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Podcast

EPISODE 20– Online Marketing To Close More Real Estate Deals: Season 3 Preview

The Level Up Your Business Podcast


Show Notes for Episode 20: "Online Marketing to Close More Real Estate Deals - Season 3 Preview"

Episode 20 of Season 3

Clickable Show Highlights:

[01:15] Topic of Season 3
[01:27] 3 components of online marketing
[02:17] Why Marketing is the focus for Season 3
[04:03] Preview of some of the subjects on this season
[04:09] Lead attraction episodes
[04:47] Converting leads episodes
[05:35] Nurturing leads episodes
 

Quotes:

  • The only way you can scale your business and income is to create predictability. And, you create predictability by having marketing systems in place that constantly ATTRACT, CONVERT, and NURTURE leads.

Resources:

THE LEVEL UP YOUR BUSINESS BLOG

 ONLINE MARKETING
TO CLOSE MORE REAL ESTATE DEALS:
SEASON 3 PREVIEW


Buckle your seatbelts! I’m going to talk about something that may be one of the most critical factors in the success of your real estate business.  

But before I jump into that, I want to mention that I just finished Season 2 of The Level Up Your Business Podcast, which was about Productivity Hacks for Busy Real Estate Entrepreneurs  

That season featured 12 value-packed episodes that focused on showing you how to get more done, gain more time, and be more efficient.  If you missed any of those episodes, head to leveluprsj.com/season2.  

Now it's time to shift gears for Season 3.

Season 3 is all about one of my favorite topics - which also happens to be the lifeblood of all successful businesses…

... and that's MARKETING!

More specifically, I'm going to focus on three components of online marketing for your real estate investing business:

#1 - How to ATTRACT more prospective buyers and sellers to your business

#2 - Tools and strategies you can use to CONVERT those prospects into actual customers

#3 - Automation tactics to help NURTURE relationships with your leads and customers  

Since I’m a real estate investor, and I help real estate investors with online marketing, a lot of what I'll be speaking about is going to be from the marketing perspective of an investor running his/her business. 

But, you can actually apply the online marketing for real estate concepts I'll be sharing this season in just about any business.

Today on the Level Up Your Business Podcast I preview Season 3 of the podcast, which will focus on: Online Marketing To Close More Real Estate Deals.

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Why is Online Marketing
for Real Estate Investors Important? 

This season I’m focusing on using online marketing in order to attract, convert, and nurture leads. There’s a very important reason that I made this the topic of Season 3.

If we’re being 100% real with each other, most real estate investors are living from deal to deal.

Here’s what I mean… 

(The typical process to get a deal done)

  • You put in work to find a motivated seller.
  • Negotiate to get their home under contract.
  • Find buyers that may be interested in that home, or that would want to take over your contract for an assignment fee.
  • You coordinate closing details and keep all parties in the loop until closing.
  • And you see the deal all the way through to closing.
  • Then you have a good payday.


BUT THEN WHAT?

You have to start the process... ALL…OVER… AGAIN.

In the movie Groundhog day, you’ll remember the character who Bill Murray played was trapped repeating the same exact day over and over again.

That's basically what your real estate business is like if you don’t have effective marketing in place.

When you neglect marketing, instead of having a steady stream of prospective deals in your pipeline, you're constantly hitting the reset button every time you close a deal. That means you’re always starting the process over again to hunt for your next deal.

Is that really how you want to run your business? And, do you think that’s sustainable long term? 

Running your business without consistent marketing in place does the following:

  • Makes your income unpredictable, because you don’t have a consistent pipeline of deals.

  • Makes it challenging to create a budget - both in your business and personal life - since there can be huge fluctuations in deal flow

  • It becomes incredibly difficult for you to take any time off from your business - because if you try to, your income is going to take time off as well. And that’s not good for obvious reasons.

The truth is, just like you, I've dealt with these same frustrations. I've felt like I was on a hamster wheel, where you're only as good as your last closed deal. I don't know about you, but I really didn't like living that way

The bottom line is the only way you can scale your business and income is to create predictability. And, you create predictability by having marketing systems in place that constantly attract, convert and nurture leads.

What To Expect In Season 3

Here's a preview of some of the subjects I'll cover during this season of podcast posts, based on the marketing topics: ATTRACT, CONVERT, NURTURE:

ATTRACT

  • How to using SEO (search engine optimization) to make sure your real estate site is easily found by prospects.

  • How to use social media to build authority and drive leads to your site.

  • And, how paid traffic such as Google Adwords and Facebook ads can drive quality leads to your business. Keep in mind with paid traffic, the people who are clicking on ads are seeking your products and services - instead of you chasing after them (like with direct mail).


CONVERT

  • The key to setting up your website the right way so that it's not just a pretty brochure site that tells people about your business. But instead, it's a site that captures the contact information of people that may be interested in what you have to offer - so you can follow up with them now, or at a later date.

  • I'll break down how to use marketing funnels in your real estate business, and some of my favorite tools and strategies to set them up.
     
  • And I’ll talk about how to set up lead magnets, or “ethical bribes,” so that you can give people that visit your website something of value, in exchange for them providing their contact information. This will also give you an opportunity to follow up with those leads.

NURTURE

  • I’ll discuss how to set up automated email sequences so that you can stay engaged with your buyers and sellers, without the tedious task of writing and sending dozens of emails a day.

  • You’ll discover how to use retargeting to stay on the top of your prospects and customers minds. This will also increase the likelihood of them doing business with you.
     
  • I’ll talk about how to incorporate cool tools like chat bots, sms, and voice broadcasting in your real estate business to create follow-up-funnels that make your customers feel like they're your favorite client.

Not to mention, I'm going to show you how you can use virtual assistants in different areas of the - attract, convert, and nurture sequence.  The will add a personal human touch to your follow-up marketing, while automating some tasks that probably aren't the highest and best use of your time.

By the way, what I just covered is only some of what's in store for you in Season 3. I also have some special guests lined up and a few other surprises!

Next Up In Season 2

Next week I’ll dig into Season 3.  I’ll talk about some of the online traffic sources you can (and should) use in your real estate business in order to level up your marketing, increase the leads coming in your business, and close more deals.


Podcast

EPISODE 19 – Productivity Hacks for Busy Real Estate Entrepreneurs: Season 2 Recap

The Level Up Your Business Podcast

Show Notes for Episode 19: "Productivity Hacks for Busy Real Estate Entrepreneurs - Season 2 Recap"

Episode 18 of Season 2

Clickable Show Highlights:

 
[01:09] Topic of today’s episode
[01:23] Recap: 20 life changing productivity tools to add more hours to your day 
[03:14]  Recap: The secret to working on instead of in your business
[03:54] Recap: Larry Goins – Productivity secrets revealed from a 30 year real estate investing expert
[05:12] Recap: Mastering the art of delegation to 10x your productivit
[06:00] Recap: Using standard operating procedures to make your business productive with predictable results
[06:55] Recap: Brent Simpson – Focusing on your one thing is the key to success
[07:43] Recap: The ultimate productive morning routines of highly successful entrepreneurs
[08:44] Recap: Danny Johnson – Sell more houses by making marketing your big domino
[09:53]  Recap: Whitespace: Your to innovation, clarity, and hitting your goals
 

Quotes:

  • Sometimes it only takes one valuable tip or tool to really give you and your business the productivity boost you need to get more done, gain more time, and be more efficient.

Resources:

THE LEVEL UP YOUR BUSINESS BLOG

 PRODUCTIVITY HACKS FOR BUSY
REAL ESTATE ENTREPRENEURS:
SEASON 2 RECAP


For the past few weeks we’ve been in Season 2 of the Level Up Your Business podcast (as well as the blog), where my focus has been on Productivity Hacks for Busy Real Estate Entrepreneurs. 

The content has focused on showing you how to get more done, gain more time, and be more efficient.  

This blog post marks the end of Season 2, and next week I'll be starting a brand new topic for Season 3! 

So, I think the perfect way to end this season is to recap and highlight some of the most valuable lessons, strategies and tips from Season 2 that you can put into action to level up your business. 

Today on the Level Up Your Business Podcast I recap and highlight some of the most valuable lessons, strategies and tips from Season 2 of the podcast which focused on Productivity Hacks for Busy Real Estate Entrepreneurs.

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EPISODE 8 & 9:
20 Life Changing Productivity Tools 
To Add More Hours To Your Day

Season 2 kicked off with the episode entitled, "20 Life Changing Productivity Tools To Add More Hours To Your Day."

I shared with you 20 of my favorite tools that’ll help you reach new levels of productivity in your business and personal life.

Those tools were broken into four categories: Communication tools, marketing tools, admin tools, and creativity tools.

One of my favorite communication tools I spoke about was Viber, which allows you to communicate via voice, message, video and “walkie talkie.” You can also use it to exchange images, recorded video and send audio messages.

I also spoke about one of my favorite marketing tools - Clickfunnels. This software is a website builder that allows you to create almost anything you need to market your business online, including: lead generation pages, sales funnels, membership sites, landing pages, and e-commerce systems - all with the ease of a drag and drop interface.

One of my go-to admin tools that I shared was Asana . This is the task management tool I use most often in my business, and in my opinion is one of the easiest ways for you and your team to track your work - and get results.

And finally, I spoke about creativity tools that I use for productivity. Workflowy is the tool that I mentioned which I use every week for brainstorming. It helps you break big ideas into manageable pieces, so you can focus on one piece at a time.

Those are just 4 of the 20 tools that I went over. I shared so much value that it took two episodes to cover!

If you want to hear about all the tools, check out leveluprsj.com/8 and leveluprsj.com/9. I guarantee that you'll find at least a few tools that'll help you and your business become more productive.

EPISODE 10:
The Secret To Working
ON Instead Of IN Your Business

The next podcast post was "The Secret To Working On Instead Of In Your Business."

I shared with you what I consider to be the ultimate guide to alleviate some of that business fatigue you may be experiencing, so you can start working ON instead of IN your business - and get back that loving feeling that you may have lost as a result of being consumed with the day-to-day minutia of being a business owner.

Some of the tactics I covered included:

  • The benefits of meditating
  • Planning for tomorrow the day before
  • Focusing on your one thing
  • Using task management tools
  • The importance of delegation

To get all of the actionable strategies from that episode, check out leveluprsj.com/10.

EPISODE 11 & 12:
Larry Goins - Productivity Secrets Revealed From

A 30 Year Real Estate Investing Expert

Next up I had a two part interview with Larry Goins. Larry has been investing in real estate for over 30 years. He's a best selling author, a speaker, a radio host and he travels across the country educating real estate investors.

He dropped a ton of productivity secrets on us based on his decades of experience. One of his key takeaways was about the role of visionaries and integrators in your business.

He said every successful business has a visionary and an integrator. The examples he gave were Disney and Apple. Walt Disney was a visionary and his brother was the integrator. Also, Steve jobs was the visionary for Apple, while Wozniak was the integrator.

You have to have a vision along with goals to aim for. But, you also have to have someone that can break goals down into an actionable step-by-step plan and help see things through.

Larry also made some great book recommendations. One of the books he advised was Traction, by Gino Wickman, which I started reading shortly after that interview. If you're looking to make your business more focused and growth oriented - you need to grab that book!

Go to leveluprsj.com/11 and leveluprsj.com/12 to catch the full interview with Larry Goins.

