Tag: virtual assistants

Estate Agency in the Digital Age: How Virtual Assistants are Transforming the Industry

Staying up to date is important if you want to succeed as an estate agent in a rapidly changing world.

Gone are the days when websites and social media were a “nice-to-have” optional extra. For contemporary estate agencies these are important content channels for lead generation campaigns. Using digital technology is no longer just about listing properties online. Property agents are now engaging with potential buyers virtually:

  • through mobile apps,
  • in real-time through virtual property showings, and
  • in 3D walkthroughs that can include interactive floor plans – a helpful feature to show what’s possible when buyers are considering buying a “fixer-upper” or want to envision home improvements.

Then there is the rise of proptech. This is the latest buzzword for all the tech tools estate agency professionals are using that are useful for streamlining the process of buying, selling and letting of property.  Proptech can save a lot of time in research and data gathering, as well as property marketing and the management of properties in a letting portfolio.

It is time for estate agents to embrace technology – not fear it

Like many long-standing industries, there is a fair amount of resistance in the property industry to the adoption of new technologies. This reluctant attitude not only slows up the property industry’s potential growth but also negatively impacts property owners and renters – who are estate agents’ bread and butter, their primary clients.

Proptech can help estate agents by providing:

  • faster speed to lead time and more efficient customer service,
  • the ability to directly connect agents with buyers and sellers, 24/7,
  • big data gathering and analysis capabilities that help in providing strategic information on the property market,
  • tools to process a far greater volume of transactions, servicing more clients in less time.

Technically skilled Virtual Assistants are transforming the industry

While the buying, selling and letting of property will remain people-driven, with an experienced estate agent playing the key role, today’s consumers want an easier and more direct route to market. Particularly as they already have instant access to a wealth of information on the Internet. So, instead of viewing tech as an intimidating industry disruptor, estate agents should treat it as the phenomenal tool it is – one that serves to free up valuable time and boost productivity.

The good news is that the majority of today’s Virtual Assistants are digital natives who grew up with technology and are uniquely positioned to leverage it to their estate agent-employer’s advantage. They are skilled at using software and digital tools to streamline processes, automate customer management systems, gather and analyse information, maintain websites and implement digital marketing campaigns – and they can assist with content creation.

Virtual Assistants can keep you ahead of the curve

As the business landscape continues to evolve to become more automated, embracing the benefits of employing a Virtual Assistant can help you stay ahead of the curve; to remain agile in adapting to changing circumstances while sustaining a competitive edge. Virtual Assistants who have experience in the property industry are versatile and skilled professionals, able to assist estate agents as administrators, sales and letting negotiators, bookkeepers and social media managers. Their responsibilities can also include providing customer service management, managing databases, and conducting market research.

Redefining Customer Service – The Integral Role of Virtual Assistants in Enhancing Customer Experience

Customer service is a critical component of any successful business, but it takes consistent time and effort to ensure that every customer benefits from a great customer experience. A Virtual Assistant can make all the difference to a busy estate agent’s business when they take on a customer service role – immediately responding to customer inquiries, providing timely feedback and ongoing support. Their role in customer service can also include providing quality after-sales support with a view to nurturing customer loyalty and retention. This includes obtaining word of mouth referrals from happy customers. And the benefit? Enhancing your customer experience will drive increased sales and business growth.

Virtual Assistants can ensure a quick speed to lead time

Replying to clients fast is a competitive advantage. An MIT lead response management study1 found that the odds of qualifying a lead drops 21 times if called within 30 minutes versus being called within 5 minutes. Yet, a Forbes study2 cites the average business lead response time as 47 hours. It follows that estate agents who can respond to a lead within five minutes have a much higher chance of success than those who only get to it in hours or even days.

A Virtual Assistant can take on critical customer service tasks such as rapidly replying to leads and enquiries, and understanding customers’ needs so that they receive appropriate services quickly and efficiently.

Virtual Assistants can nurture your database

When it comes to converting leads into customers, not every client prospect is ready to buy now. Once prospects are in your sales funnel, you can nurture them with helpful, relevant content that moves forward as potential buyers, until they’re ready to buy from you. Think of lead nurturing in terms of creating a targeted series of communications, in which each one has a clear and concise objective – to move a sales prospect to the next stage in the sales funnel or drive a particular desirable action.

