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Maximizing Your Virtual Assistant

The Marketing Animals
Richard Smith
Reasons to Hire a Virtual Assistant
• Can complete a lot of tasks for low cost
• Free your time up to be making $$$ and
building relationships
• Help you focus on your 80/20
• Helps you delegate tasks that you don’t want
to be working on or shouldn’t be doing
yourself
• The range of skills you can find in a VA is
limitless
Sources of Virtual Assistants
www.fiverr.com
• $5 for any gig
– Facebook – you want likes from the USA
– Writing
– Video Intros

• Questionable quality sometimes
– Try to choose US based offers for writing

• More of a one time type of assistance
– Project based as opposed to ongoing
www.Fiverr.com
www.Fiverr.com
www.Fiverr.com
www.Fiverr.com
www.Fiverr.com
www.Fiverr.com
www.Fiverr.com
www.Fiverr.com
Sources of Virtual Assistants
www.oDesk.com
• Can be more expensive, must pay through oDesk
• Better for project assignments than full time
www.oDesk.com
www.oDesk.com
www.oDesk.com
www.oDesk.com
www.oDesk.com
www.oDesk.com
www.oDesk.com
Sources of Virtual Assistants
www.OnlineJobs.ph
•
•
•
•
•
•

Great source for inexpensive workers
Great source for full time, high quality workers
Can be project based or ongoing
Wide range of skills available
Search for a worker or let them find you
Can use your own payment methods
Is It “Cool” To Outsource Overseas?
• The computer you are typing on was made in China
• The fruit you had for breakfast was from South
America & Central America
• The eyeglasses on your head were made in Mexico
• The gas in your car came from the Middle East
• The house you live in was made in USA
• It’s a world economy now, to deny that is not
logical
www.onlinejobs.ph
www.onlinejobs.ph
www.onlinejobs.ph
www.onlinejobs.ph
www.onlinejobs.ph
www.onlinejobs.ph
www.onlinejobs.ph
www.onlinejobs.ph
www.onlinejobs.ph
www.onlinejobs.ph
www.onlinejobs.ph
www.onlinejobs.ph
www.onlinejobs.ph
• Sample Job Description
Looking for a full time Virtual Assistant that must be able to think quickly
and handle multiple tasks at once. You will be responsible for managing
the ins and outs of a web-based Client Relationship Management
System, all Social Media and online marketing tools including
Facebook, Linkedin, Twitter and YouTube, video marketing and editing of
videos, uploading of property information to a single property website
system and some phone support.
MUST be able to work between 9am and 5pm Eastern Standard
Time. Must be able to give 40 hours FULL TIME and have NO other job.
Dedicated computer with wired Internet Access is required. Knowing
Microsoft Word and Google Docs is a BIG plus, but not required as long
as you are willing and eager to learn. MUST speak excellent
English. British or Australian accent preferred.
To apply for this position, please reply to this post with your
resume, contact information (including Skype ID) and a preferred time for
an interview.
www.onlinejobs.ph
www.onlinejobs.ph
www.onlinejobs.ph
• The large time difference will create a delay in responses, but
within 12 hours, you will start to get a lot of replies
Interviewing on Skype
• Scan through the resumes and look for good experience or the qualities you
like, just as you would for hiring an office person
• When you find someone you like, add them on Skype for an interview.
Interviewing on Skype
Interviewing on Skype
Interviewing on Skype

• Once they accept your request they will show up in green in your
contact list.
Interviewing on Skype
• Follow Your Gut
– If you get a feeling in the beginning that they aren’t right, cut
the interview short and tell them you will follow up if
interested.

• Ask about their internet connection
– Wired internet is key
– Minimum speed of 1mbps
– PLDT, GLOBE, and BAYANTEL are strong providers but most are
sufficient

• If they will be placing calls, make English a top priority
– There are a lot of high quality English speakers out there.
– Don’t settle for someone with less skill than what you want.
• Sample voice recording -
Hiring an Assistant
• Create a new Skype account
– This is the account they will use
– Register it under one of YOUR email addresses
• Make a new gmail address if necessary

• Bring them on for a two day, paid trial period
– This will allow you to get a good feel for their skills

• Make sure that whatever you give them access
to, you have the admin rights to those accounts
• Give them a specific task to work on so you can
gauge their abilities
Paying Your Assistant
• www.Xoom.com
– Xoom is the preferred method
• The sender pays a fee, not the receiver
• $5.99 per transfer
• Can send from bank account or credit card

• www.PayPal.com
– Many people will be OK with PayPal
– Both the sender and receiver pay a fee
www.Xoom.com
www.Xoom.com
www.Xoom.com
www.Xoom.com
Tasks your VA Can Complete
• Linkedin

• Help you with any marketing
systems/strategies you use
– Build and manage your profile
– Create and manage groups
• Phone call to leads, past
– Increase connections
clients, Craigslist
leads, referral partners.
• Twitter
– Create and manage account
– Tweet for you

