Speaker 1 0:00

Music. Welcome to the aim podcast, where we bring you actionable insights on AI and how to best apply it in your business, across marketing, sales, customer service and more, hosted by helpflow.com this is your guide to staying ahead in the world of AI for business. And just to blow your mind a little bit, our hosts are literally AIS talking to each other. Enjoy the show. You

Speaker 2 0:29

know, in real estate, it really does feel like you're constantly drowning in things to do, juggling listings, chasing leads, and then you've gotta manage client expectations too. Honestly, who hasn't wished for like, an extra set of hands, right? Oh, absolutely.

Speaker 3 0:42

I hear that a lot from real estate professionals. The market just demands constant attention. It never stops. And trying to stay ahead of the curve, it can feel like a 247 job easily, yeah,

Speaker 2 0:52

for sure. And that's exactly where today's deep dive comes in. We're going to be looking closer at this source called maximizing results with real estate vas. And it's really interesting timing, because more and more agents are turning to virtual assistants these days. It makes

Speaker 3 1:07

perfect sense when you think about it first, a lot of agency VAs is just a way to take some things off their plate. You know, delegate, delegate, delegate. But what's really cool about this source is how it flips that idea on its head. It's not just about offloading work. It's about building a system where your VA actually helps you grow your business.

Speaker 2 1:25

Okay, now you've got me intrigued. But how do we go from like extra hands to strategic asset? It seems like a big jump.

Speaker 3 1:34

Well, the first thing is to figure out where a real estate VA can make the biggest impact. This source breaks it down into three main roles, managing listings and databases. Then there's scheduling and lead follow up, and, of course, handling client communications.

Speaker 2 1:49

So basically, all the stuff that can make or break a deal, right? But they also take up a ton of time. I noticed the source had some really interesting examples for each of those roles. The one that really stood out to me was about VAs catching pricing errors on MLS listings. I can't tell you how many times I've almost had a disaster because of that. Oh, it's

Speaker 3 2:07

such a good example. A good VA with the right training and attention to detail can actually prevent those expensive mistakes S and C you money. Just imagine having someone carefully going through every single listing detail, you know, making sure everything's accurate and consistent across all the platforms, that kind of precision can make a huge difference in how buyers see your properties.

Speaker 2 2:28

That's so true. It's not just about mindlessly handing off work. It's about having someone who can look at things with fresh eyes and catch things you might miss, especially when you're caught up in the craziness of your day to

Speaker 3 2:40

day Exactly. And that applies to all the other roles too. Take scheduling and lead follow up. For instance, a VA can be the key to a really smooth client experience. They can make sure everyone gets quick responses, they send timely reminders, and they make sure everyone involved is on the same page all the time,

Speaker 2 2:56

like an air traffic controller for your deals, huh? Making sure everything takes off and lands right on schedule,

Speaker 3 3:01

precisely. And then there's client communication, which can be a huge time suck for agents. Imagine a VA who handles those initial inquiries, answers basic questions about listings, and even pre qualifies leads for you based on your criteria.

Speaker 2 3:16

Okay, now it's starting to sound less like extra hands and more like a superpower, but here's my question, how do we make sure we're not just adding more to our already crazy lives? How do we know our VAs are actually working for us and not the other way around? And

Speaker 3 3:30

that's where the strategic asset part comes in, and that's what this source nails. It really stresses how important it is to set measurable goals for your VA from the very beginning, and it breaks those goals down into task, volume, efficiency and quality. So

Speaker 2 3:45

this is where we move from just hiring help to actually building a system, right? Yeah, what does the source say about how to do that? Well,

Speaker 3 3:52

it all comes down to being clear. You need to define what success actually looks like for each role you're delegating. For example, if you're focusing on lead follow up, you might set daily or weekly targets, right, like a number of calls made, emails sent, or connections established. And it's not just about quantity. Quality is important too.

Speaker 2 4:10

So you're talking about things like tracking how many leads contacted by the VA actually convert, or maybe checking client feedback to see if they're happy with the interaction exactly.

