Organization & Productivity, Tools & Technology

7 Steps to Creating Your Business Operations Manual

“As well as you personally do something, it can be improved upon. And the fact is that unless you write down how you currently do it, you won’t really be able to improve upon it.” Gary Keller, The Millionaire Real Estate Agent

So, how did you do last year? What worked, what didn’t work? What do you need to improve on, and what needs to be implemented right away for 2008? Its something I’m pondering for my own business, as I am hoping to grow in 2008, but how can I plan 2008, without spending my time re-inventing the wheels that turn, or be able to delegate to my team without explaining myself over and over again?

I’m creating first ever Operations Manual.

Perhaps I should have been doing this all along, but now I know I need to do it! If there is one thing I learned last year: don’t wait until you are too busy to have a system in place for being busy. Plan it, expect it, and document it.
I have high standards for myself, and my company. I know I must always try to achieve new standards, but to do that I have to create accountability.

I’ve turned to the Millionaire real estate Agent Book many times, but am using it as my reference, and you can too. This is something that will always be a changing process, not a project, your work may never be done. This should be done before you add in your first hire for your business, and should be done on a regular basis. This will also help you when you grow your team, so your service can remain consistently wonderful, no matter how big your database gets!

So here goes:

Step 1: Take out a note pad and write down all the things you as bullet points. This will be a LONG list, but leave nothing out.

WHAT I DO: Answer Phones Show Homes Create Ads CMAs Open Houses ETC….

Step 2: Break the list down into six to twelve different categories.

CATEGORIES: Communications Listing Management Transaction Coordination Buyers Sellers ETC…

Step 3 Each of those categories gets its own page, and your job is to copy all of the activities from Step 1 under the appropriate category headings.

Listing Management: Prepare CMA and Listing presentation Input listing into MLS Order signs Lock Box Set-up showing feedback system Etc…

Step 4: Place all the category pages pages into a three ring binder with tabs for each category and a table of contents. (P.S. This will be your Operations Manual!)

Step 5: Next go to the first tab and for each item under it create a new page with that “Action” as a heading.

	Listings Management	Prepare CMA	Input Listing on MLS
Operations Manual	Prepare CMA & List Pres. Input listing on MLS Order signs Etc..

Step 6: Now, take each “action” page and detail exactly how you want each item done.

Prepare CMA Step One Step 2 Step 3 Etc…

Step 7: Lastly, add the appropriate forms, scripts, and dialogue examples behind each action page.

Your Operations Manual is your first step in creating a training and support foundation as you build your business, and holding those accountable around you. It will help you form your first job description, and will show you the things that are and should be delegated. No matter how big you get, how many assistants you hire, whether a Virtual Assistant or an in-house assistant, your steps will be clearly documented and can be changed and added to as you grow!