Virtual Assistants

Productivity, Virtual Assistants

The 5 Tools You Can Use To Give Your Business an Edge, Manage Your Staff, and Run a Highly Profitable Real Estate Business with Extremely Low Overhead

The 5 Tools You Can Use To 
Give Your Business an Edge and Run a Highly Profitable Real Estate Business With Extremely Low Overhead

Use online tools that will help you either become more productive, proficient, or profitable.

I have a confession…

I’m a junkie.

Now before you call in an intervention, let me clarify.

I’m a “tech-tool junkie.” Which means I love to get my hands on any type of tools that I feel will help me accomplish the 3 Ps:

  • Be more PRODUCTIVE
  • Become more PROFICIENT (skilled in my craft)
  • Make more PROFITS

If a tool isn’t doing one or more of those … then what’s the point?

Any Tool You Use Should Have A Purpose

The key to being an efficient tech tool junkie is that you should never implement a tool just for the sake of using it. You have to have some discipline, otherwise your tools become a distraction and a drag on your business more than they help.

Also, If your real estate income has plateaued, is inconsistent, or non-existent, you may need to implement some innovative tools to give your business a fresh coat of paint.

I’ve found that when a tool integrates well into your overall business strategy, it not only saves you time and headaches, but also helps take your business to the next level.

I’ve listed some of the tools that I use on a weekly, if not daily basis. Much of my staff is virtual assistants (VAs), so I refer to how I use the tools with them. But even if you have a local staff or no staff at all, you’ll still be able to benefit greatly from many of these tools.

Acuity Scheduling

Acuity Scheduling

Acuity Scheduling takes the back and forth out of scheduling appointments. Send your buyers, sellers, or vendors a link - and they can can choose a time that fits within their schedule based on time slots you’ve already predetermined. No more going back and forth to confirm AVAILABILITY. this is a tremendous time saver!

Acuity syncs with your Google Calendar in real time. This comes in handy if you or your staff handle scheduling of appointments with buyers and sellers. You may not think it takes much time to schedule appointments, but 5-10 minutes here and there on a daily basis seriously impacts your productivity.

G Suite

G Suite marries your calendar with your email with cloud storage and additional cloud editing capabilities.

We use G Suite for just about everything that’s document-driven in our business. G Suite includes Gmail, Google Calendar, Google Docs, Google Sheets, and Google Slides.

It also includes Google Drive, which is the most valuable resource for me in this package. It’s the main tools my virtual assistants and I use to collaborate on documents in real time, remotely.

I could literally create an entire course on how you can use G Suite to make your real estate business more productive while working with a remote or local team. Trust me,  getting familiar with these tools and loading them on all your devices will drastically increase your productivity.


Insightly is a customer relationship manager (CRM) and a handy tool that can help you close at least one additional deal per month.

It seamlessly keeps all of our client information and deals organized and up to date. It's an amazing resource for organizing your buyer and seller leads, contacts, and vendors. 

It can be used to manage your deal flow as well as automate tasks and communication in your business – including tracking all of your email communication with your leads.

So you may be wondering – “how can Insightly help you close at least one additional deal a month?” 

The key with Insightly is you have a powerful tool to not only manage all the moving parts of each of your deals, but also to track all communication with your leads and effectively manage your follow up with those leads.

As you probably know, in real estate, the money is in the follow up.

Therefore, if you set up Insightly to track and automate the consistent follow up with your leads – it will ultimately lead to you closing additional deals each month.


Todoist can help you manage your entire staff (both local and virtual) for less than the cost of a steak dinner (currently it cost around $30/user – that’s not a monthly cost – THAT’S FOR A YEAR!).

This tool helps you maximize productivity by giving you the ability to see all tasks assigned, completed, updated, relevant notes, and shared files in a simple user-friendly interface.

It makes accountability a no-brainer, which is crucial when you have a lot of moving pieces in your business. It also helps you stay on the same page with your team by allowing you to check in on the software instead of the need to follow up with each team member individually.

With Todoist it’s easy to share files, discuss details, and allow everyone to stay informed of progress of each of your real estate deals. And, just like many of the other apps mentioned, all communication is synced across your desktop, browser, email app, and mobile app.


Viber is one of the game-changing tools that’s allowed me to be twice as productive and focus more on revenue generating tasks since it makes it very easy to communicate and delegate tasks to my virtual staff as well as seamlessly share files in real time.

I have a virtual team located in different parts of the globe. With Viber, we’re able to communicate worldwide using video and voice calling as well as text messaging in real time – AND IT’S FREE.

