10 Easy Steps to Getting Start with a Real Estate Virtual Assistant Team

According to Statista, the U.S. real estate market will reach a jaw-dropping value of US$119.80 trillion by 2024. On top of that, it will show a healthy annual growth rate of 4.51% across the globe until 2028.

This comes as exciting news for professionals in the real estate business, but that doesn’t mean everyone will get a fair share of the pie. You could ask, What’s the best course of action for ensuring that your company will maximize this boom in the industry? Well, all signs point to outsourcing your own Real Estate Virtual Assistant team.

The fast-paced and cutthroat real estate landscape can be difficult to navigate. It would be a challenge especially if you want to set your company apart from the competition. That’s why real estate virtual assistant teams have simplified the process significantly. With outsourcing, you can streamline operations and increase efficiency like never before. Now, let’s take a deep dive as STAFFVIRTUAL provides a step-by-step process for outsourcing your virtual assistants!

1. Assess Your Needs and Goals

Evaluating the company’s demands and objectives is fundamental to any strategic initiative. Hence, it is vital to begin here when considering a REVA team of your own. 

Start by analyzing the current operations of your business. Identify the areas where it’s experiencing inefficiencies and possible opportunities for improvement. At the same time, outline quantifiable goals for your outsourced virtual assistants. This sets the expectation of improving the whole business’s performance and productivity.

2. Choose the Right Virtual Assistant Team

Deciding to outsource a REVA team could be daunting. But luckily, choosing the right provider is as easy as pie.

Selecting STAFFVIRTUAL as your outsourcing provider is a strategic and sound choice. You can definitely bank on our reliability, expertise, and exceptional service. After delivering top-notch solutions to businesses for over a decade, we stand out as a trusted partner in outsourcing a VA team.

3. Define Roles and Responsibilities

The beauty of assigning roles to your REVA is that you have full autonomy to set tasks according to your needs. Also, you can switch assignments for your VAs to cater to more urgent matters.

To shed more light on the importance of this step, here are reasons why it’s crucial to assign responsibilities to your agents:

• Clarity and Focus: Well-defined roles ensure that your VA understands their specific duties. Clarity helps them focus on tasks that contribute to their goals and priorities. It minimizes confusion and misunderstandings within their scope.
• Efficiency and Productivity: Defined roles and responsibilities make your VA’s work more efficient. Your outsourced assistant knows what they are accountable for. They can organize their workflow, reducing redundancy and optimizing time management.
• Accountability: Your REVAs are responsible for specific outcomes or deliverables. Thus, assigning roles creates ownership of responsibilities and motivates effective performance.
• Effective Collaboration: Well-defined roles bear smoother collaboration within your team or organization. Everyone knows who’s responsible for what makes it easier to coordinate efforts. It also promotes effective communication and avoids work duplication.
• Supports Growth and Development: It allows your virtual assistant to develop specific skills related to their roles, and provides a structured framework for learning and growth within their role. The progress they make encourages them to take on more challenging tasks over time.
• Alignment with Goals: Assign roles that align with your broader goals and objectives. This alignment helps maintain consistency in your overall strategy and ensures that every task contributes to achieving desired outcomes.
• Risk Management: Clear roles and responsibilities help mitigate risks. It covers all critical tasks, and the appropriate person can address potential issues.

4. Set Up Effective Communication Channels

Managing your business in the digital and information age is a herculean task, to say the least. It’s where ideas, concerns, and the like spew out ever so often and become part of your team’s daily routine.

Communication is key, which is why establishing channels of communication is a must. It is where you and your VA team can collaborate, update, and cooperate. Ultimately, you’ll create a safe space where the entire group can cohabitate.

Having an effective communication channel doesn’t only avoid chaos and misalignments, but also improves productivity and time management for the entire troupe.

5. Provide Necessary Training and Resources

Set your company up for success with the necessary training and resources. Make sure to elevate and enrich your team’s performance in a holistic way. Moreover, it would greatly benefit not only your cause but also the quality of everyone’s output.

In fact, a 2019 study by the International Journal of Business and Management Research revealed that 90% of employees agreed that development programs sdimproved their job performance.

6. Establish Clear Expectations and Goals

Of course, when hiring an outsourcing company, it’s up to you to set clear expectations both for individuals and the group. Making these benchmarks clear to yourself will be the first step in this process. You must understand why these expectations are set and why the team must meet these benchmarks.

