The Ultimate Guide to Managing Real Estate Virtual Assistants

Virtual assistants are remote team members who can offer your company administrative support. A team of VAs can perform a wide range of tasks providing many benefits to real estate businesses. They are a cost-effective alternative to full-time staff due to lower pay rates and fewer traditional payroll requirements. 

So, what's the best way to manage a team of virtual assistants? Keep reading to learn more about what VAs can do and how to train and manage your team.

Common Tasks Performed by Virtual Assistants

Real estate professionals find virtual talent for performing various tasks based on your company's needs. Virtual assistants are typically hired to perform administrative and clerical duties. They can also perform other duties, such as social media management and bookkeeping tasks. 

A well-trained VA can handle your appointments, travel arrangements, file storage, data entry, and more. In addition, some specialized virtual assistants can help you manage company finances by making budgets and tracking expenses. 

For real estate companies, VAs can also serve as listing agents, inside sales help, or marketing assistants. 

Managing and Training Your Remote Team Members

Finding one VA is excellent. However, adding multiple virtual assistants to your team is even better! They can reduce your workload and handle multiple daily activities, giving you more time to work on bigger projects to grow your business. Young woman having video Zoom call via computer in the home office

When trained and managed effectively, VAs can be very productive and efficient. Here are a few best practices to follow so you can help your remote team members be as productive as possible:

Train Your VAs Well

When you hire a virtual assistant, discussing your expectations in detail at the start of the contractor relationship is best. Having a clear idea about their roles and responsibilities will help them do their job better. 

Training your virtual assistant is one of the most crucial ways to ensure the process goes smoothly for you and your team. As with your in-house employees, virtual assistants can fall short of your expectations without property onboarding and training. 

Well-trained VAs know exactly what to do and how to complete tasks. As a result, they ramp up quickly to add efficiency to your business right away! Although onboarding and training will require time and effort, incorporating a training plan into your virtual assistant team management allows you to save time and avoid mistakes. 

Maintain Regular and Clear Communications

New virtual assistant team members may have a lot of questions about their duties. Therefore, it is essential to communicate regularly, check in routinely, and track their progress consistently. 

Provide them with an easy way to get in touch with you. You can use email as well as other communication tools to facilitate easy communication. This will help you build a strong working relationship with your VA, answer questions promptly, and resolve issues as they arise while they are still getting used to their responsibilities. 

Identify and Use Their Strengths

The right VAs come with the skills you need, but they might also have additional strengths (or weaknesses) you uncover as they get more involved in their roles. 

For a mutually beneficial working relationship, it is best to take some time to identify their existing skill levels, their strengths, experience, and weaknesses. Then, provide them with tasks that are aligned with their strengths. Support ongoing training and learning for your VA team so they can work on their weaknesses.

Understand and Accept Cultural Differences

Real estate virtual assistants may work for you from any country. Depending on their home country, there may be a difference in culture, language, and social norms. 

Take the time to understand these differences so you can communicate with them effectively. Ultimately, this will help you build a stronger relationship with your remote team members so you can continue to work together comfortably for longer. Cheerful businessman sitting with laptop at office

Provide Regular Feedback

Like anyone else, virtual assistants need regular feedback to understand what went right and where their efforts fell short. Handle setbacks with tact and provide constructive feedback. When dealing with concerns, missed deadlines, or unsatisfactory work, it is best to keep discussions professional. 

Provide them with detailed feedback, so they understand how to correct mistakes. When they do something right, give them positive feedback. 

Track Their Efforts to Establish Trust

Well-trained virtual assistants can be trusted to complete their tasks well. However, it is also necessary to verify their work and track their efforts and time to help them be more effective (and build trust). 

Provide VAs with detailed instructions to do the job and then trust them to do it. Again, check in with them routinely to ensure they aren't facing any issues with the task. Time tracking and project management tools can help you ensure tasks are completed on time and time is used efficiently.     

Find the Best Real Estate Virtual Assistants to Build Your Team

If you are looking for well-trained, efficient VAs for your business, VPM Solutions can help. Many real estate professionals add multiple VAs to their teams through our platform, and we've made it easy to manage remote teams! 

Our Company Accounts feature allows your management team to find and pay VAs, review time sheets, track projects, and more — without sharing a login or requiring multiple accounts to access your company dashboard. Schedule a Demo to learn more about Company Accounts and finding the real estate virtual assistant you need through VPM Solutions!

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