We also use the app to send files (i.e. contracts, purchase documents, etc), pictures (i.e. rehab pics for properties), videos (i.e. property walk-throughs), and we even use Viber like a walkie talkie if we’re not a position to text or call.

The nice thing is Viber syncs with your mobile, tablet and desktop so you have your messages and files across all your devices.

So, What's Next?

The next step is to evaluate your business needs.

If scheduling meetings and calls with buyers and sellers has been a time suck in your business – then try Acuity Scheduling.

If you’re looking for a more efficient way to collaborate on files with your staff or just a way to more easily organize all the documents in your business, then you must give G Suite a shot.

Let’s say your lead management and follow up is in shambles which ultimately affects your bottom line. Then Insightly is a no-brainer for you.

Keeping track of to-do lists, assigning tasks, accountability, and low cost are the awesome benefits of using a tool like Todoist.

And lastly, if you’re looking for a free, versatile tool to communicate with your staff via voice, message, or video as well as easily transfer files and pics, then you have to give Viber a go.

Download Your Real Estate Virtual Assistant Toolkit
Discover how to leverage virtual assistants to free up your time while growing your income!

Productivity, Virtual Assistants

The 3 Step Blueprint To Take Your Real Estate Business From Plateauing Profits to Rising Revenue… And Remove The Biggest Bottlenecks Limiting Your Cashflow

The 3 Step Blueprint To Take
Your Real Estate Business From
Plateauing Profits to Rising Revenue... 
... And Remove The Biggest Bottlenecks Limiting Your Cash Flow

Are you the bottleneck in your real estate business?

bottleneck: A resource already working at its full capacity and which, therefore, cannot handle any additional demand placed on it. Also called critical resource,a bottleneck limits the throughput of associated resources.

That’s a fancy way to say - you’re a bottleneck if you’re spread so thin in your business that you can’t take on any additional deals, clients, or projects because you’ve reached your maximum bandwidth of what you can handle.

And, if you’re at capacity and you still try to take on more, something in your business will suffer – whether that be the quality and timeliness of your services and products, or even your sanity due to burning the candle at both ends.

As real estate entrepreneurs, it’s pretty common for us to be go-getters and carry most of the tasks needed to push our businesses forward on our own shoulders. Whether that means you’re the one that’s…

Are you the

SUPERHERO real estate entrepreneurs have to do EVERYTHING in their businesses.

  • Negotiating with sellers
  • Meeting with buyers
  • Putting together contracts
  • Handling all calls
  • Updating your website
  • Doing all admin work
  • Handling all the transactional paperwork in a deal

…You do what you have to do to get the job done.

The problem with the SUPERHERO real estate entrepreneur mentality is that it leads to a what I call a REVENUE BOTTLENECK. A revenue bottleneck is when, despite your continued best efforts, your income plateaus.

Yep, That’s Me. I've Got A Revenue Bottleneck Problem. Is There a Cure?

The good news is there’s 3 ways to cure a revenue rut: do more deals, get higher margins per deal, or lower overhead.

And here’s more good news – I’m going to share with you how using a virtual assistant (VA) in your real estate investing business will provide those 3 cures as well as relieve you from your need to be the do-it-all superhero in your business.

Just in case you’ve never considered using a VA in your business, let’s explore some of the advantages in order to get your wheels turning.

Advantages of Using a Virtual Assistant in Your Real Estate Business

  • Significant labor cost savings – You can typically hire a VA to do the same thing you’d have someone local do for a fraction of the cost without sacrificing quality.

  • Reduced overhead – With a VA, you no longer have to worry about the overhead that comes from having local staff, such as office space, utilities, office equipment, the list goes on.

  • Gain significant time – If you’re a solopreneur – or if you’re doing a lot of routine, tedious tasks in your business – a VA will save you significant time by removing those time-sucking tasks off your plate. I literally gain at least 5 hrs every day by delegating tasks to my VAs.

  • Easier to scale your business – VAs allow you to multiply your efforts. You only have so many hours in a day, so it’s important to maximize that time. VAs help you do more deals or even move into additional markets because your efforts, productivity, and profits are no longer limited by your own capacity.

  • Increased Flexibility – This is big. When I had a full time local staff, I felt like I was strapped to my business and I spent more time managing people than growing my company. You can hire VAs full or part time; they can work your during your schedule or when you’re asleep; and you can hire them by the project or by the hour. 

If you’re a serious real estate entrepreneur who values your time and is looking to scale your profits, those reasons I just mentioned should be pretty compelling to use a virtual assistant in your business.

