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4 Tips to Train a Real Estate Virtual Assistant for Success

You've hired a property management virtual assistant. While skilled VAs from the right job search platform are ready to jump in and add to your company's productivity right away, ensuring success starts with a well-planned training program for new virtual assistants. 

What are four tips property management and real estate businesses can implement to help a new real estate virtual assistant start well and contribute to your company's success long-term? Keep reading to find out!

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1. Be Specific About Job Roles and Requirements

You included tasks and requirements in the job description when you posted the job opening. However, that's just a start!

When training a virtual assistant for success in the real estate industry, it's important to be very clear about the specific job roles and requirements for your property management company. The more specific you are, the less likely your virtual assistant will feel overwhelmed or confused about what is expected of them. In addition, establishing clear expectations upfront will help to ensure a smooth working relationship between you and your virtual contractor. Clearly defined roles also make tracking their work and progress easier over time. 

2. Take the Time

While some VAs will ramp up more quickly than others, it's important not to expect a new virtual property management assistant to be an expert in their new role without taking sufficient time to train them well. 

It's important to take the time to properly train your virtual assistant so that they understand the ins and outs of their role within the real estate industry and your company. This may require a bit more time upfront, but it will be worth it in the long run as your virtual assistant will be performing at a higher level and contributing more productively. 

3. Have Them Build and Update a Manual 

The best virtual assistants in the real estate industry help property management companies to build and update manuals for workflows, procedures, and tasks. It's not uncommon for companies to lack good documentation or training manuals to help onboard new team members or help other team members learn a new role. As your remote property management assistant learns about the tasks on their plate, processes, and your expectations, they can create a manual to document the job requirements. Documenting in this manner is an excellent way for a VA to learn more quickly and help train others with similar tasks. 

4. Define and Monitor KPIs

How can a property manager know if they trained a new VA well? One of the most critical aspects of training a virtual assistant for success is defining and monitoring key performance indicators (KPIs). Doing so will help you track the progress of your VA over time and ensure that they are meeting your expectations. 

Some possible KPIs for virtual assistants in the real estate industry could include: 

  • The number of rental or for sale listings added or updated each month

  • The number of leads generated

  • A response time to customer inquiries

  • Accuracy of work for specific tasks

  • How many maintenance requests are scheduled and completed

  • The number of responses to social media posts each month

  • New leases completed on time

  • The number of property showings scheduled

Establishing and monitoring these key metrics will help ensure that your virtual assistant performs at the level you expect and meets your company's standards. In addition, property managers can also track company metrics to monitor how a virtual contractor contributes to efficiency, improved customer satisfaction, and profitability.

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What Happens If I Don't Train My Property Management Virtual Assistant?

When working through the VPM Solutions platform, companies connect with thousands of potential virtual assistants with experience in the property management industry and real estate industry. However, assuming that one of our skilled VAs can (or should) start and work independently without training sets them (and you) up for failure. 

Hiring a virtual assistant saves money on payroll and overhead costs, improves profitability, and delivers qualified talent to expand a workforce when property management business owners are ready to scale. While the hiring costs for one of our exceptional VAs are far less than what you would pay for a full-time W-2 employee in the U.S., it's wasted funds when property managers don't help their virtual assistants get off to a good start.

Without a solid onboarding and ongoing virtual assistant training, your VA may not understand their role, meet necessary KPIs, or work well within your company's processes, software, and other systems. They also might not fit in well with your company's culture—despite their best efforts to work hard for you. Companies get the most out of a quality virtual contractor when they take the time to train them well and give them the best chance to serve clients and the company well!

Set Yourself (and Your VA) Up For Success With VPM Solutions

Hiring a virtual assistant can fall short of your expectations without a solid onboarding and training program for them. To set them and your company up for success, take time to train them properly as they begin their new role. Then, ensure they have access to ongoing training to keep them up to date on industry best practices. Hiring an independent contractor through VPM Solutions means property managers and real estate companies start with experienced and skilled talent that can train and ramp up quickly for your business. Our virtual assistants also have access to our ongoing training programs, so they always serve you and your clients well! 

Get started by creating your free profile today, or reach out and schedule a free consultation to learn more about how to hire a virtual assistant. 

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