EPISODE 13:
Mastering The Art Of Delegation To 10X Your Productivity

Learning how to delegate has been one of the things responsible for the greatest growth in my business. That’s why I did an entire podcast post on mastering the art of delegation to 10x your productivity.

Some of the subjects I covered were:

  • Why delegating is so hard and why so many business owners tend to avoid it
  • Why you absolutely need to delegate if you want to have long term success
  • The keys to effective delegation that you can immediately put into action

Here’s the bottom line: The ability to delegate is one of the biggest differences between real estate entrepreneurs who have successful businesses that produce CONSISTENT income which don’t require their CONSISTENT daily involvement…

​…versus people who struggle, living from deal to deal, and who feel like they’re business owns them instead of the other way around.

You can check out the strategies I laid out for you to become an effective delegator and run a more productive business at leveluprsj.com/13.

EPISODE 14:
Using Standard Operating Procedures To Make Your
Business Productive With Predictable Results

If you’re looking to run a more productive business with predictable results, then you need to check out my podcast post on using standard operating procedures (SOPs).

SOPs are the documented processes that a company has in place to ensure services and products are delivered consistently every time.

They're the secret sauce that’ll 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.

Not only did I cover the advantages of SOPs and how to use them in your real estate business, but I also covered when and how you should create them - and the tools you can use to easily build them in your business

Check out leveluprsj.com/14 for all the golden nuggets from that episode. On that page you can even grab a free cheat sheet I made for you entitled, “How To Create SOPs,” that digs into the steps I mentioned in this podcast in much more detail so you can create your own SOPs.

EPISODE 15:
Brent Simpson - Focusing On Your One Thing Is The Key To Success

I interviewed Brent Simpson, the owner of Bold Vision Enterprise for the next podcast post. Brent’s company focuses on providing strategies to solve the problems of corporations and small businesses.

One of the biggest gems Brent shared in that show was that “being busy doesn't actually equate to being profitable.

He also talked about the value of making a list of all the activities you’re doing on a daily or weekly basis and then ranking them - not based on importance to you - but instead based on profitability to your company.

Ranking your activities this way will help you when you're trying to focus on your "one thing," or your big domino, that will make everything else in your business easier or unnecessary.

Check out Brent's interview at leveluprsj.com/15.

EPISODE 16:
The Ultimate Productive Morning Routines

Of Highly Successful Entrepreneurs

A structured morning routine has been responsible for one of the greatest shifts in my life and my productivity. That’s why I did a podcast post about the ultimate productive morning routines of highly successful entrepreneurs.

Some of the key points I shared were:

  •  What life was like for me before a morning routine
  • The benefits of planning the night before and waking up earlier
  • Why waking up with an attitude of gratitude is a game changer
  • How the the combination of water, a morning workout, and a high protein breakfast can provide the fuel you need for your da
  • Why morning meditation and affirmation are the perfect way to get your mind right so you can face whatever your day brings

If you start doing a morning routine I think you'll find that it will be some of the most important time you'll spend in your entire day - hands down!

Check out this episode at leveluprsj.com/16.

EPISODE 17:
Danny Johnson- Sell More Houses By

Making Marketing Your “Big Domino”

Next on deck was my interview with Danny Johnson of Flipping Junkie.

In a previous show/post I discussed how important it is to focus on your one thing - your big domino in your business - which if you topple it, everything else becomes easier.

So, in this show Danny Johnson shared his insights and tips on how your real estate business can be more successful, and you can sell more homes, by making marketing your big domino.

One of the greatest insights Danny mentioned is: as real estate entrepreneurs, we're now at the point that you MUST do digital marketing in some capacity just to be found by your customers.

If you don't have some type of digital marketing strategy in place with your website, or you’re not working on building your online presence, then you're basically handing your prospective clients over to your competition who ARE online.

He also shared how digital marketing tactics like Adwords and Facebook Ads can provide some of the lowest costs per lead and costs per deal in your marketing. Not to mention it's much easier to measure your ROI with these marketing tactics versus direct mail.

To discover the rest of Danny's marketing gems, go to leveluprsj.com/17.

EPISODE 18:
Whitespace - Your Key To Innovation, Clarity, & Hitting Your Goals

I wrapped up Season 2 with a show called “Whitespace: Your Key To Innovation, Clarity, & Hitting Your Goals.”

Whitespace is the gaps that you purposely create in your calendar between meetings, or other activities. It's the time that you consciously allot in your schedule to think, distraction-free.

I went into detail about why whitespace is important, how I handle whitespace, and how you can create whitespace in your business.

Those few hours that you set aside for whitespace in your business will make a world of difference - because without whitespace, your personal growth is limited.

So, if you're looking to level-up your business - or, even if you're just trying to get out of a rut - adding whitespace to your schedule is key.

You’ll learn all my strategies to create whitespace in your business by going to leveluprsj.com/18.

It’s Time To Take Action!

As you can see from my recap of Season 2, I covered a ton of valuable content. The truth is, sometimes it only takes one valuable strategy, tip, or tool to really give you and your business the productivity boost you need to get more done, gain more time, and be more efficient.

But, the only way to know if any of the tactics that I shared will work for you is to put them into action. Choose at least one or two of the many tools and strategies I shared over the course of Season 2 and apply it to your business. Then once you see it’s working for you, try another. 

The goal is to always be moving forward and implementing things that help you and your business get the productive edge you’re looking for.  

Next Up In Season 3

Next week we start a whole new season of the Level Up Your Business Podcast and blog posts!

I won’t give away the topic just yet, but I promise it will not disappoint - especially if you're looking to grow a profitable real estate business with CONSISTENT leads and HAPPY customers.

Podcast

EPISODE 18 –Whitespace: Your Key To Innovation, Clarity, And Hitting Your Goals

The Level Up Your Business Podcast

Show Notes

Episode 18 of Season 2

Clickable Show Highlights:

[00:57] Topic of today’s episode
[01:48] Why white space is important 
[02:27]  Three reasons why creating white space in your day is important
[04:07] Ryan’s struggles with white space
[04:45] Four ways on how to create white space
[04:51] #1: Be purposeful about your whitespace
[05:30] #2: Schedule your white space during the peak of your productivity cycle
[05:55] #3: Try using that time to do something completely out of routine
[06:14] #4: Start saying “no” more than you say “yes
[06:43]  Action steps
 

Quotes:

  • "High-quality work requires long stretches of high-quality thinking."
  • "If EVERYTHING is important, then NOTHING is important." 
  • "Your power to innovate is the whitespace you create."

Resources:

THE LEVEL UP YOUR BUSINESS BLOG

 WHITESPACE: 
YOUR KEY TO INNOVATION, 
CLARITY AND HITTING YOUR GOALS


In today's post I'm going to talk about something that we often take for granted in our businesses and our lives… 

...WHITESPACE. 

I'm not talking about the space in the margins of your website, or the blank space on the edges your business cards.

I'm referring to gaps that you purposely create in your calendar between meetings, or other activities. It's the time that you consciously allot in your schedule to think, distraction-free.

If you feel like you've hit a plateau in your business or you're stuck in a rut professionally, financially, or even personally - adding more white space to your life might actually be your answer. 

I know it sounds counter-intuitive that making time in your day to do less will help you be more successful. But, by the end of this post you'll understand why.  

Today on the Level Up Your Business Podcast you’ll learn how creating more WHITESPACE in your business is the key to greater innovation, clarity, and hitting your goals.

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Why is whitespace Important?

So, why the heck is whitespace important? Shouldn’t we be trying to fill our schedules with important things to do?  

Well, It’s been revealed by some of the most successful business owners that actually taking time to be alone and creating whitespace is necessary if you're looking to be more creative or innovative. 

Don't make the mistake of thinking whitespace is only for "artsy" people. It's also critical if you're a leader or entrepreneur, because it helps you become more focused and clear about your goals. 

It's so easy to get inundated with the day to day of our businesses, that we get stuck in a routine of just "getting things done." .

But, having whitespace helps you recenter to ensure that you're not just getting things done - but instead you're getting the right things done that are aligned with your goals.

Here's three reasons why creating whitespace in your day is important: 

  1. White space allows you to get away from the chaos of your daily grind in order to reflect and redirect your efforts towards your initiatives that will yield the greatest impact.

  2. The more time you give yourself to stop and take a breath, instead of scheduling something for yourself every minute of your day, the more focused and clear you'll be when you have to be "on" in meetings - or when you’re dealing with critical projects that require your greatest focus.

    You have to remember that your brain is a muscle. And just like you'd have to give your biceps a rest after an intense arm workout, your brain works the same way. That’s why you have to give it time to recharge. Otherwise, you'll get burned out and it’ll take a toll on your business.

  3. The alone time you create from whitespace boosts your meta-cognition. Scientist state that this is one of the most powerful abilities that the human brain has. Not to mention, meta-cognition is prevalent in geniuses and visionaries. So, if you're looking to move toward genius or visionary status, then increase your whitespace!

The bottom line is high-quality work requires long stretches of high-quality thinking. Whitespace is needed in order to have fresh, creative thinking. You need some time where you have nothing scheduled so you can empty your mind, and refill it with new thought.

How I Handle Whitespace

I'm not going to pretend like I’m a pro at creating whitespace in my schedule. Just like many Type-A personalities, I'm a get-it-done entrepreneur - so, I also struggle sometimes with making time for whitespace.  

However, one of the things I've done is set aside certain days of the week where my assistant knows not to schedule any meetings for me. And, on those days I avoid having any major projects that I need to get done.   

Sometimes I'll use the time I reserve for whitespace to read, brainstorm, or just sit and be still.

But, some weeks my efforts to create whitespace fall short. I think instead of us beating yourself up about how you’ve fallen short, it's better to focus on practical solutions that’ll help you create the whitespace you need to level-up your businesses and your life.   

How To Create Whitespace

Here's four ways you can go about creating whitespace, and how to get the most out of that time:

1. Be purposeful about scheduling your whitespace. Decide in advance how much time you want to invest in whitespace each week, then make sure it happens.

The fact is there never seems to be enough time in the day to get everything done that we need to do. That's even more reason why it's imperative to schedule white space.

If you consistently take a look at your calendar on a weekly basis, you can pinpoint those days and time frames that are close together- which will allow you to make better scheduling decisions.

You can’t always control your white space, but you can NEVER control it if you aren’t being purposeful about scheduling your calendar so that you have control of your day.

2. Schedule your whitespace during what you consider the peak of your productivity cycle. In other words, you want to schedule whitespace during the time of the day you feel most energized and creative - whether that be in the morning or night. 

Giving whitespace the best part of your day, rather than giving it to your leftovers, is going to allow your thoughts to be much fresher, inspiring and innovative. 

3. When scheduling whitespace, try using that time to do something completely out of routine. Doing this allows you to shake up your otherwise predictable schedule and sets the stage for creativity. So, if you're use to being in front of a computer all day, try scheduling your white space outside at a park.

4. Start saying "no" more than you say "yes." Obviously if you have a significant other, this rule doesn't apply - unless you want to be single. But in business, saying "yes" to everything is a surefire way to make you lose focus on the activities that have the greatest impact on your business.   

Remember, whitespace doesn't just happen - you have to create and schedule it. But, that's not possible when you fill your schedule with a lot of "yes" obligations.

It’s Time To Take Action


Here's my challenge to you: schedule at least three hours of whitespace in your calendar in the next week. It doesn't have to be three straight hours, but at the very least give yourself 30 minute sessions of whitespace.


