ProREA Staffing

Top Producer Action Plan - Webinar

2009-03-11T11:06:37-07:00

A few weeks ago our Top Producer Specilaist, Sam Harwit conducted a one hour webinar on Top Producer's Action Plan feature. The introduction to the webinar did not get recorded so I will summarize it here:

Top Producer is a database program that was designed specifically for real estate agents. It is internet based, which means that you can access it from any computer (including your phone) and you can share access with your team. One of the really powerful features in Top Producer, and the reason why ProREA Staffing likes using the program, is the Action Plan feature. Action Plans are basically checklists that are designed to automate and streamline marketing to your database and managing your listings and closings checklists.

Imagine, logging into you database each day and seeing exactly what you needed to accomplish that day. Image knowing that every contact in your database was receiving targeted marketing messages from you on a consistent basis. And, image the freedom you could experience if you could delegate those action items to someone else!

I love Top Producer because I believe that the more areas of your business that you automate, the more leverage you can create for yourself.

The speaker in the webinar is Sam Harwit. Sam is ProREA Staffing’s Top Producer Specialist. He works with agents to help them create custom marketing Action Plans and he trains agents and our own staff on the program.

This webinar is intended to introduce you to this section of Top Producer and it will no doubt generate more questions in your mind. Please feel free to contact Sam or me. We are happy to help in any way that we can.

To view the webinar click this link, or copy and paste it into your browser’s address bar:

https://proreastaffing.webex.com/proreastaffing/ldr.php?AT=pb&SP=MC&rID=27589442&rKey=1201DD2CD2F1E1DA

(The presentation last about one hour; it may take a few minutes to load)

If you are interested in using the program and would like help setting-up the Action Plan feature please contact me. The attached flyer provides more information on our Top Producer services and pricing.

How Much Organizing Help Do You Need?

2009-03-09T21:25:36-07:00

What level of organizing do I need?

Light Organizing (4 hours)

- You already have all the necessary equipment, furniture, and accessories to become highly organized

- You have an existing established system for filing documents, keep clutter to a minimum, and your workspace isn’t being compromised due to clutter and disorganization.

My typical client who requires light organizing needs me to help them get back to a fresh slate. They have had an extremely efficient and clean workspace before and just need to get back to that place.

Medium Organizing (8 hours)

- You have most of the necessary equipment, furniture, and accessories to become highly organized. You may need to exchange, rearrange, or purchase additional items to achieve the most efficient workspace.

- You have partial systems for filing documents and purging clutter, but because it is an incomplete system your workspace is messy and distracting.

- Your workspace is limiting you from becoming completely motivated and focused from the moment you enter it. You need to execute a “keep, trash, donate” system to immediately de-clutter and take control of your office space.

My typical client who requires a medium organizing needs me to step in and help them regain control of their workspace. Antiquated furniture, workspace layout, and accessories, have led to an excessive amount of un-filed paperwork and growing clutter which has begun to diminish their productivity.

Heavy Organizing (16 hours)

- Your workspace is limiting you from becoming completely motivated and focused from the moment you enter it

- You have no system in place for filing paperwork or the system you do have in place just isn’t working

- You do not have sufficient furniture to allow you to become organized

- You need to have a custom foundation set for you that can be seamlessly adapted to your everyday life

My typical client who requires a heavy organizing needs a new beginning. Either you have a faltering system in place or no system at all. In a lot of cases, it’s not necessarily that the workspace is messy or disorganized, but that you need a complete change. A fresh start with all the unnecessary items removed and a completely new layout and system that enables you to feel rejuvenated and refreshed.

If you are unsure of what level organizing you need, call today for a free consultation.

Where to begin when starting an organizing project

2009-03-02T10:09:31-08:00

One of the common questions I get when doing an organizing consult, is “Where do I begin?” Often times I liken the feeling most clients get when looking at a space that needs to be organized to that saying “Not being able to see the forest through the trees.” Getting lost in the “big picture” of the room versus breaking the room down into small victories is something I see often.

My tips for this question are:

1) Only do projects that you can 100% complete by the end of the day.

2) If the space you want to organize is too large to complete in one day, break the room down into sections. i.e. the closet, the desk, or corners of the room…

3) Create a “toss”, “donate” and “keep” section in the room

4) Make the decision to "toss", "donate" or "keep" in 10 seconds or less.

5) When sorting is complete immediately put the “toss” in the trash. The “donate” in your car and take it down to the local donation center.

6) Now go through the “keep” items and organize, there should be less items in the “keep” section than in the other two categories

7) Save paper organizing until the end as this takes the longest to complete.

8) Remember if you are feeling overwhelmed by the space you are organizing, it might be too large for that days victory.

9) If you find yourself hitting a road block and start to feel the need to keep everything stop for the day or take a break.

10) Ask for help, a professional or a friend often times help you put the importance of an item into perspective and help the project to go by faster and a lot of the times you will have more fun!

************

This post was contributed by Kacey Walker. Kacey is a licensed real estate agent and assistant on the ProREA Staffing team. Kacey have over five years of experience as a professional organizer and today she specializes in helping real estate agents organize their physical space and streamline their systems. For more information on Kacey's services, or to schedule a free consultation, please contact us.

Interview with Real Estate Web Talk

2009-02-13T14:57:08-08:00

I was recently interviewed by an online real estate website. They wanted to do a feature on ProREA's services. I think it turned out to be an informative piece and it answers all of the most common questions people have about what we do.