So now back to the question - how can virtual assistants cure your revenue bottleneck by helping you do more deals, lowering your overhead, and increasing your margins?

Download Your Real Estate Virtual Assistant Toolkit
Discover how to leverage virtual assistants to free up your time while growing your income!

Revenue Bottleneck Cure #1: Do More Deals

Virtual assistants help you get more deals done.

Regardless if you’re an agent, wholesaler, fix-and-flipper, a landlord that buys and holds for cash flow, or a property manager...

 ...there are A LOT of moving pieces that go into putting together deals.

However, if you really think about the moving pieces there’s only a very select few activities that ACTUALLY REQUIRE YOUR SKILLED ATTENTION to complete them.

To illustrate this I’ve described the typical steps needed to close a deal as a real estate wholesaler - and which of those activities you can delegate to a virtual assistant.

NOTE: Even if you're not a wholesaler, think about some of the activities that you're doing to close deals now, and how you can delegate some of those tasks like I've mentioned in the example below.


1. Send direct mail campaign to motivated sellers.

  •  VA can pull a seller list online (per your details) and contact the mail house with instructions for the mailer.

2. Motivated sellers call your office in response to the mailers.

  • VA can answer seller calls using a phone script to determine motivation and to screen out tire-kickers.
3. An appointment is set to either meet in person or have a phone conversation about buying the seller’s home.
  • VA can set an appointment for you using an app like Acuity Scheduling, based on your pre-set calendar for either a follow up meeting or for a phone call with the seller.
4. Negotiations occur between you and the seller and an agreement is reached.
  • Ok, finally time for you to do some work in this transaction in order to get the deal locked down. 
5. Contracts are prepared for all parties to sign.
  • VA can handle preparing contracts using Zipforms and send out for electronic signatures using HelloSign.
6. Escrow is opened for the property with the title company
  • VA sends title company contracts, earnest money details, and information about the buyer and seller in order to open escrow.
7. If needed, inspections are ordered for the property
  • VA manages setting up the inspection and coordinates the date, time, and entry instructions with the necessary parties.
8. Marketing begins to prospective investor-buyers
  • VA emails deal out to your buyers list using a template email that’s already been created - so your VA is just entering the deal details. VA also texts and calls your VIP buyers to make them aware of the deal.
9. You have an interested investor-buyer for your deal.
  • After you negotiate a price with the buyer, your VA prepares and sends contracts to the buyer for digital signatures.
10. Escrow is opened for the 2nd closing (you selling to investor-buyer)
  • VA coordinates with the title company the details of the second closing, informs them of a double closing to occur, and stays in communication with all parties throughout the process to keep you, buyer, and seller in the loop.
11. Closing day!
  • So, time for you to go to work once again in this transaction. You need to sign the closing documents.
12. All closing documents are filed in your CRM (customer relationship manager)
  • VA takes care of electronically filing the settlement statement and all other documents related to the closing for you to easily access later or for tax time.

From the example above, you see that your involvement was only really needed three times – twice to negotiate the deal when buying and selling, and then to sign the closing documents.

If it sounds too good to be true, it’s not. That’s exactly how most of my deals work.

Think about it for a minute… if you have VAs handling all of those components of each of your transactions, how many more deals can you do per year? Per quarter? Per month?

Working hard and long hours isn’t the key to scaling your business and doing more deals. Effective delegation that leads to you only focusing on high revenue generating tasks is the key.

Download Your Real Estate Virtual Assistant Toolkit
Discover how to leverage virtual assistants to free up your time while growing your income!

 Revenue Bottleneck Cure #2 : Lower Overhead

Virtual assistants help you lower your overhead.

Lowering your overhead alleviates your revenue bottleneck because profits are a result of your revenue minus expenses.

So, if you lower your overhead, then you’ll ultimately increase your profits.

Take a look at your current overhead... 

  • Are you paying for a live answering service to take seller calls? 
  • Are you paying for office space that you barely use? 
  • Do you have a payroll that's eating up most of your monthly revenue? 

These are just a few examples where overhead costs can start to add up.

Here’s where a virtual assistant helps you lower your overhead:

  • Hiring a VA to screen leads and answer your business line is significantly less expensive than paying for a live answering service, or hiring a full time receptionist.

  • The fixed cost of office space is unnecessary with VAs, since they work remotely. 

  • You can hire a full time VA for a fraction of what you’d pay a local part time person. I still use local staff in my business for activities such as meeting with sellers and viewing properties. But, any routine tasks that don’t require physical presence are assigned to my VAs.