Those few hours that you set aside will make a world of difference - because without whitespace, your personal growth is limited. So, if you're looking to level-up your business - or, even if you're just trying to get out of a rut - you have to be wise about how you use your time.


Which also means letting go of the feeling that you have to get EVERYTHING done right now. If EVERYTHING is important, then NOTHING is important.


Remember this: Your power to innovate is in the whitespace you create!









Next Up In Season 2

We're coming close to the end of Season 2 of the Level Up Your Business Podcast, which has focused on productivity hacks for busy real estate entrepreneurs. 

So, I think the perfect way to end this season is to recap and highlight some of the most valuable lessons, strategies and tips from Season 2 that you can put into action to level up your business. 

Look out for the podcast and blog post next week!

Podcast

EPISODE 16 –The Ultimate Productive Morning Routines Of Highly Successful Entrepreneurs

The Level Up Your Business Podcast

Show Notes

Episode 16 of Season 2

Clickable Show Highlights:

[00:58] The topic of today’s episode
[01:30] Ryan’s story before he had a morning routine
[03:13] Ryan’s days after he developed his morning routine
[03:41] Planning the night before
[04:38] Waking up earlier
[05:07] Expressing gratitude
[05:40] Drinking water
[06:18] Working out
[06:44] Breakfast
[07:07] Meditation and devotion
[08:06] Affirmations
[08:24] Start of business
[09:05] How kids fit into the morning routine

Quotes:

  •  "Starting your day with an attitude of gratitude sets you up for success."
  • "The more you consistently mediate, the quieter your thoughts will get. And honestly that is priceless - because it's the space between our thoughts where we're most creative and connected to our source."

Resources:

THE LEVEL UP YOUR BUSINESS BLOG

 THE ULTIMATE PRODUCTIVE MORNING ROUTINES OF HIGHLY
 SUCCESSFUL ENTREPRENEURS


How you start your morning will heavily influence how your entire day goes.

A good morning routine can literally be the difference between you having a focused day, where you can face challenges unscathed and end the day feeling accomplished..

VS...  

...feeling like you’re day is a rickety roller coaster, where you have very little control of it. And at the end of the day feeling like you didn’t get anything significant done.

I'm going to talk about my morning routine and share with you certain things you can do every morning that will lead to you achieving significantly better results in your business, and your life.

After reading this, if you don't already have a morning routine I think you'll reconsider. 

Today on the Level Up Your Business Podcast I'm going to talk about my morning routine and share with you certain things you can do every morning that will lead to significantly better results in your business, and your life.

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Life Before a Morning Routine

I didn't always have a morning routine. I can remember just how hectic things were before I had one. A few years back, my real estate company not only did rehab projects and sold properties to investors, but we also did property management - so, we were a full service operation.  

For the people that operate property management companies that are reading this - God bless you! Property management IS NOT for the faint of heart, since you're dealing with both tenant and owner issues.

And people usually are only contacting you when something is wrong, not to give you a pat on the back. I’ll digress from my property management rant. 🙂

So again, back when my company was doing property management I didn't have a morning routine. Instead, here's how my morning typically went:

I'd wake up sometime between 7 and 8am and the first thing I'd do is look at my phone.

When I grabbed my phone I'd start checking emails and texts.

Then I was immediately in “fire fighter mode,” sending emails or making calls to address whatever issues were at the top of my inbox.

All this happened before I even got out of bed!

Then I'd try to fit in a workout if I could. But, that really depended on what my inbox looked like. If my inbox was spilling over, and I had to put out fires - then no workout that day.

I'm a Christian, and I believe in taking time out for devotion and spending time with God in the morning. But even with that, I was finding that it was hard to stay focused. Instead of keeping my mind centered on my devotion, my thoughts were still on what I had to take care of in my inbox.

Basically, my mornings were haphazard. And if I had a crazy morning, I found that it often played a role in how my day went.

Life After  a Morning Routine

A couple years ago I decided to switch things up. I wanted my days to start out great, and I wanted to have more control of my day. So, I developed a morning routine.  

I'm going to share my routine with you below. Just note - I didn't start out doing everything I'm about to tell you. Instead, over time I adapted different elements to my routine to further improve it.    

Also, you should know that there's not one morning routine that works well for everyone. But, there are some key elements that make a morning routine more effective. The evidence of this is the number of productivity experts that do some of the same things that I'm going to share with you.   

Plan The Night Before 


First off, your A.M. morning routine should start in the P.M. In other words, the night before you should plan out your next day. More specifically, determine the 3 things that you want to accomplish the following day.

It's also important to make sure those tasks will in some way drive your business forward. So, grooming your dog wouldn't be something you'd include on this list. But, reaching out to another real estate investor for a possible JV deal would be.

Planning the evening before is important because we have a limited amount of willpower and decision-making ability every day. If you have too many decisions to make in the morning it will slow you down and drain your brain for the rest of the day.

As much as possible, try to eliminate decision-making from your mornings by doing some planning the night before so you'll have more time and energy for a highly productive day. 

Wake Up Earlier 

The next thing I recommend is to wake up earlier. I'm typically up around 6 a.m. That doesn't necessarily work for everybody, especially if you stay up late. Therefore, if you're not an early riser, I recommend to start out by just waking up 30-45 minutes earlier than you do now.  

That's enough time to get in a decent morning routine that will start your day out right. You'll thank yourself at the end of the day, if you sacrifice a few more z's in order to have a more productive day. 

Have An Attitude of Gratitude

The first thing I do when I open my eyes in the morning is express gratitude. I literally sit in bed and audibly go down a list of everyone and everything I'm thankful for, as well as my gratitude for the day ahead.

I think that starting your day with an attitude of gratitude sets you up for success because you're going to vibrate on a much higher energy than if you start your day out in panic mode. Also, the energy you put out is the energy you're going to get back from clients, vendors, family, and anyone else you interact with.

Start Your Day With Water

After I've gone through my gratitude list, I drink 24 oz of water.

I have a water bottle that I keep by my bed which I fill up the night before.

So, before I take my first step out of bed I chug down the entire bottle of water. 

I’ve found that this does a couple of things:

  • First, it does an amazing job of helping me wake up and shake off the cobwebs from the night before, while also jump starting my metabolism.   

  • Secondly, our bodies tend to get dehydrated when we sleep, and hydration is incredibly important - especially after you wake up. That means instead of a cup of Starbucks being the first thing that touches your lips in the morning - try drinking a large quantity of water and see how much it helps your energy level, while preparing you for your day ahead.

Morning Workout

Next, I get in a workout. My workouts always involve cardio and weights, because that's what makes me feel good. I typically work out for 45 mins to an hour. But honestly, as long as you're doing something to get your endorphins going - that's what's important.  

Working out in the morning will increase your clarity as you begin your day, and make you feel good. Plus, it's like getting your first win of the day. It’s always good to start the day with a W! 

High Protein Breakfast 

After I workout I eat a high protein breakfast. My breakfast consists of 2 egg whites, a protein shake and an avocado. Sometimes I'll replace the eggs with oatmeal and diced almonds. 

I find that a high protein breakfast that is light, and not too heavy, gives me fuel and helps me concentrate - without giving me the “itis” and making me tired (like you experience from a large starchy breakfast). 
 

Get Your Mind Right with Meditation/Devotion

After breakfast I meditate and do a devotion. This is where I spend quality time with God. During my devotion I'm usually reading my bible, or a spiritual book to help me get centered for the day - while reminding me of my connection with God.  

Then I meditate. Sometimes it's as short as 5 minutes, and other times as long as 20 minutes. The key is to be present. And don't judge yourself if it's hard to stop your mind from racing.

What you'll find is the more you consistently mediate, the quieter your thoughts will get. And honestly that is priceless - because it's the space between our thoughts where we're most creative and connected to our source.

**By the way, you'll notice that I still haven't checked my email yet. If I would have, it would make mediation significantly more challenging because my thoughts would wander on what what I need to do in the future, instead of being present in the moment.

THE POWER OF AFFIRMATIONS

The last thing I do before I jump into my business day is look at my affirmations and recite them. I have a vision board in my office that has both my affirmations and pictures of my goals - so I spend a couple of minutes going through that.

Positive thinking and affirmations can cultivate immense power in your mind, so don't take it for granted.

THE START OF THE BUSINESS DAY

Finally, my business day begins. My virtual assistant, Kay, greets me in the morning and gives me a run down of the appointments I have for that day.

Then I look in Asana to see what my top 3 priorities are for the day, which I had set the night before. I work on the most important thing I have to do - without distraction.

If you're not careful and don't prioritize your most important thing, your day can have a way of running away from you. So, prioritizing will make sure your most important tasks get done and make you feel accomplished with what you completed that day.

WHERE DO KIDS FIT INTO YOUR MORNING ROUTINE?

If you’re reading this and have kids you may be wondering, “how do kids fit into this morning routine?” I have two young sons, so don’t worry - I didn’t forget.

I take care of getting my kids ready and off to school after I finish my gratitude and water routine. Then I go workout. I make sure to have a few moments of quiet time and reflection before waking them up.

Whether you have kids or a significant other, I think it’s imperative to have some quiet time alone, even if brief, before you start you day. That peacefulness can carry over to the first people you interact with in the morning.

Morning Routines Can Make All The Difference

So, that's my morning routine. All together, it takes me about 2 hours.


If you start doing a morning routine, I think you'll find that it will be some of the most important time you'll spend in your entire day. The fact is, your initial actions lay the foundation for mediocre, or EXTRAORDINARY results.


And remember, it's not as important what's in your morning routine - it's more important that you actually have one, and that you're consistent.


Having a morning routine will anchor you and ensure you stay focused on what's most important - while helping you achieve your highest level of productivity!









Next Up In Season 2

Marketing is the lifeblood of your business. When you neglect marketing it’s inevitable that you’ll suffer from an inconsistent deal flow. And you’ll feel like you’re working from deal to deal - which makes you uncertain about your income and the stability of your business.

I did a previous post on how important it is to focus on one thing (or your big domino in your business), which if you topple it, everything else becomes easier. So in this the next post I interview Danny Johnson, the host of Flipping Junkie. Danny will share his insights and tips on how your real estate business can be more successful, and you can sell more homes, by making marketing your Big Domino.

Podcast

EPISODE 14 – Using Standard Operating Procedures To Make Your Business Productive With Predictable Results

The Level Up Your Business Podcast

Show Notes

 Clickable Show Highlights:

[00:58] Topic of today’s episode
[01:19] What makes the best organization most successful
[03:12] What are Standard Operating Procedures (SOPs)
[03:50] Advantages of using SOPs
[05:24] How and when you should create SOPs
[06:20] 10 easy steps you need to follow to create SOPs
[06:34] Step 1: Determine the format
[06:43] Step 2: Consider your audience
[06:58] Step 3: Determine who should write it
[07:13] Step 4: Keep the purpose of your SOP in mind
[07:27] Step 5: Determine what to include in the SOP
[07:44] Step 6: Thoroughly describe your process
[07:48] Step 7: Be concise
[07:59] Step 8: Test the SOP
[08:11] Step 9: Review the SOP
[08:23] Step 10: Implement the SOP
[08:38] Tools to create SOPs
[10:02] Summary

Quotes:

"If you want to run your company like a business instead of a hobby, SOPs will make all the difference."

THE LEVEL UP YOUR BUSINESS BLOG

 The Free Tool That Makes Your Business More Productive With Predictable Results 


In today's show I'm going to discuss a free tool you can use to get very predictable results in your real estate business. 

