Real Estate Virtual Assistants | The Ultimate Guide

Real Estate Virtual Assistants

Real Estate Virtual Assistants | The Ultimate Guide

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Hiring real estate virtual assistants (VAs) has become the new normal. You probably can attest to this as you squeeze into your schedule a catch-up with your remote team via video conferencing software. You’ll definitely agree that Real Estate VAs, also known as, property management virtual assistants, have been freeing up all the general property management administrative tasks you can think of that do not require any geographical restrictions. 

But if your answer is ‘no’, you might be missing out on the benefits of hiring a property management virtual assistant. The good news is it’s never too late to jump on the bandwagon. It’s never too late to hire virtual assistant professionals to save you time, money, and sanity–and ultimately, to scale your property management business with freedom and peace of mind regardless if you’re a start-up or small property management business.

By the end of this article, you will learn the ultimate guide to hiring a VA and how to manage them correctly to experience the optimum performance of a real estate virtual assistant–experienced VA or not.

On Choosing Real Estate Virtual Assistants Vs. In-house Property Management Assistants

On Choosing Real Estate Virtual Assistants Vs. In-house Assistants

So why would there be a need to hire a real estate virtual assistant when an in-house property management assistant could accomplish the same tasks? This question has been lingering to this day amongst property management business owners who haven’t heard about the benefits of property management outsourcing. In fact, the thought of hiring a property management virtual assistant seems to go out the window because of the misconception that hiring a VA is just an unnecessary added expense. To shed light on this matter, we made a brief comparison between an in-house property management assistant and a property management virtual assistant.

#1: Workplace

Real estate virtual assistants, in essence, are reinforcements when your project takes you outside your expertise. They are much like an in-house property management assistant. However, they operate remotely. Think of it as having a team member who won’t require an extra workstation in your workplace. This means no added equipment costs because your VA can practically work beyond the four walls of the office. That said, hiring a VA means having access to world-class talents at the schedule you prefer regardless of the timezone differences.

#2: Hiring Process

Business outsourcing solutions such as our company, Purple Powered VA, take all the heavy lifting in the hiring process unlike when hiring your own in-house assistant. We source potential candidates to screen and train and help you select the right VA to suit your budget and business needs. At Purple Powered VA, we present the best candidates with the best attitude that could easily adapt to your business culture. It is equally important to hire a VA with the right skill set and mindset. Our process allows you to sit back, relax, and select among the best VA candidates we present. Experience our seamless and effective hiring process at Purple Powered VA today.

#3: Tasks

In comparison to in-house assistants, VAs can accomplish almost every non-dollar productive deliverable, so long as the task at hand doesn’t require physical interactions. By leveraging cutting-edge technologies and effective communication channels, completing tasks has never been easier and faster. One software worth mentioning is Flussos. Flussos is the only workflow platform built specifically for property managers to streamline your operations from day one with the help of a real estate virtual assistant, making your property management workflows a breeze. And if you need to upskill your VA, they can undergo internal training to suit your growing business needs.

#4: Costs

It’s no secret that hiring a property management VA is significantly more affordable than hiring in-house staff. Sourcing good candidates can be extensive and use valuable time and money. In the short and long term, VAs are a good investment since they have lower salaries, minimal benefits, and no equipment costs as they are required to provide their own, which reduces your overall overhead costs. This then helps boost your bottom line by giving you the freedom to allocate additional budget for more important areas in your business. Having a VA also means being able to put more time and energy into dollar-productive tasks and, essentially, focus on your core business, promoting growth and development.

Now that we’ve covered the brief comparison between hiring a real estate VA and in-house staff, let’s move on to expectations when it comes to hiring a VA.

Real Estate Virtual Assistants: What to Expect?

Real Estate Virtual Assistants: What to Expect
#1: Expertise

Just like a Property Manager, Real Estate VAs have their own expertise. They differ in experiences and knowledge and can adapt to the ever-evolving property management industry. As we know, Property Management is a broad spectrum, so there isn’t a one-size fits all solution. Not to mention, this is exactly why joining property management communities like Kaboudle is essential. These communities give you the freedom to take your property management game to new heights simply by being a member. Staying abreast of the latest worldwide property management news and trends is essential and crucial to your business. Learn from the experts by joining the Kaboudle community.