To put it in perspective, If you average 5k profit per deal, you could literally cover a yearly salary for a full time real estate virtual assistant with less than 4 deals.

And the fact that VAs provide you with additional time and resources to complete more deals – they essentially pay for themselves.

Revenue Bottleneck Cure #3 : Higher Margins

Virtual assistants can help increase your margins.

When you’re cranking out deals and you’re so caught up working in your business, instead of on your business, it’s easy to miss business opportunities.

For instance, maybe you’re making 5k per wholesale deal because that’s what you’ve always done.

But, what would happen if you were in a position to take one day off a week – let’s say every Wednesday – and focus solely on opportunities to grow your business.

That means no dings and bells from your phone, no buyer and seller calls, no dealing with title companies. Just you and your business – one on one.

That’s difficult to imagine if you’re a solopreneur,  because you’re the cog necessary to keep your business going - and EVERYTHING goes through you to get done.

However, using a virtual assistant affords you an opportunity to take that time off to work on your business - since your VA will continue to drive your business forward per your instructions, even when you're away.

During that time off is when you’ll explore JV opportunities, tap into other markets to purchase properties, and reach out to new buying groups – all of which will lead to higher margins.

Those are the opportunities that you can easily gloss over when you’re stuck in the day-to-day minutia and the grind to get deals done - as opposed to having a VA in place to take tedious tasks off your plate so you can take time to focus on ways to grow your business.

So, What' s Next? 

Now you see how using a virtual assistant can have an incredible impact on your business and fix your revenue bottleneck by helping you close more deals, lower your overhead, and help you increase your margins.

The next step is to take action.

If you already have a VA, make sure you’re using him/her effectively by delegating all of your non-revenue generating tasks.

And if you don’t have a VA, it’s time for you to take steps today toward getting one so that you’re no longer the bottleneck in your real estate business.

Download Your Real Estate Virtual Assistant Toolkit
Discover how to leverage virtual assistants to free up your time while growing your income!

Productivity, Virtual Assistants

3 Strategies to Stop Your Real Estate Investing Income From Being Consistently-Inconsistent

3 Strategies For Real Estate Entrepreneurs to Prevent Your Income From Being Consistently-Inconsistent

Are you experiencing inconsistency in your real estate business to the point that your deal volume and income are fluctuating more than the price of gas at your local Exxon?

Inconsistency in your real estate business makes your income fluctuate like gas prices.

Maybe you’ve hit dry patches in your real estate investing business where you don’t have as much revenue coming in due to to a variety of reasons, like closing delays or inconsistent marketing.

Consistency is an area where many real estate entrepreneurs struggle.

Once your real estate business hits a certain level, sometimes it’s challenging to remain consistent with prospecting, follow-up, marketing, and the relationship building that’s crucial to scaling your business.

So why is it that filling our pipelines with quality leads in order to propel business is the first activity that we neglect when we get overwhelmed?

When you take a step back and recognize that next month’s revenue is contingent on this week’s prospecting efforts, you really begin to understand the critical nature of consistent effort.

So, What’s the Solution to Consistency in Your Real Estate Business?

As a real estate entrepreneur, you know there’s a lot of moving pieces in your business. And the fact is, if you’re trying to be the chef, the server, and the host in your business – something is bound to fall through the cracks.

When we have too much on our plates, often what takes a back seat is our marketing efforts for future deals and clients – because it’s easy to get consumed with your current deal transactions.

One way that I’ve been able to create consistency in my business is to make a concerted effort to focus on revenue generating tasks and delegate everything else.

You’re probably thinking, “easier said than done,” right?

Below I’ve listed a few ways to make you more efficient and fine tune your delegation skills, which will ultimately: (1) increase your marketing consistency and deal volume, (2) help you solely focus on revenue generating tasks, and (3) take your business off of the income-roller coaster that none of us want to ride.

3 Keys For Better Delegation And Greater Efficiency In Your Business

Determine your entrepreneurial hourly rate. How much is your time worth?

#1 - Determine your entrepreneurial hourly rate

Let me tell you why this is important. If you don’t know what your time is worth, then you don’t have anything to measure against when you’re trying to determine if you should take on a task, or delegate it.

Also, knowing your entrepreneurial hourly rate keeps you accountable.

So for example, when you’re about to do an activity in your business, the little voice in your head should be saying “is this at least a $200/hr task (or whatever you calculate your hourly rate to be) that I’m about to do ?”​​​​

If the answer to that question is “yes,” then you know you’re doing a high revenue generating task that’s propelling your business forward.