But why is that important?

The reason is because predictability allows your business to continuously improve, while reducing cost; it allows you to become more efficient; and it makes your business more effective and productive. 

Today on the Level Up Your Business Podcast you’ll discover the free tool you can use to make your business more productive with predictable results.

Click to Tweet

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."

I'm going to share with you some of the advantages of using SOPs in your real estate business. I use virtual assistants 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 I'm going to give you, “staff” can refer to either virtual assistants or local staff.

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.

When Should 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 

How Do You Create SOPs?

Below I’ve provided ten easy steps you can follow to create SOPs.

#1 -  Determine the format - Decide if your SOP should be written in simple steps, a flowchart, or even a video.

#2 - Consider your audience - In other words, do the people using the SOP know the terminology. For instance, would the people using your SOP know what the word "comps" means?

#3 - Determine who should write it - If the person that will be doing the task is more familiar with how to carry out the task than you are, then have that person write out the SOP. That way you'll have the process documented for future reference.

#4 - Keep the purpose of your SOP in mind - Knowing the purpose and what the SOP should emphasize makes it easier to put together your SOP around those points. And, it gives the person reading it a frame of reference.

#5 - Determine what to include in the SOP - Some of the things you should include are: the title of the process; the date it was created of updated; who wrote it; clarify the desired results; and include any references as needed.

#6 - Thoroughly describe your process - Describe the purpose of of the process, roles and responsibilities, inputs and outputs.

#7 - Be concise - Use short sentences. For difficult to articulate steps, use charts, diagrams, pictures, or even video.

#8 - Test the SOP - Preferably have someone with limited knowledge of the process use the SOP, and then you can fill in the gaps as necessary if you see flaws.

#9 - Review the SOP with the user - Ideally you can even have the person using it be involved in the process of creating the SOP, in order to increase their buy-in.

#10 Implement the SOP - Implement the SOP and make sure the desired outputs are achieved and make sure your SOP stays current.

Download My FREE Cheat Sheet

THE STEP-BY-STEP CHECKLIST TO CREATING
STANDARD OPERATING PROCEDURES (SOPS)
IN YOUR REAL ESTATE BUSINESS 

Tools To Create SOPs

In order to be consistent and make creating SOPs effortless, I recommend having your favorite note taking application - like Evernote or a Google Doc - open at all times

If you prefer video, you can use free online tools like Screencast-o-matic or Zoom - and keep them 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 can document the steps you’re doing in your note taking application. Or, simply record your screen using Screencast-o-matic or Zoom. Then, narrate the steps so it's easy for someone else to follow.

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.

There's also a website called Sweetprocess.com where they provide user friendly software specifically for people that want to easily create SOPs for their businesses. It’s worth checking out.


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


I'm telling you this is a true ASSET!


It’s Time To Take Action

Now it's time to take action. Trust me, using SOPs is the tool that 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 have predictable results…

VS...


..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 standard operating procedures 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 since you’ll be taking time to think through your business systems and processes. This will make all the difference in your success.

Download My FREE Cheat Sheet

THE STEP-BY-STEP CHECKLIST TO CREATING
STANDARD OPERATING PROCEDURES (SOPS)
IN YOUR REAL ESTATE BUSINESS 

Next Up In Season 2

I’m really excited about next week’s podcast and blog post. It’s all about The Power of the “ONE THING.” Many people struggle with productivity because instead of focusing on ONE THING, they try to focus on EVERYTHING - which actually makes you less productive. You’re going to discover how focusing on one thing can be the difference maker in your business. I’ll give you strategies that you can put into action immediately to get awesome results by narrowing your focus.

Podcast

EPISODE 13 – Mastering The Art Of Delegation To 10X Your Productivity

The Level Up Your Business Podcast

Show Notes

Episode 13  of Season 2

In today's show I'm going to talk about something that has the potential to make an IMMEDIATE impact on your business if you start doing it today. And to be honest, it'll also determine just how successful your business can, and will become.

I'm going to talk about THE ART OF DELEGATION, and just how much of a game changer it can be in your business.

I'll cover...

  1. Why delegating is so hard and why so many business owners tend to avoid it. 
  2. Why you absolutely need to delegate if you want to have long term success
  3. Key tactics of how to effectively delegate that you can immediately put in action

 Clickable Show Highlights:

[01:09] Topic of today’s episode
[01:36] What delegation means
[01:58] What makes delegation so hard and why so many people avoid it
[03:35] The reasons that people talk to themselves out of delegating
[05:22] The top six reasons why you should delegate
[05:26] Reason #1: It allows you to focus on the bigger picture
[05:45] Reason #2: It’s critical for scaling your business
[06:00] Reason #3: It empowers your team
[06:14] Reason #4: It helps you avoid burnout
[06:51] Reason #5: Prevents you from being a bottleneck
[07:20] Reason #6: It’s an investment in your long term success
[08:43] The key action steps that you can take in order to be an effective delegator
[08:50] Figure out what you need to delegate
[09:57] Delegate down
[10:04] Delegate up
[11:00] Provide clear instructions
[11:22] Have patience in the process
[12:27] Control the urge to do it all by yourself and learn to let go
[13:50] Don’t let perfection be the enemy of progress
[14 :51] Empowering your team
[15:52] Provide feedback
[16:41] The difference between people that delegate and those that don’

Quotes:

"The ability to delegate is one of the biggest differences between real estate entrepreneurs who have successful businesses that produce CONSISTENT income which don’t require their CONSISTENT daily involvement…

…versus people who struggle, living from deal to deal, and who feel like they’re business owns them instead of the other way around."

Resources:

Better Your Best Virtual Assistant Services for Real Estate Entrepreneurs - - Our real estate virtual assistant services for savvy entrepreneurs that want to focus on what you do best, and let us handle the rest. 

Level Up Your Business Show Notes

THE LEVEL UP YOUR BUSINESS BLOG

 Mastering The Art Of Delegation To 10X Your Productivity 


In today’s post I’m going to talk about something that has the potential to make an IMMEDIATE impact in your business if you start doing it today. And to be honest, it'll also determine just how successful your business can, and will become 

I'm going to talk about the art of delegation and just how much of a game changer it can be in your business.  

I'll cover...

  • Why delegating is so hard and why so many business owners tend to avoid it 
  • Why you absolutely need to delegate if you want to have long term success 
  • Keys to effective delegation that you can immediately put into action 

Today on the Level Up Your Business Podcast you’ll discover how to master the art of delegation to 10x your productivity, and why learning how to effectively delegate will be responsible for the biggest shift in your business this year.

Click to Tweet

What Makes Delegating difficult and why do we avoid it?

Delegation is the act of empowering others to accomplish a task.

On face value, it seems like that would be easy to do. But, but it's actually one of the most challenging things that entrepreneurs deals with.

First off, as a business owner or a leader, you have to remember that your job is make sure all the work that needs to get done, actually gets done - but, without you personally doing it all yourself.  

As entrepreneurs we're programmed with a “get-it-done” mentality. It's what makes us tick and the reason for many of the successes that we have. That also means we often take on more than we should because we know that the buck stops with us. 

We're problem solvers, and we have good intentions. But, we forget that we only have a limited supply of personal resources, in terms of time and mental energy. 

When you're being a super-preneur and not delegating, your most important decisions and actions get delayed because you’re too busy putting out fires and working on tasks that aren't the best use of your time. 

Another challenge that we face as entrepreneurs is making the transition from being a "doer" to being a "leader." 

It's actually a mental shift that has to occur in order to change your focus from - being consumed with the business of day to day tasks - and instead putting your attention on the most important areas of your business. 

The challenge is that unless you're aware of this shift that needs to occur, you'll never put forth the energy to make it happen. Even when you do make that shift, it's typical for excuses to come in your head that discourage you from delegating. 

Look at these reasons that many people talk themselves out of delegating and see if any of them apply to you: 

  • I don't have the time to train someone 
  • I'm scared I'll lose control 
  • I don't want someone else to get the credit 
  • No one can do it as good as me
  • I don't trust other people to to take care of things as well as I c
  • I was burned last time I tried to assign something, so I'm not doing that again
  • It's just easier to do it myself
  • What I can do in 5 minutes would take me 10 minutes just to explain to someone
  • I’m worried about the cost of bringing someone aboard to delegate tasks to

By the way, for those last two reasons there’s something important that you have to realize. You need to understand the long term benefits of delegation. That 10 minutes you use to explain how to handle a task pays dividends because you'll now save time in every instance that task needs to be done again, since now you've invested the time to train someone to do it.

As far as costs, I use mostly virtual assistants in my business which is an extremely affordable option. Just remember how much of your valuable, revenue-generating time you’ll be freeing up when you delegate.

The fact of the matter is your business can’t grow when you’re only focused on busy work. 

What Are The Benefits Of Delegating?


Why do you even need to delegate?

Do the tangible benefits of delegation outweigh the satisfaction of doing the job yourself, and knowing that it's done the way you want it? 

Here are my top 6 reasons why it’s important to delegate: 


1. Allows you to focus on the bigger picture - Delegation gives you more mental space and time to devote to doing what you do best, which should be visionary thought and guiding the direction of your business. It's impossible to do this if your time is consumed with tedious tasks that keep you busy.

2. Critical for scaling your business - Trying to take care of everything can be harmful to your well-being and your business. With only one person in charge, there’s only so far you can scale. 

3. Empowers your team - By trusting your team and accepting that you can’t do it all yourself, you’ll accomplish much more as a team (even if there’s only two of you), than you could have ever accomplished alone. 

4. Helps you avoid burnout - If you ever feel stressed and overwhelmed or feel like your business has become stagnant, then the lack of delegation could be the cause. Entrepreneur burnout is common. It’s the point where you're so exhausted that you're incapable of doing anything productive because you're making too many decisions all the time. It’s not always easy for highly driven entrepreneurs to give up the reins, but it’s critical to avoid burnout. 

5. Prevents you from being a bottleneck - This piggybacks off what I just said. When you have to make all the decisions in your business and everything has to go through you, then it's not a matter of if, but when, you become the bottleneck to your success. If you become the "decision bottleneck" in your business, it will lead to inaction on many areas of your business, and there will be critical parts of your business that will be neglected and not receive your attention. 

6. It's an investment in your long term success - I'll use my situation as example. From 2003-2007 I had a local staff of 10 people. After the market crashed in late 2007, people stopped buying houses so I couldn't afford my staff and I was forced to become a solopreneur. 

So, for 2 years I was doing everything in my real estate business myself. Then in 2009 I had to make the decision: Do I want to continue to do everything myself, which was time consuming and making me enjoy my business less - or was it worth it to take the time to train, manage and start delegating some of my work to someone else. 

Again, the art of delegation is a long term investment. I knew the time I invested to train my virtual assistant on the front end would pay unlimited dividends in terms of freedom of time, my ability to focus on bigger picture items, and an overall love for my business. 

Bottom line, the more time you invest instructing and giving feedback to the people you hire, the greater results you’ll have in the end. 

Key Action Steps You Can To Take To Be An Effective Delegator

I've covered why delegation is challenging for so many entrepreneurs, and why it's critically important to delegate. Now let's talk about what key action steps you can take to actually be an effective delegator. 

Figure Out What Is It That You Need To DelegateIn order to do this I suggest taking some time to write down everything you can possibly think of that you do in the course of a week - regardless of how big or small the task.



