Over the last several months I have blogged about many things that can enhance your business, including communication topics, the importance of documentation in a transaction, and knowing your target market. In addition, you've read about some neat ways to market yourself, such as laptop skins, and ways to network with other professionals in your area to grow your business and offer added value to your clients, such as recruiters.
There are many more ideas waiting to for their chance at the blog, and you will be reading those over the next few months, but the great tip I want to share with you today is my main business: delegating your routine tasks so you can focus on growing your business.
First, let me tell you a little bit about my background and why I believe in systems and delegation. For 17 years I worked in the healthcare industry providing medical records documentation to clients ranging from single practitioners to some of the most well-known hospitals in the United States. When I started in 1989, I was using an IBM Selectric typewriter and a color-coded paper chart filing system (I know, I know - hard to believe I could be old enough to have seen one of those ancient machines!). When I left, I helped implement and manage complex workflow systems with remote printing, electronic signature, electronic patient folders, and voice recognition, not to mention a virtual staff to support those bells and whistles. While that is a lot of specialized information to learn, the truth is that the process is basic and can be applied across the board to any industry:
- Define a process to fit the need
- Create a system to support the process
- Continually monitor and refine the system using hard data
When I decided to leave corporate America and start my own business, I made the decision to change industries, since I had already worked for the biggest and most successful company in my field. In my new business as the owner of a virtual assistant (VA) company for real estate professionals, I applied the same logic I had used for years. You can use this logic, too.
- What do you want to accomplish with your business, and what does that look like on paper?
- How will you accomplish that picture you just drew?
- What data points will tell you whether you are successful with your process?
One important way to realize success with your system is to partner with a virtual assistant to make it happen. How much time are you spending on administrative tasks today? Is it hurting your sales to function as your own administrative assistant? A properly utilized assistant is an investment in your business, not an expense. But to make the most of a virtual assistant, you have to first define your goals and develop your system. Many VAs will help you develop systems for a reasonable fee or provide valuable feedback on your systems based on their experience with many agents in a variety of different markets.
My process looks like this:
- A client and I come to an agreement about the services needed and how they will be done. This is verified in writing for complete understanding on both sides.
- The customized client "checklists" are stored in an electronic file on our collaboration site that is password-protected and available only to the client and the VAs working for him or her.
- As the client needs us, either on an ongoing basis or an as-needed basis, we go to that checklist and perform the tasks exactly as requested every single time.
- Clients are surveyed regularly to insure satisfaction, and we meet with clients regularly to assess the business direction and growth for proper planning of future support.
When it is time for a real estate professional to add a virtual assistant to the team, we have a proven system to make that successful.
Who's on your team?
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