If the answer is “no,” then you need to STOP before you even start, and delegate that task. A good example of this is filling out purchase agreements or calling to get utilities set up on a property.

Neither of those are high revenue generating tasks. Whereas, negotiating a deal with a potential seller, helping a new buyer find a home, and working out the details of a JV deal are highly profitable activities.

Running your business solo means you're working on tasks that aren't the highest and best use of your time which leads to burnout. 

#2 - avoid being a one-PERSON show

Are you running your real estate business solo - with no one to assign tedious time-sucking tasks that need to get done - but, tasks that aren't the highest and best use of your time?  

It’s very hard to sustain that long term, and even more difficult to scale your business all by yourself.

Remember the chef, server, and host reference I made earlier?

There’s a reason you never really hear about super successful one-person restaurants.

In any business - and especially real estate - there’s a lot of moving pieces to keep up with in order to have a successful operation.

In order to manage all of the tasks that don’t have a direct impact on your bottom line, I strongly suggest hiring a virtual assistant (VA). 

Virtual assistants can take all of your routine, time-sucking tasks off your plate such as admin paperwork, bookkeeping, lead follow-up, and answering phone calls – just to name a few.

You can also give tasks to virtual assistants related to your marketing – like ordering mail pieces each month or managing your pay per click campaigns – so those marketing tasks are done consistently in the background to keep your pipeline full, while you focus on putting together deals. 

In addition to the time a VA will save you, they’ll also save you money - since their rates are extremely affordable vs. a local employee. And, you won't have the additional overhead of office space since they're virtual.  

Download Your Real Estate Virtual Assistant Toolkit
Discover how to leverage virtual assistants to free up your time while growing your income!

In your real estate business, you can only grow it if you track it. 

#3 - You can’t improve what you don’t measure

It’s very easy for us to get so caught up in our day-to-day real estate transactions that we forget to have systems in place to measure where we’ve been, where we are, and where we want to go.

If you’re not keeping track of and measuring the details in your business (revenue, response rates, key performance indicators, etc) - then you have no benchmarks to use in order to...

  • Focus your marketing efforts

  • Determine what activities are having a positive or negative effect on your revenue

  • Figure out how to optimize your resources based on what's most effective and/or profitable 

Whether you decide to use an Excel spreadsheet or a CRM (customer relationship manager) - you must find a way to track what’s going on in your business.

Being clear on your numbers will also help you put into focus what you need to concentrate on in your business so that you're always making the most efficient use of your valuable time.

So, What's Next?

If you’re in this business for the long run, the best time to start doing activities to create consistency is NOW.

Take the time to determine your entrepreneurial rate and hold yourself accountable.

Hire a good virtual assistant (or someone locally) that you can delegate the tasks that need to get done to propel your business forward (i.e. marketing) while you work on high revenue generating activities.

And. measure EVERYTHING you’re looking to improve. Whether it’s the response rate to your marketing, the number of leads that you generate weekly, or the number of deals you do in a month. You have to track it to grow it.

Download Your Real Estate Virtual Assistant Toolkit
Discover how to leverage virtual assistants to free up your time while growing your income!

Personal Development, Productivity, Virtual Assistants

The Stress Free Guide to Working ON Instead of IN Your Real Estate Business

The Stress Free Guide to Working
ON Instead of IN Your Real Estate Business

What was it that made you first fall in love with real estate?

Think back to when you first fell in love with real estate…

  • What was it about real estate that made your heart go pitter-patter?

  • What was the pivotal point that caused you to make a career change?

  • What initially excited you about becoming a real estate entrepreneur?

Whatever it was that made you first fall in love, it’s not unusual to “lose that loving feeling” if your business takes a turn and it feels like it’s running you, instead of vice versa.

In other words, you’ve become so consumed with the day-to-day minutia of being a business owner (admin, paperwork, dealing with dead-end leads, managing staff, dealing with unruly vendors, etc.) that the business starts to swallow you up and spit you out.

This feeling is often the precursor to a plateau in productivity… and profits. Not to mention, it spills over into your personal life, and can affect how you relate with family and friends.

So, I’m going to share with you what I consider to be the ultimate guide to alleviate some of that business fatigue you’re experiencing so you can start working ON instead of IN your business and get back that loving feeling.

Make Each Day Your Masterpiece Through Meditation

Meditation can positively impact every aspect of your life. 

Let’s start with how to get off the roller coaster of ups and downs you may experience on a daily basis in your real estate business. The highly admired coach, John Wooden, once said “make each day your masterpiece.”

