Today I had the pleasure of presenting a webinar for the Active Rain University titled, “Tips and Tools for Managing Your Real Estate Business Virtually”. With over 200 attendees registered its quite apparent that this is one hot real estate topic!  As a real estate virtual assistant I was able to share some of the best tools for setting up a Virtual Real Estate Office, and wanted to make sure I added the presentation here to share with you as requested.

I wanted to thank Brad Andersohn of Active Rain for asking me to participate and to the discussion. We covered some pretty relevant topics in today’s technology driven real estate market, and added in some thoughts on organizing and defining your online business systems so that working away from your desk is streamlined and efficient.

In the presentation below you will find information on:

* Defining the Needs for your Real Estate Business Systems
* Streamlining and Automating your Systems for Higher Productivity
* What Does it Mean to Work in the Cloud?
* Tools and Technology that are full of Mobile Features and Cloud Integration
* Leveraging online and offline support with a Virtual Assistant

Enjoy!

Have you thought about using Wordpress as your main real estate website or blog? Are you concerned about not having the lead capture forms and automated contact management system built in? Well, I might have a solution for you!

I recently moved my real estate virtual assistant website from a standard site, and jumped in and got my own Wordpress blog/website combo. I don’t have the need for as many lead capture points on my site, but I decided that I DID need to do a better job at collecting visitor information, needs, wants, and I wanted a way to streamline the process, build my relationships, as well as build in some email marketing capabilities which I hope to add into my action plans as well. I’m no web designer/guru and I didn’t want to spend a ton more money on another CRM solution.

In looking over my options I quickly made the realization that there aren’t an outstanding number of real estate CRM systems that are quite equipped to handle many of the things traditional real estate websites do, it takes some extra additions. For example the challenges might be:

1. Adding lead capture forms to your blog that include What’s Your Home’s Value, Dream Home Finder, Market Stat Reports, or your Company newsletter/new listing alerts
2. Converting seller/buyer leads from your website to add to Top Producer or Outlook (requires manual input)
3. Based on contact type you have to input the contact info to your drip campaign, e-newsletter etc.

Before you know it, you are managing multiple accounts for your website and blog etc. That is not streamlining! So, here is the most affordable solution I have found so far, and will be adding it to my online business management systems. By using the user-friendly system Batchbook I can create a customizable CRM powerhouse for my business.

For $9.95 per month I have the ability to:

• Create customizable lead capture forms that AUTOMATICALLY are added to my contact management list for that form. (no need to add it to another system).
• Automatically create and send email marketing campaigns through my Mail Chimp account (Mail Chimp is free up to 5000 emails a month, with upgradable accounts).
• Track communications of my contacts and create TO DO lists.
• Import and Export my Outlook and Gmail contacts.
• Enter information such as Twitter usernames, Twitter feeds, blog feeds and LinkedIn profile URLs (plus many others!) on a contact record.
• Log emails, phone call notes, or any other communications with your contacts.
• Use a list to easily generate mailing labels, export, or back up your data or create customized, printable reports from your contact data. Use these reports to generate call lists, add to presentations or to take notes when you’re traveling, in the field, or working off-line.
• Super-Tag your contact types so you can easily sort them by birthday month, anniversary, buyer, seller, past client etc.
• Have your emails delivered to your mobile iphone, Blackberry or smartphone with the email forwarding so you never miss an email from a lead.

If you are thinking about your current CRM system, or need something to enhance your Wordpress blog or website, (or another web platform) and need a great way to streamline, I definitely recommend taking a look at Batchbook. (and check out my sleek capture form below as an example..its easier than adding a widget!)

When you sit down to decide if Social Media for your real estate business is really worth it, considering the ROI and your time investment, you have to consider your target market, and your sphere of influence. Who are they listening too? Things to think about! (ppssst..it’s FREE)

2010 is looking to be a fantastic year as a real estate virtual assistant. The beginning of the year is (or just before) is always a busy time to listen and consult with possible new clients and other real estate professionals seeking to make some real changes, try out a VA, or are just desperate for some help.

During that time its typical to hear many of the same questions, and some questions usually leads us down a path of conversation that is unfamiliar to many agents, that comes after “How many clients do I have?” and “What do I do for them?”

