Are You Ready for a Real Estate Assistant? Is your business?

Are You Ready for a Real Estate Assistant? Is your business?


– If you can relate to this picture you might be ready to hire your
first Real Estate Assistant. But is your business ready as well? In this video I’m going to break down the three critical steps you must take before you hire your first
Real Estate Assistant. Yes, I know I’m giving you homework, but if you follow these
three steps I promise you, you will be prepared for your new hire and they will thank you for it. Let’s dig in. (upbeat music) Hi, I’m Vanessa Rosenblum. I’m the President of Pro R.E.A. Staffing where we are passionate
about fostering careers in real estate and
growing real estate teams. For help landing your
dream job in real estate or growing your real estate team make sure to hit subscribe
and ring the bell so that you’re notified every
time we post a new video. (upbeat music) Okay, let’s get into it. Before you make your first hire there are three critical
things you must do to be prepared for your hire. The first is you need to get organized. The second you need to
work out the logistics. And third you have to have a plan. So let’s dig into those in more detail. (upbeat music) All right, when it comes
to getting organized it doesn’t have to be perfect. But there are some basic things that you should have
prepared for your new hire. The first is your contacts. If you don’t currently use a CRM, a Customer Relationship Management System, you need to at least
get all of your contacts into one place. They can’t be in your head
or stuck only in your phone, or in a notebook. And yes, I have seen a
million dollar producer carry around a notebook filled
with names and phone numbers and different highlights and that was it. That was her whole,
literal book of business. And she couldn’t work with an assistant because that assistant didn’t
have access to her contacts. And she couldn’t slow down
enough to hand it off. So get your contacts in one place that your assistant can access. The second thing is to
get your listing process and your closing, your
contract to close process down on paper. Again, it doesn’t have to be perfect. But it’s a lot easier to
explain to your assistant what they need to do for you
if it’s already on paper. So the next time you take a listing if you don’t already have a
checklist, write it all down. Again, it doesn’t have to be perfect. It just can’t be in your head. The third thing is marketing. If you have a marketing program
or a newsletter you send out every month, you
need to have a checklist or a calendar that lists all
the marketing that you do and when it’s due. So that your assistant,
again, knows what’s expected. I can remember years ago getting a call from a frantic assistant
who had missed the deadline to submit ads to the
local caravan newsletter. And, you know, the agent
was upset with them because they didn’t know
when the deadlines were. But the assistant had
come from a different city that used a different newsletter and nobody had told her
when the deadlines were. So, you know, we can avoid those problems if you can just get
everything out of your head and into a system. (upbeat music) The next step is to
sort out your logistics. And the biggest piece
of this is figuring out where is your assistant going to work? This is really important
because it impacts who is going to be attracted to your job. If your desk space for your assistant is basically a closet in
the basement of your office, and they’re not going to see anybody else or have interaction with
anybody else all day long. Just you and the phone and a computer, a social person is going
to hate their life. And vice versa, if you have
someone who is very systematic and detailed and they
just wanna, you know, focus on getting the task
done and you stick them in the middle of the bullpen
in the center of your office, where there’s a lot of noise
and a lot of interruptions, they’re not going to succeed in the role. And also, the quality
of the space matters. We have assistants decline
jobs because they didn’t like the feeling of the office. It didn’t feel good to them. (upbeat music) Their office was like a child sized desk, squeezed into a corner next to their boss. And you know, they had
about this much workspace. And it didn’t feel good. And we had to consult with that client to find a whole new work environment because nobody wanted that job. So before you get into
the interview process and you lose quality candidates, have a good plan for your
assistants workspace. The next step is getting
prepared to have an employee. So you need to apply for an EIN number. An Employer Identification Number. You’ll need to look into
Workers Compensation and a Payroll Service. I strongly recommend sticking with one of the bigger services like Paychex, ADP or a QuickBooks Full Service Payroll, if you’re already using QuickBooks. Those are all a great services and they handle everything for you. They make it really easy. Don’t try to do it on your own. And finally, you need
to connect with either and Employment Attorney or an HR Service. Because someone with
professional expertise needs to prepare your offer letter and you need to have a go to person just in case you have any
questions or concerns. And then finally when
it comes to logistics, is you need to put aside three
to six months worth of salary for your assistant. And this is really critical. Those first few months, you’re not going get leverage right away. It’s going take a little bit of time. And you don’t want to feel the pinch of having to pay your
assistant and not pay yourself. So put aside three to six
months of their salary and it will be a much
easier for you to handle the ramp up period. If you’re not sure what
to pay your assistant make sure to download our free report. The link is in the description below. This is our salary survey. We’ve documented every
placement we’ve done for the last year and a half. And you can see the
location, the base salary and the bonus structure. So check that out. (upbeat music) Now finally, the most
important piece of all of this is to have a plan. Your job description is going to change. Your role within your
company is going to change when you hire this assistant. And if you don’t have a good plan for what you’re going to do differently then you’re not going
to get the best leverage out of your assistant. So there are two parts to this. Obviously, the first part of having a plan is knowing what your
assistant’s job description is. What are you going to
take off of your plate and put on theirs? The second piece is what
is your job description? How are you going to
generate more business, spend more time, quality time, connecting with your clients and closing more deals? So if you work with a business coach this is definitely the time
to break down the numbers and have a clear plan of action for how many calls or
contacts you need to make. How many listings or buyers you’re going to work with monthly and
what kind of revenue goals you’re working to achieve
at the end of the year. Your assistant wants
to support you in this and they need to know what your plan is. So you need to be able
to show them on paper these are the goals that
we’ve set for the team, these are the steps
that we’re going to take to achieve them, this
is what I’m going to do, and this is what you’re
going to do to support me. That will help you and your assistant hit the ground running and set
the stage for amazing growth. If you’d like even more
help learning how to hire your first world class assistant we’ve created a free report called, How to Hire a World Class Assistant. And it basically goes though all of the steps we take as recruiters to find great hires. And we’re giving it to you for free. So click on the link in
the description below and get our 10 steps to Hiring
a World Class Assistant. (upbeat music) Okay, are you prepared and
ready for your first hire? If not leave a comment
below and let me know which steps you still need to accomplish before you’re ready to start looking for your next hire. And if you liked this
video please give us a like and consider subscribing. We post new content weekly all dedicated to fostering careers in real estate and growing real estate teams. I’ll see you on the next one. (upbeat music)

