Presentation on Virtual Assistants

1. Virtual Assistants for Your
Real Estate Business

2. TERRY YONKER
Broker – Buckeye Realty: Winter Park and Punta
Gorda
terry@automatedagent.net

3. We appreciate this hour of your time
● What exactly is a Virtual Assistant
● What you will gain from hiring a VA
● Can you afford a VA right now?
● Types of tasks that they can do for you
● Step by step template to start with your own virtual assistant
● Q & A Session

4. What exactly is a Virtual Assistant?

5. What exactly is a Virtual Assistant?
Wikipedia:
A virtual assistant (typically abbreviated to VA) is generally self-
employed and provides professional administrative, technical, or
creative (social) assistance to clients remotely from a home office
Our Definition Today:
A contractor in the Philippines that seamlessly completes documented
tasks for Florida Realtors. These tasks comprise approximately 80% of
the realtor’s total workload.

6. Why The Philippines?

7. What will you gain from hiring a VA?

8. What will you gain from hiring a VA?
What is your BIG WHY?
 Spend time on $300 per hour tasks, not $3/hour ones
 Do your genius (and delegate everything else)
Imagine what your day would look like..

9. Typical Administrative Help
US vs. Philippines
$15/Hour = $4/Hour
Can You Afford a VA right now?

10. Can You Afford a VA right now?

11. Track History - Ebay Style

12. Types of Tasks - Basic
First tasks that I outsourced:
Personal: Scheduling Tennis, Lunches, Meetings
Professional: Cleaning up Contact Database

13. From your smartphone right now, email
floyd@automatedagent.net
This will sign you up for our newsletter, give you a link to this
presentation and a video of last years presentation at this conference.

14. Step by Step Template for Your Own VA
1. For one day only, write down bullet points of everything that you do
2. Select two items that somebody else could do fairly easily
3. Go to Upwork.com and signup
4. Post a job
5. Find freelancers
6. Invite them for an interview
7. Send invitation
8. Video Interview on Upwork
*Listen for their English skills first

15. Step by Step Template for Your Own VA
9. Hire your VA!
10. Manage your VA: Gmail
11. Train your VA: Record the processes
1. Screencast o matic / YouTube
2. Google Docs
12.Require a Daily email
1. What did you do today?
2. What difficulties did you encounter?
3. Where do you need help?

16. Step 1: For one day only, write down
bullet points of everything that you do
1.Morning walk with Podcast
2.Coffee with daughter
3.Check and reply to email
4.Check on the Buckeye football recruiting updates
5.Follow up on prospecting calls or outstanding docs
6.Set up lunch meetings with clients
7.Go to UPS store for stamps and pick up mail
8.Run updated CMAs and schedule price reductions
9.Play Tennis with buddies

17. Step 2: Select two items that somebody
else could do fairly easily
Eliminate Time Wasters:
4. Check on the Buckeye football recruiting updates

18. Step 2: Select two items that somebody
else could do fairly easily
Select a delegatable task - one that doesn't require your special expertise
or can be repeated easily:
6. Set up lunch meetings with clients
8. Run updated CMAs and schedule price reduction conversations

19. Step 3: Go to Upwork.com and Sign Up

20. Step 4: Post a Job
Category: Admin Support / Personal / Virtual Assistant
Job Description: Please use a cover letter beginning with 'I love Florida Real
Estate!‘
Job Name: Real Estate VA needed
Describe the work to be done:
‘I am looking for someone to be my right hand guy or gal to help with my daily
tasks as a real estate agent. These tasks include but are not limited to: calendar
management, email management, posting online ads, transaction management.
We can provide full training, attention to detail is a must!
Skills Needed: Administrative Support, Virtual Assistant, Email Handling, Calendar
Management
How would you like to pay? Hourly
Estimated Duration: 6 months
Estimated Workload: Less than 30 hours per week
Desired Experience Level: Entry
Marketplace Visibility: Give my job maximum exposure

21. Step 4: Post a Job
Number of Hires: I want to hire 1 freelancer
Preferred Qualifications
Freelancer Type: No Preference
Minimum Feedback Score: At least 4.5
Hours Billed on oDesk: At least 1 hour
Location: East Asia
English Level: Fluent
Screening Questions:
Why do you think you are a good fit for this particular project?
What past project or job have you had that is most like this one and why?

