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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.

Click to Tweet

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 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.

Click to Tweet

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 4: What I Learned Running A Real Estate Business Using Virtual Assistants (Behind the Scenes)

The Level Up Your Business Podcast

Show Notes

Episode 4 of Season 1

Clickable Show Highlights

[0:51]  Topic for today’s episode
[2:07]  Major activity #1: Handling all calls
[3:25]  The software that handles all our calls
[4:30]  Major activity #2: Screening new buyer and seller leads
[6:34]  Major activity #3: Coordinating all deal transaction paperwork
[8:32]  What my day looks like with my virtual staff
[10:50]  Summary

Quotes:

 "Using virtual assistants is an absolute game changer in your productivity and in your profits."

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 
  • Line2 - Business phone service that lets you talk and text with the simplicity of an app
  • Zipforms - Fillable online real estate forms for real estate professionals
  • HelloSign - Easily send documents for eSignatures
  • 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.
  • Calendly - Calendly helps you schedule meetings without the back-and-forth emails.

THE LEVEL UP YOUR BUSINESS BLOG

 WHAT I LEARNED RUNNING A BUSINESS USING VIRTUAL ASSISTANTS
(BEHIND THE SCENES


If you really want to have the best results using virtual assistants in your business, it's beneficial to see how other real estate entrepreneurs are successfully using VAs in their business...

...regardless if you're in the early stages of thinking about using a virtual assistant - or even if you currently have a virtual assistant, but you're looking to get better results.

That's why I'm going to pull back the curtain on my real estate business and share how I've been running my company for almost a decade, primarily with virtual assistants.

My goal is to give you some practical ideas you can take action on to use virtual assistants in your real estate business so you're 10x more productive and efficient.

I'll share some of the tasks I no longer do as a result of delegating them to a virtual assistant. And, I'll primarily focus on 3 of the tasks that tend to be the most time consuming in most of our businesses as real estate entrepreneurs. 

Today on the Level Up Your Business Podcast, I go behind the scenes of my real estate business to reveal 3 things I've learned running a business using virtual assistants that will help 10x your productivity.

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Answering Your Business Calls

In my business I have a phone line set up that goes directly to my virtual assistant who lives in the Philippines. She’s responsible for answering all calls that come in, just like a receptionist would in a brick and mortar business.

Here’s the process my virtual assistant follows for incoming business calls:

  • When someone calls regarding something that my VA can address (i.e. additional details about a property, or providing buyer info to the title company) then she'll handle the call.
  • But If someone wants to speak with me directly, then she'll ask the nature of the call and then she'll send me a message in Viber to see if I'm available.
  • If I am available, then she'll transfer the call to my mobile phone. If I’m not - then she'll take a message and set a reminder in Asana for me to call that person back.

The software that we use in my business to handle all of our calls is Line2 - which is an online software that allows you to have lines on one phone.

In my business, Line2 is set up on my VA's desktop and her mobile. She can easily transfer calls to my cell phone through the Line2 dashboard on her devices.

It's also installed on my desktop and phone, so that if for some reason my virtual assistant isn't available, I can still see who's calling and answer calls if needed.

I've been using Line2 for about 4 years, and prior to that we were using Skype - which isn’t nearly as reliable. Not to mention, at $10 a month, Line2 can meet anyone’s budget.

Can you imagine how much more productive you'd be on a daily basis if you personally didn't have to answer all of your own business calls every time your phone rings?

That means no more starting and stopping important activities to look down at your phone every time it chimes throughout the day - ultimately making you lose focus.

Screening New Buyer and Seller Leads

Another major activity that my virtual assistant handles that saves a tremendous amount of time is screening new buyer and seller leads that come through my website.

If you're a real estate investor that's currently doing all the follow up on new leads to determine if they're viable, or an agent that's calling back new leads that you receive online - then you know how time consuming this can be.

It’s one of those tasks that must get done in your business to make sure you always have a steady stream of leads coming in. However, using a virtual assistant as a filter before you speak to new leads helps you spend more of your valuable time speaking with people that are ready, willing and able to do business with you vs. tire-kickers.

Here’s the process my virtual assistant follows to screen buyer and seller leads:

  • I provide a script to my VA to follow when she's calling new buyer and seller leads that come in from our website.
  • She's very personable, so she's doesn't read word-for-word like a robot. However, she does make sure she covers the questions that need to be answered.
  • Then she takes the answers to those questions and puts them in our CRM (customer relationship manager).
  • The script she uses includes some qualifying questions that determine whether she'll schedule a follow up call with our sales manager, or if she'll add the lead to a list of people that we’ll follow up with later because they're not ready to take action yet.
  • Then our sales manager will receive the appointment in Calendly, along with the notes that my VA took about the call inside the CRM.