So here’s some tips to help you do just that.

Meditate every morning. I suggest before you get in the hustle and bustle of your day, take at least 5 minutes, relax, and just – be still. That doesn’t mean you have to try to struggle to turn all the thoughts off in your head (which usually only results in more thoughts).

It just means that you sit still, breath and relax – distraction free – before you look at your first email or make your first call. Be present, and meditate.

I know there’s push back from some people about taking time to meditate because they think it’s too esoteric - or they don’t feel it works for them. 

Look, it’s not a coincidence that a growing number of Fortune 500 CEOs are practicing meditation and encouraging meditation in their companies.

Some of the benefits of mediation include:

  • Decreased anxiety, which increases resilience and performance under stress

  • Increased emotional intelligence

  • Enhanced creativity: Your greatest ideas typically occur when your mind is more relaxed and in a quiet space - as opposed to when your mind is going 100 miles a minute, making it hard for creative ideas to break through

  • Helps you focus on the task in front of you

Don’t overthink this. 

In fact, when you’re meditating – do nothing. And, try to make a habit of doing it everyday around the same time. This one thing alone has helped me achieve incredible peace and resilience in my business.

Situations that rattle many real estate entrepreneurs who experience emotional highs and lows, don’t phase me. Trust me. If you’re not already doing it, start meditating tomorrow morning.

Be Proactive Instead of Reactive

Real estate entrepreneurs who are proactive work ON their business, while those who are reactive only work IN their business. 

One way to start working ON instead of IN your business is to become a proactive, instead of a reactive, real estate entrepreneur.

Below are some examples of one vs the other:

Being a Reactive Real Estate Entrepreneur vs. Proactive



  • You get into the office, check your email, and dig into whatever is at the top of your inbox.
  • You plan the night before and you identify the ONE MAIN OBJECTIVE you must accomplish the next day.
  • The path that your day takes depends on who or what needs your attention from the last call you took or email you read.
  • You time-block your day - making sure that your one main objective has a block of uninterrupted time (no calls, emails, social media). And, your day is batched so you know when you’ll answer calls and when you’ll reply to emails.
  • You don’t write down objectives and priorities for the day. Instead you just take the day as it comes.
  • You use task management software to keep track of tasks that you and your staff need to take care of for the day, and the week, to prevent tasks from falling through the cracks.

Figure Out Your ONE THING  Each Day

Focusing on your ONE THING (your lead domino) makes the other dominoes behind it fall effortlessly. 

Part of being a proactive real estate entrepreneur who doesn’t have your head on a swivel is knowing your dominoes. Let me explain.

At the end of each business day, you should identify your “lead domino” that will be your focus for the next day.

Lead domino refers to the idea of focusing on the ONE objective or task that will make everything else simpler in your business (hence push down the first domino and the other dominoes behind it will fall effortlessly).

This concept is coined by Gary Keller, author of “The One Thing.” He suggests that no matter how success is measured, personal or professional, only the ability to dismiss distractions and concentrate on your ONE thing stands between you and your goals.

Then you MUST time-block your most important work and avoid distractions during that time at all costs.

If you do do this, amazing things will start happening because your concentrated efforts are pushing your ultimate goal forward as opposed to your energies being dispersed in a multitude of activities, that make it feel like you’re running in place.

"Success is sequential, not simultaneous. It’s one step at a time. ONE Thing
at a time. It’s not your one and only thing. It’s the ONE Thing right now."
– Gary Keller

Use Task Management Tools To Help You And Your Team Stay Focused

Task management tools keep you and your team focused and more productive.

There is no one size fits all task management tool.

But, you absolutely must be documenting tasks that need to be accomplished by you and your staff along, with deadlines.

If you’re just relying on memory, it’s not a matter of if, but when, something falls through the cracks – potentially costing you a lot of time and money.

One of my task management tool of choice is

Below I've provided 3 suggestions on how you can use this tool, or a similar tool, in your real estate business to be most effective.

  • Like I mentioned before, determine what your ONE THING is at the end of each business day, which will be your main objective for the next day. In your task management tool, write that down and block off undisturbed time that will be dedicated to that activity the next day.
  • If you have a virtual assistant or local staff, make sure they’re also connected to your task management software. 
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    Think about the tasks you need them to do the day prior - or even several days in advance - and assign those tasks in the software. This is another way to keep you ahead of the curve because you’re taking time to think about your business proactively instead of waiting until you’re consumed in it, which makes it more challenging to think “bigger picture.”