Speaker 3 4:19

You need a way to measure how your VAs work is impacting your business and make sure they're meeting the standards you set. Now this is where things get really interesting, because the source talks about using AI driven analytics to do this even better.

Speaker 2 4:32

Wait, AI is coming into the picture. Now tell me more. So

Speaker 3 4:35

instead of just tracking everything manually, imagine having data that shows you exactly where things are getting stuck in your workflow. For instance, you might find out that you get most of your client inquiries in the evening, but your VA is only available during the day.

Speaker 2 4:50

Oh, I see where you're going with this. That kind of information could lead to a simple schedule change, and you could end up being way more responsive and potentially. Get more clients Exactly,

Speaker 3 5:01

and that's just one example. AI tools can analyze tons of data points, which can help you spot trends, and then you can optimize your processes and make smarter decisions about how to best use your VA. This source actually mentioned a company called Help flow and their smart staff system, which seems to be doing just that. So

Speaker 2 5:18

it's not just about finding any random VA and crossing your fingers, it's about finding the right tools and systems to help them work smarter and more efficiently. We've covered a lot here. Let's take a break and come back in the next part to talk about how to actually put these ideas into action. So we've talked about how real estate vas, when used the right way, can be a total game changer. But I've got to be honest, I'm feeling a little overwhelmed by all this. Where do we even begin?

Speaker 3 5:46

I hear ya. It's definitely one thing to understand the idea, but it's another thing to actually make it work, right? The good news is you don't have to reinvent the wheel or anything. There are resources and systems out there that can make this whole process way easier.

Speaker 2 6:01

You mentioned that help flow and their smart staff system earlier is that, you mean, yeah, that's

Speaker 3 6:04

one example, and the source does a good job of explaining how they work. You know, the basics. What's really cool is this idea combining a human VA with AI. It's like giving your assistant a superpower, like having someone who's super skilled, but also constantly learning and adapting to exactly what you need.

Speaker 2 6:22

That does sound powerful, but I'm guessing it's not as simple as just plugging a VA into some AI software and calling it a day, right? Yeah,

Speaker 3 6:29

the human element is still super important. Think of it more like a partnership where technology helps your VA do their job even better, not replace them all together. For example, the source mentioned that help flow uses AI to create really detailed task briefs for their VAs that means you don't have to spend hours writing out super complicated instructions for every little thing.

Speaker 2 6:52

That would be amazing. I remember when I first started delegating, I spent way more time explaining what I needed than it would have taken to just do it myself. Yeah, that's

Speaker 3 7:00

a classic mistake, but with the right systems, delegation becomes a lot smoother. Imagine you just have a quick five minute call to delegate a complex task, and you know, the AI has already given your VA all the info and guidance they need.

Speaker 2 7:14

Okay, that does make it sound less intimidating. Now I'm picturing myself free from my inbox and all that back and forth scheduling finally, and then I can focus on the parts of my job that actually need my expertise exactly

Speaker 3 7:25

reclaim your time and energy. So you can focus on what really moves your business forward. And with AI and skilled vas, you can absolutely make that happen. Okay,

Speaker 2 7:35

but let's be real, even with all these amazing tools, there's still going to be a learning curve, right? And you've got to be able to trust someone else with important tasks, even with the AI

Speaker 3 7:45

helping. Of course, like with any new system, it takes some time and effort to get things set up the right way. And yeah, trust is huge, but in the long run, the benefits are totally worth

Speaker 2 7:57

it. So what can we do to make this transition smooth and build that trust with our vas. Well,

Speaker 3 8:02

the source really emphasizes regular reporting and feedback. You know, staying in the loop. It's not enough to just delegate and hope for the best. You need to check in see how things are going and provide feedback. So

Speaker 2 8:13

it's about staying involved, even though you're not doing the tasks yourself

Speaker 3 8:17

exactly. It's about working together, where your VA feels comfortable asking questions, and you can help them do their best work. And as you get more data and refine your processes, your VA becomes even more effective and a bigger part of your workflow.

Speaker 2 8:28

So it's like a positive feedback loop. The more data you have, the better you can make things which leads to even more data and insights. Exactly.

