web site to see if it’s ready for mobile customers!

If its not viewable in the emulator, consider getting your sites set up as a .mobi site as well, and capture the next generation of online marketing!

Real Estate Virtual Assistants: The Ultimate Guide Part 3...Finding, Hiring & Keeping Your VA!

2008-02-23T19:57:32Z

Photo by ©iStockphoto.com/Photographer: Acilo

OK Folks! Its time for another lesson in my Ultimate Guide to Real Estate Virtual Assistants Series. It's been a while since I've put out another part to this, and long over due. I am seeing questions and mis-information pop up all over the place and I'd like to go back to REVAs 101.

Click below for Part 1 and Part 2 which are the Prerequisites to this series:)

Real Estate Virtual Assistants: The Ultimate Guide Part 1...What You NEED to Know About Professional VAs BEFORE you Take the Plunge!

Real Estate Virtual Assistants: The Ultimate Guide PART 2......Creating a Virtual Action Plan Before You Delegate!

Ok, have you read part 1 and 2..? Good, because reading those will tell you if you are ready work with a VA. It takes a certain mind-set to find the right VA for you, and if you've done your homework, you are well on your way to a long and rewarding relationship. BUT, a word of caution. No relationship will work without communication, so be prepared to communicate.

TIPS FOR FINDING A VA

First Choice: Get a referral. If you know someone who has a great VA, ask to speak to them first. Or get on your real estate network and ask your colleagues if they know of one. However, if the VA works for your agent friend in the same local market, you may not have access to that VA due to confidentiality agreements and ethics in place by the VA. Its a common practice to be exclusive to only one agent per market. But they maybe able to help you find another suitable VA, and refer you to a high quality Associate.

Second: Place an RFP (Request for Proposal) on ActiveRain, network or organization that allows you place a job description, and requirements, so that you may receive applicants and set up consultations with the interested VA. Active Rain has a Find a VA RFP System to help you find a VA. Simply post your requirements, and field your responses. Others include the IREAA, Reva Professionals. Be specific with your job description. Are you looking for a Listing/Marketing Coordinator, Transaction Coordination, Lead/ Database/CRM manager or all?

Third: Internet Search Search for Real Estate Virtual Assistant, and you will see many websites from companies that specialize in real estate support. View the websites and contact the VAs by phone or email to set up a consultation.

TIPS FOR CONSULTING & HIRING A VA

By now you should have quite a few qualified candidates to interview. Have your job description, requirements any other questions ready. Set up your consultation appointments and get rolling. What do you say, talk about..?

1. Introduce yourself, and allow the VA to do the same. Briefly review your needs and goals, and ask the VA if they offer those services and what strengths do they have that would serve to be the most helpful to you. Check for your VAs response, level of communication and understanding of your goals. Ask if they have had clients facing similar challenges and what they have done to offer support.

2. Are they Compatible? Ask about their computer systems, hardware, & software compatibility. Ask them about specific vendors that you work with like Top Producer, Number 1 Expert, Point 2 or any other program you would like them to operate and manage for you. Are you willing to work with any learning curves..? Ask the VA if they charge you to learn a new product or tool, or if they do it on their own time? How vital is that to your success?

3. What is their Availability? If there is only one VA you will be working with, how do they handle their client load, and overload..? If there is a team of VAs, how is that work delegated and managed..? Discuss hours, rates and plans that are available.

4. How do they track the hours or time that they work, and is this time available to you at all times? The return on your investment is crucial, and VAs will probably vary on their speed and turn around times.

5. Conclude your consultation by allowing the VA to ask you questions about you, your business, and your work style. Make mental notes, on friendliness, enthusiasm, pro-activeness, and listening skills. Let them know if you have worked with a VA before, and how your experience was and wasn't.

5 TIPS FOR KEEPING A HAPPY, PRODUCTIVE PARTNERSHIP WITH YOUR NEW VA

1. Create a clear job description. Start small if its hard for you to let go and delegate, it takes getting used to! Get systems in place, and communicate regularly. You can always add on later.