Virtual Assistants are highly skilled and versatile professionals who can handle a wide range of tasks, from administrative support to specialised tasks like graphic design or content creation. A digitally savvy Virtual Assistant will have all the tools at their disposal to nurture your database and spearhead the delivery of a customised experience to your prospective clients via your website, email or social media.

A Virtual Assistant can manage existing client communication and reach out to customers after their initial purchase, in person, to check if they need any further assistance. Having “real person follow-up” with clients shows that you value them and their business and keeps your brand fresh in their minds.


1 https://cdn2.hubspot.net/hub/25649/file-13535879-pdf/docs/mit_study.pdf

2 https://www.forbes.com/sites/theyec/2019/09/10/step-by-step-guide-to-following-up-with-b2b-leads-generated-by-sdrs/?sh=1491a8192309

Transforming Your Business Operations: How Virtual Assistants Drive Digitalisation

In an era where the line between offline and online business is increasingly blurred, digitalisation has become a necessity rather than a luxury. For estate agents operating in today’s fast-paced property market, the transition to a more digitally adept work environment can be a significant boost to efficiency and profitability. This blog aims to delve into one of the most valuable assets in driving this digital transformation: Virtual Assistants.

Types of Virtual Assistants in the Property Industry

When we talk about Virtual Assistants (VAs) in the property industry, the scope extends beyond mere administrative roles. At VA Central, for instance, our portfolio includes:

  • Lettings and Sales Negotiators: Act as a liaison between buyers, sellers, landlords and tenants.
  • Administrative Assistants: Handle routine administrative tasks like scheduling, referencing, and customer service.
  • Personal Assistants: Manage executives’ daily activities and are involved in strategic planning.
  • Property Managers: Oversee properties, handle tenant issues, and ensure maintenance and repairs are timely.
  • Property Administrators: Offer targeted support to property managers.
  • Social Media Managers: Handle your social media profiles, content strategy, and online customer engagement.
  • Accountants: Take care of your financial records, bookkeeping, and tax filing.
  • Web Developers: Look after your website, ensuring it is both functional and aesthetically pleasing.

A Tailored Approach to Your Needs

Every estate agency has its unique set of requirements, goals, and challenges. By availing of VA services that are specifically aligned with the property industry, estate agents can get solutions that are custom-tailored to their business model. Whether you need help with lettings, sales, or social media marketing, a dedicated VA can become an indispensable part of your team.

How VAs Foster Digitalisation

  1. Streamlining Operations: VAs can manage your CRM, update databases, and ensure that your digital files are organised and easily accessible.
  2. Enhanced Customer Engagement: Through timely email marketing and social media management, VAs keep your digital customer relations proactive.
  3. Data-driven Decisions: VAs can collate and analyse data to help you understand market trends, aiding in more informed business decisions.
  4. Website Management: In a world where your online presence can make or break your reputation, having a web developer as a VA ensures your site is up-to-date and functional.


Virtual Assistants are no longer an optional add-on but an integral part of a modern, effective business strategy, particularly for estate agents. They not only alleviate the workload but also bring in expertise in various sectors of the property industry. In doing so, they facilitate a smoother transition into a more digitalised, efficient, and productive operational model.

How to Successfully Integrate a Virtual Assistant into Your Existing Team

In the modern business landscape, the property industry is ever-evolving. This constant change often requires professionals to adapt and rethink traditional operational models. One notable change is the incorporation of Virtual Assistants (VAs) into team structures. In such a dynamic sector as property, adding the right VA can significantly improve workflow. Here, we explore the practical steps to bring a VA into your team, using the real-life example of a client who faced a significant operational challenge.

A Real-Life Scenario

A client recently reached out to VA Central after facing an unexpected hurdle. His property manager, a crucial member of his team, had left suddenly. This departure created an immediate need. Initially, he searched for local replacements, hoping for an easy transition.

However, despite numerous applications, he didn’t find a suitable local fit. Turning to VA Central for assistance, he was introduced to a selection of our VAs. To his satisfaction, each VA exhibited a depth of knowledge, professionalism, and understanding of the property sector that was notably higher than the local applicants.

However, he had a genuine concern: How could he integrate a Virtual Assistant into his existing team, considering he had always worked with in-office personnel?