Also, whether you use a task management tool or some other method, you should find a way to keep that ONE thing in front of you at all times during your work day.

Maybe you type out that activity and make it a screensaver on your phone or computer. Or, you write it on an obstructive sticky note that you’d have to physically move in order to get anything else done.

You need to have horse blinders on so that if by chance you do get distracted, you’ll have something to help you hit the reset button and get back on course.

Download Your Real Estate Virtual Assistant Toolkit
Discover how to leverage virtual assistants to free up your time while growing your income!

If You Want To Sell More Real Estate, You Have To Learn To Delegate!

Effective delegation eliminates burnout and makes you more productive.

A large part of the burnout you may be feeling in your business is because you’ve got too much on your plate.

There’s a lot of moving pieces in your business, so when you have to be the chef, the server and the host – it’s eventually going to wear on you.

I know we’re talking about real estate investing, but I’m a foodie and the same concept applies.

One surefire way to alleviate some of that pressure is to delegate. 

If you have a virtual assistant or local staff, make sure to delegate tasks that: (1) aren’t revenue generating, or (2) you don’t enjoy doing. 

You didn’t get in business for yourself to do $10/hr tasks, or to operate a business doing activities you don’t like.


If you have staff, even if it’s just one person, reorganize your to-do list RIGHT NOW so you’re only doing the tasks YOU should be doing.

But, what if you don’t have staff and you’re a solopreneur?

If you’re solo in the biz, the first person you should hire in your real estate business is a real estate assistant. You can hire someone local or use a virtual assistant (VA). 

A VA is a remote person that works from home so they’re typically much more affordable and don’t require the extra overhead of someone local. I’ve had a great experience using virtual real assistants since 2008, so I’ll dig a little deeper on that...

Your virtual real assistant will provide you support with all your day to day routine tasks including deal coordination, handling phone calls, and taking over admin paperwork, in order to save you substantial time and money.

Over time this person can also become your right hand, and quite honestly completely change your real estate business. 

A virtual assistant will create efficiencies in your organization that make you more profitable and free up your time and mental space to focus on high revenue generating activities – or just allow you to have more free time with your family.

Flying solo may be fine initially – but in order to really soar financially, and to avoid crashing from overwhelm – you should seriously consider hiring a real estate assistant.

So What's Next? 

Now that we’ve discussed a few ways for you to fall back in love with your real estate business by using some strategies and tools to help you work ON instead of IN your business – it’s time for you to take action.

Here’s a quick recap of my suggestions:

  • Meditate – Try meditating a few minutes a day each morning before you get into your day. It will only get easier over time and the results are priceless.

  • Pre-Planning – Be proactive instead of reactive, and plan for tomorrow the day before. Determine your ONE thing that you need to focus on that will make everything else easier or unnecessary. And then be militant with the time you block off for that ONE thing each day. This little bit of distraction-free time along with your intent focus on one activity designed to push you closer to your objective, will pay off in a big way toward helping you achieve your goal.

  • Use Task Management Tools – You’ve got too much going on in a day to rely on your memory to keep everything straight. The more “stuff” you can take out of your head, the less stress you’ll experience. Use tools to help you keep track of daily tasks and to assign tasks to your staff.

  • DEL-E-GATE – Start delegating all tasks that aren’t generating revenue or aren’t on your love-to-do list. If delegating means hiring someone, then make a point to hire a real estate assistant as soon as you can. Bonus points if you hire a virtual assistant!

If you put to use these strategies I mentioned, they'll have a tremendous impact on eliminating stress and helping you run a real estate business that you love!

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Productivity, Virtual Assistants

Using Standard Operating Procedures (SOPs) Is The Secret Sauce to Getting The Results You Want In Your Real Estate Business

Using Standard Operating Procedures (SOPs)
Is The Secret Sauce to Getting The Results You Want In Your Real Estate Business

You know exactly what to expect when you order a burger at your favorite restaurant because they use standard operating procedures for predictable results.

Close your eyes and imagine you’re at your favorite restaurant. Or, maybe you’re not much of a restaurant person - so let’s say your favorite fast food joint.

You’ve walked up to the counter…

… been greeted by the cashier...

… taken the time to review the overhead menu behind the counter with the 100’s of selections...

… placed an order for your food...

… been upsold by the cashier, “can I offer you a super size fry and jumbo size drink with your colossal burger?

… and finally you receive your food and head to your seat to indulge in that first bite.

Alas... that first bite is exactly as you expected. The burger doesn’t taste any better or any worse than the last time, it’s exactly the same. Which is fine with you, because that’s EXACTLY what you wanted.

