As a follow-up to an earlier post on Hiring Administrative Staff, I'd like to share some tips on keeping them once you have them & what to do with them.
1) You must have an operations guide before you hire. This explains your history, who you are, what you do, what markets you work, your favorite title company(s), your favorite mortgage broker(s), anyone you work with on a regular basis, your preferred vendors (like web people, office equipment repair people, IT guy, etc)
2) Define how you will train this person. If you will do it yourself, be prepared for interruptions. Who will work with the buyers while you are training?
3) Decide what tasks the assistant will do. (be sure they are allowed to do what's on your list as some states have different rules) Be certain to list these tasks as part of your operations guide. Things for them to do should include: answer all calls by the 3rd ring, check that office equipment is working, ink is full, paper trays are full, trash is put out, office supplies are full & ordered/replaced as needed, all listings due to expire are extended, data base is constantly updated for accuracy, postcards & letters are mailed as needed and with consistency, etc.
4) Delegate aggressively! The more you give up, the more time you'll have for dollar productive activities. I know, "no one does it better than you!" The reality is that it just has to get done! You need to earn a commission & move on to the next deal! Don't focus on who does it better! Just get it done! Let your assistant follow your systems!
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