Practical Integration Steps

  1. Outline Roles and Responsibilities: Before hiring a VA, it’s essential to clearly define the tasks you plan to delegate. Whether you’re looking at an 80-hour monthly contract or a more extended 160-hour plan, clarity is key to ensuring a smooth working relationship.
  2. Prioritise Training: Once your VA is onboarded, dedicate time for thorough training. Ensure they’re familiar with the tools, software, and specific tasks they’ll be handling. A strong start often leads to consistent performance.
  3. Maintain Open Communication: Keeping lines of communication open is vital. Organise regular check-ins or updates to ensure alignment. Digital platforms like Zoom or Microsoft Teams can be beneficial in this aspect.
  4. Foster a Sense of Belonging: Ensure your VA feels a part of the team. Include them in team discussions or updates. This not only helps them understand the company better but also encourages a collaborative environment.
  5. Utilise Efficient Tools: The property industry demands timely responses. Employ platforms that aid in task delegation, monitoring, and communication. A VA’s quick adaptation to your systems often leads to a smoother transition.

In Conclusion

Transitioning from traditional in-office roles to a Virtual Assistant setup can seem daunting. But, as our client discovered, with the right approach and mindset, VAs can significantly benefit your operations.

For estate agents, adding a VA to the mix offers both talent and flexibility. At VA Central, we aim to connect UK businesses with skilled VAs who can meet the specific demands of the property industry. Our focus is on providing genuine, professional, and bespoke support.

Consider the possibility of integrating a Virtual Assistant into your operations today. It could be the change that sets your business on a path of enhanced productivity and growth.

The Power of Compound Marketing in Real Estate

Picture yourself playing a friendly round of golf, where a modest bet of £1 per hole is at stake. It may not seem like a significant risk losing a pound here or there, right? However, imagine if the bet doubled after each hole on the golf course. How much would you be risking on the final hole? £100? £1000? Brace yourself, because the astonishing answer is £262,144. This incredible phenomenon is the power of compound growth.

Now, let’s explore how we can harness this concept in the world of Estate Agency

The Key to Compound Growth: Referral Business

In the realm of marketing, one potent strategy perfectly aligns with the principles of compound growth – referral business. The concept is simple yet immensely effective: deliver an exceptional and outstanding service to your clients that they can’t help but sing your praises to two of their friends, who then do the same, and so on. The result? A referral network that keeps expanding long after your first client’s property has been successfully dealt with, and you bid them farewell.

Referral business acts like a snowball rolling downhill, gathering momentum and size as it progresses. The foundation of this marketing approach lies in building genuine relationships and providing unparalleled value to your clients. Delighted customers will eagerly share their positive experiences with others, sparking a chain reaction of new leads and potential clients for your agency.

The Magnitude of Compound Marketing

Much like the escalating bets on each golf hole, the power of compound marketing lies in its ability to multiply your reach exponentially over time. Each satisfied client becomes an advocate for your business, and as their referrals bring in new clients, the cycle continues. Gradually, your agency’s reputation spreads, and your client base expands organically.

To maximise compound marketing, you’ll need to create an exceptional Estate Agency experience. Imagine if one day all your clients started paying 10x more for your services. That £4,000 fee becomes £40,000.

Now envision how your customer proposition would grow with that sort of motivation?

You’d upgrade all interactions, hand-deliver where possible, and encourage in-person meetings. Whilst investing in marketing expertise and the ultimate exposure for their property. Become customer-centric and understand your client’s needs more deeply. This may be the one and only time your clients move home in their lifetime, whereas for you it’s the third 4 bed detached you’ve seen this week. You need to remember this and make this experience as positive and as memorable as you can. This approach ensures lasting relationships not only with this one client but with their friends and their family. This will also set your agency as the beacon of excellence in the competitive estate agency market place locally.

Reshaping the Property Industry: The Unforeseen Advantages of Outsourcing

In the dynamic world of property, there is an emerging trend that’s pushing boundaries and driving innovation. This transformative force? Outsourcing. It’s a concept that has begun to shape the property industry in remarkable ways. While outsourcing might not traditionally be the go-to solution for many, it offers a wealth of untapped benefits that progressive estate agencies are starting to embrace. At the forefront of this is VA Central.