Speaker 3 8:36

It's all about constant improvement, using data and human expertise together, and the result is a real estate business that's more efficient, scalable and successful.

Speaker 2 8:48

We've covered the roles VAs can play, setting goals and how AI can make everything work better, but let's bring it back to our listeners for a sec. What's the one thing we want them to take away from all this?

Speaker 3 8:59

I think the most important thing is that real estate VAs aren't just about getting rid of work. They're about using your resources strategically to unlock your potential as a real estate professional. It's about working smarter, not harder, and using technology to your advantage. It's

Speaker 2 9:14

about having a business that runs smoothly so you can reach your goals without burning yourself out Absolutely.

Speaker 3 9:19

It's about taking control of your time and your business so you can focus on what really matters, relationships, closing deals and achieving your vision. This

Speaker 2 9:28

has been super helpful. Let's switch gears a bit in the final part and give our listeners some advice they can use right away. All right, so we've covered a lot of ground here. Really dove deep into real estate. VAs we talked about all the different roles they can play and the incredible potential of using AI to help them work even better. But now let's get practical. What's one thing our listeners can do, like today, to actually start using these ideas in their businesses? That's

Speaker 3 9:58

the big question, right? I think. The best place to start is to figure out what's the easiest thing you can delegate in your own business. You know, what's that one task that you do all the time that feels like it takes forever, something you could easily hand off without having to explain it a million times. You know? It's

Speaker 2 10:12

funny. You should mention that. Just the other day, I was trying to schedule a bunch of showings for clients, and I was like, this is exactly what a VA is for. I mean, it's not complicated, but it takes up so much time. There you

Speaker 3 10:23

go. That's the perfect example, scheduling, updating listings, answering those first client questions. Those are all great places to start delegating, even if you just do a little bit of setup, handing off even one of those things can free up a ton of your time and energy. Yeah, it's

Speaker 2 10:38

like that, saying the best time to plant a tree was 20 years ago. The second best time is today. You don't have to change everything overnight, just start small, see the benefits, and then go from there. And what's

Speaker 3 10:49

really cool is how that first step can actually make you see more opportunities to make things better. Once you start thinking about what you can delegate, you'll probably find even more ways to streamline your workflow.

Speaker 2 10:59

It's like you suddenly see your business in a whole new way. And speaking of seeing things clearly, our source really emphasized the importance of setting clear goals and actually tracking your progress. We can't just give a va a bunch of tasks and hope for the best, right? Nope,

Speaker 3 11:14

definitely not. It's all about using their skills strategically and those AI tools we talked about to get real results. So that means setting clear expectations, figuring out how you'll measure their performance, and having ways to track their progress and give feedback. So

Speaker 2 11:31

it's really a partnership. We need to treat our VAs like part of the team, give them the support they need to succeed, and then we can all grow together. And if

Speaker 3 11:39

you're feeling a little overwhelmed by all the setup, just remember you don't have to do it all yourself. Services like help flow and their smart scat system can help you with onboarding, training and managing. Vas it's

Speaker 2 11:51

like having a whole team of experts on your side guiding you through the whole process of delegation and automation. We've just scratched the surface here, but hopefully this has given you some ideas and showing you what's possible. You

Speaker 3 12:02

know, when you think about it, embracing delegation and technology isn't just about working smarter. It's about changing the way you do business altogether. It's about freeing yourself from those tasks that bog you down and letting you focus on what really matters, building

Speaker 2 12:15

relationships, closing deals and reaching your full potential. So here's the challenge for you. As we wrap up this deep dive, think about one task you could delegate to a VA right now. How much time would that give you back? What could you accomplish with those extra hours? It's time

Speaker 3 12: 32

to stop feeling overwhelmed and start using delegation and technology to transform your real estate business. There

Speaker 2 12:38

you have it. Folks, don't just dream about a better business. Go out there and make it happen. This is the deep dive. Signing off. We'll see you next time for another deep dive into the topics that matter most to you.

Speaker 1 12:49

Thanks for listening to the aim podcast. If you found today's episode impactful, be sure to check out help flow.com. Where we help businesses maximize AI across marketing, sales, customer service and more, visit helpflow.com today you.

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