The Do’s and Don’ts of Working with a Real Estate Virtual Assistant Team

According to a HousingWire study, real estate teams close deals faster than individual agents. Although, in terms of how many transactions were secured, there isn’t much of a gap between the two. So how can you boost productivity whether you’re part of an agency or a sole real estate agent?

It sounds impressive that individual agents can hold their own when closing as many deals as a team does. This admirable showcase of capacity opens up a new world of opportunities. If the average realtor is this productive, then imagine how much more you can accomplish with a real estate virtual assistant team.

In this particular industry, where managing various things can be overwhelming, innovative outsourcing solutions can make a significant difference. Real Estate Virtual Assistants (REVAs) are already common throughout the sector. So, it’s not a far-off idea that a whole group of REVAs can help your agency reach new heights.

Let’s say you’re part of a real estate firm that’s ahead of the game and already has a team of real estate virtual assistants. Or you’re planning to hire virtual assistants (VAs) to handle various business aspects. You’re probably wondering what’s the effective way of managing a team of REVAs.

Then it’s a good thing you’re here because this guide has got you covered. We’ve compiled a simple list of the do’s and don’ts of working with a real estate virtual assistant team. By the end, we hope that you come out with plenty of insights and a better understanding of how to manage your workers. Let’s get to it!

Do Clearly Define Roles and Responsibilities

First things first, clearly define roles and responsibilities so everyone knows what they need to do while doing it without any confusion.

You know how when you’re playing a game, it’s crucial to know everyone’s role? The same goes for your REVA team. Defining who does what avoids the chaos of everyone running around without a plan.

Example

Assigning one real estate virtual assistant for social media marketing means they’re only in charge of things like:

• Creating content
• Scheduling posts
• Responding to comments
• Analyzing engagement metrics

This clarity helps your team deliver results that meet your expectations.

Don’t Overload Your Virtual Assistant Team

It’s tempting to delegate as much as possible. But, overloading your virtual assistant team can lead to burnout and decreased productivity. All you need to do is to balance the workload to keep tasks manageable.

Think of your VAs as superheroes, but remember even they have limits. Giving them too much to do is like asking Superman to save the world and do your laundry at the same time. Balance is key to keeping them super productive without burning out.

Example

If one of your REVAs handles your email, calendar, and client communication, avoid adding extra tasks without assessing their current workload. This helps maintain high performance and job satisfaction.

Do Establish Clear Communication Channels

Effective communication is crucial when working with a virtual team. It’s important especially when you’re offshoring. You can even say outsourcing to another country is like marriage. With that sentiment, you must establish clear communication channels and make sure everyone stays on the same page with easy collaboration.

Think back to when you played the game of telephone and messages get jumbled along the way. Your virtual team needs more reliable methods. Tools like Slack and Zoom ensure everyone stays on the same page and avoids any confusion.

Example

Use tools like Slack for instant messaging, Zoom for video meetings, and Trello for project management. You could also hold regular check-ins and updates to keep projects on track.

Don’t Micromanage

Trust your real estate virtual assistant team to do their job. Micromanaging can stifle creativity and productivity. Doing so can lead to frustration for both you and your workers.

In fact, a Monster survey revealed that 73% of workers consider micromanagement to be the biggest workplace red flag. The survey also shared that 46% of those workers would go as far as leaving their jobs because of it.

Imagine you hired a chef to cook you a gourmet meal. But then you’re standing over their shoulder telling them how much salt to add. Not great, right? Your REVAs are professionals too, so give them space to work their magic.

Example

Instead of constantly checking in on every task, set clear goals and deadlines. Allow your real estate virtual assistants the freedom to complete their work. This approach fosters trust and ownership of your team’s responsibilities.

Do Set Realistic Expectations and Deadlines

Since we’ve mentioned giving clear goals and deadlines, you still need to be realistic about it. Setting reasonable expectations and target dates maintains a productive and positive working relationship. It also helps prevent burnout and ensures high-quality work.

It’s like planning a road trip — you wouldn’t expect to drive across the country in a day, right? Realistic goals give your real estate VAs the time they need to do quality work. It diminished this feeling of like they’re racing against the clock.