Outsourcing may conjure up images of vast time differences and language barriers. However, VA Central stands to redefine this perception. By harnessing a talented workforce that shares a compatible timezone and language proficiency with our clientele, we effortlessly blend into the everyday operations of your estate agency. Our Virtual Assistants ensure clear and seamless communication, facilitating real-time collaboration and efficiency, all at an affordable cost.

Our faith in the power of outsourcing is not just rhetoric; it’s derived from a deep-rooted experience. As we’ve worked alongside estate agencies, we’ve observed first-hand the transformative impact outsourcing can bring. When routine administrative tasks are offloaded to a Virtual Assistant, your in-house core team can concentrate on the heart of your business – generating revenue. This strategic reallocation of resources results in heightened productivity, exceptional customer service, and streamlined operational efficiency.

Additionally, outsourcing presents unique opportunities for scalability. The property industry often experiences cyclical peaks and troughs in demand. By partnering with VA Central, you have the flexibility to scale your workforce in sync with these fluctuations, without the burden of excessive overheads. This agility is invaluable in today’s unpredictable market conditions.

At VA Central, we’re passionate about cultivating global work relationships. When you outsource to us, you’re helping to construct an international workforce, boost local economies, and nurture professional talent. This symbiotic relationship stretches beyond mere cost-effectiveness – it’s a stride towards a more interconnected, globalised work environment.

Outsourcing’s benefits are not confined to what we’ve explored here. Each organisation is unique, and the advantages derived can be equally individual. However, one thing remains clear: when handled with strategic foresight and a reliable partner like VA Central, outsourcing can significantly alter your estate agency’s trajectory.

So, if you’re curious about the potential benefits outsourcing could introduce to your business, why not have a chat with us? At VA Central, we’re dedicated to reshaping the property industry one Virtual Assistant at a time. We’re about smart work, not just hard work, ensuring the best for your clients – and your business.

In the realm of business, change is the only constant. By adopting outsourcing, you’re choosing to evolve with the industry, remain competitive, and seize opportunities for unforeseen growth. The future of the property industry is radiant. Are you ready to be a part of it?

Scaling Your Business in the New Normal: The Essential Role of Virtual Assistance

As the dynamics of the business world continue to shift in the face of global changes, the adage ‘adapt or perish’ has never rung truer. The ‘new normal’ necessitated by the pandemic demands novel approaches to business operations. Among these, the concept of virtual assistance stands out as a crucial tool in efficiently scaling businesses.

In this era of remote work, the boundaries defining a ‘workplace’ have been redefined. Companies, particularly estate agencies, are now capitalising on the skills of remote workers from around the globe, realising the efficiencies and cost benefits this brings.

Here at VA Central, we’ve recognised and embraced this need for evolution. Our mission is to bridge geographical gaps, providing UK businesses with dedicated, professional Virtual Assistants who can seamlessly integrate into existing teams.

But what exactly does hiring a Virtual Assistant entail, and why should it be considered a viable option? Let’s delve into the key advantages.

One of the primary benefits is the immense flexibility offered by virtual assistance. It allows businesses to scale their workforce up or down based on fluctuating demand, eliminating the logistical complications and financial burdens of hiring permanent, in-house staff.

Moreover, having Virtual Assistants who are proficient English speakers and operate in similar time zones ensures clear communication and real-time collaboration. This compatibility facilitates streamlined workflow, promotes efficiency, and eliminates unnecessary delays, which is a significant factor in enhancing productivity.

Economically, hiring Virtual Assistants is a game-changer. The cost savings achieved by outsourcing work, without compromising the quality of service are substantial. Additionally, this model contributes to a sustainable global economy and provides support for international workers.

In conclusion, integrating virtual assistance into your business model is a practical, cost-effective strategy for those seeking to adapt and grow in the new normal. At VA Central, our goal is to support your transformation with a proficient and professional virtual workforce that is adaptable and committed to your success.

Embracing change can be a daunting prospect, but it’s through challenging circumstances that the most rewarding opportunities often emerge. The time to innovate and carve out your path to success in the new normal is now. The world of virtual assistance stands ready to bolster your business – are you prepared to seize the opportunity?

