Estate Agents are time-strapped – it goes with the territory. Managing their time well, with the help of a competent support team, is essential for business success as this allows agents to service a larger client base and handle multiple transactions simultaneously without dropping the ball. It also allows them to maintain their marketing initiatives – optimising their exposure to potential buyers and sellers to stay competitive in a highly competitive market.
Here are 3 key time management hacks for agents who want to thrive and grow their business in a competitive market:
- Streamline your processes
If you are used to doing everything yourself as needed, it is possible your work processes have developed organically. As your business grows, a lack of structure can negatively impact business efficiency and stunt growth. Structuring and streamlining your processes is one of the most important enablers of business growth.
Here are 4 steps to streamlining your processes:
- Review your current work processes: Make a list of every task that underpins your business. Identify the tasks that only you can do and list the routine tasks that could be delegated. Also list the important tasks you wish you had time for but never get around to – activities that would grow your business.
- Clearly map each task: Break down your tasks into consecutive action steps to gain a clear understanding of what each process entails. This will help you to easily spot potential areas for improvement.
- Simplify each task: Simplify your processes by plotting logical workflow, or choosing to integrate various processes, to optimise efficiency. Discard any unnecessary steps.
- Standardise your procedures: Create clear guidelines that lay out consistent procedures across the team to ensure everyone follows the same workflow.
How can taking on a VA help?
Getting to grips with your processes is very helpful in identifying routine tasks that can be delegated to an experienced Virtual Assistant. Plus, the right VA will bring innovation, spotting areas that can be further improved, and helping you to further streamline processes while freeing up your valuable time.
- Automate workflow
Today, Estate Agents are spoilt for choice when it comes to choosing from an array of Proptech that helps to facilitate efficiency and time saving. Some of the key advantages of automating routine tasks lie in the ability to complete work more quickly, with less errors, while maintaining a high standard that improves client service. Plus, automation not only boosts productivity; it allows every member of your team to focus on more complex and creative tasks that fuel innovation and enhance your service delivery.
Here are 4 steps to automating workflow:
- Leverage technology: There are project management tools and software specifically designed for estate agencies that automate routine tasks, centralise document management and integrate with a CRM a so that everyone in the agency has access to up-to-date information.
- Train employees: In order to optimise the use of technology it is essential to ensure that everyone in the team understands and can use the system properly. Always provide proper training on new processes and system updates to ensure smooth implementation.
- Monitor and adapt: Companies are not static. Businesses change and grow. When using technology, it is important to continuously review your efficiency and make process or software updates to optimise your use of technology.
- Stay up to date with technical advancements: Technology is rapidly evolving, and it is easy to get left behind. Ensure you keep up to date with the latest versions of your software and be open to adopting cutting-edge technology that will keep your agency competitive.
How can taking on a VA help?
The majority of Virtual Assistants are millennials and digital natives. Using technology makes sense to them and if they are not already familiar with your software, they are quick on the uptake when mastering any new technology their role requires. Plus, an experienced, tech-savvy VA can lead the way, helping to take an Estate Agencies’ automation to the next level when handling administration, operations, social media, digital marketing or even bookkeeping.
- Delegate effectively
Delegation is a vital skill for Estate Agents looking to manage their time and optimise their working day. It’s not just about handing over routine work, it’s also about growing and empowering your team so you can be competitive in the marketplace.
Here are 4 steps to successful delegation:
- Choose the tasks you want to delegate: When deciding which tasks to delegate, prioritise repetitive tasks that don’t require your input to free up your time to focus on more strategic work.
- Choose the right person to delegate to: It is important to choose a person who is experienced, proactive and good at what they do, whom you can trust will do the work quicker and better than you would. It is equally important that they have a positive attitude and match your company values.
- Provide the right resources: If your assistant needs specific training, resources, or authority to complete assigned tasks, it is essential to provide all three.
- Establish communication channels: While it is a good idea to avoid micromanaging, it is important to establish the best communication channels so that your assistant feels comfortable providing progress updates or asking questions. Setting regular check-ins and feedback meetings can help with this.
How can taking on a VA help?
There is no point in delegating to an assistant who is wrong for the job. Taking on a Virtual Assistant gives UK Estate Agents access to an extensive talent pool of high calibre candidates. It allows agents to select their ideal VA from a short-list of top-quality candidates with the right experience, excellent skills and a positive attitude.
The secret to good time management is having the right support – because there are never going to be enough hours in the day. Estate agents typically lack time due to the demanding nature of their job, which involves juggling multiple clients, property viewings, negotiations, administration and marketing efforts – all while having to keep irregular working hours. This lack of time leads to a feeling of being constantly stretched too thin and unable to pay enough attention to any task – let alone being able to carve out time to think strategically and grow the business. Taking on an experienced Virtual Assistant who knows their stuff when it comes to using technology can transform time management. A VA can also transform work-life balance so that agents can have the best of both worlds.