Then assess which of those tasks aren't using your time and skills to their fullest. Those are the tasks that you'll reserve as activities to delegate.

If the thought of delegation makes you break out in hives, then you should start small. Choose a single, low priority task to delegate. Then, as you see the job can be completed successfully without you, you’ll gain confidence in your ability to delegate and you can constantly add additional tasks.

Even if you can’t delegate an entire process, delegate as much of the process as possible.

Delegate Down Or Delegate Up

There's two ways you can delegate. You can delegate down, which means you're assigning more of the routine tasks and busy work that's taking up most of your time.

Or, you can delegate up. This is when you delegate tasks that require a special skill set that's not necessarily one of your core competence

For instance, every business needs a website. But regardless of how many commercials you see for WIX and Godaddy that show you how easy it to make your own business site, if your core business is selling houses then you need to delegate setting up a website to someone who's skilled in that area.

In the end, they'll probably do a much better job since that's their expertise. Also, that time you would have been spending fooling around with setting up a site can be devoted to selling real estate - which will actually affect your bottom line.

Provide Clear Instructions

Once you know what to delegate, it's important to provide clear-cut instructions. The key to successful delegation is being absolutely clear about what you’re expecting for the outcome.

Some people will need a bit more direction than others depending on their level of expertise. So, take into consideration the skill level of the person you're assigning a task to.

Have Patience In The Process 

Teaching and learning is not always a linear process - and it's not something that happens instantly. Sometimes people don't grasp things right off the bat, despite their best efforts. The key is to be patient during that time and don't use it as an excuse to give up on delegating and take back responsibility of the tasks. 

Instead, if things aren't done exactly as you'd like - use it as a learning tool to recognize where the process went wrong and how it can be made better. That way both of you can learn from the mistake. 

When you first start to delegate, tasks will likely take longer for that person. Keep in mind although you may be an expert now, you had to start somewhere. Just be patient that they’ll get there, and soon they'll also become more competent and efficient. 

My virtual assistants are now much more proficient than I ever was with admin paperwork in my real estate business. But that happened over time with patience and encouragement. 

Control The Urge To Do It All Yourself - Learn to Let Go 

Another key to delegating is controlling the urge to do it all yourself and learning to let go.

I bet you're thinking, "easier said than done," right? 

Here's what you have to do. Channel the time and intensity you would have devoted to those tasks that YOU personally shouldn't be doing, and redirect that time into educating the person who will be taking over those tasks. 

So take a deep breath, count to ten and just let go. Realize that when you delegate something, it’s now out of your hands. 

We have to give people enough room to use their abilities for the best possible outcome, while still staying close enough to ensure that the job is done correctly (without micromanaging). Instead, wait until the task or activity is complete before judging how the delegation is going. 

If you're a control freak or want-all-the-credit-hog, then that means you’re managing from your ego - which is the worst way to lead. Once you’re able to turn the corner mentally and start receiving pleasure in seeing people on your team complete tasks that were once your responsibility - you're not only empowering them, you're also freeing yourself. 

Don’t Let Perfection Be The Enemy Of Progress 

In order to prevent perfection from being the enemy of progress, the first step is acceptance. Accept that, “yes, other people might not do the task as well as I would.” There's likely going to be a difference. But, is ​​​​your goal perfection, or is your goal to maximize your time. 

Even if a task is done 80% as good as you'd do it, and it's still satisfactorily - you now have 100% of that time available that you wouldn't have had if you'd kept that task on your plate. 

Instead of requiring people to do the work exactly how you do it, learn to respect and appreciate the different styles that people on your team use to get to the end result.  Obviously you want to make sure you've covered your basis of the important aspects of the task - but allow room for independent thought. I bet you'll be pleasantly surprised 

Empower Your Team
 
In order for your team members to grow as individuals, they must have opportunities to prove themselves.

If you're worried that empowering your team and expanding their skills may ultimately result in them leaving, I want you to consider this: 

You'll get a lot further if you operate from an abundance mentality as opposed to a scarcity mindset. 

Why would you want people working for you that are complacent and aren't interested in stretching themselves?  When you delegate tasks that push your team members outside of their comfort zone and challenge them to reach new levels, it can only help them and your business. 

Measure your success by the results of your ability to delegate responsibilities. Ultimately, your team's success equals your success as a leader. 

Provide Feedback 

When a task is complete provide honest feedback. Keep in mind if the task wasn't done to your satisfaction - but yet you avoid providing feedback - then you're ultimately working backwards. 

Here's why: Not only are you impeding your team member's ability to learn and figure out how to do things better next time, but you're also creating additional work for yourself since you're likely going to be the one to redo the task. 

On the flip side, if the work is done well make sure you let your team member know. It's so amazing how praise and gratitude can build people’s self confidence, and ​​​​encourage people to take on even more responsibility.



.



Stop Doing It All Yourself

The ability to delegate is one of the biggest differences between real estate entrepreneurs who have successful businesses that produce CONSISTENT income which don’t require their CONSISTENT daily involvement…  

…versus people who struggle, living from deal to deal, and who feel like they’re business owns them instead of the other way around. 

So moving forward, RESIST THE TEMPTATION TO DO IT ALL YOURSELF! 

I promise you if you practice becoming an effective delegator, you’ll see incredible results in your business. 

Next Up In Season 2

In the next podcast and blog post, I'm going to discuss a free tool you can use to get very predictable results in your real estate business.

But why is that important? The reason is because predictability allows your business to...

- Continuously improve while reducing cost
- It allows you to become more efficient
- And it makes your business more effective and productive

​So, if those things are important to you, make sure you check out the next post!

Podcast

EPISODE 10 – The Secret To Working ON Instead of IN Your Real Estate Business

The Level Up Your Business Podcast

Show Notes

Episode 10  of Season 2

In today's episode I’m going to share with you my secrets to helping you work ON instead of IN your real estate business - which is one of the keys to true productivity and business growth. 

Clickable Show Highlights:

[02:35] What today’s show is about
[03:10] The benefits of meditation
[05:34] The difference between a proactive and a reactive real estate entrepreneur
[07:01] Knowing your lead domino is key
[08:54] Using task management tools
[11:49] The importance of delegating
[14:12] Recap and action steps

Quotes:

"Make each day your masterpiece."

"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."

Resources:

Season 1 - How To Level Up Your Real Estate Business With Virtual Assistants

ryansjohnson.com - reach out to Ryan if you need help to level-up your real estate business

Asana - Asana is the easiest way for teams to track their work—and get results. 

"The ONE Thing: The Surprisingly Simple Truth Behind Extraordinary Results" - By Gary Keller

THE LEVEL UP YOUR BUSINESS BLOG

 THE SECRET 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 may be experiencing, so you can start working ON instead of IN your business - and get back that loving feeling.

Today on the Level Up Your Business Podcast, discover my secrets for working ON instead of IN your real estate business.

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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 meditation 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.

A few years back I didn't meditate. Instead, I'd wake up in the morning and the first thing I'd do is grab my phone and check my email. As soon as I did that,
I no longer had control of how my morning was going to start, because now I was in reactive mode to whatever fire I needed to address from my emails. 

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 productive instead of reactive

Real estate entrepreneurs who are PROACTIVE work ON their business, while those who are REACTIVE 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

REACTIVE

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” which 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.

​It's no secret that my task management tool of choice is Asana.

Below I've provided 3 suggestions on how you can use this tool, or similar task management tools, 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. The only way to optimize your results is if you and your entire team are plugged in. Otherwise, there's a greater likelihood of someone dropping the ball. 
  • 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.

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.

SO STOP IT.

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 2009, 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.

Your Action Steps

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 stuff.
  • 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

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.

What's Next?

If I could point to one thing that I learned to do in my real estate business which has had the single biggest impact on my productivity, it is learning THE ART OF DELEGATION.  

But delegating isn’t as easy as it sounds - especially if you’re (a) too close to your work, (b) don’t trust other people, or (c) feel like the only way things will get done is if YOU do them. In my next episode, I’m going to address this and show you some secrets that have worked for me and that you can use to master the art of delegation in order to 10x your productivity.

Resources Mentioned In The Podcast


Podcast

EPISODE 9 – Pt. 2: 20 Life Changing Productivity Tools To Add More Hours To Your Day

The Level Up Your Business Podcast

Show Notes

Episode 9 of Season 2

Clickable Show Highlights:

[00:52]The topic of today’s episode
[02:37]Definition of productivity hacks
[03:06]6th admin tool: Last Pass
[04:52]7th admin tool: Genius Scan
[5:40]8th admin tool: HelloSign
[06:34]9th admin tool: Airtable
[08:54]0th admin tool: Calendly
[09:45]4th category of productivity tools: CREATIVITY TOOLS
[10:03]1st creativity tool: Evernote
[10:53]2nd creativity tool: Workflowy
[12:12]3rd creativity tool: Xmind
[12:49]4th creativity tool: Draw.io

Quotes:

"Sometimes, just writing things out isn't good enough to convey your ideas. That's when you might need to use the right tool to get your point across to your team."

Resources:

LastPass - Stores all of your passwords so that whenever you visit a site, it will log you in without the need to enter your username and password.
Genius Scan - A mobile scanner in your pocket, allowing you to quickly scan your documents on the go and export them as JPEG or multi-page PDF files.
HelloSign -  A cloud-based electronic signature tool that enables users to sign, fill out, send, retrieve, and save documents paperlessly.
Airtable - Software that uses a spreadsheet format which makes it incredibly easy to organize stuff, people, ideas and anything else you can imagine with your team.  
Calendly  - Helps you schedule meetings without the hassle of back-and-forth emails.
Evernote - allows you to collect and share ideas across desktop and mobile platforms so your thoughts are always accessible and always in sync. 
WorkFlowyOrganizational tool that helps break big ideas into manageable pieces so you can focus on one piece at a time. 
XMind - Mind mapping and brainstorming software that allows you to capture ideas, clarify thinking, manage complex information, and promote team collaboration for higher productivity.
Draw.io - Free online diagram editor built around Google Drive that enables you to create flowcharts, network diagrams, mockups and more.

THE LEVEL UP YOUR BUSINESS BLOG

 (PT. 2) 20 LIFE CHANGING PRODUCTIVITY TOOLS TO ADD MORE HOURS TO YOUR DAY

  • productivity hacks: shortcuts, tricks or strategies that help you get more done in the same amount of time, or less.


If you feel like you never have enough time in the day to get things done - or you’re not running your business nearly as efficiently as you’d like - then maybe the right productivity tool will give you the breakthrough you need. 

In my last post, I shared the first half of my
20 Favorite Tools That Are Absolute Game Changers That’ll Make You More Productive And Add Hours To Your Day. 

In this post, I’ll finish up the second half of the list. Just as a reminder, I’ve broken these tools down in 4 categories: 

  1. Communication tools to help your productivity
  2. Marketing tools to increase your productivity
  3. Admin tools to make you more productive and save you considerable time
  4. Creativity tools that will make you more productive


I covered communication, marketing, and half of the admin tools in the last post. So, I’ll finish up admin tools as well as some of my favorite creativity tools.

There's a few tools that I’ll cover that you’ve likely never heard of. But if you use these tools, I GUARANTEE they'll increase your productivity and level up your business. 

Today on the Level Up Your Business Podcast, catch part two of the 20 life changing productivity tools to add more hours to your day.

Click to Tweet
Quick Navigation (click on a link below to go directly to the productivity tool shown)

ADMIN TOOLS

Here’s a continuation from my last post of some of my favorite admin tools that will significantly increase your productivity.