9 thoughts on “Are You Ready for a Real Estate Assistant? Is your business?

  1. Are you ready for an assistant? If not, which steps do you still need to complete? Let us know!

  2. I used to be a realtor many years ago, before social media. This is so helpful to agents who are ready to hire someone to help them!

  3. If hiring an assistant you should always have a plan and give them a nice work space. Work compensation is great idea.

  4. These are such great tips! Hiring someone can be so hard if you aren't ready. These tips will help so many people!

  5. The steps in this video are a great "blueprint" for what a busy real estate agent needs to evaluate prior to adding a real estate assistant to the team. Great insight! I would definitely recommend this video to any agent looking to add to his or her team.

  6. Great video! So much of this comes down to simple communication, which is important with any hire or any business. People seem to forget this sometimes. Thanks for the awesome tips, cheers!

  7. As a Realtor I can attest that this is true!!! Great video!

  8. I agree, organization is big help. You have to be willing to work with those who you hire. Good advice

  9. Excellent tips!! Yes, have a plan! I love the part about 'sticking a social person in a closet or placing a detailed person in the middle of a very busy office with lots of interruptions.' YOU need to know if you are looking for more of a greeter, a detailed paperwork person or maybe somewhere in the middle. Pro R.E.A. Staffing can absolutely help you find the right fit, but you must communicate and let them know exactly what you want. If you do, they will not disappoint. Yes, yes, yes…have a plan!

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