Virtual Assistants for Your

Real Estate Business

TERRY YONKER

Broker – Buckeye Realty: Winter Park and Punta Gorda

terry@automatedagent.net

We appreciate this hour of your time

● What exactly is a Virtual Assistant

● What you will gain from hiring a VA

● Can you afford a VA right now?

● Types of tasks that they can do for you

● Step by step template to start with your own virtual assistant

● Q & A Session

What exactly is a Virtual Assistant?

What exactly is a Virtual Assistant?

Wikipedia:A virtual assistant (typically abbreviated to VA) is generally self-employed and provides professional administrative, technical, or creative (social) assistance to clients remotely from a home office

Our Definition Today:A contractor in the Philippines that seamlessly completes documented tasks for Florida Realtors. These tasks comprise approximately 80% of the realtor’s total workload.

Why The Philippines?

What will you gain from hiring a VA?

What will you gain from hiring a VA?

What is your BIG WHY?

Spend time on $300 per hour tasks, not $3/hour ones

Do your genius (and delegate everything else)

Imagine what your day would look like..

Typical Administrative Help

US vs. Philippines$15/Hour = $4/Hour

Can You Afford a VA right now?

Can You Afford a VA right now?

Track History - Ebay Style

Types of Tasks - Basic

First tasks that I outsourced:

Personal: Scheduling Tennis, Lunches, Meetings

Professional: Cleaning up Contact Database

From your smartphone right now, email floyd@automatedagent.net

This will sign you up for our newsletter, give you a link to this presentation and a video of last years presentation at this conference.

Step by Step Template for Your Own VA

1. For one day only, write down bullet points of everything that you do2. Select two items that somebody else could do fairly easily3. Go to Upwork.com and signup 4. Post a job 5. Find freelancers6. Invite them for an interview7. Send invitation8. Video Interview on Upwork

*Listen for their English skills first

Step by Step Template for Your Own VA

9. Hire your VA!10. Manage your VA: Gmail11. Train your VA: Record the processes

1. Screencast o matic / YouTube2. Google Docs

12.Require a Daily email1. What did you do today?2. What difficulties did you encounter?3. Where do you need help?

Step 1: For one day only, write down bullet points of everything that you do

1.Morning walk with Podcast

2.Coffee with daughter

3.Check and reply to email

4.Check on the Buckeye football recruiting

updates

5.Follow up on prospecting calls or outstanding

docs

6.Set up lunch meetings with clients

7.Go to UPS store for stamps and pick up mail

8.Run updated CMAs and schedule price

reductions

9.Play Tennis with buddies

Step 2: Select two items that somebody else could do fairly easily

Eliminate Time Wasters:

4. Check on the Buckeye football recruiting updates

Step 2: Select two items that somebody else could do fairly easily

Select a delegatable task - one that doesn't require your special expertise or can be repeated easily:

6. Set up lunch meetings with clients

8. Run updated CMAs and schedule price reduction conversations

Step 3: Go to Upwork.com and Sign Up

Step 4: Post a JobCategory: Admin Support / Personal / Virtual AssistantJob Description: Please use a cover letter beginning with 'I love Florida Real Estate!‘Job Name: Real Estate VA neededDescribe the work to be done:‘I am looking for someone to be my right hand guy or gal to help with my daily tasks as a real estate agent. These tasks include but are not limited to: calendar management, email management, posting online ads, transaction management. We can provide full training, attention to detail is a must!Skills Needed: Administrative Support, Virtual Assistant, Email Handling, Calendar ManagementHow would you like to pay? HourlyEstimated Duration: 6 monthsEstimated Workload: Less than 30 hours per weekDesired Experience Level: EntryMarketplace Visibility: Give my job maximum exposure

Step 4: Post a JobNumber of Hires: I want to hire 1 freelancerPreferred QualificationsFreelancer Type: No PreferenceMinimum Feedback Score: At least 4.5Hours Billed on oDesk: At least 1 hourLocation: East AsiaEnglish Level: FluentScreening Questions:Why do you think you are a good fit for this particular project?What past project or job have you had that is most like this one and why?