2. Establish clear lines of communication. Whether by email text message, phone or other means clarify what you prefer, what your VA prefers. Clarify that the VA confirms received emails etc.:)

3. Schedule Weekly and Bi-monthly update meetings. Keep your VA on track, stay on top of updates and continue to brainstorm new ideas. Your VA cannot read your mind, and may not know what challenges you a face daily or are in the pipeline. Build that rapport by sharing up- coming events so that your VA may prepare to support you when things get crazy. The more lead time we have the better;)

4. Create your goals and establish deadlines. Once you have your VA up and running on your systems and tasks, take this time to establish new goals for your business, set deadlines and share them with your new team member. If there are things you have been putting off, now is the time to move those BIG ROCKS.

5. Provide constructive feedback! Everyone loves to hear feedback. If there is something that is working well, and you are happy with, PLEASE share that with your partner. It helps the VA get to know you even better, and what your expectations are for accountability and progress. If something is not working out, see if there is a problem in communication, lack of knowledge, or a larger learning curve than expected. Work together to find solutions.

Working with a VA is an investment and not to be taken lightly, just like any assistant. But the rewards can be immense and long-term if done right and done well! Let your VA help you, and its a win win for everyone!

Photo courtesy of i-Stockphoto.com

Don't Second Guess Your Marketing Efforts! Keep it Consistent with your Real Estate Virtual Assistant

2008-02-03T15:29:23Z

NEVER LET THEM SEE YOU SWEAT! Remember that deodorant commercial?

It can be applied to so many areas in our businesses, you can't help but relate to it. I have to say that one of the many benefits of being a real estate virtual assistant, and owning my business is that I get to partner up with agents at all different levels in their businesses. From Top Producers, new agents and teams the challenges are as different as the individuals themselves. But sometimes, I see them sweat.

One recurring theme that often pops up when considering options in an agent's marketing efforts is the overwhelming amount of vendors and choices to be made. Branding yourself, as we all know is extremely important. But with so many options in direct mail, email marketing, property marketing pieces is your branding really consistent, or do you often change mid-stream only to start over because you have found something better..? Or do you start over because a competitor has better looking marketing pieces or logo...? Has your franchise been pushing one way to do things, but you feel your way is better?

Stop the madness, and stop second guessing yourself! It is far better to develop your branding and marketing by starting small, consistent and top-notch, then to go to every vendor in the world to get as many marketing pieces out as possible, only to change your mind. Second guessing your marketing efforts will cost you more money and more business in the long run. How can you stop this madness of second guesses, and create your image and branding that will carry you to your next transaction, and to the referral after that..? How can you track your ROI on your marketing efforts to find out what is working or not working..?

This is where a real estate virtual assistant can be a huge help! Navigating the sea of real estate vendors is one of the things that VA's do best. We know what works, what doesn't work, what's in and what's out. We can help you navigate through the options to develop a system, an image, a brand that will consistently grow your brand and your name, and we can track your ROI to make sure you are getting your money's worth from your choices. If you haven't yet gotten comfortable with a CRM lead/database management system that works for you, your real estate virtual assistant can guide you to a system that may work for you and your work style. Not only that, but your real estate VA has probably used to some extent or another many of the programs and vendors out there, and may or may not have to be trained.

Get your image and branding to the level you want, keep it consistent, keep it top-notch, and whatever you do....keep it! Let your real estate VA help you stay on the path you have created for success. If you are second guessing yourself, your potential clients are too! And remember...never let them see you sweat.

REAL ESTATE SURVIVOR: Team Merger Style: Week 1

2008-01-12T15:31:38Z

Merging teams, starting a real estate team, what makes a good a team, organizing a real estate team, managing a good team. Yes, lots to think about. I bring it up because I'm starting a new journey and want you to be a part of it. I need your feedback, your help and your guidance.

I am a real estate virtual assistant, and I am up for a challenge. I work in many capacities. Some administrative, some consultive in nature, and some just plain old project work. But my latest challenge involves several clients.

My challenge: They are merging to form one big team! Yikes! This is new territory for everyone involved...and yes, I'm involoved. So, I thought it might be good to chronicle our journey and challenges, my challenges. We all have different backgrounds, work style and personalities. So I'm going to do that.