Maximising ROI With Virtual Assistants

The business landscape is shifting. With technology forging new paths and the digital revolution taking the world by storm, outsourcing has evolved from being a tactical necessity to a strategic advantage. At the heart of this transformation are Virtual Assistants (VAs) – remote professionals who’ve proven instrumental in maximising Return on Investment (ROI) for businesses across the globe.

Today, we’ll explore how engaging with Virtual Assistants, specifically from South Africa, can act as a strategic investment for UK businesses. How does it work? And what sets this model apart?

The New Age of Business Process Outsourcing

Business Process Outsourcing (BPO) has come a long way. It’s no longer about merely saving costs or mitigating risks; it’s about augmenting operational efficiency, gaining access to specialised skill sets and, most importantly, scaling growth. This is precisely where Virtual Assistants step in.

A Virtual Assistant essentially serves as an extension to your existing workforce. They undertake a plethora of tasks – from customer service and data entry to social media management and administrative support – freeing up your valuable time to focus on strategic, revenue-generating activities.

Why South Africa? The Rationale Behind Our Choice

Why specifically focus on South Africa? The answer lies in the unique blend of advantages the country offers.

South African Virtual Assistants are proficient English speakers, ensuring seamless communication between them and UK businesses. Additionally, the similarity in time zones between the UK and South Africa provides a convenience that is hard to come by in an outsourcing relationship.

Moreover, the currency differential between the pound and the rand brings an edge in cost-effectiveness to UK businesses while ensuring fair pay for South African workers. This combination of factors results in a win-win scenario for both parties involved.

Unlocking Maximum ROI with Virtual Assistants

Investing in a Virtual Assistant brings a myriad of benefits, chief among them being cost savings. But there’s more to it than that. With the right VA by your side, you can unlock significant value, including increased productivity, higher efficiency, and, ultimately, maximised ROI.

A Virtual Assistant can provide round-the-clock customer support, ensuring customer satisfaction and loyalty – key drivers for business success. They can also manage repetitive tasks, allowing you to concentrate on strategic initiatives that can drive your business forward.

VA Central – Your Strategic Partner in Maximising ROI

At VA Central, we bridge gap. As your strategic outsourcing partner, we are committed to helping you leverage the power of virtual assistance to unlock new growth avenues and maximise your ROI.

In conclusion, the strategic investment in a Virtual Assistant goes beyond cost savings. It’s about amplifying productivity, nurturing customer relationships, and ultimately, scaling your business. Let’s embrace the future of outsourcing together and unlock the potential that lies in the world of virtual assistance.

In the words of Richard Branson, “If you don’t delegate, your business won’t grow.”

Encourage Frequent, Meaningful Interaction

In the first post of our series on cultivating community in remote teams, we discussed the importance of effective communication. Today, we’ll delve into the art of making virtual meetings meaningful – a critical component of building a connected remote team.

At VA Central, our goal is to foster a sense of community and belonging within our remote teams. This isn’t achieved merely through constant meetings. Rather, it’s through intentional, purposeful, and enriching meetings.

1. Clear and Consistent Communication

We know that communication is crucial in any team, but it becomes paramount when the team members are separated by geographical distance. Early on, we realised that without proper channels for interaction, confusion and frustration can run rampant. To prevent this, we focused on streamlining our communication processes and promoting regular interactions among our Virtual Assistants and the businesses they work for.

Our chosen primary hub is Trello, where we start and end our workdays. It serves as our epicentre for communication, facilitating smooth and efficient conversation. But remember, Trello is just a tool; it can still become a source of incessant notifications and chaotic conversations if not used mindfully. So, we stick to defined boundaries per day, per project, and per team member. We value the diverse ways of working that our team members embody, and so we accommodate for them.

2. Authentic Team Meetings

Do you remember those office meetings that could have easily been summarised in an email? We wanted to avoid that scenario, so we decided to rethink the concept of team meetings.

We don’t conduct unnecessary Zoom calls; we ensure that when we do have meetings, we make them count. Our team meetings are focused, efficient, and meaningful. We establish a fun, prioritised agenda and stick to it, most times ending the meeting well ahead of the anticipated time.

At times, when we’re all caught up with work-related matters but feel a need to reconnect on a personal level, we hop on a Zoom call. Our team is not a collection of robots. They are real people with real lives, and we cherish these moments of connection and vulnerability.