Afterward, it’s time to meet with your REVA to discuss and explain why these targets are where they are. Don’t forget to ask for feedback from your troupe, as it will more or less give you an idea if you’re all on the same page.

7. Implement Tools for Collaboration and Management

Collaborative technology goes hand-in-hand with setting up communication channels for you and your REVA. Project management tools are software programs that organize your team’s projects and maximize productivity within your specific timeline.

What management tools you and your crew would use is completely up to your preference. To guide you, here’s a list of some of the most used project management tools as of 2024:

• Monday
• Asana
• Wrike 
• Adobe Workfront
• Zoho Projects
• Trello

Different project management tools offer different services. Some are free, while others need to get purchased. On the whole, whether free or not, these tools benefit the success of your virtual assistants.

8. Monitor Performance and Provide Feedback

Careful performance checks of your virtual assistant team are important. This ensures your company works like a well-oiled machine, which your stakeholders are happy with.

Although, this can only be possible with proactive tracking of the VA’s performance. Luckily, it’s not rocket science. There are many ways to become an effective spearhead and make sure that your team’s performance is up to par.

 But first, let’s delve into the metrics that would help you measure your team’s performance:

• Trust: It goes without saying that trust is one of the most important traits a leader could have. As in any professional relationship, trust should be at the forefront. Both parties will have the freedom to work independently without sacrificing output quality.
• Efficiency: Now that you have mutual trust, it’s time to check if they are consistent in meeting deadlines. This is also the time to check if there’s room for adjustments in their time to deliver better quality output.

With these metrics, you can now shift your focus to proactive ways you can track performance.

• Schedule one-on-one meetings: Meetings like this not only open the floor to each of them. It also provides a more intimate but still professional setting for you both. It’s where they can raise concerns or ask questions they may not be comfortable asking in a group meeting.
• Utilize surveys: Surveys are a powerful tool for your group to assess their superiors. This tool also checks the actual nature of the job and even their performance. Through surveys, your troupe can be open to the company while staying anonymous.
• Listen to your team members: With all the information you have, it’s up to you to listen to your members’ thoughts. This is to improve not only business productivity but also your team’s well-being.
• Performance management tools: Having these tools in your business allows you to track your team’s performance in real-time. A jack of all trades, performance management tools allow you to collaborate with the team. They enable you to track progress, arrange meetings, set goals, and provide feedback.

Speaking of feedback, it’s also important not only to give feedback to your VA team, but also to absorb theirs as well. Giving feedback punctuates that you have reflected on their performances. It affirms that you reinforce evaluations with data and facts.

9. Foster a Collaborative Work Environment

As the cliche states, ‘There’s no I in team’. Collaboration in the workplace promotes stronger bonds within the group. This fuels problem-solving, increases productivity, and creates a strong company culture. Furthermore, collaboration stimulates alignment across teams or departments.

A study from Stanford found that even the mere thought of collaborative working increases productivity. The experiment showed that collaborative participants focused 64% longer on a task which is in comparison to their counterparts who worked alone.

10. Evaluate and Adjust as Needed

With everything set up and good to go, taking a step back and evaluating the performance of your VAs is vital. This is the best way to figure out where, if any, you can adjust the scope, workload, etc. to make your business thrive. On top of that, a retrospective performance outlook can stir you to what you and your REVA need more or less of.

Reach Out to STAFFVIRTUAL About Outsourcing Your Own Real Estate Virtual Assistant Team

On the whole, running a real estate business could be a daunting task. But, outsourcing to a dedicated VA team would be a great aid to your brand’s quality, efficiency, and marketability. With the help of this guide, you now have the keys to unlock your business’s full potential. It’s time to outsource your own real estate virtual assistant team from STAFFVIRTUAL.

Our commitment to excellence helps your business optimize profitability like a no-brainer. With over a decade of fruitful experience, we provide solutions based on your brand’s wants and needs. We have a robust pool of world-class talents from the Philippines. STAFFVIRTUAL’s wide array of outsourcing services can improve your productivity and growth.

Connect with us today and learn more about how our services can cater to your business’s outsourcing needs.

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Sources:

Cues of Working Together Fuel Intrinsic Motivation | Journal of Experimental Social Psychology

Importance of Training and Development for Employees | Maryville University

Real Estate – United States | Statista