LASTPASS

LASTPASS

LastPass is a must-have time saving tool for those of us who have trouble keeping up with passwords. Prior to LastPass, I can't tell you how much time I wasted trying to remember passwords to log into various websites.

LastPass stores all of your passwords so that whenever you visit a site, it will log you in without the need to enter your username and password. The only login credentials you'll need to memorize are your username and password for LastPass.

How’s It Increase Productivity?

As far as productivity, one of the best uses of LastPass is if you're working with people remotely, such as virtual assistants. Let's say you you want people to access a secure site to do some work for you (i.e. accessing the back end of your website to update properties) - but your site requires a username and password.

However, you don't want to share your current login credentials or spend the time creating a new login - which can be a time consuming pain.  

The simple solution is to have your remote people install LastPass on their browser (it’s free to install). Then, you’ll log into your LastPass vault (where all your credentials are stored) and add their email address to that specific site you want them to access.

Once they visit your site to log in, LastPass will automatically log them in - without showing any of your login details. Also, just as easy as you can grant access, you can also remove it with the click of a button inside your your LastPass vault. 

GENIUS SCAN

GENIUS SCAN


Genius Scan is basically a mobile scanner in your pocket. You can quickly scan your documents on the go and export them as JPEG or multi-page PDF files.  Download the app for free on your mobile phone from the iTunes store or the Google Play store. As a real estate entrepreneur, here's how it will help you be more productive...

How’s It Increase Productivity? 

Let's say you need to get signed documents to a title company, but you're on the go and it would be a hassle to find a local Kinkos to fax them. With Genius Scan, all you have to do is take a picture of the documents and the app turns your pictures into pdf documents that you can attach to an email with the click of a button in order to send to your title company.  

It’s incredibly easy to use and and more convenient that hassling with traditional scanners. 

HELLOSIGN

HELLO SIGN

Speaking of getting documents signed, HelloSign is my tool of choice for e-signatures. It's a cloud-based electronic signature tool that enables users to sign, fill out, send, retrieve, and save documents paperlessly.   

How’s It Increase Productivity? 

HelloSign increases productivity in your business since now instead of having to print, sign and send documents - and then wait for your recipient to also do the same before sending back to you - you can actually set up your document in Hellosign so that the entire transaction is paperless. 

You can sign electronically (it looks just like your signature), and then send the document to your recipients via HelloSign so they can do the same. You'll be alerted when they've opened your document, and you'll automatically receive the fully executed document once they're done signing. 

The time you'll save from getting documents signed using this tool is huge!

AIRTABLE

AIRTABLE

Airtable is a tool that not too many people know about. I started using it some months back when I was looking for a solution to easily organize my promotional calendar, my launch calendar, and my podcast schedule.

Very quickly I learned that Airtable could handle organizing all of those - and so much more. It’s so flexible that I also started using it as our CRM (customer relationship manager). 

Airtable is free to get started and there is nothing to download. The software uses a spreadsheet format to organize data. You can use Airtable on your desktop and mobile and it's easy to add and remove data, attach files and share tables. And it integrates with a ton of apps.  

How's It Increase Productivity

What makes Airtable an awesome productivity tools is that it makes it incredibly easy to organize stuff, people, ideas and anything else you can imagine with your team.

The other nice feature is Airtable already has a lot of ready-made templates you can use - even templates for real estate professionals in the business of buying and selling homes. One of the many ways I currently use it is to keep track of our clients, their buying preferences, and our transactions.  

I like Airtable so much that I’ll write a future post that covers some of the ways you can use it to optimize your real estate business. 

CALENDLY

CALENDLY

The last admin tool I'll discuss is Calendly. This is an online app that helps you schedule meetings without the hassle of back-and-forth emails. It has both a free and paid version, but the free version has plenty of great features to make your life easier.

How’s It Increase Productivity?

Calendly makes you more productive because of how convenient it is to use. It's so simple, but so incredibly useful. Instead of going back and forth with phone calls or via email, using up valuable time in your day to coordinate a time to meet with buyers, sellers, or vendors - you can now just send them a link.

Then, they can can choose a time that fits within their schedule based on time slots you’ve already predetermined. That means no more going back and forth to confirm availability. And if you need to reschedule or cancel, that can also happen through the same link.

CREATIVITY TOOLS FOR PRODUCTIVITY


That brings me to the last category of productivity tools - which I call “creativity tools” because they're the tools that you can use to capture all the million dollar ideas that are floating in your head, and easily refer to them later, or convey those ideas to your team.

EVERNOTE

EVERNOTE

Evernote allows you to collect and share ideas across desktop and mobile platforms. Your thoughts are always with you, always accessible, and always in sync.

It's a really good tool to use to make sure you don’t lose great ideas as they come to you - no matter where you are. I can't tell you how many times I've used Evernote in the wee hours of the morning when I wake up with a brainstorm.  

How's It Increase Productivity

One of the ways you can use it to save time is instead of writing out ideas that come to you in the middle of the night, or on your car ride home - you can audibly record your ideas inside Evernote.

Those recordings of your ideas can then be organized by title, date, or however you wish to file them. Then if you want to share your ideas with team members, it's as easy as a click of a button to email it to them from inside the app - even if your team doesn't use Evernote.   

WORKFLOWY

WORKFLOWY

Another productivity tool that I literally use every week is Workflowy. It’s my favorite tool to help break big ideas into manageable pieces so you can focus on one piece at a time.

Workflowy is also my tool of choice to use when brainstorming. And it's how I come up with outlines for all my podcast episodes, courses, and goal-setting.  

How’s It Increase Productivity?

Workflowy is an organizational tool that makes life easier when you have a lot going on. And, it's a surprisingly powerful way to take notes, make lists, collaborate, brainstorm and to plan.

Everything in WorkFlowy is part of a single giant list. Each item can have sub-lists under it, and each of those sub-items can have their own nested lists, and so on

The best part, though, is that you can “zoom in” on each item - double-click on a bullet point, and WorkFlowy suddenly shows you a new page for that item and all its sublists so that you can narrow your focus.

Believe me, you only have to try Workflowy once to really love it if you're a list person, or if you like to have organized notes.

XMIND

XMIND

If you're more of a visual brainstormer, then Xmind is the tool for you. This is a mind mapping and brainstorming software that allows you to capture ideas, clarify thinking, manage complex information, and promote team collaboration for higher productivity.

How’s It Increase Productivity?

Xmind is a great tool to use when collaborating in a brainstorm with your team. It’s also a nice software to use if you need to get ideas out of your head for a project but you're not sure how the ideas and concepts connect - so visually seeing the connections will help you and your team see the bigger picture.

DRAW.IO

DRAW.IO

The last tool I’ll share with you is Draw.io. Draw.io is is a free online diagram editor built around Google Drive that enables you to create flowcharts, network diagrams, mockups and more.

How’s It Increase Productivity?

Just like some of the other tools I mentioned, sometimes writing things out isn't good enough to convey your ideas.

Draw.io saves you time and helps productivity when you’re trying to get a point across to your team, but diagrams and mockups would work better than words.

Next Up In Season 2

One of the productivity challenges many real estate entrepreneurs face is that they get consumed working in their business, as opposed to working on their business - which is required if you want your business to go to the next level

In next week’s podcast and blog post 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.

Resources Mentioned In The Podcast

ADMIN TOOLS

  • LastPass - Stores all of your passwords so that whenever you visit a site, it will log you in without the need to enter your username and password.
  • Genius Scan - A mobile scanner in your pocket, allowing you to quickly scan your documents on the go and export them as JPEG or multi-page PDF files.
  • HelloSign -  A cloud-based electronic signature tool that enables users to sign, fill out, send, retrieve, and save documents paperlessly.
  • Airtable - Software that uses a spreadsheet format which makes it incredibly easy to organize stuff, people, ideas and anything else you can imagine with your team.  
  • Calendly  - Helps you schedule meetings without the hassle of back-and-forth emails.

CREATIVITY TOOLS FOR PRODUCTIVITY

  • Evernote - allows you to collect and share ideas across desktop and mobile platforms so your thoughts are always accessible and always in sync. 
  • WorkFlowyOrganizational tool that helps break big ideas into manageable pieces so you can focus on one piece at a time. 
  • XMind - Mind mapping and brainstorming software that allows you to capture ideas, clarify thinking, manage complex information, and promote team collaboration for higher productivity.
  • Draw.io - Free online diagram editor built around Google Drive that enables you to create flowcharts, network diagrams, mockups and more.
Podcast

EPISODE 8 – Pt. 1: 20 Life Changing Productivity Tools To Add More Hours To Your Day

The Level Up Your Business Podcast

Show Notes

Episode 8 of Season 2

Clickable Show Highlights:

[1:25]  The topic of today’s episode
[3:24]  Definition of productivity hacks
[4:03]  Four categories of productivity tools
[4:57]  COMMUNICATION TOOLS to increase productivity
[5:04]  1st Communication Tool: Line2
[5:57]  2nd Communication Tool: Zoom
[6:48]  3rd Communication Tool: Screencast-o-matic
[8:00]  4th communication tool: Viber
[8:52]  MARKETING TOOLS to increase productivity
[9:00]  1st Marketing Tool: ClickFunnels
[11:07]  2nd Marketing Tool: BIGVU
[12:44]  ADMINISTRATIVE TOOLS to increase productivity
[12:48]  1st Admin Tool: Asana
[13:49]  2nd Admin Tool: Todoist
[14:53]  3rd Admin Tool: GSuite
[15:57]  4th Admin Tool: Snipping Tool 
[16:36]  5th Admin Tool: Droplr

Quotes:

 "If you don't have some way to track who's doing what, when it's due, and how tasks are progressing - things will start falling through the cracks - costing you time and money."

Resources:

COMMUNICATION TOOLS
  • Line2 - Adds a second phone number and a complete cloud business phone system to your smartphones and computer that's robust, yet affordable
  • Zoom - Conduct online meetings and video webinars with ease
  • Screencast-O-Matic - Record your on-screen activity for tutorial videos, visual presentations, and demonstrations
  • Viber  - Make calls, send messages, exchange images and files - freely and secure
MARKETING TOOLS
  • ClickFunnels  - Website builder that allows you to create everything from: lead generation pages, sales funnels, membership sites, landing pages, and e-commerce systems - all with the ease of a drag and drop interface
  • BIGVU  - A teleprompter on your phone that scrolls while you record so you can speak candidly with no need to memorize lines.
ADMIN TOOLS
  • Asana - Asana is the easiest way for teams to track their work—and get results.
  • Todoist - Maximize productivity by giving you the ability to see all tasks assigned, completed, updated, relevant notes, and shared files in a user-friendly interface
  • G Suite - Marries your calendar, with your email, with cloud storage and additional cloud editing capabilities all in one package that works from your computer, phone or tablet
  • Snipping Tool - Easily capture a screenshot, or snip, of any object on your screen - and then annotate, save, or share the image
  • Droplr - Share files, screenshots, and screencasts to get your point across.

THE LEVEL UP YOUR BUSINESS BLOG

 (PT. 1) 20 LIFE CHANGING PRODUCTIVITY TOOLS TO ADD MORE HOURS TO YOUR DAY

  • productivity hacks: shortcuts, tricks or strategies that help you get more done in the same amount of time, or less.


Are you looking to “level up” your productivity in your real estate business?

