Whether you are new to blogging, are ready to upgrade from WordPress.com, to .org, or are moving an old website to the WordPress platform, it can be intimidating and overwhelming to find and choose a theme, even for the best “do-it-your-selfers!” With so many choices and considerations, a little preparation can mean the difference between a successful launch of your online hub, or a conundrum of issues and problems that take time to manage.

As a real estate virtual assistant, I’ve learned a lot by trial and error on my own site, before I started delving into supporting agents with their transition to WordPress. I thought it might be helpful to put together my Beginner’s WordPress for Real Estate Preparation List, specifically for real estate in mind, that can serve to help you in your quest for being a WordPress pro. By organizing a simple list to consider you can weed out the NO’s and be on your way to having a killer real estate WordPress website/blog! So here goes:

#1  Will your WordPress theme serve as your website, your blog or both?

Choose a theme that has the main structure in place of what you need.  Look at the menu navigation options..Home Page, About, Services, as well as a Blog page. Will they be integrated? If so, choose a theme that already has a blog, and website already built-in.

#2 Is this site for your personal business, or for your team or multiple authors?

If you plan on using  your site as a business site consider the look and feel that would best represent a structure that suits your branding, or your need for multi-users. Perhaps you’d like a theme that offers a specific design structure to highlight multiple authors and their own about pages? If that is the plan stay away from themes that are too limited in what they provide.

#3 What is the budget for your site? Will you need a designer to customize it?

Let’s face it. Your site will need some level of customization. Your theme should reflect your branding, your colors, have a style that represents you.  How much will it take to turn your theme into the site it needs to be? Will you need special designer graphics, buttons, call to action items? Headers and images? What is already built-in, and what isn’t? This can help you decide what theme to choose. If the features of the theme allows you many options and “skins” you may only be a few steps away from having everything packaged just right, at little or no outside cost. (P.S. for choosing a website color palette, I love using www.colourlovers.com )

#4 Pick a theme based on your structure of content, and one that showcases your best attributes.

Do you use Video, Photos, as well as content?  Do you want to showcase your listings? Blog Posts? When thinking about how you are going to add content on your pages and in your posts, its helpful to use a theme that has easy ways to highlight those things. For example: the AgentPress Theme showcases listings beautifully, while this theme highlights your blog content mainly. Just know that are are some themes that may have more than what you need..and less. Finding a theme that has that balance is good.

#5 Is your theme widget ready? How much can you fit on the theme before it gets too cluttered? Create your widget Wish-list.

Create your wish list of widgets & Plug-ins. Check to see how many widgets the theme can support comfortably. Some themes already have built-in sidebar placement for email subscriptions, RSS sign-up, and Google Analytics. But if you are adding in IDX searches, Market Stats, Mortgage Calculators, Testimonials, Trulia and Zillow Widgets, over-crowding can become a problem! Choosing a theme with 3 columns or 2 columns can easily be overlooked if you don’t know what to look for.

#6 How social is your theme? Is there a place for all your social networking icons?

This MAY sound like a sidebar, widget issue, BUT now there are some really nice themes with Social Networking icons already built in, saving you the design trouble of adding them in yourself. Consider your WordPress savvy-ness, and you may opt for a theme that has your Social Sites and Twitter stream built right in.

#7 Is the Theme search engine friendly?

Unless you are familiar with with HTML and CSS it may be difficult for you to evaluate the SEO capabilities of a theme. Typically, FREE themes come in such a variety, that its best to choose a premium themes that offers built-in search engine optimization, clean coding, and fields in your posting area that allow for optimizing of titles, tags and descriptions. Having these in your theme helps your site organically and allows for easier time management when posting those hyper-local, keyword-rich posts.

#8  Your theme should help you stay organized and user-friendly!

Consider your Categories and Sub-Categories of content. Should this be built-in to your Menu Navigation or just in the sidebar? If you are a heavy blogger with lots of subjects, community info etc., think about how this is to be organized in your theme. I am partial to themes that have drop down menus in the navigation so that I can categorize pages and posts in a way that are user-friendly to site visitors. Nothing can steer away a site visitor more quickly that be overwhelmed at information that is not organized in a  way that is easy to find and browse through.

#8 Does your IDX provider have WordPress friendly integration and/or Plug-ins?

When you are choosing a theme, consider items that might need to be integrated in a way that takes some technical expertise. Assuming you will be adding IDX feeds to your website/blog its important to know if your IDX provider allows integration to WordPress in a way that you can understand, or if you are going to have to hire a web designer to do it. IDX providers like IDX Broker and Diverse Solutions offer plug-ins that make this integration easier.

