Finding a Virtual Assistant Should Not Be a Scary Process
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When a business professional decides it is time to find a qualified virtual assistant is should not be as scary as rounding the corner of a haunted house - not knowing what to expect. The process can be completed with ease and confidence, so let me share with you what one of the top industry leaders in the real estate industry offers when you are ready to take your business to the next level with the assistance of a virtual assistant or an experienced real estate virtual assistant. |
Here are 14 essential “Frequently Asked Questions” that should be asked by anyone considering a virtual assistant:
1. What is a virtual assistant? Virtual Assistants are independent contractors who provide administrative support or specialized business services from outside your office. VAs may be sole practitioners or have a staff. VAs don’t so much work “for” you, as “with” you, often developing a very close collaborative partnership. Also, VAs network extensively and can call on other VA colleagues to help on a big project or during a busy time. VAs work in almost every industry. Yet, in real estate the demand is so great for VAs and the fit so natural, many VAs have specialized in helping real estate professionals.
2. How much does one cost? Rates vary. The more experience the VA has the higher the rate per hour. Most VAs have a fixed hourly rate for all work. Some work on a fee based on monthly closings. Others have an hourly rate scale for different types of work. Some VAs discount their hourly rate, perhaps 5% to 20%, if you retain them for a regular block of hours, say, more than 5 hours a week or 20+ hours a month. Be sure to clarify what work costs and get estimates for large projects. As a relationship develops, it’s not uncommon for a retainer to replace piecework, project-work or overflow-work. Transaction coordination is often a separate arrangement priced per closing. Be sure to discuss any surcharges for rush jobs and work outside normal business hours.
3. What are some things a Virtual Assistant does not do? Although most VAs have some outstanding specialty skills, generally a VA is a highly experienced, very efficient executive assistant. Services are administrative. Typically, VAs are not consultants or business coaches, ad agencies, speaker booking agents (some arrange travel), tax advisors, accountants (some do bookkeeping), web developers (some can design or maintain your site), technology consultants, or receptionists (some answer e-mail).
4. Does a Virtual Assistant need to have a real estate license? No, not if the VA is not promoting the sale of real estate property. Basically, as long as the VA is doing general office tasks that do not involve direct customer contact (like phones and original property-oriented e-mail), and tasks that do not involve sending specific property information to specific consumers, you typically do not need a licensed VA. Be sure to check your real estate commission’s rules pertaining to unlicensed personal assistants, as rules vary by state. For example, here are some guidelines adopted by the state of Illinois: An unlicensed assistant may not: 1) interpret information on listings, titles, financing, contracts, closings, or other information relating to a transaction; 2) explain or interpret a contract, listing, lease agreement, or other real estate document with anyone outside the licensee’s company; 3) negotiate or agree to any commission, commission split, management fee, or referral fee on behalf of a licensee; or 4) perform any other activity for which a license under the Act is required.
5. When is hiring a VA a bad idea? To answer that question, let me quote from an article by Stacy Brice (AssistU.com), The Top 10 Things to Know about Professional Virtual Assistants, which originally appeared on TopTen.org in January 2002. Thanks to Kim Hughes (KimHughes.com), a founding member of Real Estate Virtual Assistant Network (REVANETWORK) and IREAA, and is the Founder/Owner of http://www.REVARoundtable.com, who introduced me to Brice’s article. In Brice’s words: “If you are controlling, need to micro-manage, have trust issues, aren’t online, can’t understand how or why this would work, live in the urgent, procrastinate, rush to deadline, aren’t organized, want someone at your beck and call, have a huge ego and can’t work in partnership with others, don’t understand the power created in a relationship with a fantastic assistant, aren’t open to learning new ways of working and communicating, or if you work in a high-pressure field where things run you instead of the other way around, you probably need an in-person employee, not a VA.”
6. Is the Virtual Assistant on my payroll? No. VAs are independent contractors. You are not responsible for withholding taxes or benefits or insurance or OSHA or ERISA requirements. Plan to send your VA an annual 1099 tax form indicating total payments for previous tax year. Remember, a VA is a business owner, not your employee.
7. How do I know what I am paying for? Ask for an itemized invoice or supporting documentation (time sheet) that indicates hours worked on specific projects. Some VAs require a deposit upfront to begin a large project. Once a relationship is established, most VAs send monthly invoices. Out-of-pocket expenses, such as postage, overnight delivery, shipping costs, long-distance phone and printing through an outside source are reimbursable; be sure to identify upfront what is a business expense for the VA and a client-expense for you.
8. How do I find a Virtual Assistant? Ask other real estate professionals for referrals. Visit GooderGroup.com for a list of Rainmaker Trained Virtual Assistants. Go to REVA Roundtable – www.REVARoundtable.com to submit and RFP or preview the Member Directory.
9. What are some tips to select a VA? Not all VAs are equal. Most VAs have special strengths, whether working with a specific software program or doing certain tasks. Ask about their specialties. Itemize the tasks you want a VA to do for you. Some tasks are technology driven; others are hard-copy administrative tasks that can be done anywhere. Look for a VA that has strength specifically in what is most important to you.
10. How do I get started with a VA? After you have interviewed and selected a VA, let them guide you. Many new clients ask the same questions. Some VAs have specific “start-up” procedures, such as a no-fee, one-hour consultation. Consider mutually developing a specific list of tasks or projects to minimize misunderstandings. Think of the start-up as an exercise in writing a job description for a tech assistant or a marketing assistant or transaction coordinator. Consider selecting a medium or small size “get to know each other” standalone project to accomplish before moving on to large projects-hold off the new website or listing presentation or converting from one database software to another until later-or before entering into a permanent retainer relationship.
11. What kind of equipment do I need? Beyond phone, fax, and e-mail (not AOL), consider what tasks the VA will be doing. Communicating by instant messaging is a plus. If they need access to your desktop computer (which allows file sharing but keeps the files in one place), you will need remote-access software, such as GoToMyPC (web based) or PCAnywhere (desktop based). If you want them to work any time on your computer (or network server), your hardware must stay on. Being connected with “always on” high-speed Internet access is best. A toll-free number is ideal, especially for transaction coordinating. If you have large files that require collaboration and syncing to separate desktop hard drives, or if you need your own intranet to manage a group of VAs, there are web-based services that provide shared Internet workspace for teams and groups working remotely (eRainmaker.com: Dispersed Workgroups). There are also web-based large-file transfer services for multimedia presentations and large closing documents (eRainmaker.com: Large Files). Again, ask your VA, who has been around this track often.
12. Can my VA work with such-and-such a program? Ask. Generally, VAs are very technological, detail-oriented, experienced individuals who make it their business to serve remote clients. Being experienced in your database software is a plus, but most VAs can learn it quickly if need be. Consider upgrading your own system to bring it in line with a VA’s state-of-the-market software.
13. Do I have to commit to a long-term contract? Although tasks and projects paid hourly are typical, a commitment of time helps both you and the VA plan the workflow. Most clients and VAs agree to a reasonable notification period to call it quits, such as 30-day or 60-day notice. (By the way, VAs fire clients, too.)
14. What are some of the most popular projects that subscribers delegate to their VA:
- Listing Coordination
- Lead Management
- Create and/or maintain websites
- Create and/or maintain Blogs
- Create and/or maintain Social Networking Profiles and Group
- Create Marketing Pieces
- Branding
- Interment Marketing
- Direct Marketing
- Create and distribute newsletters, eBlast, etc.
- Reprinted from REAL ESTATE RAINMAKER®: GUIDE TO ONLINE MARKETING by Dan Gooder