Answering that question can be hard  because every client has a slightly different business model, market & location, and needs. So the answers vary. That got me to thinking. How do you see a virtual assistant fitting into your business model?

I work with real estate Teams, Brokers, Top Producer’s, New Agents all with varying needs. So let’s break it down just a bit so you can see how a VA can be customized to fit your business model, and what to look for when interviewing VA’s.

Real Estate Teams: Virtual Assistance for real estate Teams is a VERY collaborative effort on everyone’s part. Communication and systems are an absolute must. There usually must always be a team manager that leads in the delegation or it should be broken down into areas of delegation for different members of the team. Calendars, planning, and conference calls are plenty. Your VA should be aware of how your team works together, and is not easily overwhelmed with working with different personalities and work styles. If learning technology is difficult for most everyone on the team, an in-office support team member might be a good first choice.

Broker Level: Communication and goal setting should be clear from Broker to Agents. Virtual Assistance at the Broker Level might mean seeking a VA with a Multi-VA Team, not a sole VA. However, a VA can be the center of your online and offline management, coordinating transactions, achieving your standards for marketing, and offer additional suite of virtual tools to aide in recruiting. A VA can also be available for any joint company branding, marketing and social media efforts. Once again processes & systems must tied and true to be the most cost effective, but a VA can help bring it all together in your office.

Experienced Agents: Experienced agents may not have the need to re-create the wheel with systems, many are in place, but streamlining, and advising on old, tired marketing practices and vendors is key.  Keeping on top of technology, implementation and becoming more efficient with online practices is key to partnering with a VA.

New Agents: Starting from scratch and getting off to a great start can be a challenge in the industry of real estate for a new agent. Building a brand that is identifiable, and individual & separate from your franchise  is key to building a business that will stand the test of time and carry you through the ups and downs of real estate. A VA can help you decide and expedite a plan for your investments into your marketing, websites, blogs and other necessities. They can help match your work-style to the social media that compliments you, and enhances your relationships online & off, builds your Sphere of Influence, and helps you manage and start your database.

Business Models can be further defined by niche models like Luxury Home Agents, and Foreclosure Agents for example.

As you can see, the needs can be broad for your business model. Knowing where to start adding in leverage, support and productivity does take some time and thought, but you’ll know when you have found the right match when your VA can help you customize and grow your real estate business model.

FREE Cool Tool ALERT!

Yes, It’s that time again..the time where I jump on my blog in excitement, when my little fingers can’t type fast enough to get the word out, about a cool new tool!

As a real estate virtual assistant, not only am a booking my own consultations and appointments, I am often asked to manage a clients as well. Booking showings, phone calls, coaching sessions and marketing webinars and teleclasses is just few of the reasons why scheduling has become a very important tool for today’s business owner and their team.

In the world of fast driving technology in real estate I have become one of the many who is seeking better tools for working virtually and for being a mobile professional. As we step outside our old office and into our home office/car office being productive and efficient is key. The more online tools that I can access and embed for my use the better:)  Such as it is with Appointy.com.  This makes scheduling appointments fun and VIRAL!!

SO WHAT MAKES APPOINTY SPECIAL? Check out the scenario below:

Ana searches for a real estate agent. She finds a local expert (YOU) and books an appointment instantly.

Eric, Ana’s friend decides to join Ana and books an appointment with the same expert (YOU) for another time. Again, Eric’s entire friend list got an update that he is going to meet the expert (YOU), by spreading word-of-mouth publicity virally.

If you have 10 clients with 10 friends each, you already have 100 clients in your area. Appointy.com helps you get those 10 clients by registering you in our search engine from where first clients will reach you. Be prepared to scale your business exponentially!

