Four Things You Should Be Doing With Your Assistant...if you aren't already
Through years of working with top agents across the country, we have found nearly every successful team is consistently doing these four things. Capture more leads, more business and more listings by not only implementing these four best practices but also making them a consistent part of you and your assistant’s week.
1. Hold a weekly office meeting.
We see many agents struggle with doing this consistently yet this session is crucial. Your assistant should prep the meeting agenda before ensuring this is an efficient use of both your time and theirs. The goals for this meeting?
Stay up-to-date. Your assistant has been working behind the scenes all week. Ideally, things are getting crossed off your list without you even knowing it. Use this time to get an update on each active listing, pending escrow and current leads. You should walk away feeling confident everything is being handled, and you know who to follow up with.
Coordinate logistics. Review the upcoming week or two and discuss priorities, schedules and strategies for getting it all accomplished.
Project long term. Assign larger projects to your assistant such as marketing campaigns, database cleanup or office organization. Use these weekly meetings to set milestones and hold everyone accountable to meeting deadlines.
Answer Questions. Be present at this meeting. This is your Assistant’s opportunity to get answers to questions you do not otherwise have time to answer.
During the meeting, set deadlines for any assignments you make. Ask your assistant to take notes and review those notes at the next meeting to ensure deadlines are met.
2. Ask your assistant to send you a report at the end of the day outlining what they accomplished and what is still pending.
A daily update is the most efficient way to give you peace of mind and hold both you and your assistant accountable. We recommend this being a short bulleted email from your assistant to you. At the end of each day, you should know what your assistant has accomplished and what is still pending. Everything you ask for and every important task completed should be in this report and sent to you each night. Each evening, or first thing the next morning, review the report and respond back. Assign new tasks, ask questions about things that are not clear and let your assistant know about any priorities that have changed. Don’t skip reviewing and responding to your Assistant’s Daily Update. Your engagement tells them that this is important to you. Stop responding, and pretty soon, they will stop sending it.
3. Establish clear systems and checklists for recurring tasks in your office.
If you don't want to spend a lot of time managing, run your business off of checklists. Almost everything your assistant does should be on a checklist. All leads go into your database (this should be a CRM and not excel). Once you and your assistant establish clear procedures for doing the tasks related to their job, your assistant should know exactly what you expect from them and what they should be doing each and every time. These checklists become ever-so-important when adding more people to your growing team and business.
4. Communicate your priorities, standards, and expectations.
Like any relationship, communication is essential. Make a conscious effort to give continuous feedback in the way your assistant needs. Your priorities change on a minute-by-minute basis; your assistant does not know what is important to you unless you tell them. Additionally, when your assistant's performance does not meet your standards, give constructive feedback promptly. Remember, unless your assistant understands your expectations, they will rarely meet them. We recommend finding out how you both communicate best. The DISC Behavioral Assessment is a great tool for this. For example, some assistants prefer face-to-face communication while others prefer emails to keep themselves organized.
Making the time to develop a strong team is one of the best ways to create leverage in your business. Just remember that you set the tone for how your office is run. You ultimately decide how productive your business can be. If you have checklists in place but you’re not using them, or you have an expensive CRM, but your assistant isn’t consistently inputting nurtured leads into the database, you could be leaving money, leads, and listings on the table. Implement these four things in your business to ensure you and your assistant are reaching your full potential.