How can I format this so everyone can follow...? Let's see..I KNOW, You need to know the cast. (disclaimer: no names of course, and some references are fictional)

CAST

BossMan & Wife- Years in real estate, very successful Top Producers, look to retire in 5 years or so, not so technically savvy, love to outsource as much as possible. Very relaxed personalities, but cunning business people.

The Sisters- A little bit newer to real estate, very strong marketing background in Fortune 500 companies, very tech savvy, very driven, very talented. Have had awesome success since starting. Struggling with letting go of every day mundane tasks. Very busy managing their careers as mothers, wives, community volunteers, and outside business ventures.

The Sweetheart- But don't that fool you. She is a shark, a Top Producer, very experienced and very independent. Not much else is known..? Will add to this later.

The Setting

A City in the San Francisco Bay Area- green hills, professional sports, wineries, golf, luxury homes, gated communities, technology driven. Target market is very tech savvy and highly educated, and knows what they want and what they don't want.

Supporting Cast

Gal Pal-

Licensed In-Office Administrative List to Close Coordinator- have paperwork will travel, and everything else. Has worked with husband/wife for 5 years, and in real estate for 15. Still working out complete job description. Is also a Buyers Agent.

(ME)Listing/Marketing Coordinator/Real Estate Virtual Assistant-

In charge of creating and managing all marketing for the team, listings, including websites, blog development, and technology consultant. Works virtually from another part of the State. Has worked with Husband/Wife as Listing/Marketing Coordinator for 4 1/2 years, and The Sisters with project work. (***Thanks lucky stars she knows these people already***)

The CLOSER-

In-Office Transaction Coordinator- works directly with List to Close Coordinator to manage all transactions and closings, once in escrow.
___________________________________________________________________________________________________________________________________
WEEK ONE: The Big Announcement

We had the BIG meeting last week. BossMan sent me an email before the holidays to invite me to the conference with the CAST. Had secret phone call with Gal Pal to discuss before hand..."What is going on?! Did you know about this..? Me neither!"

I dressed nice for the big meeting. I had just gotten back from the NAR Expo in Vegas. I brought lots of goodies with me, and some new things to talk about. Who will actually listen to me I wondered. I have credibility with husband/wife. Would I be able to earn that with the others...? HHMMM. I'll try my hardest.

In meeting they discussed their "Vision" I'm in on the first big conversation...there is SO MUCH TO WORK OUT!

1. What's the Team Name?
2. Who's name goes first?
3. When can we get together for our team photo?
4. We need a new logo, branding, business cards, etc.

Challenge #1- Taking 3 separate websites, and merging into one. Under what domain name..? A new one? One domain has great search engine placement and has established keywords for main farm, but website is not customizable without going to host and paying fortune to change something. Website #2- Domain name is name of New Team, but is currently hosted under a franchise sub-domain. Will not work in long run for SEO. Website #3- don't think we need it. However, the CAST loves their personal websites. I can tell it will be hard to let go. This is going to be tough.

Challenge#2- CAST wants to keep all of their email addresses the same. Domains will have to be hosted under new hosts to keep them.

Challenge #3- Database and CRM. Is it best to merge spheres and databases..? Which platform is best? Husband/Wife use Outlook, The Sisters use Top Producer. The Sweetheart? I'm not sure.

Next, HUSBAND/WIFE turn to me: "OK, Laura" they say, "we are turning the discussion over to you." (Oh CRAP!) "Tell us what you know about all this blogging stuff we keep hearing about." "What is that Rain Place you keep trying to get us on?" "What did you learn at NAR?" "What do we need to be doing?" HELP US!!!

JEEZ, I'm thinking, Where do I start!!! (not to mention I'm a little mad because I only bought Husband/Wife the Realty Blogging book last year for Christmas. I KNOW now they never cracked it open!)

I want to tell them about EVERYTHING that have learned in the RAIN in the past year and half. But there is so much! OK, I have to put this in a way they will all understand, without getting all wound up in excitement. I feel like Annie the Teacher in Helen Keller. I want to to teach them this language of blogging, SEO, and open up so many doors for them, and give them the tools. But, I'm still struggling to get through to them.

