TASK 3: REAL ESTATE ADMIN & DATABASE MANAGEMENT

A somewhat vaguely familiar house launches and you get a sinking feeling in your guts. You’re almost positive you had a potential vendor on the same street. You type the address into your database to check. Boom. Yep, you’ve missed it. The property was in your database the whole time.

So far in this 3 part blog series, we’ve covered off outsourcing property copy and social media for busy real estate agents. For the final instalment, I’ll be discussing the outsourcing of real estate admin and database management.

Entering information into your database has become a simpler process thanks to some fantastic new apps and CRM systems. However, what happens is the information goes in and then it’s never to be seen again.

Until that is, you see a somewhat vaguely familiar house launch and you get a sinking feeling in your guts. You’re almost positive you had a potential vendor on the same street. You type the address into your database to check. Boom. Yep, you’ve missed it. The property was in your database the whole time.

Why you should outsource your real estate admin and database management

Hiring a VA (Virtual Assistant) can not only help with the input of data, but they can also assist you with the overall management of your database and admin tasks. This streamlines your systems and processes and will reduce the amount of missed opportunities that may be leaking from your database. Below is a list of some jobs you may not have thought to outsource in your real estate business.

 

Real estate admin and database tasks you can outsource:   

  • Enter your handwritten notes scrawled on serviettes and Post It’s into the database. Just text or email through a pic. Done. Tick!
  • Research a new area, compile facts, figures and data
  • Draft contracts, agreements and other legal paperwork
  • Organise office functions, auctions and open homes
  • Run reports and call sheets from your database
  • Email old clients on your behalf and ask for a referral or reference
  • Argh! Vendor reports! Send an email on Saturday afternoon with your feedback and open home numbers and let the VA draft a vendor report on your behalf
  • Enter that huge pile of buyer registers under your desk you’ve had from the pre-Homepass era. If you haven’t used Homepass yet, best you go check it out here. (Not sponsored, but I have used this app and it is game-changing!) Also, some might think entering old data is a waste of time. But it’s worth adding in as past buyers might a) actually buy something from you one day, or even better, b) have something to sell. My first listing came from calling my Principal’s 7-year-old buyer register!
  • Some VA agencies offer a concierge service where they make prospecting calls on your behalf – do this at your own peril! If you outsource this to an offshore service, you can expect to pay $9 an hour, but you might find your clients get really pissed off with the caller’s poor command of the English language and zero knowledge of the Australian property market. So pick and choose where this service may be appropriate for you and your business.
  • Basically, anything can be emailed or completed on the computer can be done by a VA.
real estate admin and database management

If you can’t see your computer through all the Post It notes, it’s outsourcing time!

 

As a self-confessed control freak, it’s hard to let go of some of these jobs. But in order to be more productive and free up more time to list and sell, consider outsourcing your real estate copy, social media, admin and database management.

Hiring a VA is a great first step before putting on a PA which is much more difficult to manage and a heck of a lot more responsibility to train, mentor and develop. Some agents find by outsourcing these few tasks, they can get by without a PA, or at least a part-time one.

This concludes the 3 part blog series! Woohoo! If you have any questions or would like to chat more about how Write My Ad can help take on some of your real estate workload, then please get in touch at info@writemyad.com.au

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