If you're currently managing this entire process yourself then you already know that setting aside time for these type of calls can easily eat a big chunk of the most productive hours of your day.

Again, the beauty of having a VA as your initial filter with these calls is that you're only speaking with the low hanging fruit - in other words, the people that are ready to do business.
 

Then everyone else is placed in an email follow up sequence so you can be on the top of their minds when they're ready to take action.


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Coordinating Deal Transaction Paperwork

A third major activity that my virtual assistant is responsible for, that I'd HIGHLY recommend you also use a VA for, is coordinating all deal transaction paperwork.

Here’s the process my virtual assistant follows for coordinating a typical deal:

  • I place short bullet point details in Asana of what needs to be included in the purchase agreement (i.e. purchase price, earnest money, who's paying what closing costs, closing dates, etc.)
  • My VA prepares the purchase agreement electronically using an online software called Zipforms, and then places the contract in Asana or Viber for me to review.
  • After I give her the green light, she sends the contracts for electronic signatures using a software called Hellosign.
  • Once all parties sign electronically, my VA receives the purchase agreement and contacts the title company to open escrow.
  • She’ll work with the title company to retrieve any documents needed to process the deal (i.e. articles of organization, license info, etc)
  • While the deal is in escrow, my VA keeps the buyers, sellers, title company, and me in the loop, to make sure all parties are on the same page.
  • Then when it's time to close, she'll receive the preliminary settlement statement from the title company and ask me to review it. 
  • Once the deal is closed, she follows up with the title company to make sure checks are sent to the correct address, and she ensures all parties received a final copy of the executed docs from the title company.
  • Lastly she files all the paperwork from the deal in Asana.

If you're the person managing all the paperwork and moving pieces of a deal in your business right now, how much more time would it free up for you to dedicate to more deals - or just having more time off the grid - if you had a virtual assistant taking care of everything I just said?

​​DELEGATING DEAL TRANSACTION ADMIN CAN BE A GAME CHANGER IN YOUR PRODUCTIVITY AND YOUR PROFITS - TRUST ME!

My Typical DAy With a VA

Last but not least, I want to get the wheels spinning in your head about what your day could look like managing a virtual staff - so I'm going to share what happens in the course of my typical day.

  • At 9 a.m. my virtual assistant that’s in charge of my business phone logs in. Her shift is from 9 a.m till 6 p.m. Every morning she sends me a message 1st thing when she logs on to greet me and let me know she's online.
  • Between 9 and 9:30 a.m. we have a chat on Viber via text where I give her marching orders for the day. If it's something I think may need further explanation, we'll jump on Zoom and do a video call or screen share, if necessary.
  • I also put her tasks in Asana. As she completes them, she'll update me inside of Asana, so it's easy to track the progress of all activities in one place.
  • In the morning I'll also check in with my with my virtual project manager. When we're working on projects (i.e. creating a digital course), he's in charge of making sure all the moving pieces are moving forward and on deadline. 
  • During the day if any of my virtual staff has questions or concerns about a task, they'll put place them inside Asana under the related task. Or, they'll reach out to me on Viber if they need immediate attention.
  • I tend to stay out of email until the second half of the day in order to avoid being reactive to what's going on in my inbox. Also, my VA will take care of low priority emails that she can handle that don't need my direct attention (i.e. domain renewals).
  • Regarding returning calls - my VA schedules that for the second part of my day, unless it's urgent. This allows me to concentration on whatever activity is most important during the first half of the day. 
  • At the end of the day, my VAs will let me know they're logging off and we'll do a wrap up message in Viber if there’s something they need to make me aware of or vise versa.

Now Is The Time To Take Action

Now you have an idea of some of the most time-consuming tasks that you’ll no longer have to do as a result of delegating those activities to a virtual assistant.

In your real estate business, can you think of some things you're doing now which you should STOP doing, and start assigning to a VA?

If you're willing to take action to delegate tasks that are distracting you from what's most important in your business (even if it's only small tasks initially) - you'll quickly discover how much more you can get done and how much more efficient you can be with a virtual assistant working in your business.

Next Up In Season 1

Next up I'll share with you the 3 biggest mistakes you should avoid when using virtual assistants in your real estate business in order to save you months of trail and error with your VA - which obviously means you'll save time and money by getting it right the first time.