• Video Marketing
– Edit videos
– Email/post videos for your
database
– Post to social media sites
Tasks your VA Can Complete
• Epropertysites/LO Unfair
–
–
–
–

Upload Properties
Build Property Plogs
Monitor Leads
Craigslist Postings

• Facebook
– Build fan pages
– Monitor and post to fan
pages
– Help create following
– Post on referral partner fan
pages
– Create and manage groups

• Website Management
– Blog postings, building
blogs, following blogs
– Building and handling websites
– Comments on websites

• Email Management
– Sort and filter emails
– Handle emails with prospects
– Follow My Clients

• Live Chat
– Monitor chat rooms
– Handle all correspondence
How Do I Train My Virtual Assistant?
•
•
•
•

YouTube (search how to)
Online Classes for Specific Tools
Lynda.com ($25 / month)
http://www.lynda.com/Business-trainingtutorials/29-0.html

• http://www.lynda.com/Video-trainingtutorials/78-0.html
You Don’t Have To Do That Either!!
You don’t even have to be the person that brings
in new business.
You can hire that out too, look at title company
reps!
Getting Started
If you get a call from somebody that you know
doesn’t need to buy, that’s the first call you start
handing off to your assistant!!!
Getting Started

• If I had to grab one thing to do first, it would
be to implement my database follow up.
Getting Started
•

Write down a list of some things that you have wanted to do, but haven’t.

•
•
•
•
•
•
•
•

Agent Unfair Advantage
Database Management
Calling Database
Video Marketing
Fan Page
Linkedin Groups
Youtube Channel
Execute a plan that you have seen work
Then hire somebody and have them do it from start to finish. They watch the
training, they call for help. Tell them how many referral partners, or whatever that
you expect so they have a goal to reach. Just saying “help me” isn’t enough.

What top Realtors do is find a strategy that is working, then they implement it.
• Delegate it out, then find a new strategy, rinse and repeat. No real estate
experience needed.
Yeah but……
“My company won’t pay for my
assistant….”
Write small checks to cash big checks….
Yeah but……
“What if my assistant leaves me and becomes
my competition?”
Get Another One!!
What you do is a lot harder than it looks to an
assistant!!
Feed the stallions
Starve the ponies
Mean Ol’ Dan Was Right!!
1%
4%
-------15%
60%
20%
Don’t just farm out your work stuff,
delegate your personal stuff too,
and don’t feel guilty about it!!
How Your Assistant Calls Your Clients
How Your Assistant Calls Your Clients
How Your Assistant Calls Your Clients
How Your Assistant Calls Your Clients
How Your Assistant Calls Your Clients
How Your Assistant Calls Your Clients
How Your Assistant Calls Your Clients
How Your Assistant Calls Your Clients
How you communicate with your assistants
How you communicate with your assistants
Google Docs Task Sheet
Free DropBox Acct
Jing
A virtual assistant can save you

and

so don’t delay on this valuable asset!

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Maximizing Your Virtual Assistant for Realtors