Step 5: Find Freelancers

All Design & Creative Animation Audio Production Graphic Design Illustration Logo Design & Branding Photography Presentations Video Production Accounting Financial Planning

Admin Support Data Entry Personal / Virtual Assistant Project Management Web Research Email & Marketing Automation Lead Generation Market & Customer Research Marketing Strategy SEM - Search Engine Marketing SEO - Search Engine Optimization SMM - Social Media Marketing

Category: Administrative Support / Personal – Virtual AssistantFeedback: 4.5 and upHourly Rate: $10 and belowUS English Basic Skills: Top 10%Location: PhilippinesHours: At least 1 hour or $1 earnedLast Activity: Within 1 month

Step 5: Find Freelancers

Step 6: invite them for an interview

Step 7: Send Invitation with Below Text

● Question 1: What did you like about your last job and why?Just listen for their english skills, engage them with some follow up questions, but we are just evaluating their english

● Question 2: Tell me about your workspacePower and internet outages are fairly common in the Philippines, so make sure

that they have a backup plan and that they have a place to work free from distractions.

● Question 3: Give me some examples of the coolest stuff that you have done at other jobs?See their enthusiasm, maybe get some great ideas. Similar to hiring an American.

Above all listen for their English skills.

Step 8: Video Interview in Upwork

Click ‘Hire Now’Step 9: Hire your VA!

● Related Job: Real Estate VA● Contract Title: Personal Assistant● Contract Type: Hourly● Hourly Rate: $ 4.00● Weekly Limit: 10 hours/week● Start Date: 09/01/2015● Message: Hi, Please review and

accept my offer. I look forward to working with you.

[Your name]

Step 9: Hire your VA!

Step 10: Manage Your VA - GMail

Step 11: Train your VA: Record your process

Step 11: Train Your VA - Procedures

Step 11: Train Your VA - Procedures

Step 11: Train Your VA - Procedures

Step 12: Require a Daily email

• What did you do today?

• What difficulties did you encounter?

• Where do you need help?

Step 12: Sample Daily emailHello Sir,

Here's for today..

Business / Transaction Statuses / Other Tasks

* Jane - 123 S Star Blvd> Prepared and sent Addendum #3 after approval to Contract stating that "prior $1000 credit is now $750 towards Buyers closing cost" together with the HOA Disclosure saying saying there isn't one, to Bart then copy of the signed docs to Karen Gore (Buyers Agent)..> Bart signed copy of the signed doc automatically sent to Karen..> Karen returned the signed copy, Addendum to Contract No. 3 was executed..> Document uploaded in Wise.> Sent transaction update to all parties with Title company in copy.

> Current Status: Roofing Inspection done, still working on some minor repairs (internal info) by then the inspector will prepare and sign the report, will wait for the inspectors report until Friday, by then will inform and give copies to the Buyers and the Lending company.

Monitored Gmail accounts.. Checked, reviewed, addressed and sorted out emails received.Checked and Cleaned Spam folders.

Signing out for now, will continue tomorrow Sir..Thanks and goodnight!

Tasks – Advanced – Form Simplicity

Tasks – Advanced – Matrix CMA Prep 1

1.Use the magnifying glasses to zoom in and out

2.Click the pencil

3.Select the Radius Tool

4.Click directly below the Property

5.Click 1.5 Miles away from the Property

Tasks – Advanced – Matrix CMA Prep 2

All of this information may be found in IMAPP

1."Year Built" is 10 years before and 10 years after the building built date,

2."Sold Date" is set to 6 months back

3."Sq Ft Heated" is 500 more and 500 less than the buildings under air Sq Ft

Step by step on how to hire, train and implement procedures for your VA.

Built for us, by us, specifically in Florida and within the Matrix Mid Florida MLS.

Q & A