Ever wonder what exactly makes up the day in the life of your virtual assistant? Read this humorous blog from one of our REVStaffing virtual assistants and then you'll know.
7:30 a.m. - I'm dressed for the day and the kids are off to school, silence is mine to enjoy. Getting my coffee mug ready so I can log in to my basecamp and see what projects are needing my attention. I really should just bring the entire coffee pot to my office, no sense in having to make the many trips to my kitchen to get a refill. Wonder if a "virtual coffee cup" is in the works for the many virtual positions out there?
First off - check on all my upcoming closing transactions. Working with a Virginia agent with 2 closings for this week. Closing 1: I emailed the title agent for update and emailed the lender to make sure the buyer has turned in all of her loan condition doc's. Sent a follow up email to the buyer as well to remind her to make sure and call utility companies to assure utilities are set to transfer day of closing. Closing 2: emailed the buyer to confirm when she wants to do the final walk thru and confirm closing time. Checked off this activity as well as sent a reminder email to the listing agent of when our final walk will be and to make sure the sellers will have vacated the property by this time. Reminded the buyer to turn in her January bank statements (3rd reminder, sometimes the buyers need a little extra hand holding). Updated notes to the notes section of Top Producer so my agent is fully aware of where her closing stands.
Next I moved on to our very busy REO agent from Wisconsin. I spend the next 43 minutes (yep, you read that right, we bill down to the minute - no extra billing times for our clients) uploading invoices so he can get reimbursed - 4 utility invoices, 2 snow removal invoices, and 1 rekey invoice for the new listing assigned last week.
Whew, it's time to refill my coffee cup and get some breakfast. Where is that virtual coffee cup and lunch? When I return to my desk, there are 18 messages to read thru and return. Several are from our Virtual Assistance, confirming tasks have been completed, and requesting additional instruction for new assignments. Bless them for being so thorough in understanding the task before them.
"Bleep" - a reminder for our upcoming team meeting to start at noon. I calculate how much time I have before the webinar starts, and fit in my next new assignment - create a listing presentation for a new Virginia Real Estate Agent. I spend the next 53 minutes laying out her listing presentation using Publisher. In personalize the listing presentation based on her resume and her client testimonials. After I log into her Keller Williams intranet, I download some marketing logos to use for her presentation. I add some recommended activities from the listing plan we created last week and make notes to discuss images she wants to use for her presentation template. I save a PDF of the document, email it to her for review and make a phone call for a new client coming on board.
Noon - just in the nick of time, I log on to GoToMeeting to listen and participate on our Team meeting.
12:30 p.m. - the webinar has ended, I managed to sneak in a small lunch while the webinar was going on; I thank the virtual gods for inventing GoToMeeting and the mute button, which allows me to attend a meeting and eat my lunch with no one the wiser (I could have attended this meeting in my PJ's, but I am a professional, I work in business attire (or do I ?)
12:45 p.m. - Our client care manager has messaged me that we have signed on 2 new clients, Yippee!! I make 2 phones, leave a message for both of these new clients and schedule a time to go over their priority list of projects and get started on building their virtual team consisting of a manager and a VA.
1:00 p.m. - my first new client calls me back, he's from Tampa Florida and needs assistance with his leads. We will manage his leads from the moment they land in his email. We will set up the lead in TP, attach a personalized email campaign, send them the requested information, follow up within 24 hours to make sure they rec'd the information we sent, interview them to determine how quickly they want to buy/sell and set up the campaign accordingly. Also on the list of projects he would like assistance with, he would like us to handle all his listing marketing and transaction coordination services. I copy our Transaction Coordination manager so she can go over his closing activities and set up his closing plans. I set up a time for tomorrow morning to discuss listing marketing. Before our conference is over, I go over how to use our super-friendly basecamp online project management system. Once our phone conference is complete, I set up his first writeboard for his passwords on basecamp. I assign the manager and VA, send out an introduction email to his team and set up milestones for all the activities we discuss.
1:45 p.m. - just enough time to return a couple calls before I head off for my 2nd full time job at Mommy Headquarters, here I am the CEO and president of this small corporation and unfortunately, this one can NOT be performed virtually. The members of my small corporation require chauffeuring back and forth from school and school related activities, and require my personal undivided attention to assignments they receive (yes, I am talking about homework)
4:00 p.m. - I log back onto my computer after devoting a couple of hours at Mommy Headquarters , there was threat of a takeover, but we managed a one - on - one meeting (GoToMeetings will not work for this meeting); we were able to hash out new conditions to our contract. One day soon, I may let them take over the corporation but for now, until they are 18, I must stand firm.
I return some emails and schedule some conferences for tomorrow.
4:30 p.m. - time to start working on our Miami agent who likes fresh, new content to her blog. I go thru her current listings and select a "featured listing" to blog about. I review some real estate articles and select an eye catching article about our super low interest rates to blog about in the morning. That one should catch the attention of any buyers she may have in the pipeline.
5:00 p.m. - time to call it a day in my virtual world and return to my other position at Mommy Headquarters.
7:00 p.m. - log back on to the computer and send out an email to new agents inquiring about our services (insert hyperlink to How Vital is Virtual). These new agents, I'll speak with tomorrow and go over our services in detail about how we can assist them. I see some new emails from title agents, buyers, sellers about their listings, new blog requests since some closings have occurred and a milestone reminder about an upcoming Just Sold postcard that I need to create. After creating a follow up reminder on my Outlook, I log off and call it a day in my virtual world.
..........all in a days work. Thankfully, I have a job I love that allows me to assist some great agents all over this great land of ours and this position allows me to work 100% on my full time love at Mommy Headquarters.
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