I tell them I have one thing to say: "Start Blogging, and join ACTIVE RAIN" If they do that, just those two things, I will teach them guide them etc. Confusion and silence. SIGH....

OK, I'm going to pull out the BIG GUNS! I'm going to go for the kill here! I must get through to them. Real estate is about survival, and being an expert at what you do.

Here Goes... "Your competition (oh yes, I name names) is killing you out there! They all have blogs! You don't! They know what search engine optimization is, you don't! Now I have their attention. Now they are listening. I show them on a laptop the websites and blogs of their competition. They are all stunned.

"We can change this." I say. "You will see immediate results, and the best thing is, most of your competition still doesn't know about it. Your market is practically untouched." I've won immunity.

The Sweetheart is overwhelmed. (she may have lost a new listing to competition blogger) Husband/Wife are proud they invited me to meeting. (but still won't read Realty Blogging book I bet:) The Sisters feel challenged, but not completely convinced. They will need to see it for themselves. Cost is a factor. But they are game. They know technology, they know it works, but how well...?

I've said my peace and leave them to discuss their personal issues. Man, I hope I got through. I'll wait to see what they say. In the meantime, I will forge ahead to learn some new things, keep their new TEAM needs in the back of my head, so I'm on the look-out for new tools to make the new team ROCK! I want to be a part of that. Its what I live for..ok, maybe not live. BUT, I want them to succeed, and nothing would make me happier than to see it happen.

(***At the end of the first week, The Team decided to move to a customized Point 2 site, with the new team domain. Other domain with great Google placement will become the site of our new blog. We have readership, we will make it stronger. We have two new listings so far, and 3 closing. I am choosing a Wordpress theme this week, and will get them started on blogging. I am collecting a list of my bookmarked Active Rain blogs to read over again, and keep for reference. (Thank goodness for AR Bookmarks)
One of the SISTERS is so excited about blogging she has invited to help her produce blog/social networking buzz about her new HBO film currently in the works.***)

Stay tuned for the next post in our journey!...

Survivor photo: Copyright Klein Bluendel

ActiveRain 2007 Year in Review~ Real Estate Virtual Assistants by Laura Monroe

2008-01-02T01:14:46Z

I've been asked by Jennifer Fivelsdal to provide a Year In Review for the Real Estate Virtual Assistant profession, and I couldn't be more honored! 2007 Has not only seen amazing growth for Active Rain, but the Real Estate Virtual Assistant category has been blessed with growth from about 30 VAs, to almost 600 now.

I must say that I believe that ActiveRain is one of the most prominent platforms for bringing real estate professionals, and real estate SERVICE professionals together in a profound way. In the world of real estate where solicitations are a necessary evil, social networking in the form of blogging has been a priceless tool. There is not another venue where I have found comfort in getting to know individuals who might be future clients or referrals. Blogging has provided us a voice, and a safe harbor to educate others who may not know about virtual assistance. It has allowed us to learn from one another, the good the bad and the ugly, and raise our standards of excellence.

So without farther ado, I present our Year in REVIEW!

NOVEMBER 2006:

GROUPS were founded in the Rain. Interested members could join Groups of choice. With that, came the Real Estate Virtual Assistants Group, the first VA Group on Active Rain that opened the forum up to allow real estate professionals and VAs communicate together. One of our first posts was from Leigh Brown: I Think I Need a VA-What Next? and from there we started rocking.

Open collaborative conversations started happening, while VAs were finding clientele here in the Rain that could use their services.

Virtual Assistant, Betsy Talbot hit the jackpot with interest in her DISC Personality Profile Series;"Hey, Baby. What's Your Sign?" Part 2,3,4,5 of a Series. Allen F. Hainge, the highly esteemed real estate coach, and founder of CyberStars(TM) helped get the word out on our behalf with this great post: Are You Using A Virtual Assistant Yet? Evy Williams educated us on the amazing fit that Virtual Assistance is for Military Spouses with her post:A Career Military Spouses Can Take With Them: Even when stationed remotely. This avenue can be perfect income generating career!