#2: Training

Property managers need property management training to upskill, and so does a property management virtual assistant. At Purple Powered VA, each VA is underpinned by thorough training from the Property Management Academy® (PM Academy) –must-do training for professionals aspiring to a career in property management or wanting to advance their career. In addition, it offers online training bundles to progress your knowledge and skills by learning ‘how’ to be a property manager. This helps each VA understand the practical side of being a property manager, which ultimately helps them seamlessly deliver their tasks.

#3: VA Management

To some, outsourcing virtual assistants is unchartered territory. Yet, the pandemic paved the way for us to embrace this necessary paradigm shift in the property management industry and other industries across the globe.

When it comes to completing tasks, VAs and in-house assistants are similar. However, there is a difference in terms of their management because in-house assistants will not require any virtual communication medium when conducting business meetings. So, it is important that you adapt your business model so you can maintain a healthy client-VA relationship.

How to Manage Your VA Effectively

How to manage your Virtual Assistant Effectively
#1: Set Expectations

Setting expectations for both you and your VA from the get-go helps create an environment where you can meet halfway. It is necessary to share your vision and goals with your VA so there is no disconnect once they fulfill their duties. In this way, task expectations are clear.

#2: Know your VA

You should know what is important to your VA, not just their name and role. This will help you, as the client, emotionally connect with your VA and understand what motivates them. Likewise, sharing what is important to you with your VA can help them understand you professionally and personally–cultivating trust and loyalty in the long run. As they say, “If you take care of your people, they will take care of your business,” and this couldn’t be more true.  

#3: Know Your VA’s Capabilities

Each VA has their own strengths and weaknesses and knowing them will help you provide them with opportunities to grow. You should also share the bigger picture with them so they won’t blindly follow instructions. Following instructions blindly could lead to inevitably wasting your time,  money, and resources. It is important to help them refocus on the goals if needed, and delegate tasks to VAs who could handle it better. In order for your VA to grow, internal training could be provided.

#4: Set Goals and Targets

Setting reasonable goals and targets will help your VA manage their time efficiently and effectively. Knowing tasks’ priority levels will help them determine which tasks to complete first. Understanding your VA’s challenges allows you to know how to help them complete their tasks. It’s crucial that you help in those areas where they face difficulties with their deliverables, so they can accomplish their tasks in the allotted time frame.

#5: Regular Communication

Sending emails to your VA to check their progress is one thing, but it’s equally important to connect with them on a personal level. Schedule a weekly catchup, ask about their personal lives, and make time to have talks that aren’t work-related. You’d be surprised how easy it is to work with them professionally when you are able to connect with them, much like how it is with in-house employees.

#6: Set KPIs

Working with VAs isn’t just about setting goals and targets; it is making sure that they are motivated to outdo themselves and have the right tools to grow and upskill. Set realistic Key Performance Indicators (KPIs) that will let them maximise their abilities and find solutions should they experience difficulties. KPIs will help you measure the success of your business so you know which areas to improve. If you can’t measure it, you can’t improve it.

#7: Create Room for Mistakes and Growth

Always keep in mind the learning curve. Oftentimes, the first month is a period of adjustment. Every VA is different and, at times, one might take more than a month to get accustomed to your processes. If you are forgiving and create room for mistakes and growth, you’ll be surprised how your remote team takes your business to the next level.

#8: Reward and Appreciation

Everyone wants to feel appreciated and empowered. When your real estate virtual assistant feels valued, you make a difference in their lives by showing them they are important to your business. Their duties may be mostly non-dollar productive, but they still play a vital role in your business: they free you up from menial, administrative tasks so you can focus on your core business. Create initiatives just like how you would with your in-house teams. Reward your VA’s efforts and see how your business grows before your eyes.

#9: Deliver as Promised

While you expect your VA to deliver the tasks, your VA has their own expectations, too. So if a bonus or reward was promised, it won’t hurt you or your business to give credit when it is due. Recognise and celebrate milestones, share the success you achieve because of your VA’s help, and bump up their salaries. They help grow your business, so help them grow, too.

If you are ready to see your property management business soar, the first step is finding the right people–the right VA. 

Outsourcing VAs in your property management business is a positive sign of a thriving business. If you want yours to remain relevant and viable, now is your chance to take the next step. Outsource to the right real estate virtual assistant for your business today.

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