A Guide to Training Your Property Management Virtual Assistant

Virtual assistants can be incredibly helpful for any property management company. Whether you need accounting help, customer service assistance, or other property management support, a virtual assistant can bring specialized skills to your property management company right when you need them. 

When you hire a new property management virtual assistant, it's important to allocate time and resources to train them. Even if your new virtual assistant has plenty of skills and experience, they need to get up to speed on your property management company so they can complete their work well. 

In this guide, we'll cover why virtual assistant training is so important and give tips and steps for training your new property management virtual assistant

Why is Virtual Assistant Training Important?

Even the most experienced property management virtual assistant will need some orientation and training in the specifics of your company. For example, your new VA might be a whiz with accounting or a stellar social media coordinator, but they won't know the nuances of your business unless you train them. 

Training helps give your VA every chance for success while helping them ramp up quickly to contribute meaningfully to your company sooner (rather than later)!

How to Train Your Property Management Virtual Assistant

There are two components to virtual assistant trainingFirst, prepare training materials ahead of your new virtual assistant's first assignment. Then, set aside time for the virtual assistant to complete the training tasks. 

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Here's a closer look at these two phases and the steps to follow. 

Preparing for Virtual Assistant Training

The first thing to do before your property management virtual assistant starts is define their role and responsibilities. What tasks will they need to complete? What tools will they need to use? 

With a clear idea of what your virtual assistant will do, you can develop a training plan that gets right to the essential information and doesn't waste any time. Then, from the list of responsibilities and tasks, begin creating some training materials. Here are a few ideas.

Gather Relevant Articles and Videos

You might find some helpful resources online from real estate virtual assistant companies or property management blogs. These materials can give your new virtual assistant some background in the work you do. 

Create Training Guides or Videos 

If searching for helpful videos doesn't yield the specific materials you need, take the time to make simple guides or videos for common tasks you'll assign to virtual assistants. While this may seem like a lot of work, keep in mind that you'll only have to do it once. You can reuse your guides if you hire another virtual assistant to do the same tasks. 

Making your own training materials doesn't have to be complicated. You can write out the steps for a task in a Google Doc and use free software like Loom to create video tutorials right from your computer. A little investment here can go a long way. 

Purchase Training

You may be able to pay for pre-made training from software companies or real estate virtual assistant companies to help meet your training needs. Alternatively, source property management virtual assistants from an agency that already offers training or guarantees skills you need in your new assistant (like VPM Solutions). 

Training Your Virtual Assistant

On your virtual assistant's first day, set aside some time for training. Review the training materials you've prepared and make sure you allocate enough time for them to complete the training course you've developed properly. 

Organize your training plan so the virtual assistant starts with the high-level information and then drill down into the specifics of their day-to-day tasks. Ultimately, your property management virtual assistant should spend far more time practicing the work they'll be doing for you rather than reading background on the industry. 

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When your virtual contractor has read through the training materials, have them complete a few practice sessions before diving into real work. This is especially important if your virtual assistant deals with sensitive information like finances or personal information on tenants. You don't want to risk any mistakes. 

Once your VA has practiced to your satisfaction, assign them their first task. It's smart to review the first couple of tasks after they've completed the work to catch any lingering errors or inaccuracies. 

Virtual assistant training doesn't have to be complicated, but it's crucial for success! Even if your training is short, it should thoroughly cover the tasks the assistant will complete while working with your company. 

Getting the Most Out of Your Property Management Virtual Assistant

Highly-trained real estate virtual assistants are valuable to your property management company. Take the time to prepare training materials and set aside time on Day One for your assistant to review those materials. Then, before they start working on real tasks, hold a practice session so you know they can do the job.

VPM Solutions can help you find and train your next property management virtual assistant with ease. We also offer training courses to help you find qualified VAs from the start! Get started with your free Company Profile. 

 

Get more insights into finding the ideal VA for your business! Download our free "The Real Estate Virtual Assistant Hiring Kit."

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