Successful Delegating To Your Personal Assistant
Many business owners and real estate agents enter their new position with bursting enthusiasm and absolute gusto. That’s brilliant! But how are you going to manage your time and energy without suffering from burn-out within a matter of weeks or maybe months? It’s often our instinct that we want to control every aspect of our destiny in our chosen career. But is that the smartest move?
Have you considered hiring a personal assistant, someone who compliments your style and takes the burden of the tasks you struggle with (like the processing of all the forms, managing your database etc). When done right, your personal assistant can be your secret weapon on the back end of your career. This is especially relevant if you are in the real estate industry; no successful agent attained highest achiever award without a secret weapon behind him/her.
The concept of a personal assistant is to be an enhancement and compliment to your style. Someone that understands your goals, understands your style. The road to finding and keeping a great PA can be a little challenging to ensure you are both ‘the right match’. This can take time, it may even mean a turn over of candidates until you can both work in synergy. One of the biggest issues is a trust factor. Without trust, how can you both work together? After all, your PA is going to be living in your shoes (almost) and privy to some sensitive matters. The trust can only be built over time, by showing your PA how you like things done with training processes in place and being tolerant for the learning process. It may take time.
There are three types of personal assistants:
1. Starter role as an admin Personal Assistant – the paperwork guru, takes a few phone calls and manages your diary appointments.
- prepare documents for client presentation
- process paperwork
- marketing – including mail outs
- solving minor problems
2. Intermediate level Personal Assistant – could be a buyer’s agent and have face to face contact with clients.
- handle buyer enquiries
- answer your phone enquiries
- conduct Open Homes or inspections (in your absence)
- final inspections for Property Managers or pre-settlement
3. The 2IC Personal Assistant – the business generator
- assisting larger teams
- assisting with appointments and attending appointments
- be the back up sales person
- primarily, capable of being you in your absence
There are many tasks that can easily be delegated to a Personal Assistant but they shouldn’t be replacing you and your relationship with your clients. You will still need to have contact with your client and be accessible and visible through the relationship.
When a crisis is happening or bad news needs to be delivered, you may need to step up and take the leadership of the situation. You may need to make that call to your client since that was the person that originally had contact with you, not your Personal Assistant.
If you Personal Assistant is a Level 2 or 3, then it is nicer to refer to them as your partner as it will create a lot more credibility and respect, especially to your clients.
Your Personal Assistant wants to be part of your team, helping you achieve your goals but doesn’t want to be frazzled by working 24/7 and never seeing you. Otherwise, they would have applied for your role instead. A great PA will often answer your call after hours in urgent cases but not if this is abused and the norm. They need their personal time respected too.
A smart option is to contract to a Virtual Assistant that is able to manage your fluctuations in workload. As a local Sunshine Coast PA to many businesses, my testimonials can give you assurance of my guarantee of service.
The concept of a PA is to take the pressure of your workload and duplicating part of you. This should allow you more time to focus on the most income producing tasks and meeting more decision makers. They truly can be your secret weapon at the back end and instrumental to your success.