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 Assistant Services 
  • Line2 - Business phone service that lets you talk and text with the simplicity of an app
  • Zipforms - Fillable online real estate forms for real estate professionals
  • HelloSign - Easily send documents for eSignatures
  • 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.
  • G Suite - All you need to do your best work, together in one package that works seamlessly from your computer, phone or tablet.
  • Calendly - Calendly helps you schedule meetings without the back-and-forth emails.


Download Your Real Estate Virtual Assistant Toolkit

Discover how to leverage virtual assistants to 

free up your time while growing your income!

Give Me The Toolkit!


Podcast

EPISODE 3: 5 Free Tools To Run Your Real Estate Business Using Virtual Assistants

The Level Up Your Business Podcast

Show Notes

Episode 003 of Season 1

Clickable Show Highlights

[0:51]  The topic of today’s episode
[1:47]  Working with virtual assistants thousand of miles away
[2:18]  Tools that I use to communicate and manage virtual assistants
[2:45]  Tool 1: Viber
[4:26]  Tool 2: Zoom
[6:33]  Tool 3: Asana
[9:01]  Tool 4: G Suite
[10:18]  Tool 5: Calendly
[11:40]   Putting the tools in action

Quotes:

 "The key to being able to manage a staff located across the globe is to have good tools in place that will ensure you're able to run your business as smoothly as if your staff were local."

Resources:

  • 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.
  • G Suite - All you need to do your best work, together in one package that works seamlessly from your computer, phone or tablet.
  • Calendly - Calendly helps you schedule meetings without the back-and-forth emails.

THE LEVEL UP YOUR BUSINESS BLOG

 5 FREE TOOLS TO RUN YOUR REAL ESTATE BUSINESS USING VIRTUAL ASSISTANTS


I've been running my real estate business primarily with a staff of virtual assistants since 2009.

Most of my staff lives thousands of miles away. I've worked with virtual assistants in the Philippines, India, Italy, and also different parts of the United States. 

The key to being able to manage a staff located across the globe is to have good online tools in place that will ensure you're able to run your business as smoothly as if your virtual staff were working right down the hall from you. 

I'm going to share with you the tools that I use every single day to communicate and mange my virtual assistants. And the great thing is most of these tools are completely FREE - and even the paid versions of the tools cost less than your weekly Starbucks bill. 

Today on the Level Up Your Business Podcast, discover 5 FREE tools to run your real estate business using virtual assistants.

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VIBER

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

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

...and by the way - IT’S FREE.

We also use the app to:

  • Send files - like contracts and purchase agreements
  • Send pictures - like rehab pics for properties
  • Send videos - like property walk-throughs that we need uploaded to a website

We even use Viber like a walkie talkie if I'm not a position to text or call.

For instance - if I'm driving and I want to provide some instructions to my virtual assistant but I obviously can't text and I don't want to make a call - I can choose to hold down a button in the Viber app that that will record my instructions and provide them to my virtual assistant in real time. 

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

ZOOM

The second tool I use to communicate with my virtual assistants is Zoom.

Zoom is a video conferencing app. You can use it for video calls, voice calls, screen sharing, and to host webinars.

You might be thinking, why would I need to use both Viber and Zoom since there is so much crossover in their functionality - such as the ability to make video calls and the voice calls anywhere for free. 

Here's the difference in how I use them in my business:

I leave the Viber app open on my desktop and on my phone at all times. That means anytime my staff needs to message me, or I need to touch base with them, we receive a notification with the message on whichever device we're on at the time. 

I use Viber primarily for text conversation and quick file transfers. I also use it for really quick video calls on the fly.

But when I want to do a longer video call; share my screen to do a training or demo with my virtual staff; host a webinar; or record a video call that I can refer to later and use as a training reference - then I use Zoom. 

Also, the quality of the Zoom video conferencing is superior to Viber.

Some of the other great features with Zoom are:

  • check
    You can create a link in Zoom and send it to anyone in order for them to join you in a video or voice conference. Or you can send a link for a video/voice conference to be scheduled in the future. 
  • check
    Like I mentioned, you can record your sessions so you can refer back to them later. This is especially good if you want to create a video training library for your virtual assistant.
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    You have the ability to remotely control someone's computer once you've been granted permission. This is good if you need your virtual assistant to take care of something that needs to be done on your laptop, such as troubleshooting.

And the other obvious benefit is Zoom is FREE. 

