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To learn more about working with personal assistants, visit Realtormag's Personal Assistant Advisor. For registered users of REALTOR.org. | | Realtormag Online this month profiles three salespeople (“Assistant Insights ”) who have successfully incorporated assistants into their business. And, these three salespeople have made themselves available to you—exclusively here, at Realtormag--to offer you their advice on hiring, training, and managing your own personal assistants.
Click the feedback button or e-mail your questions to mediatech@realtors.orghttp://lnchip1/rmotalk2.nsf/Feedback?Openform&Ask_the_Experts:_Personal_Assistants Feb. 4 through Feb. 15, to receive free, personal advice from our experts. Please include your name, company name, and city and state. Our experts' responses to your questions will appear on this page within 48 hours.
Who are these veterans of personal assistant management?
Eric Blackburn, salesperson, Keller Williams, Overland Park, Kan.
Blackburn hired his first assistant, Jane Ball, nearly 12 years ago. (She remains with him to this day.) He saw immediate results, "I hired her to do administrative stuff and almost doubled my business in one year."
The past decade has seen him more than quadruple his business and he attributes much of his success to his assistants. Blackburn has two full-time assistants and one part-time assistant. They allow him to focus on pursuing leads, instead of getting bogged down in follow-up details. "I read somewhere that if you want to be successful, you should surround yourself with people who are better than you. I've tried to do that," he says.
Bonnie Clement, salesperson Realty USA, Buffalo, N.Y.
Clement is a relative newcomer to the world of personal assistants—she hired her first assistant, Sheryl Martin, four years ago. But since she made that decision, Clement says her volume has increased about 10 percent. Plus, “I don’t have to stay up until three o’clock in the morning doing paperwork anymore,” she says.
And by training and mentoring Martin attentively, Clement has been able to expand Martin’s duties to include everything from marketing to negotiating. She eventually plans to make her assistant a full partner.
Jo-Ann Forster. Associate Broker, Wimbish-Riteway REALTORS®, Miami Beach, Fla.
Forster, has used a sales team-based approach to become her company’s top producer for the past four years. Her team consists of six full-time assistants--an office manager, a marketing director, three broker buyers, and a general manager--all but one of whom are licensed. Additionally, she has one part-time assistant, who mainly works with mailings.
The team’s success has led Jo-Ann to branch out into another areas; she even gives seminars on working with assistants.
Reader Questions
Q. I pass on 90 percent of my business to one loan officer and the two of us are considering sharing an assistant. Does it make business sense to have one assistant work for both of us?
George Tanner
gtanner@garrow-loftis.com
Garrow-Loftis GMAC
Clio, MI
A. Sharing an assistant is an excellent idea if you only need--or can only afford--a part-time worker. Work out an agreement with the loan officer before the assistant starts.Make sure to address details such as hours, benefits, and vacations, as well as the procedure for when one of you temporarily needs the person full time, in advance. This will avoid problems down the line.
Jo-Ann Forster
(Editor's Note: For more resources on sharing assistants, visit our Personal Assistant Advisor--for registered users of REALTOR.org.)
Q. I'm getting ready to hire my first assistant and feel nervous about letting someone else help create my newsletters and marketing materials. I'm afraid that my past clients who have come to appreciate "my style" will feel cheated. Should I still spend time working on my newsletter (which I really enjoy doing) and allow my assistant to handle other time consuming activities or should I learn to "let go" of some of the creative aspects of my business?
Sean M. Carpenter
scarpenter@kingthompson.com
Coldwell Banker King Thompson
Hilliard, Ohio
A. I'm so busy listing and selling that I often turn work on flyers and other types of advertising over to my assistant. She has given me some great, fresh ideas that have caught on. I always have my assistant runs things by me, but I trust her judgement and you will learn to do the same with your assistant.
Bonnie Clement
A. At this point you don't know whether your future assistant will even be the creative type. (You can make this part of your hiring criteria, but that could narrow your options.) It'll take your assistant awhile to get up and running before creativity can enter the picture. After your assistant has had time to learn your style, ask the person to create a sample newsletter. Then you be the judge.
Jo-Ann Forster
Q. What activities should salespeople delegate to their assistant(s), and which activities should salesperson do themselves?
Brad Vincent
bradvincen@yahoo.com
Vincent Properties, Inc.
Tigard, Ore.
A. The answer will depend on whether your assistants are licensed. If so, have them do open houses every Sunday, show your properties, and be present at inspections, appraisals, and walk throughs. Additionally, they can work with buyers. Other duties might include courier work, hanging riders, and taking photos. Unlicensed assistants can do administrative work as well as show houses and give out info sheets.
Jo-Ann Forster
(Editor's Note: Laws regarding unlicensed assistants vary from state to state. Check with your local association for more information. For more resources on licensed vs. unlicensed assistants, as well as delegating authority, visit our Personal Assistant Advisor--for registered users of REALTOR.org.)