  • 1. Maximizing Your Virtual Assistant The Marketing Animals Richard Smith
  • 2. Reasons to Hire a Virtual Assistant • Can complete a lot of tasks for low cost • Free your time up to be making $$$ and building relationships • Help you focus on your 80/20 • Helps you delegate tasks that you don’t want to be working on or shouldn’t be doing yourself • The range of skills you can find in a VA is limitless
  • 3. Sources of Virtual Assistants www.fiverr.com • $5 for any gig – Facebook – you want likes from the USA – Writing – Video Intros • Questionable quality sometimes – Try to choose US based offers for writing • More of a one time type of assistance – Project based as opposed to ongoing
  • 12. Sources of Virtual Assistants www.oDesk.com • Can be more expensive, must pay through oDesk • Better for project assignments than full time
  • 20. Sources of Virtual Assistants www.OnlineJobs.ph • • • • • • Great source for inexpensive workers Great source for full time, high quality workers Can be project based or ongoing Wide range of skills available Search for a worker or let them find you Can use your own payment methods
  • 21. Is It “Cool” To Outsource Overseas? • The computer you are typing on was made in China • The fruit you had for breakfast was from South America & Central America • The eyeglasses on your head were made in Mexico • The gas in your car came from the Middle East • The house you live in was made in USA • It’s a world economy now, to deny that is not logical
  • 34. www.onlinejobs.ph • Sample Job Description Looking for a full time Virtual Assistant that must be able to think quickly and handle multiple tasks at once. You will be responsible for managing the ins and outs of a web-based Client Relationship Management System, all Social Media and online marketing tools including Facebook, Linkedin, Twitter and YouTube, video marketing and editing of videos, uploading of property information to a single property website system and some phone support. MUST be able to work between 9am and 5pm Eastern Standard Time. Must be able to give 40 hours FULL TIME and have NO other job. Dedicated computer with wired Internet Access is required. Knowing Microsoft Word and Google Docs is a BIG plus, but not required as long as you are willing and eager to learn. MUST speak excellent English. British or Australian accent preferred. To apply for this position, please reply to this post with your resume, contact information (including Skype ID) and a preferred time for an interview.
  • 37. www.onlinejobs.ph • The large time difference will create a delay in responses, but within 12 hours, you will start to get a lot of replies
  • 38. Interviewing on Skype • Scan through the resumes and look for good experience or the qualities you like, just as you would for hiring an office person • When you find someone you like, add them on Skype for an interview.
  • 41. Interviewing on Skype • Once they accept your request they will show up in green in your contact list.
  • 42. Interviewing on Skype • Follow Your Gut – If you get a feeling in the beginning that they aren’t right, cut the interview short and tell them you will follow up if interested. • Ask about their internet connection – Wired internet is key – Minimum speed of 1mbps – PLDT, GLOBE, and BAYANTEL are strong providers but most are sufficient • If they will be placing calls, make English a top priority – There are a lot of high quality English speakers out there. – Don’t settle for someone with less skill than what you want. • Sample voice recording -
  • 43. Hiring an Assistant • Create a new Skype account – This is the account they will use – Register it under one of YOUR email addresses • Make a new gmail address if necessary • Bring them on for a two day, paid trial period – This will allow you to get a good feel for their skills • Make sure that whatever you give them access to, you have the admin rights to those accounts • Give them a specific task to work on so you can gauge their abilities
  • 44. Paying Your Assistant • www.Xoom.com – Xoom is the preferred method • The sender pays a fee, not the receiver • $5.99 per transfer • Can send from bank account or credit card • www.PayPal.com – Many people will be OK with PayPal – Both the sender and receiver pay a fee
  • 49. Tasks your VA Can Complete • Linkedin • Help you with any marketing systems/strategies you use – Build and manage your profile – Create and manage groups • Phone call to leads, past – Increase connections clients, Craigslist leads, referral partners. • Twitter – Create and manage account – Tweet for you • Video Marketing – Edit videos – Email/post videos for your database – Post to social media sites
  • 50. Tasks your VA Can Complete • Epropertysites/LO Unfair – – – – Upload Properties Build Property Plogs Monitor Leads Craigslist Postings • Facebook – Build fan pages – Monitor and post to fan pages – Help create following – Post on referral partner fan pages – Create and manage groups • Website Management – Blog postings, building blogs, following blogs – Building and handling websites – Comments on websites • Email Management – Sort and filter emails – Handle emails with prospects – Follow My Clients • Live Chat – Monitor chat rooms – Handle all correspondence
  • 51. How Do I Train My Virtual Assistant? • • • • YouTube (search how to) Online Classes for Specific Tools Lynda.com ($25 / month) http://www.lynda.com/Business-trainingtutorials/29-0.html • http://www.lynda.com/Video-trainingtutorials/78-0.html
  • 52. You Don’t Have To Do That Either!! You don’t even have to be the person that brings in new business. You can hire that out too, look at title company reps!
  • 53. Getting Started If you get a call from somebody that you know doesn’t need to buy, that’s the first call you start handing off to your assistant!!!
  • 54. Getting Started • If I had to grab one thing to do first, it would be to implement my database follow up.
  • 55. Getting Started • Write down a list of some things that you have wanted to do, but haven’t. • • • • • • • • Agent Unfair Advantage Database Management Calling Database Video Marketing Fan Page Linkedin Groups Youtube Channel Execute a plan that you have seen work Then hire somebody and have them do it from start to finish. They watch the training, they call for help. Tell them how many referral partners, or whatever that you expect so they have a goal to reach. Just saying “help me” isn’t enough. What top Realtors do is find a strategy that is working, then they implement it. • Delegate it out, then find a new strategy, rinse and repeat. No real estate experience needed.
  • 56. Yeah but…… “My company won’t pay for my assistant….” Write small checks to cash big checks….
  • 57. Yeah but…… “What if my assistant leaves me and becomes my competition?” Get Another One!! What you do is a lot harder than it looks to an assistant!!
  • 59. Mean Ol’ Dan Was Right!! 1% 4% -------15% 60% 20%
  • 60. Don’t just farm out your work stuff, delegate your personal stuff too, and don’t feel guilty about it!!
  • 61. How Your Assistant Calls Your Clients
  • 62. How Your Assistant Calls Your Clients
  • 63. How Your Assistant Calls Your Clients
  • 64. How Your Assistant Calls Your Clients
  • 65. How Your Assistant Calls Your Clients
  • 66. How Your Assistant Calls Your Clients
  • 67. How Your Assistant Calls Your Clients
  • 68. How Your Assistant Calls Your Clients
  • 69. How you communicate with your assistants
  • 70. How you communicate with your assistants
  • 73. Jing
  • 74. A virtual assistant can save you and so don’t delay on this valuable asset!