Example

If you need a marketing campaign, give your VAs enough time to plan, create, and launch the campaign. Unrealistic deadlines can lead to rushed work and mistakes.

Don’t Ignore Training and Development

Investing in the training and development of your REVA team can pay off in the long run. Providing skill enhancement opportunities can boost their performance. It can also contribute to your business’s success.

If your team was formed with an outsourcing partner, they should have already received initial training. An efficient and reliable outsourcing process will help you build a solid foundation for employee development.

So think of your real estate virtual assistant team as your business’s MVPs. It’s like you wouldn’t leave your star player on the bench without practice. Thus, you invest in their development. It’s mutually beneficial — they grow their skills, and your business thrives.

Example

Offer courses or workshops on the latest real estate marketing trends, customer relationship management (CRM) software, or any other relevant tools. This not only honed their skills but also shows you care about their professional growth.

Do Provide Regular Feedback and Recognition

A Gallup survey showed that the most memorable recognition workers experience comes from their managers (28%) and bosses (24%). Regular feedback and recognition are vital for motivating your VA team and helping them improve. Constructive feedback can guide them in the right direction while recognition can boost job satisfaction.

Picture this: you’re running a marathon, and at every mile marker, someone cheers you on. Feels good, right? Your real estate virtual assistants need that too. Regular feedback and recognition keep them motivated and heading towards the finish line with a smile.

Example

Schedule monthly feedback sessions to discuss performance, address any concerns, and celebrate achievements. Simple gestures like a thank-you email or a meeting shoutout can make your workers feel appreciated.

If your company has the means, you can also establish a rewards program for workers who’ve done well over a certain period. You can give them bonuses or gifts to show that good work is rewarded and acknowledged.

Don’t Neglect to Build a Relationship with Your Team

Building a strong relationship with your virtual assistant team fosters trust and collaboration. Putting in the work to learn about your staff members can improve communication and create a more positive work environment.

Your virtual team isn’t a bunch of faces on a screen — they’re real people with personalities, interests, and quirks. Taking the time to get to know them builds trust and camaraderie. This makes the virtual workspace feel a little less, well, virtual.

Example

Create a virtual water cooler chat. This is where staff members can share non-work-related topics, hobbies, or interesting articles. This can build rapport and create a more cohesive team dynamic.

Build a Real Estate Virtual Assistant Team with STAFFVIRTUAL

Team up with STAFFVIRTUAL to simplify your operations and ease your productivity. With 15 years of real estate virtual assistant experience, we provide solutions made especially to your unique needs and goals.

Why Choose STAFFVIRTUAL?

• Expertise. STAFFVIRTUAL offers a team of professionals experienced in handling various real estate tasks. From administrative work to transaction management, skilled experts got you covered.
• Customized Solutions. We take the time to understand your business and provide solutions tailored to your requirements. We want to ensure seamless integration of these tools into your operations.
• Dedicated Support. With a focus on delivering results, STAFFVIRTUAL REVAs are ready for action. We equip them with the necessary tools and training to excel in their roles.

Transform Your Real Estate Business

By partnering with STAFFVIRTUAL, you can delegate time-consuming tasks to dedicated staff. This gives you more room to focus on what your real estate agency and agents do best. Our real estate virtual assistants can handle everything. From managing your calendar to conducting market research, you name it.

Contact STAFFVIRTUAL today to learn more about how we can help you build a solid real estate virtual assistant team. Streamline your operations, save time, and increase your productivity with us!

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Sources:

Virtual Assistants: Do’s and Don’ts of Working with Them | RepStack

Leading Virtual Teams: The Do’s and Don’ts of Effective Virtual Communication | The Humphrey Group

17 Tips and Best Practices to Improve Virtual Team Collaboration | Avocor

Productivity report: The data on real estate agents vs. teams | HousingWire

Employee Overload: Prevent Burnout & Boost Productivity | ClickUp

Poll Results: Workplace Red Flags | Monster

How to set realistic goals: 11 tips to reach the clouds with your feet on the ground | BetterUp

The Importance of Employee Recognition: Low Cost, High Impact | Gallup