#9 Is Technical Support available?

Be careful when choosing themes. There are many designers and developers that have themes that are advertised, but have since gone out of business, or do not have technical support available for help. When working on your site yourself, it only takes the smallest character of wrong code, and a whole site can be out of whack or unable to view in all browsers, or any number of things. Having technical support, allows you to have a professional to walk you through it, and keep your site in tip top shape should anything go wrong. (no guarantees of course) Developers like Brian Gardner with Studiopress actually has a forum of tutorials, and a place to ask questions and get help with Studiopress theme related issues. He and his developers and designers are quick to help out and answer questions.

#10 Will you manage your website/blog, or will someone else be doing that?

If you are comfortable with the back-end of website platforms and blog formatting, then you are a do-it-your-selfer! If you are a blogger/writer etc, you could still be overwhelmed with managing your content. Before choosing a difficult theme, that needs a lot of customizing, specially formatted posts, etc. consider your theme for its user-friendliness to YOU. Can you manage it, or will this be a site that only someone else can manage for you? Consider what, when, & how you will continue building your work in progress. Pick a theme that can grow with you, not weigh you down.

Adopting WordPress as your main content management system is a fun and exciting venture!  Being prepared with your wants and needs is a little like house-hunting. Having the information to make your search easier can save you frustration and bring you all the excitement, bells and whistles to make your blog or website the best on the block!

SEO. I have a love/hate relationship with SEO. I can’t seem to get enough, and yet it’s always changing.

As more and more real estate professionals turn to using WordPress as their real estate website and/or blog, and have more control over their content, their interest in learning and analyzing their Search Engine Optimization practices is central to their success online.

And as many of us scour the web for information and articles to keep us up to date on the latest SEO tips and must haves it’s always nice to find information that is clear, is about real estate SEO, and also differentiates between myth and reality. Today (via Facebook) I saw Tribus Real Estate’s  Eric Stegemann’s latest  blog the Top Ten List of Search Engine Optimization for Realtors.

The “back to basics” proven real estate SEO tips are there, as well as expanding upon the WordPress specific tips like perma-links and writing content for long-tail searches.

I also asked Eric what his thoughts were on indexable IDX solutions, and opened up a Laura “Can of Worms”   Check out what Eric had to say, and hopefully my line of questioning will spur him to his next blog post! Thanks Eric!

Ok…couples of reason I wanted to re-post one of my older blogs about Real Estate Virtual Assistance. 1- Streamlining your systems, your marketing, and increasing productivity is still a MUST even in this market. 2- Even if you are down-sizing there are ways in which a real estate virtual assistant can help you achieve this without getting too bogged down in admins tasks. Getting back to the basics and strengthening your business model will have you all set up for future growth.

As a Keller Williams assistant, I have written about the Three L’s (Leads, Listings and Leverage) in a previous post, but because there are many new members seeking out options to grow, …well…I just can’t help myself.  I’m blogging about something that I believe in.  (For those who still haven’t heard of the concept of using a real estate “VA”, and what type of services we offer, you may read more here)

In the book, The Millionaire Real Estate Agent, Gary Keller recommends utilizing Administrative/Marketing support before hiring other licensed agents for your team. Why? The foundation of your business model needs to be firm and strong, your systems for lead generation, database management and marketing (online and offline) need to be implemented and working consistently.

So, let’s face it. At some point you will witness the first catch 22 of real estate: “I really need to grow my business, but can’t really afford an assistant right now, but if I don’t hire an assistant I will be stuck BEHIND THIS COMPUTER my whole life!”

It is a dilemma to be sure. Especially now. A couple years ago, not many of you were spending time blogging, managing 2-10 websites, learning SEO…I know why…you were too busy! Real estate was rocking, listings were turning fast, and there was no end in sight. But now, things are a bit different. The market has changed. You may be busier than ever, but in another way. There are new real estate technologies to learn, like Social Media, sellers are antsy to get their homes sold, they want to know how that will happen. What are YOU doing to make it happen..? Prioritizing your time management on administrative tasks is essential. The hours spent on those tasks are “non income-producing” hours. Hiring administrative and marketing support to handle those many hours is the first step in the path to growing your business. Cost effectiveness is second.

In choosing to hire an assistant you are also taking on the challenge of hiring, training and delegating. If you have reached the point that it is now time to consider an assistant, you should know the advantages an virtual assistant may offer over an in-office employee. Many advantages are common knowledge, but many dynamics of a real estate VA are still largely unknown.