3. Embracing Differences

VA Central is a melting pot of diverse personalities. From the roles they play to their individual styles of working, the differences within our team are striking. But far from being a hindrance, we’ve found that these variations propel us forward.

We take the time to understand each person’s communication style, work patterns, and personal circumstances. We’ve discovered that when we value and respect these differences, it results in a deeper understanding, better collaboration, and more innovative ideas. Our team’s diversity is one of our greatest assets, and we continually strive to cherish and celebrate it.

4. More Than Just Work

Remembering the details about each person, such as their birthdays, favourite hobbies, or significant life events, might seem trivial, but it’s this level of personal connection that helps to build a strong community. These small gestures show our team members that they are seen and appreciated for who they are, not just what they do. We aim to foster a culture of respect and care, which we believe is instrumental in maintaining high morale and productivity in a remote team.

Stay tuned for our next post in this series, where we’ll delve into the importance of recognising achievements and fostering a sense of belonging in a remote team. In the meantime, we hope that these insights will help you in your journey towards building a strong, connected remote team, regardless of the distance between you.

The Role of Virtual Assistants in Customer Service for Estate Agencies

Maximising Efficiency and Customer Satisfaction: How Virtual Assistants Can Transform Estate Agency Operations

The world of property is fast-paced and customer-focused. Estate agencies continually strive to provide top-notch service to their clients. This involves managing an array of tasks including, but not limited to, handling enquiries, arranging viewings, and offering meticulous follow-up services. As the volume of these tasks grows, so does the complexity, often making it challenging to maintain the desired level of customer service. This is where the role of a Virtual Assistant (VA) becomes indispensable.

A VA can significantly enhance the efficiency and effectiveness of an estate agency by taking on many customer service tasks. Here’s a look at how they can bolster an agency’s operations and contribute towards a seamless client experience.

1. Handling Enquiries

Scheduling property viewings is a task that requires excellent organisation and communication skills. A VA can manage a centralised calendar, arrange viewings at suitable times for all parties, and ensure that everyone involved has all the necessary details. They can coordinate between clients, estate agents, and property owners, thereby ensuring a smooth viewing experience.

2. Arranging Viewings

An estate agency receives numerous client enquiries daily, each of which requires a prompt, accurate response. A VA can be instrumental in managing this facet of customer service. They can field phone calls and emails, respond to online chat enquiries, and even manage communication on social media platforms. This ensures that all potential and existing clients receive timely and attentive responses.

3. Providing Follow-Up Services

Follow-ups are crucial in the property sector, often being the difference between a potential and a confirmed deal. VAs can handle this critical task by reaching out to clients after viewings, answering any further questions they might have, and keeping the conversation going. They can also track feedback, provide status updates on offers, and ensure that clients feel valued and engaged throughout the process.

4. Nurturing Client Relationships

A VA can also play a key role in maintaining and nurturing relationships with clients. This might involve sending out newsletters, managing a CRM system, or even just sending a personalised message on special occasions. These touches help foster a connection between the client and the agency, increasing loyalty and enhancing customer satisfaction.

5. Assisting with Administrative Tasks

From maintaining client records to preparing necessary documentation, a VA can efficiently handle the myriad administrative tasks associated with estate agency operations. Their support allows the agency’s staff to focus more on the strategic aspects of the business, such as property sales and acquisition, rather than getting bogged down in paperwork.


In summary, Virtual Assistants serve as an invaluable resource for customer service within estate agencies. Their role encompasses various tasks, each contributing to an improved client experience and more streamlined operations. The unique advantage of hiring a VA, especially one from a different time zone such as South Africa, is the extended hours of support they can provide. This allows your agency to offer a truly round-the-clock service, leaving no query unanswered, no matter the hour.

Employing a VA is more than just outsourcing tasks; it’s about enhancing your customer service, optimising your agency’s operations, and ultimately, driving your business towards greater success in the property market.

Enhancing Customer Service in Estate Agencies with Virtual Assistance

Ready to elevate your estate agency’s customer service to new heights? Experience the power of efficient enquiry handling, meticulous scheduling, detailed follow-ups, and administrative support with our skilled Virtual Assistants. At VA Central, we’re committed to boosting your agency’s operations and improving the client experience. Don’t let complex tasks disrupt your service – leverage our talented VAs to streamline operations and focus on your core business.