As a matter of fact, pretty much everything was exactly as you expected. The greeting from the cashier, the menu, the way you placed an order, the fact that you were upsold – all of it was what you expected.

This isn’t by accident. It’s because your favorite restaurant uses standard operating procedures (SOPs) to make sure you have a predictable experience every time you come there to eat.

So Now That You’ve Got Me Stomach Rumbling... What’s This Have To Do Me?

My fast food example was meant to open your eyes to what makes the most successful businesses thrive.

They don’t operate their businesses by the seat of their pants, hoping that things will go well with every transaction.

Instead, they use SOPS so that their systems and outcomes are as predictable as possible. If you want to run your company like a business instead of a hobby, SOPs will make all the difference.

What Are SOPs And How Do They Apply to My Real Estate Investing Business?

S·O·P: The documented processes that a company has in place to ensure services and products are delivered consistently every time.

Businesses like McDonald’s are successful because you know what to expect when going there as a customer - and their employees know what to expect because they have systems in place to produce predictable results for you.

As it relates to your real estate business...

"SOPs are the secret sauce that will reduce your time spent training the people that work for you, help you maintain a consistent quality of work, allow you to be more efficient when you’re working, and allow you to scale your business."

Below is a list advantages of using SOPs in your real estate business. I use virtual assistants (VAs) to take care of many of the activities that drive my business on a daily basis (and I highly encourage you to also consider hiring a virtual assistant to take routine, tedious tasks off your plate). So, in the examples below I refer to both virtual assistants (VAs) as well as local staff.

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Some the advantages of using Standard Operating Procedures (SOPs) in your real estate business:

  1. Save you significant time training people because you’ll have written processes in place.
  2. Create structure in your business activities so nothing slips through the cracks.
  3. Make it simpler for VAs/staff to do their jobs.
  4. Your VA/staff don't have to guess how you want a task done.
  5. Your VA/staff can enjoy more predictability in their jobs and hone their skills to raise overall performance.
  6. Reduces errors or variation so you and your customers know what to expect.
  7. Make it easier to conduct employee reviews.
  8. Make it straightforward to compare performance of staff doing the same tasks.
  9. Make it painless to replicate processes in order to scale up and expand to other markets.
  10. They force you to think thoughtfully about your business - which can only make you and your business better.

Sounds Good So Far. So...How Do You Create SOPs?

Consider making an SOP for any task you perform more than once in your business. 

Now that you’ve know how important SOPs are to your real estate business, how and when should you create them?

Here’s the key: You should develop an SOP for any task or activity that you or your staff will need to perform more than once (i.e. running comps, putting together offers, loading homes on your site), then you should create an SOP for it. 

This will save you considerable time and headache teaching something over and over again as well as make you more efficient if you’re doing the tasks yourself.

And don’t let the words “Standard Operating Procedures” freak you out and make you think that it needs to be something overly complicated - because it doesn’t.

SOPs can be in the form of checklists, process charts, or videos. The point is, it needs to be in a format that you can hand off to someone and they’d be able to follow the instructions to get your desired outcome.

Whatever is the path of least resistance to document those steps and make it easy for others to follow – that’s what you do.

Tools To Create SOPs

  • I recommend having your favorite note taking application - like Evernote, or a Google Doc in Gdrive - open at all times. If you prefer video, you can use free online tools like and keep it open in the bottom tray on your computer while you’re working.

    As you’re doing activities in your business such as putting together a purchase agreement, you’ll either write out the steps you’re doing in the note taking application, or simply record your screen using Screencastomatic while you’re walking through the steps.

    Over the course of a couple of weeks, you want it to become second nature for you to document repeatable activities that you think will serve as good SOPs.

    Then, as you become more consistent, you’ll eventually have an SOP library that you and your staff can refer to for any of the processes that occur in your business.

This is a true ASSET!

So, What's Next?

Using SOPs will be the difference between you running a real estate business with the structure in place needed for you to be able to scale your company and take time off...


...Running a business that you operate by the seat of your pants, with your head on a swivel because you’re always reactive instead of proactive about getting things done.

Your next step should be to set aside some time to determine which SOPs you need in your business.

Then, take some time over the next couple of weeks while you’re doing those activities to actually document the steps.

And remember, taking the time to set up SOPs will not only help you become more efficient in your business and ensure your staff understands your expectations -

 – It will also make you a better business owner because you’ll be taking time to think through your business systems and processes, which will make all the difference in your success.

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