With the FREE account you get these features. (With paid versions there is added features)

• A community of people will help your business grow exponentially.
  (New ways to grow your business)
• An easy to use 24×7x365 online booking system
  (Your clients would enjoy taking appointments with you)
• Daily, weekly and monthly availability in just one click
  (Ajax powered very clean Interface)
• Unlimited Staff, Service & Bookings
• Customer Relationship Management Tool
  (Export your data anytime in excel format)
• INTEGRATE ON YOUR WEBSITE
• Automatic Verification of client to stop false bookings*
• Send text messages (SMS) or automated call alerts to clients (Appointment reminders to reduce client no-show, notes, offers, etc.)
• Set your business hours based on the fact that each staff can perform service at different times of the day
• Send courtesy “Thank You” message to your clients and accept ratings / feedback to improve your services.*
• Multiple service booking at the same time
• Allow your clients to select their preferred staff
• Personalize your calendar by uploading your logo, business information, and interactive Google map of your location
• Automatic appointment assignment to the most free resource. (If staff selected)
• Set Service Dependency
• Reschedule Appointments

I just think that these types of tools are the ones that will set up real estate offices and brokers of the future, putting the power of Social Media and online web tools together to build from ANYWHERE! It may not be for everyone, but its one type of service to get excited about.

(Disclaimer: Oh, and P.S. I do not get paid for any endorsements..! Please read all features and demos on the website for the most accurate info, thanks:)

So I drove home from my second experience at RE Bar Camp in San Francisco with a bit of urgency..after experiencing some amazing sessions! When I walked out of Trulia Headquarters, I realized what I walked away with was not just “ideas” or “new technology” or “tips”..I walked away with some “in your face” implementation tactics that can be used NOW!

If you could take steps right now to increase your leads, increase conversion, streamline your website and your Social Media strategies, and actually track your ROI, I know you would feel the urgency I feel as well. So here goes: My brain dump from my experience from RE Bar Camp San Francisco.

Why Your Website is Failing..Creating a Website that Works

by Jim Marks of Virtual Results

After studying the statistics of what consumers are clicking on there are some clear standout strategies that you can take now on your website to give the consumer what they want. The basic concept that you all must be considering is the difference between Traffic Conversion vs. Branding.

If your website is all about you, then you are not giving consumers what they want. They don’t care about you, they don’t care how many designations you have and what they stand for. They Want LISTINGS! They want Information! According to statistics of what consumers click on the most, here are the Top 4 things to do on your website right now to increase traffic and conversions;

• LISTINGS- Your Home page biggest feature should be “FIND YOUR HOME” “call to action” with a basic MLS/IDX function right there. Don’t make consumers look for it, give it to them by framing it into your home page. (DON’T call it “Search the MLS“, as only 17% if consumers actually know what the MLS is”) You can have different levels of search functions. An example would be to have limited basic photos and details, before asking them to sign up or add their email.

• MARKET REPORTS- Let your consumers know how the local market is doing? What are the stats? Put this info in layman’s terms so that they understand what those stats mean to THEM. What is the information per neighborhood or development? They want to know what their neighbors house sold for and why?

• WHAT IS MY HOME WORTH? Another popular call to action is offering a CMA so that they can find out for free what their home is worth? Convert these leads by giving them something of value! A free Market Report, a Community Newsletter are some ideas. (ok I added that in…)

• Add YOUR BLOG TO YOUR WEBSITE- How many of you have a static website, and separate blog? That is SO 2006!!! Your Blog IS YOUR BRANDING! Remember how putting your dog on your home page was all the rage?? NO more! Your blog needs to be incorporated in your website, and it is there that you are free to share your voice, your personality, your photos..but remember to remain an authority on your community and balance your branding and flair with relevant information for your consumers! Even if your only blog is on ActiveRain, get it into your website!

Edutizing an Agent Population by Matt Dollinger

Learning to be a Local Expert does NOT just have to come from your experience or out of your head. It come from real life, in the moment information. And sometimes being the first to get that information out, makes you the front runner in being THE Authority in your market. So think about how you get that information and streamline the process so that your are getting relevant information for your consumers and your market. Some must have tools to have in your arsenal are:

• Use Google Reader: Grab your favorite RSS feeds from blogs, online newspapers, real estate outlets and craft your information to give the consumers what they are looking for.
• AGENT Metrics:
• OutsideIn.com
• MetroMix , YELP
  
• Local Photos, FLICKR
• Education.com, GreatSchools.net

Next, you must find out the correct delivery of this information for you target consumer. Do they hang out on Facebook? Do they respond to video media? Are they on Twitter? Are they Blog Followers? What is that they want the most?