Do you feel like your days are too short and your task list is too long?

If so, my new series on Productivity Hacks for Busy Real Estate Entrepreneurs is the cure for your productivity-blues.

I just finished a series of posts all about
Using Virtual Assistants To Level Up Your Real Estate Business, which you need to check out if you value your time and desire to learn how to work on instead of in your business.

But, now I’m shifting gears to show you how to reach new levels of productivity in your business and personal life so you can…

  • Get more done
  • Gain more time
  • And, be more efficient

To kick things off, I’m going to share with you 20 of my favorite tools that are absolute game changers that’ll make you more productive and add hours to your day.

These tools are broken down in 4 categories:

  1. Communication tools to help your productivity
  2. Marketing tools to increase your productivity
  3. Admin tools to make you more productive and save you considerable time
  4. Creativity tools that will make you more productive, especially if you're someone that always has ideas floating in your head

My ultimate goal is after you read this you’ll identify some tools that you can apply to your business in order to LEVEL UP your productivity.

(By the way, since we’re going over 20 tools, I’ll discuss half the tools this week and then the other half will be in next weeks post)

Today on the Level Up Your Business Podcast, discover 20 life changing productivity tools to add more hours to your day.

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COMMUNICATION TOOLS

LINE2

LINE 2

Line2 adds a second phone number and a complete cloud business phone system to your smartphones and computer that's robust, yet affordable. It’s the software we use in my business to handle all of our incoming and outgoing calls.  

How’s It Increase Productivity?

Line2 allows you to be more productive since you'll have a business phone line that can be answered on any device. That means you don't have to take all your incoming calls yourself - but instead your virtual assistant or local staff has the ability to answer and transfer calls remotely.  

So basically, you they can be your gatekeeper - saving you time from answering unproductive calls.  

ZOOM

ZOOM


Zoom is the preferred video chat app in my business. It allows you to conduct online meetings and video webinars with ease. To start an online video meeting is as easy as sharing a link. One-on-one meetings are free - while meetings of 3 more people are free up to 40 minutes. And there are no time limits on the paid plan.  

How’s It Increase Productivity? 

It's a real time saver when you can convey an idea to someone on video as opposed to having to write out instructions. In my business, if I'm trying to explain something that would be too complicated to convey in writing, my virtual assistant and I will get on a zoom video call and I'll record the video using Zoom as I give her a demo of what I need done.  

This also makes increases productivity because instead of explaining the same concepts over and over again to new people, you can actually record your instructions once, and then refer people to that video next time you need the tasks done. 

SCREENCAST-O-MATIC

Screencast-O-Matic

Screencast-O-Matic is a handy tool  to record on-screen activity for tutorial videos, visual presentations, and demonstrations. The free version allows you to record videos up to 15 minutes long, while the paid version allows you to make longer recordings - and gives you video scripting and editing tools to aid in your video creation 

How’s It Increase Productivity? 

One of Screencast-O-Matic’s features that will help your productivity is the ability to easily upload videos that you record (with the click of a button), to a video hosting platform like YouTube - or you can use  Screencast-O-Matic’s platform to host your videos. This makes it really easy to create a demo/training library - saving you a ton of time in training your staff or bringing new people up to speed. 

One of the things you should consider is this: if you're already doing a task (i.e. running comps for properties), then all you have to do is record your screen while you're doing it and narrate your steps if you feel that will be helpful. Then that recording becomes part of your training library that you can refer people to when you want to teach them to run comps. This is a huge time saver! 

VIBER

VIBER

If you've been listening to my Level Up Your Business Podcast, then you know I talk about Viber quite a bit. Viber allows you to communicate via voice, message, video and “walkie talkie.” You can also exchange images, recorded video and audio messages. 

How's It Increase Productivity

Here’s an example of one of the many ways Viber increases your productivity: if you want to relay a quick task to your virtual assistant or local staff to complete, instead of having to call or compose an email -  there's an option where you can press a button on the Viber app and speak into the recorder.

Your staff will immediately receive your audio instructions in real time. This is incredibly useful when you're driving, or you have a spur of the moment idea/task that you need taken care of. 

MARKETING TOOLS

CLICKFUNNELS

CLICKFUNNELS

ClickFunnels is a website builder that allows you to create everything from: lead generation pages, sales funnels, membership sites, landing pages, and e-commerce systems - all with the ease of a drag and drop interface.  

Clickfunnels is pretty much the backbone of my business and what I use to create almost all of our lead generation pages and websites - including my main site at ryansjohnson.com

There's 2 things I really like about Clickfunnels. The first is how simple it is to use - even if you are a complete non-techie and have no design skills. I'm not a programmer nor a designer, and I'm able to put up any webpage I need for my business easily, without having to go through the hassle of hiring someone to do it. That's a big deal to me. 

The second thing I like is that ClickFunnels is all-in-one system to manage your marketing funnels. Here’s the thing - just having a brochure website page that tells people about your business isn't enough. You need a way to engage with visitors to your site, capture contact info for leads, and easily follow up with them. 

ClickFunnels provides you with all the tools to capture leads; automatically follow up with them via email, text, or voice broadcast; and even accept payments if you need to do so.  

How's It Increase Productivity

The most obvious way that ClickFunnels makes you more productive is that you don't have to piece together multiple marketing softwares that may or may not play nice together. I used to use WordPress and a bunch of plugins to try and do half of what ClickFunnels can do, and it was a nightmare. But with clickfunnels you have one system that allows you to easily create web pages for your business, track your leads, and follow up with them. 

I'm really only skimming the surface on Clickfunnels, so I’ll write a future post where I’ll dig into the software in more detail for you to show you the best ways to use it to level up your business. 

BIGVU

BIGVU

Not too many people have heard of this next tool I’ll discuss. BIGVU is a teleprompter on your phone that scrolls while you record. It allows you to speak candidly with no need to memorize lines or glance down to consult written notes. This means you can keep your eyes on the camera and read your script with ease as it scrolls up the screen, and it can automatically adjust to your cadence. 

So why is that important and how does it make you more productive? Well, in case you haven't noticed -  having a video presence in your business is HUGE right now. It allows your clients and prospects to connect with you more, since ultimately people decide to do business with people they like - not faceless companies - especially if you're a small business.  

If you don’t have some type of video of presence in your business, you should strongly consider it.  

How’s It Increase Productivity?

BIGVU is an incredible time saver if you’re using any type of on-screen video to market your business.  All you have to do is put together your script in the BIGVU app, turn on your phone, look in the camera and read the script as it scrolls on your phone. Videos that used to take me an hour or more to create can now be done within minutes. BIGVU is by far one of my favorite under the radar tools.

ADMINISTRATION TOOLS


Now I’m going to talk about my favorite admin tools that will significantly increase your productivity.

ASANA

ASANA

Asana a tool for organizing personal or team work, basing the system on individual tasks framed into bigger projects. It’s incredibly helpful when it comes to keeping up with deadlines, keeping track of projects, and making you and your team members accountable. 

Another nice thing about Asana is it allows you to create custom templates for your most common workflows and projects. This is convenient because you can save time on setting up processes that are frequently repeated in your business, and ensure that everyone is taking care of their designated tasks. 

How’s It Increase Productivity?

There's a lot of moving pieces in real estate deals. So, anytime you have to constantly circle back with your team to make sure things are getting done, it takes time away from other activities you need to focus on in your business. Asana provides you a way to track who's doing what, when it's due, and how tasks are progressing.  

Part of being productive is having systems in place that ensure things don’t fall through the cracks -  ultimately costing you time and money. That’s why Asana is my favorite tool for accountability.  

TODOIST

TODOIST

Before I got on the Asana bandwagon, I was using Todoist. Although I don't use it anymore, I mention it in this post because you might find you don't need a project management tool as robust as Asana. Todoist is still a very effective tool because it will help you manage your entire staff (both local and virtual) for less than the cost of a steak dinner (it costs less than $30 FOR AN ENTIRE YEAR!). It's hard to beat that value.

How’s It Increase Productivity?

Just like Asana, Todoist 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. And, all communication is synced across your desktop, browser, and mobile app.

G SUITE

GSUITE

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.

How’s It Increase Productivity?

You can't beat the G Suite package for productivity because regardless of what type of document you're working on - a word doc, spreadsheet, a powerpoint, or even a survey - you can collaborate on documents in real time with people remotely (this is what I do with my virtual staff).

It also saves time and helps you stay organized to store all your documents in Gdrive, so that you don't waste time looking on your laptop and usb drives for files when you need to access them

SNIPPING TOOL

SNIPPING TOOL

Snipping Tool is one of the tools I use most daily because it's just so easy and convenient. It allows you to easily capture a screenshot, or snip, of any object on your screen - and then annotate, save, or share the image.

How’s It Increase Productivity?

For productivity, Snipping Tool is great because you can grab an entire screen, or a section, and then copy and paste it in one of the other tools I mentioned (like Viber or Zoom), in order to share the image so it’s easier for you to get your point across than just using text.

The only caveat is Snipping Tool is only for Windows users. The comparable tool for Mac users is called Grab.  

DROPLR

DROPLR

Droplr is Snipping Tool on steroids. Droplr is an awesome tool to effortlessly share files, screenshots, and screencasts with your staff, friends, and colleagues. It's also very useful to create short demo videos or take annotated screenshots to get your point across. It's nice because you can save all of your screenshots and videos on Droplr’s online interface so you can access them at any time.

How’s It Increase Productivity?

For increased productivity, Droplr is awesome. Once you install the browser extension, anytime you want to do a screen grab or record a video you’ll just hit the icon in the top right of your browser - and effortlessly you’ll create a sharable link that has the image you captured or video you created. I use this tool quite a lot to get my point across to my virtual assistants when text won't convey my instructions as effectively

Next Up In Season 2

Next up I’ll finish up the second half of the list of 20 Life Changing Productivity Tools To Add More Hours To Your Day. There's a few tools that I’ll cover which I'm pretty sure most people have never heard of. But if you use these tools, I guarantee they'll increase your productivity and level up your business.

Resources Mentioned In The Podcast

COMMUNICATION TOOLS

  • Line2 - Adds a second phone number and a complete cloud business phone system to your smartphones and computer that's robust, yet affordable
  • Zoom - Conduct online meetings and video webinars with ease
  • Screencast-O-Matic - Record your on-screen activity for tutorial videos, visual presentations, and demonstrations
  • Viber  - Make calls, send messages, exchange images and files - freely and secure

MARKETING TOOLS

  • ClickFunnels  - Website builder that allows you to create everything from: lead generation pages, sales funnels, membership sites, landing pages, and e-commerce systems - all with the ease of a drag and drop interface
  • BIGVU  - A teleprompter on your phone that scrolls while you record so you can speak candidly with no need to memorize lines.