#1~ Real Estate Virtual Assistants are independent contractors who are only paid for time spent on tasks. VAs do not charge you for idle time, bathrooms breaks, lunch hours, sick days or personal time off. A 40 hour work week for a traditional employee can turn into a 15-20 hour a week with a VA. If your time is worth $100 an hour, you lose $400 each week doing administrative tasks.

#2~ REVAs are already trained in most of the most up to date software, technology and real estate marketing. We know what a blog is, we know about listing coordination, real estate marketing, branding, Internet marketing, online transaction management, CMA’s,…in a word, we know about real estate. Not only that, but our continued training is on our dime…not yours.

#3~ A REVA is not in the business to become your competition. We will not take your database and run off with it. We will not share your wonderful new marketing secret. In short…we are business owners, who know about running a business, and want to see you succeed. Why?…it’s in my business model.

#4~ Want to add 3 hours to your day? Hire a VA in another time zone. We can still be working, while your gearing up for tomorrow…or writing that Gold Star blog for Active Rain;)

#5~ A REVA can weather market shifts. Since we are not dependant on you and you alone, if your business needs change or slow down, we are OK with that.

#6~ Need to start slow? Not sure where to begin or how much to delegate right now? A VA can be your best partner in deciding what to delegate and when, to keep you on track with your goals.

#7~ REVAs are in business to support clients that are interested in a collaborative relationship, a partner.

#8~ Virtual Assistance is a supportive industry. We share resources, knowledge, experience and are a “Real Estate Geek Squad”. If we don’t know an  answer to something, we know where to go to find it.

Once that support system is in place you are ready to move onto the next level, whatever that may be. But finding that special assistant is one task a real estate virtual assistant is up for.  If you want to learn more, have more questions…throw it out there…I will answer your questions.

And remember what Gary Keller said in his book…“If you don’t have an assistant, you ARE one! (ok, I just had to throw that in…;)

When considering your real estate website options, its easy to get overwhelmed. You need a website, you need a blog, and you need it to be branded and nowadays..you don’t want to spend a lot of money on customization and hosting.  Self-hosting a WordPress blog or website has become a mainstream solution for both, but for “do-it-your-selfers” there is still quite a learning curve. Everyone is talking about it, but its still not that easy. BUT, it just got a little bit easier!

Brian Gardner with Studiopress.com has been one of the masters of WordPress Theme designs for quite a while now. His designs are known for having “clean code” which in itself creates the optimum environment for having great search engine “readability”. He has once again created a new theme, only this time its specifically with the Agent or Broker in mind!

AgentPress has arrived to make it easier than ever to switch to a WordPress platform. Check Out the Demo to see for yourself! If you’ve been considering using WordPress for your outside blog and need a clean, elegant design the AgentPress theme has amazing built-in features, is SEO optimized and allows you to combine a compelling platform to market your listings, your blog content all is one stunning package!

The other great thing is that Brian is constantly pushing the envelope to bring new features, more flexibility, and an even greater menu of options.

So if you are looking to make the jump form an old website platform, and step into your own self-hosted, SEO super-charged website, where widgets, bells, whistles, IDX searches and all that good stuff can be added and customized to bring you not only a website, but a blog as well. 2 in1..can’t beat that.

For more on the advantages of using WordPress for real estate websites..this is good reading! If you have any other questions, about customization, or moving to WordPress, feel free to give me a call. (operators are standing by;-) )

Here are some demos to other StudioPress Real Estate Themes

The Agent Theme

The Genesis Theme Layout

P.S. This website was built and customized with the Agent Theme

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.

Real Estate Virtual Assistant True Story…#26

Ok, I’m frustrated and hope to prevent anyone this frustration in the future, I am going to present a WARNING to you! Nope, I will not name names, but I have worked with a certain real estate website company that has JACKED with a client of mine, and I’m mad.

The Scenario: Agent buys a nice, catchy domain name for their coming soon website. After looking at all the nice RE website providers, you decide to go with one that will “conveniently” transfer your brand-spanking new domain to their servers, offer you all sort of domain associated email mailboxes into one nice little package that you pay a nice fee to. (STOP RIGHT HERE! Don’t do it!)

Scenario cont- Things are going fine until you decide to take your nice catchy domain to another website provider. Well, your current website provider does not want to make it easy for you to leave, NO!

When you contact your current website provider to move YOUR domain, you are told that your domain manager is a 3rd party host that has nothing to do with your website provider. However, they are nice enough to give you a link to your domain manager so that you may log-in point the domain, however there is no support contact information for actually transferring your domain.  Your domain associated email, is also hosted by another 3rd party host, ( a different host) but if you move the domain, your email will go down. How long..? Who Knows..?