Q. I'm studying for my real estate license. I'd like to work as an assistant before I become a salesperson, but I don't know how to find a broker that needs an assistant. (Currently, I'm an administrative assistant for more than 30 people; I definitely have the skills.) A friend said that would-be assistants sometimes advertise, but where? Can you help me with this dilemma?
Ana Ramos
aramos@lendleaserei.com
Dallas, Texas
A. Make a really good professional flyer that showcases your professional qualifications. Visit offices near where you live and ask the receptionist to put the flyer in each salesperson's mailbox. Also, go to Sunday open houses and give them to salespeople.
Jo-Ann Forster
A. Try contacting your local offices Contact local real estate offices? to see if anyone is looking for a personal assistant. You may want to speak to the branch managers to get your name out there. Speak to the branch managers to get your name circulated among the salespeople.
Bonnie Clement
Q. How much should I pay an assistant who mostly does paperwork to help me catch up?
Connie Finch
cfinch@myspeedworks.com
Realty Executives
Birmingham,Ala.
A. Pay this assistant by the hour. My pay range for an assistant who does paperwork is between $10-$12 an hour.
Eric Blackburn
Q. When making the move to hire my first assistant, should I hire someone to handle clerical tasks or should I seek out a licensed salesperson to handle buyers and sellers? Also,in your experience, what is the best way to compensate a licensed salesperson who is working with buyers and/or sellers?
Steve Yingling
Steve@SteveYingling.com
Smythe, Cramer Co.REALTORS
Chagrin Falls, OH
A. Your time is too valuable for you to be a secretary. I would suggest first hiring an office manager to handle clerical tasks. Your second assistant should be a licensed assistant.
I have used many approaches to compensate my assistants, according to their needs: a draw against commissions for a short time, a small salary plus commissions, or on a percentage basis. Currently, my main assistant earns seven percent of my net commissions, while my other salespeople get 50 percent of any buyer I give them, plus any business they bring in (buyers or sellers). All these assistants are licensed.
Jo-Ann Forster
Q. What is the best way to pay an assistant? Are they independent contractors? How can I teach them what they can and cannot do? I have just hired an assistant. It seems that there is so much I want her to do but don't know where to start.
Have a nice day,
Evelyn Ashworth
majestic@accesswest.com
Coldwell Banker Majestic Mountain Realty
Cedar City, Utah
A. My assistants are licensed by my company, Wimbish-Riteway, and are independent contractors. Wimbish-Riteway pays my non-licensed staff member and debits the amount to me. My licensed assistants get 50 percent of whatever I share with them or that they bring in. At the end of the year I give them a bonus based on my volume, their volume, team spirit, and educational pursuits.
To help educate my assistants, I have them attend board seminars, listen to training tapes, and preview area listings before they can begin. Additionally, many boards and national trainers offer assistants courses and other materials--Monica Reynolds has written a book on the subject and Mike Ferry sells training and motivational tapes.
Licensed assistants can do anything that you can. Unlicensed assistants, on the other hand, can do administrative work as well as show houses and give out info sheets, but not much more. Since these rules vary from state to state, the best thing to do is have unlicensed assistants print out the rules from your local association.
Jo-Ann Forster
(Editor's Note: For more information on licensed vs. unlicensed assistants, visit our Personal Assistant Advisor--for registered users of REALTOR.org.)
Q. I have an assistant who works approximately 20 - 25 hours a week. She is very good at her job and has an administrative mind. (As Broker/Owner of a successful RE/MAX office, that is wonderful!) I believe she needs a secretary/computer operator to help out with searches, ads, brochures, mailings, and the like.
How much time would a second person need to work to stay on as a viable assistant? Who supervises whom? Where do I find this person? What loopholes do I need to worry about and where do I provide more workspace? Thanks!!!
Thomas and Doris LaBeau
tdlabeau@provide.net
RE/MAX Masters,Inc. .
Mich.
A. Try starting your new person part time--say half a day, 5 five times a week. Your assistant can be the person's supervisor, with you as the overall leader. You can find great candidates by considering beginning salespeople who need money and experience.
As far as finding room for the new assistant, sit the person anywhere someone isn't already situated-it does not have to be their permanent spot.
Ask the new person for a one year commitment to your business, an agreement based on the honor system. Additionally, I would ask them to maintain confidentiality--I do not want them talking about subjects such as my clients and marketing. The real estate community is a small world and I explain to assistants the importance of relationships and trust.
Jo-Ann Forster
Got a question for the experts? E-mail your questions to mediatech@realtors.orghttp://lnchip1/rmotalk2.nsf/Feedback?Openform&Ask_the_Experts:_Personal_Assistants. | |
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