ADMIN TOOLS

  • Asana - Asana is the easiest way for teams to track their work—and get results.
  • Todoist - Maximize productivity by giving you the ability to see all tasks assigned, completed, updated, relevant notes, and shared files in a user-friendly interface
  • G Suite - Marries your calendar, with your email, with cloud storage and additional cloud editing capabilities all in one package that works from your computer, phone or tablet
  • Snipping Tool - Easily capture a screenshot, or snip, of any object on your screen - and then annotate, save, or share the image
  • Droplr - Share files, screenshots, and screencasts to get your point across.
Podcast

EPISODE 5: Top 3 Mistakes To Avoid When Using Virtual Assistants In Your Real Estate Business

The Level Up Your Business Podcast

Show Notes

Episode 5 of Season 1

Clickable Show Highlights

[0:51]  Topic for today’s episode
[2:17]  Mistake #1: Hiring a virtual assistant without a plan
[3:20]  How to improve your hiring process
[5:30]  Mistake #2: Micromanaging and poor delegation
[7:23]  Solution to being a micromanager (benchmarking)
[9:27]  Mistake #3: Not having systems in place
[10:10]  Easy solution to have systems in place
[12:05]  Taking things to the next level using Standard Operating Procedures (SOPs)
[13:10]   Summary

Quotes:

"If you want to experience the long term benefits of having a VA, you have to be patient with the process and give your VA an opportunity to learn and become more proficient with time"

"Focus on the details of your successful outcome and plan backwards from the end game."


Resources:

  • Better Your Best Virtual Assistants - Our real estate virtual assistant services for savvy entrepreneurs that want to focus on what you do best, and let us handle the rest. 
  • Level Up Your Business Podcast Contest - Win 20 Hours of  Our Virtual Assistant Services 
  • Viber  - Make calls, send messages and much more - freely and securely
  • Zoom - The #1 video conferencing and web conferencing service on the web
  • Asana - Asana is the easiest way for teams to track their work—and get results

THE LEVEL UP YOUR BUSINESS BLOG

 TOP 3 MISTAKES TO AVOID WHEN USING VIRTUAL ASSISTANTS IN YOUR
REAL ESTATE BUSINESS


I've been working with virtual assistants (VAs) since 2009 - so I've been in the trenches to see what works - and what doesn't - in order to get the best results with VAs. 

I'm going to share with you what I consider to be the top 3 mistakes you must avoid when using virtual assistants in your real estate business.

My ultimate goal is to shortcut your success so you avoid pitfalls I've seen many people fall into using virtual assistants.  I've even ran into some of these same mistakes myself in the past and my real estate business was significantly better when I corrected them. 

Today on the Level Up Your Business Podcast I'll share the top 3 mistakes you absolutely must avoid when using virtual assistants in your real estate business.

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Hiring A Virtual Assistant With No Plan

The first mistake that you must absolutely avoid when using a virtual assistant is HIRING A VIRTUAL ASSISTANT WITHOUT A PLAN

If you hire a virtual assistants without having a plan in place for how you're going to use them and what role they'll play in your business, then you'll likely find yourself wasting a lot of time and money.

The other thing that happens when you hire a VA without having a plan is that you and your virtual assistant may get frustrated because you haven't managed expectations and defined what a successful outcome looks like for both you and your VA, as he or she is working in your business. 

That means you never really fully utilize your VA like you should.

Here's how to make sure you've got a plan for in place when hiring your VA and ensure you start things off on the right foot: 

  • First off, make sure you've already defined the roles your business needs (this will especially help in the hiring process because you'll be able to key in on specific skill sets you desire when you're interviewing VAs). 
  • Write down everything you do in your business (and even in your personal life) in the course of a week. Then identify what things on that list aren't the highest and best use of your time and what tasks would be easy to delegate to an online VA.
  • Similar to how you would set expectations and guidelines with a local employee, the same must be done with your virtual assistant.
  • Clearly define what your goals are for using a VA and your desired outcomes. 

The easiest way to make your desired outcomes clear for you and your VA is to focus on details of your successful outcome and then plan backwards from the end game.

Here’s an example: If your successful outcome is contacting 40 motivated sellers a week from craigslist ads, then you need to break that down into...

  • How many leads your VA should contact daily
  • What qualifying criteria should be used for people that your VA contacts
  • What script will be used to contact those people
  • What CRM or database should your VA use to record details from the leads


By doing this, you'll 
have a clear idea of what to expect, and what's required to make it happen - and so will your VA - which is critical for success.

By the way, one of the greatest benefits of being thoughtful about the process of preparing to hire a VA is it forces you to be a better business owner. ​

Hears what I mean - when you're preparing to hire a virtual assistant, it forces you to establish clarity in your real estate business, to put serious thought into your business needs, and to create systems so you'll be able to train your VAs.

That means no more flying by the seat of your pants - which many of us as real estate entrepreneurs can be guilty of. 

Micromanaging And Poor Delegation

The second mistake you must avoid when working with virtual assistants is MICROMANAGING AND POOR DELEGATION

This is an easy trap to fall into, especially if you're transitioning  from being a solopreneur who's used to wearing all the hats in your business - to all of a sudden managing a virtual assistant that you've hired to take tasks off your plate. 

Part of the challenge we face as entrepreneurs is sometimes we don't believe someone will do a task as well as we can. That means it's easy to have the default mindset...

"I might as well do it myself."

Here's what you have to consider...

Let's say your VA does a task 80% as well as you'd do it - but the task is still done sufficiently. That means that your VA has taken that task off your plate and freed you of 100% of that time you would have dedicated to the task had you done it yourself. 

Now you can actually use that time to focus on something else to help push your business forward and work on other tasks that are the highest and best use of your time.

You also have to remember that when you first started, you weren't 100% efficient at all the tasks in your real estate business. The only reason you're as skilled as you are now is because of time and practice. 

In order to experience the long term benefits of having a VA, you have to be patient with the process and give your VA an opportunity to learn and become more proficient with time. 

If you start taking tasks away from your virtual assistant because you feel like you can do them better, or you just have a hard time of letting go - then you're wasting your time and money with a VA.

Not to mention, you'll completely loose out on the huge benefit they bring to your business. 

Bottom line - you must resist the temptation to do everything yourself! 

The solution to avoid being a micromanager and to help you feel more comfortable delegating is benchmarking. 

By benchmarking, I'm referring to creating milestones or checkpoints in activities that you assign to your VA. Doing this is incredibly beneficial for the both of you.

So first off, before I talk about benchmarking, I want to give you a word of advice:

You shouldn't assign a task or project that has a lot of moving parts and then walk away, waiting for your VA to complete it. 

If you assign a complex tasks and have a total hands-off approach, then you're actually doing the opposite extreme of micromanaging - and it will likely lead to sub-par results as well. 

If there's a lot of decisions and moving parts in a project or task, then it's important that you've got process in place to make sure it stays on track.

Ok, back to benchmarking…

You can use benchmarks with your virtual assistants to prevent big mistakes from occurring in your projects and tasks because you won't be waiting until the end of a project to make sure it's done well.

Instead, you're checking benchmarks along the way - which will ultimately add up to a project being completed properly.

Here’s some tips in using benchmarks:

  • Let your VA know if you don’t hear from them, you expect things are going as planned and the next benchmark will be hit as scheduled
  • Encourage communication if they run into any challenges
  • Check in with your VA if they miss a benchmark to find out the reason
  • Manage expectations so your VA knows that you expect benchmarks to be hit on time

The last thing I'll say about benchmarking is it that it forces you to think of your task or project in smaller pieces that all fit together - which makes you more clearly focused on your main objective.

The system that’s worked for me for a number of years is at the beginning of each day I have tasks for my VAs listed in our task management software, which happens to be Asana.

Any benchmarks that need to achieved along with deadlines are noted inside Asana so my VA and I are the same page. 

I also have either a voice or text convo with them on Viber every morning to check in and see if they have any questions. If they run into any issues with a task, they can send me a message on Viber, or call me to clear things up. 

This simple process I mentioned, along with benchmarking, will allow you to avoid micromanaging and make you feel much more comfortable delegating.


Not Having  Systems In Place

The final mistake you want to avoid when using a virtual assistant in your real estate business, and one of the most important, is NOT HAVING SYSTEMS IN PLACE.

I don't want you to believe you need to have some elaborate processes in place in order to effectively use virtual assistants in your business - because you definitely don't.

But if you don't at least have a basic system in place to communicate and manage tasks with your VA, then you're asking for problems.

The bottom line is if you’re not utilizing at least basic systems then your VA isn't going to consistently know how YOU want things done, and you'll likely get back inconsistent results. 

This will lead to you either requiring your VA to redo work (costing you time and money), or even worse, you'll end up doing the work yourself (costing you even MORE time and money).

That's hustling backward.

Here’s a few easy solutions for systems you can use that will provide reliable results.

Communication with Virtual Assistants:

  • Determine ahead of time what software you're going to use for you and your VA to keep in touch. Make sure the software is flexible enough that you both can use it on desktop and mobile. This ensures you’re able to reach each other regardless if you spend most of your time in front of a computer, or if you’re always on the go out of the office.
  • Make sure your VAs knows when you expect to hear from them daily as well as if there are times during the day that you shouldn't be disturbed.
  • In my business we use Viber throughout the day to text and chat and Zoom if we need to do video conference calls. I also have a set time each morning around 9:30 that we check in to map out the day ahead.

Managing Virtual Assistants:

  • I strongly suggest using a task management software and making sure that you and your virtual assistants are using the software DAILY.
  • Be consistent with the system you use to assign tasks. In other words, don’t assign some tasks using a task management software and assign other tasks via email. Doing so creates confusion and increases the likelihood something will fall through the cracks.
  • Choose one place and method that you'll use to assign tasks and where all tasks can be managed and checked on so it’s easier for you to keep track of the status of tasks.

For me, my tasks management software of choice is Asana. When I assign tasks I include any supporting details and documents for that task inside Asana as well. 

My VA can ask any questions inside of Asana under that particular tasks and I automatically receive an email notification from Asana letting me know a comment has been posted related to the task. I also check Asana to see what tasks are complete and what's pending.

There's a ton of different task management software you can choose from, you just need to figure out what's a good fit for you and your team.

One last thing regarding systems - If you really want to take things up a notch and make sure you're getting consistent results with your VA, you should implement standard operating procedures or SOPs.

SOPs are the documented processes that you use to ensure services and products are delivered consistently every time.

Setting up SOPs for your virtual assistant to use will lead to more predictable results because your VA will have processes to follow instead of just “winging it” and trying to guess how you want things done. 

Check out this my post 3 Things You Can Do To Ensure You Have Success With Virtual Assistants for details about how using SOPs with virtual assistants can really be a game changer in your real estate business.

Now Is The Time To Take Action

​So there you have it - the 3 biggest mistakes you should avoid when using virtual assistants in your real estate business.

I guarantee that if you avoid…

  1. hiring a VA without a plan
  2. micromanaging and poor delegation
  3. not having systems in place

… then you'll save months of trial and error with your virtual assistant, which obviously means you'll save time and money by getting it right the first time.

And if you'd like help to get started with a virtual assistant so you're not starting from scratch, then check ou Better Your Best Virtual Assistant Services  - that's our site where you can hire budget friendly virtual assistants that are already familiar with real estate so you can have time sucking tasks off your plate within days.

Next Up In Season 1

Next up you're in for a treat. You're going to hear "straight from the horses mouth" as I interview two members of my virtual assistant staff in the Philippines so you can learn first hand what motivates virtual assistants and some tactics to get the most out of your virtual team as a business owner and manager. 

Resources Mentioned In The Podcast:


  • Better Your Best Virtual Assistants - Our real estate virtual assistant services for savvy entrepreneurs that want to focus on what you do best, and let us handle the rest. 
  • Level Up Your Business Podcast Contest - Win 20 Hours of  Our Virtual 
  • Viber  - Make calls, send messages and much more - freely and securely
  • Zoom - The #1 video conferencing and web conferencing service on the web
  • Asana - Asana is the easiest way for teams to track their work—and get results.


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