22. Step 5: Find Freelancers
 All Design & Creative
 Animation
 Audio Production
 Graphic Design
 Illustration
 Logo Design & Branding
 Photography
 Presentations
 Video Production
 Accounting
 Financial Planning
 Admin Support
 Data Entry
 Personal / Virtual Assistant
 Project Management
 Web Research
 Email & Marketing Automation
 Lead Generation
 Market & Customer Research
 Marketing Strategy
 SEM - Search Engine Marketing
 SEO - Search Engine Optimization
 SMM - Social Media Marketing

23. Category: Administrative Support / Personal –
Virtual Assistant
Feedback: 4.5 and up
Hourly Rate: $10 and below
US English Basic Skills: Top 10%
Location: Philippines
Hours: At least 1 hour or $1 earned
Last Activity: Within 1 month
Step 5: Find Freelancers

24. Step 6: invite them for an interview

25. Step 7: Send Invitation with Below Text

26. ● Question 1: What did you like about your last job and why?
Just listen for their english skills, engage them with some follow up questions, but
we are just evaluating their english
● Question 2: Tell me about your workspace
Power and internet outages are fairly common in the Philippines, so make sure
that they have a backup plan and that they have a place to work free from
distractions.
● Question 3: Give me some examples of the coolest stuff that you have done at other jobs?
See their enthusiasm, maybe get some great ideas. Similar to hiring an American.
Above all listen for their English skills.
Step 8: Video Interview in Upwork

27. Click ‘Hire Now’
Step 9: Hire your VA!

28. ● Related Job: Real Estate VA
● Contract Title: Personal Assistant
● Contract Type: Hourly
● Hourly Rate: $ 4.00
● Weekly Limit: 10 hours/week
● Start Date: 09/01/2015
● Message: Hi, Please review and accept
my offer. I look forward to working with
you.
[Your name]
Step 9: Hire your VA!

29. Step 10: Manage Your VA - GMail

30. Step 11: Train your VA: Record your process

31. Step 11: Train Your VA - Procedures

32. Step 11: Train Your VA - Procedures

33. Step 11: Train Your VA - Procedures

34. Step 12: Require a Daily email
•What did you do today?
•What difficulties did you encounter?
•Where do you need help?

35. Step 12: Sample Daily email
Hello Sir,
Here's for today..
Business / Transaction Statuses / Other Tasks
* Jane - 123 S Star Blvd
> Prepared and sent Addendum #3 after approval to Contract stating that "prior $1000
credit is now $750 towards Buyers closing cost" together with the HOA Disclosure saying
saying there isn't one, to Bart then copy of the signed docs to Karen Gore (Buyers Agent)..
> Bart signed copy of the signed doc automatically sent to Karen..
> Karen returned the signed copy, Addendum to Contract No. 3 was executed..
> Document uploaded in Wise.
> Sent transaction update to all parties with Title company in copy.
> Current Status: Roofing Inspection done, still working on some minor repairs (internal
info) by then the inspector will prepare and sign the report, will wait for the inspectors
report until Friday, by then will inform and give copies to the Buyers and the Lending
company.
Monitored Gmail accounts..
Checked, reviewed, addressed and sorted out emails received.
Checked and Cleaned Spam folders.
Signing out for now, will continue tomorrow Sir..
Thanks and goodnight!

36. Tasks – Advanced – Form Simplicity

37. Tasks – Advanced – Matrix CMA Prep 1
1.Use the magnifying glasses to
zoom in and out
2.Click the pencil
3.Select the Radius Tool
4.Click directly below the
Property
5.Click 1.5 Miles away from the
Property

38. Tasks – Advanced – Matrix CMA Prep 2
All of this information may be found in IMAPP
1."Year Built" is 10 years before and 10 years
after the building built date,
2."Sold Date" is set to 6 months back
3."Sq Ft Heated" is 500 more and 500 less
than the buildings under air Sq Ft

39. Step by step on how to hire, train and implement
procedures for your VA.
Built for us, by us, specifically in Florida and
within the Matrix Mid Florida MLS.

40. Q & A