The following are notes and models for hiring a Real Estate Agent Assistant to help in your real estate brokerage business.
Ideally, my Real Estate Agent Assistant will focus on the following:
- Spend about half of the day doing activities that are marketing and/or focused on generating new or repeat business.
- Set aside 20% of their day (about 3 Pomodoros per day) as flex time that can be used to write contracts and deal with other unplanned activities.
- Add one new person to our database each day and create a “Lead” record for them in Nutshell.
- Will work for about 40 hours per week
- Take 30 vacation days per year
- Complete 40 transactions in their first 12 months
- Build up to a consistent 70 transactions per year
- Increase average transaction size from $6K to $10K by 2019
- Identify our top 50 by January 1, 2015
- Build database that we believe we are their Real Estate Agent:
- 200 people by January 1, 2015
- 300 people by January 1, 2016
- 350 people by January 1, 2017
- 400 people by January 1, 2018
- 450 people by January 1, 2019
- 500 people by January 1, 2020
I suggest that my Real Estate Agent Assistant use Pomodoros as a means of measuring focused input and work. The following are different Pomodoros that I suggest. I also suggest whether they should be daily without question, based on flexible work, periodically (other than daily). As well as if I feel they directly contribute to revenue (we should focus as much on this as possible).
- Find Properties For Buyers (1 Pomorodo/Day) – Look at the newest properties that have come on to the MLS overnight with our clients needs in mind. Select properties that look interesting for those clients and email them the MLS sheet and the narrpr.com report for that property. Ask clients if they’d like to schedule a time for James to see it with them. Contact listing agents to ask questions for properties that look interesting if we need clarification or to get additional information (like what the rent is on properties that are rented and that might make good rental properties). Keep a short list of properties for James to show and/or preview.
- Seller Listings – Serve Existing Listings (1 Pomorodo/Day) – Go into Nutshell and process through checklists for each listing. These checklists include things like marketing the listings to other local agents, posting ads for the properties on websites, renewing CraigsList ads making sure the properties are syndicated properly, making sure we have yard signs up, following up for feedback from other agents, running new comparable sales, communicating with the Sellers (at least weekly), making sure files and paperwork are complete for closing, coordinating closing and closing out the file after closing. Sometimes this task will take up additional time (especially if we are dealing with important and urgent stuff preparing for a deadline or closing).
- Contract To Close For Buyers and Sellers (1 Pomorodo/Day) – Make sure that we are up to date on the checklists on Basecamp and Nutshell for all the buyers that we are helping buy properties. We may be moving away from Basecamp, but it is possible we will continue to use it just for the dates. This primarily includes:
- Managing dates and deadlines
- Making sure all paperwork is completed and ready for closing
- Organizing and coordinating closing with other agents, lender and title
- Scheduling final walk throughs
- Coordinating inspections
- Reminding Buyers about insurance, changing of utilities, mailbox keys and locks and preparing them for moving
- Closing our file once the property has closed
Do these as they come up. Some are super important and push other tasks aside. Others are to be done as possible.
- Write Contracts and Addendums (2-3 Pomorodos As Needed) – Based on our goals, we should probably be doing this 2 to 3 times per week. That assumes we’re getting 30 to 50% of them accepted and closed to hit a goal of 50 closed transactions per year. This task jumps to the head of the line and supercedes almost all other activities (save maybe an emergency regarding closing or preparing for a time-sensitive appointment/showing) since it is so important.
- Schedule Showings/Previews (1 Pomorodo/Day) – Many days my assistant will be taking a full pomodoro to schedule showings or previews. For showings, I’d like a full NARRPR.com report and CloudCMA Buyers Guide done and emailed to the client. For previews, my assistant may be buyers and sellers where this house might be interesting and just let them know that James will be going to see it and that, at first glance, it could be interesting. We (meaning my assistant most likely) will let them know if James thinks it could be a good fit for them. My assistant should ask me about this proactively. The real task of scheduling showings and previews involves identifying the properties, printing out the MLS sheets, ordering them and calling the listing agent’s showing number and scheduling showings.
These are as time permits:
- Download JamesOrr.com Data (1 Pomorodo/Day) – My assistant will export data from the MLS for the cities that we run additional analysis on and upload it to JamesOrr.com.
- Sort JamesOrr.com Data (1 Pomorodo/Day) – My assistant will sort the data that they’ve uploaded into subdivisions.
- Tracking/Accounting (1 Pomorodo/Day) – My assistant will take this time to review the tracking and accounting data primarily on Nutshell to see how we’re doing. Things to review include: number of calls made, number of emails sent, number of meetings, number of leads and dollar amounts of those leads to make sure our pipeline of business looks healthy (if it is not, let James know) and more. We will set specific goals for each of these and work on improving on those numbers.
- Organize (1 Pomorodo/Day) –
- Errands (1 Pomorodo/Day) –
Consider adding the following pomodoros:
- Farm Subdivisions –
- Permission To Market Other Listings –
I have modeled what I’d like to see my Real Estate Agent Assistant doing based off a variety of relationship building business models (especially those for Real Estate Agents and Financial Advisors) as well as some key books. You’d do well to read through as many of them as possible if you’re considering using my Real Estate Agent Assistant Daily Checklist. Here are some of these resources as additional references:
- Bird Dogging 102 Session 6
- Brian Buffini
- Business Networking
- Chamber of Commerce
- Clients First
- Duct Tape Marketing
- Fort Collins Area Chamber of Commerce
- Harvey Mackay
- Joe Niego
- John Jantsch
- Mayor Campaign
- My Ideal Client
- Ninja Selling
- Oh, By The Way
- Small Business
- The Millionaire Real Estate Agent
- The Referral Engine
- Top 10 Referral Categories
- Unique Selling Proposition
- Work By Referral
The following is my recommended reading list for new Real Estate Agent Assistants.
- Real Estate By Referral by Gavin Weber
- Millionaire Real Estate Agent by Gary Keller and others
- Ninja Selling
- Link Out by Leslie Grossman
- Work By Referral by Brian Buffini
- By Referral Only by Joe Stumpf
Other Daily Checklists…
- Acquisition Manager Daily Checklist
- Administrative Assistant Daily Checklist
- Director Of Operations Daily Checklist
- Personal Assistant Daily Checklist
- Private Money Coordinator Daily Checklist
- Real Estate Agent Daily Checklist
- Real Estate Bird Dog Daily Checklist
- Real Estate Investor Daily Checklist
- Real Estate Wholesaler Daily Checklist
- Team Leader Daily Checklist
- Virtual Assistant Daily Checklist