You may need to do some experimenting to find this out, but here are some thoughts:

Have a 30 Day Facebook Campaign, a 30 Day Twitter Campaign etc. For 30 days track your statistics of how many people are clicking on your links, referring back to your website etc. Spend 30 minutes a day pushing the information out there and see where most of your hits come from. Then you will know what works and what doesn’t. Keep your 30 Day campaigns separate so you can track them accurately. But once you know, you can create an even better strategy for getting you information out there so they can devour it from their expert! (you can track your links with various link shorteners, like BUDURL.com and others.)

Ask yourself these questions on an ongoing basis:

What did I learn?
How was it received?
What medium is better in my market?
Was the topic valuable?
How could I make this more effective?

Implementation is sometimes the hardest thing in real estate! What many of you may feel you need is a start-up plan to help you start implementing the strategies that you learn along the way. As fast as things change in RE Tech and Web 2.0 we just can’t afford to sit and figure out HOW, when we just need to DO it!

This was just a taste of what I learned at RE Bar Camp SF..hopefully I can write more later, but I’m still wrapping my brain around it all!  It is an awesome event!

It was so great to finally meet IRL, ACTIVE Brad Andersohn, Gena Riede, Calie Waterhouse, Heather Elias, Ines Hegedus-Garcia, Rocky Turner, Mike Mueller, Dale Chumbley, Kristal Kraft, Sandra Mathewson and see again all the friends from RE Bar Camp LA.

Special thanks to:

Andy Kaufman, Ginger Wilcox, Todd Carpenter, Brad Coy and Rudy Bachraty

OK, I don’t know about the rest of you, but I am on a quest to learn more about all of these video trends that are taking off in real estate, because frankly I only see it becoming more and more valuable to our businesses. As a real estate virtual assistant, I’m always trying to keep myself educated so that I’m trained to provide the best assistance when new trends are arriving on our doorstep, so that we can assist agents, and free up their time.

The video file formats can be a bit daunting, as they are all different. We have video from our cell phones, digital cameras, flip-videos, iMovies, webinars, downloaded from and to Youtube, our blogs etc, iPods, iPhones, and other video devices. To be able to use these files on the platforms that are most useful to our businesses, there will come a time when one format needs to be converted to another, especially MPEG 4.

Well, I stumbled upon a program that will allow even video newbies to convert almost any video format to another, and its called ANY VIDEO CONVERTER…great name huh?

To quote their website:

Any Video Converter (for PC) features include:

* User-friendly interface that is easy to use.
* Converts all video formats to Apple iPod Video, Sony PSP and more
* Batch convert any video formats including avi, wmv, asf, mpg, mp4, etc.
* Support DivX and Xvid avi format as importing and exporting video
* Support default video/audio settings or user customized parameters for video and audio.
* Has the option to preview the video in real-time before conversion .
* World’s fastest video conversion speed with stunning video and audio quality.
* Supports adjust many video/audio options for MP4 files. For example, video/audio sample rate, bit rate, video size…

I’m still trying to wrap my brain around most of this, but this FREE program is a good place to start, and is a good tool to bookmark for future reference…as you may need it:)

Oh, yes…and for the MAC users out there(you know who you are;)…here ya go: There is an AVC for MAC!

Laura Monroe | Real Estate Virtual Assistant | Copyright 2008

Communicating virtually can sometimes be a challenge! In today’s technology driven real estate market the more efficient I can be at communicating, and explaining is vital to productivity, so yes, I’m always on the look-out for tools and techniques, and I found another one that I love, and finally put to good use this past week. The Jing Project. This free program allows me to visually record my computer screen, and my voice at the same time allowing me to send the video via email, blog etc.

I have clients that are a Top Producing Team of 5, a Mega Team that have joined together at the first of the year. Very busy as usual, communication to all 5 team members can yes, be my ultimate challenge! Our goal this year was to get the team to start blogging on their individual and team blogs. But, not having as much time to sit and walk them through this new concept in person left me trying to find a way to walk them through posting, logging in, adding photos, media etc. Bring in the Jing Project!

First of all…a little about me. I like tools that are free and have short learning curve. I signed up quickly for a free account, downloaded the software, took the video tour, and that was it! I was able to record a “blogging tutorial”, with my voice, and send it on its way to all five members of the team!

Because of this tool, I was able to communicate directly and efficiently…and more importantly..VIRTUALLY!

“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.

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

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.

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.

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

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!