MAY 2007

The highly popular real estate website provider Advanced Access went down and went down hard. It was then that the real estate VAs who specialize in maintaining and supporting websites came to the aid of many agents who were losing ground by the hour in their online presence. The VAs below were there to lend a much needed hand, and provide answers to those clients who were not getting ANYTHING out of Advanced Access. That is one of the true values of a real estate VA! Web specialist Anna Baron was there to help with this post:What's with Advanced Access? Real estate virtual assistant Kim Hughes was ready and able to help out with this post: Advanced Access Email Problems? Another website specialist Cheryl Allin was on hand as well with this post: Advanced Access Client Websites Down for Over Five Days!

NAR Conference & EXPO

2007 would not be complete without a mention of the NAR Conference and EXPO in Las Vegas. REVAs took Vegas by storm! The IREAA had a large portion of membership representing Virtual Assistance and our organization with a booth at the EXPO. Kim Hughes, Anna Baron, and Pam Ivey headed up the adventure for IREAA, while Jen Wilson, Kandra Hamric, Carolyn Nelson and I forged our way through the EXPO as well, meeting with vendors, technology experts, as well as our own ActiveRain Members that we finally had a chance to meet!

The REVA Group also brought out several posts on how a Virtual Assistant can fit into the business of real estate professionals. Sean Carrol recently wrote about his success using a Virtual assistant in the post:My First Day With A Virtual Assistant. In my blog The Top Technology Tool for Agents 2008: the Real Estate Virtual Assistant, I mentioned many of our AR Collection articles that serve to help those in the information gathering stage when considering using a VA.

The Basics:

Real Estate Virtual Assistants: The Ultimate Guide Part 1...What You NEED to Know About Professional VAs BEFORE you Take the Plunge! by Laura Monroe
Real Estate Virtual Assistants: The Ultimate Guide PART 2......Creating a Virtual Action Plan Before You Delegate! by Laura Monroe
The Hiring Path of the Millionaire Real Estate Agent...and the Real Estate Virtual Assistant by Laura Monroe
What's the single best thing you can do for your business? by Deb Salkeld
"Technology and You" Michelle Schoen

What to Consider:

Re-Shaping Your Game..Technology & the 3 "L's" by Laura Monroe
Focus on revenue-producing activities in 2008 by John Novak
Insource or Outsource? by Tony Marriott
Are You Using A Virtual Assistant Yet? Allen F. Hainge, CRS
What To Look For In A Real Estate Virtual Assistant Kim Hughes
The Invaluable Resource Ken Spencer
I Have Surrendered Roberta Murphy

On behalf of the REVA Group, it's our wish that everyone here on AR has a very Happy and Prosperous NEW YEAR!

Luxury Marketing with Unique Global Estates..A Fresh New Look in Beta

2007-12-17T12:41:41Z

Formerly

Looks like Unique Global Estates is getting a fresh new look, and may have formed a strategic alliance with Keller Williams' KWLS system!

I logged on today to do some updating on a client account and was greeted by a fresh new interface and less confusing search engine. There were some listings that carried over from the KWLS system, but a little house-cleaning and we were good to go!

They have also updated the marketing collaterals for Listing Presentations and such, so feel free to log-in and see the new website~

International buyers are becoming a buyer niche not to be ignored, so using sites like Unique Global Estates can definitely help get the exposure for High-End, East Coast, and West Coast Properties.

7 Steps to Creating Your Business's Operations Manual: A Must Have for 2008

2007-12-09T15:17:18Z

"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 Agent

So, 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:

Answer Phones
Show Homes
Create Ads
CMAs
Open Houses
ETC....

Step 2: Break the list down into six to twelve different categories.

CATEGORIES:

Communications
Listing Management
Transaction Coordination
Buyers
Sellers
ETC...

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:

Prepare CMA and Listing presentation
Input listing into MLS
Order signs
Lock Box
Set-up showing feedback system
Etc...

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	Prepare CMA & List Pres. Input listing on MLS Order signs Etc..

Step 6: Now, take each "action" page and detail exactly how you want each item done.

Prepare CMA

Step One
Step 2
Step 3
Etc...

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.