Such is the case with one of my clients. This may not seem like such a big issue, but if your website servers go down, your email goes down with it, and you will have no idea how long it will be down, so you better have a way to deal with that issue, when your website provider tells you its “not their problem”

So, let’s make this simple. When you get your domain at GoDaddy.com or another host, keep it there, where YOU can manage it!!! Do not allow another website host to host it for you, because they may set-up a 3rd party manager for you. If and when you go to move your domain you will not lose as much time waiting while your emails end up in the middle of nowhere!

Nuff said.

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!

NEVER LET THEM SEE YOU SWEAT! Remember that deodorant commercial?  It can be applied to so many areas in our businesses, you can’t help but relate to it.  I have to say that one of the many benefits of being a real estate virtual assistant, and owning my business is that I get to partner up with agents at all different levels in their businesses. From Top Producers, new agents and teams the challenges are as different as the individuals themselves. But sometimes, I see them sweat.

One recurring theme that often pops up when considering options in an agent’s marketing efforts is the overwhelming amount of vendors and choices to be made. Branding yourself, as we all know is extremely important. But with so many options in direct mail, email marketing, property marketing pieces is your branding really consistent, or do you often change mid-stream only to start over because you have found something better..? Or do you start over because a competitor has better looking marketing pieces or logo…? Has your franchise been pushing one way to do things, but you feel your way is better?

Stop the madness, and stop second guessing yourself! It is far better to develop your branding and marketing by starting small, consistent and top-notch, then to go to every vendor in the world to get as many marketing pieces out as possible, only to change your mind. Second guessing your marketing efforts will cost you more money and more business in the long run. How can you stop this madness of second guesses, and create your image and branding that will carry you to your next transaction, and to the referral after that..? How can you track your ROI on your marketing efforts to find out what is working or not working..?

This is where a real estate virtual assistant can be a huge help! Navigating the sea of real estate vendors is one of the things that VA’s do best. We know what works, what doesn’t work, what’s in and what’s out. We can help you navigate through the options to develop a system, an image, a brand that will consistently grow your brand and your name, and we can track your ROI to make sure you are getting your money’s worth from your choices. If you haven’t yet gotten comfortable with a CRM lead/database management system that works for you, your real estate virtual assistant can guide you to a system that may work for you and your work style. Not only that, but your real estate VA has probably used to some extent or another many of the programs and vendors out there, and may or may not have to be trained.

Get your image and branding to the level you want, keep it consistent, keep it top-notch, and whatever you do….keep it! Let your real estate VA help you stay on the path you have created for success. If you are second guessing yourself, your potential clients are too! And remember…never let them see you sweat.

It never fails!

You have a great new listing you are anxious to send out to your colleagues, and have a creative real estate flyer put together with photos, that really captures what you hope buyers will fall in love with. You send it as an attachment in your email to 200 agents, and BAM…it’s SPAM-BLOCKED! Don’t let this happen to you! Let the recipient open their email and have that lovely listing pop out at them automatically! It’s so easy your real estate virtual assistant can help you with this, or you can do it yourself!

Most of the time, real estate property flyers are quickly put together in a Word or Publisher document, and attached to your email. ( I hope you are saving as a locked PDF to keep others from editing your document, but more on that later;)

But with the need of filtering out spam in our email accounts, the convenience of simply emailing a file has become more difficult. But by adding a few simple steps, you can insert your flyer into the body of the email. No knowledge of HTML needed. How..?

By converting your document to a picture file (.jpeg, .gif, etc) and inserting the photo in the BODY of your email. (best if done in MS Outlook):

The Steps:

Converting the Flyer to a Photo

1. With your flyer opened on your desktop, take a screen shot using the PrtScn/SysRq key on your keyboard.

2. Open up a photo editing software program, like Paint (found under Programs/Accessories), and save as a .jpg, .jpeg, or .gif file and save into you’re My Pictures file.

3. In the photo editing software, crop the photo of the flyer to the borders of the flyer. You can enhance or resize at this time if need be. Resave as another picture file.

4. Insert flyer photo in body of email. Add in your signature line, a link to your virtual tour, and WALA!…a branded beautiful email flyer.

More helpful hints: Even if you use an online program like V-flyer or Postlets for your listings, you can convert those screen shots into photos as well, and insert just as you would above.

Need FREE Photo editing software? Picasa by Google is a GREAT photo editing tool, as well as Picnik.