You can use unlimited Zoom video and calling time for one-on-one meetings, whereas conferences of 3-100 people are limited to 40 minutes under the free plan. There are no time constraints regardless of the number of people on the paid plan.

Download Your Real Estate Virtual Assistant Toolkit

Discover how to leverage virtual assistants to 

free up your time while growing your income!

Give Me The Toolkit!

As real estate entrepreneurs, we know there are a lot of moving pieces in our real business - rather it's keeping track of communication with buyers and sellers, making sure offers are progressing through each stage, or managing  vendors on a rehab project. 

That's why when you're managing a virtual assistant as well as local staff - it's important that you have a system in place to make sure everyone is accountable and nothing falls through the cracks.

I've been through quite a few project management tools, but my hands down favorite tool to manage my virtual team and my personal life, is Asana.

First off, Asana is 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 team members accountable.

The nice thing about Asana is you can get most of the functionality that you'll need in order to run your real estate business using the free plan. Although there are some features in the paid plan that make it worthwhile, in my opinion.

The plans are very affordable. There's obviously the free plan, but even the the monthly paid plans (as of the time of this post) are only around $6 a person to a little over $10 a person - depending the size of your team and the features you want.

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.

For instance: With Asana, anytime you have a new deal under contract you can create an SOP (or standard operating procedure) in Asana for what steps are necessary and what should be done by each member of your team to bring that deal to fruition. 

Bottom line - if you’re using Asana it means you and your team don’t have to think through processes every time you have a repeated activity. Instead you'll look at Asana and follow the steps - with each person checking off their tasks as they're completed - so everyone is accountability, and you have one place you can monitor everything happening in your business

I'm not sure I can say enough good things about G Suite. This online app marries your calendar with your email, with cloud storage and additional cloud editing capabilities.

G Suite is the bread and butter in my business because it allows you to seamlessly run a business with a virtual staff since everything is cloud based

We use G Suite for just about everything that’s document-driven in our business. It includes Gmail, Google Calendar, Google Docs, Google Sheets, and Google Slides. Those last 3 that I mentioned are Google's online version of Word, Excel, and Powerpoint.

It also includes Google Drive, which is the most valuable resource for me in this package. That's the tool my virtual assistants and I use to access documents we're collaborating on remotely - in real time.

I could literally write an entire article on how you can use G Suite to make your real estate business more productive while working with a virtual or local team. 

Trust me, getting familiar with G Suite and loading it on all your devices will drastically increase your productivity.  

G Suite starts has a free trail and then it's only $5 a month per user. 

CALENDLY

The last tool I'll talk about is one that will save you more time than you think.

The tool is Calendly. This is an online app that helps you schedule meetings without the hassle of back-and-forth emailsWhat makes Calendly special is convenience. It's so simple, but so incredibly useful. 

Instead of going back and forth in phone calls or via email, using up valuable time in your day to coordinating 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, it can all happen through the same link. I'm telling you firsthand, this is a tremendous time saver!

Calendly syncs with your Google Calendar and other calendar apps in real time. This comes in handy if you or your staff handle scheduling appointments.

You may not think it takes much time to schedule appointments - but 5-10 minutes here and there on a daily basis can have a serious impact on your productivity.

Now Is The Time To Take Action


So there you have 5 of my favorite online tools that will help you run your real estate business and manage your virtual assistants as if they were working down the hall in your office. 

The next step is to evaluate your business needs.

  • If you’re looking for a free, versatile tool to communicate with your staff via voice, message, or video as well as easily transfer files and pics - then you have to give Viber a go.
  • If you want to have the ability to conduct video chats, screen sharing, webinars, and create training videos - Zoom is an excellent tool.
     
  • If you need to keep track of to-do lists, assigning tasks, and you want to hold your team accountable - then Asana is the tool for you.
     
  • If you’re looking for a more efficient way to collaborate on files with your staff - or just a way to more easily organize all the documents in your business - then you have to give G Suite a shot.
  • And lastly, If scheduling meetings and calls with buyers, sellers, and vendors has been a time-suck in your business – then ​try Calendly.

Next Up In Season 1


Next up I'll give you a detailed behind the scenes look at my real estate business and my work day using virtual assistants. Hopefully it will get your wheels turning as to how you can also use virtual assistants to level up your business. 


Resources Mentioned In The Podcast:


  • 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.
  • G Suite - All you need to do your best work, together in one package that works seamlessly from your computer, phone or tablet.
  • Calendly - Calendly helps you schedule meetings without the back-and-forth emails.



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