Listen to it by going here:

http://www.realestatewebtalk.com/interview.php?i=16

Managing Your Finances in 2009 - webinar

2009-02-02T15:01:38-08:00

On January 29^th we held a free webinar for agents on managing their finances. We offered three scenarios for managing your books:

Use an Excel spreadsheet
Use QuickBooks
Work with a Bookkeeper

We offered practical tips for how to get the best results from each option.

To access the recording of this class click the link below.

https://proreastaffing.webex.com/proreastaffing/ldr.php?AT=pb&SP=MC&rID=26920147&rKey=C3579A53A69E9FCA

For help setting up and managing your business finances, please contact us.

A Case Study for ProREA Staffing

2009-01-27T13:18:56-08:00

The Challenge:

Joe Smith's** need for an assistant wasn't so much because of any problems he was experiencing in his business but because he wanted to move his business forward using Keller William’s systems and models. For several years he used GoldMine for his database however he understood that Top Producer was created for the real estate industry he knew he needed to switch over. The challenge was that he had thousands of contacts that needed to be imported from Goldmine into Top Producer and integrated into Top Producer Action Plans.

The Plan:

Joe’s new assistant drafted an outline of the steps that needed to occur in order to accomplish a successful transfer of the database. Before she got to work she sat down and explained to him her working style and expectations of him in order to properly accomplish what he needed. Because Top Producer is capable of so many different things his assistant suggested that they address his initial top 5 goals that he wanted out of the Top Producer integration. From there she took his goals, broke them down into smaller tasks, and calendared the time it would take for her to complete each task and scheduled a time a few weeks later to re-evaluate the outline to see if what they set out to do was accomplished.

His Goals:
1. Accurate and Proper Integration from Goldmine to Top Producer
2. Create CMA's for all potential listings
3. Assign each of his contact types an Action Plan
4. Implement necessary Check Lists within Top Producer to create efficiency in day to day business operations
5. Automate his IDX leads into Top Producer

The Results:

Joe’s goals have been met and/or addressed on schedule and new goals have since been implemented. This integration was seamless for Joe on his end because he never had to hear about the problems or hiccups involved during the transition and he was able to continue to do what he does best which is sell real estate. Joe received regular status updates from his assistant so that he knew exactly what she was working on. Joe and his assistant have now developed a good trust relationship and Joe simply sends his assistant email requests of what he needs from Top Producer and she responds to his requests within 24 hours or less.

Joe is currently in escrow on a double ended deal. He was able to coordinate this specific deal while his database was in transition because he wasn’t distracted by the change over. Joe is now actively using Top Producer on a regular basis. His action plans are generating noticeable results with several contacts from his database requesting listing appointments and property evaluations.

** Name changed to respect agent's privacy.

Ugly Listing Photos!

2009-01-03T17:38:57-08:00

I was on the MLS recently looking at townhouses in the Los Angeles area. I was looking at properties in the $250,000 - $350,000 range. This is the very low end of the market and I didn't expect to find photos of beautifully appointed homes and professional photography but what I did find was truly shocking and disgusting.

Today I want to climb up on my soapbox and rant for a moment about something that I consider so unprofessional and frankly, lazy that it actually has me steamed.

How difficult is it to take 4 - 5 decent pictures of a home before you list it on the MLS?

Here are some examples of the types of photos that drive me nuts.

1.Picture of the toilet, with the toilet seat up.

2. Pictures of the current owner's stuff instead of the room.

3. So much clutter that you can't see the counter tops.

4. Picture of the corner of a room.

5. A single stock photo of the condo community the listing resides in after the property has been on the market for 2 months or longer.

6. Pictures of cars in the driveway.

7. Outdoor photos taken at night.

8. Pictures that don't add any value. (Yes, this was the photo used to promote a condo in the South Bay.)

Agents all over Los Angeles are complaining about how difficult it is to sell their listings right now. They complain that they are not getting any showings, they claim their listings are over priced, etc. It took me about 20 minutes to find all of the photos posted here. In just a few pages of listings in just one area this is just a sampling of what I found. Photos like these are unacceptable and I'm suprized that brokers allow their listings to show like this.

At ProREA Staffing we teach our assistants to follow a simple formula when taking photos of homes. This process is simple, easy to follow, and guarantees at least 4 - 5 decent photos of a home - no matter how ugly the home really is.

1. Take 2 - 3 photos of the outside of the property. Don't include cars, toys or trash cans.
2. Take photo of entry way.
3. Bring a few large boxes with you and use one to clear off kitchen counter tops, one for the living / dining room and another for the bathroom. Do not take pictures of the seller's clutter.
4. Take several photos of the kitchen, living, dining rooms. Take pictures of the rooms, not the furniture.
5. When photographing the bathroom, put the toliet seat down, remove the toliet paper roll, pull back the shower curtain, remove everything from the shower and counter tops.
6. Take wide shots of each bedroom from at least 2 angles.
7. If there is a back yard, shoot 2 - 3 photos from the back yard.
8. Go back through the house and make sure you took shots of any special details or features.
9. Upload a minimum of 4 pictures: outside shot, living area, kitchen, 1 bathroom.
10. When uploading the photos, arrange them in the order that you would show the home, starting with the front and moving through the house.

Is that really so hard??

It's not, and it makes such a huge difference in your ability to attract potential buyers. I know that managing heavy listing inventory is difficult and I know that especially with REOs and short sales the sellers are not always easy to work with. But, if you do nothing else to promote your lisiting, shouldn't you have decent photos in the MLS?

We can help you declutter your listings! Our professional organizer can help your sellers make their home ready to show. Email info@proreastaffing.com.

Top Five Reasons Why Every Real Estate Agent Needs an Assistant

2008-12-12T19:22:00-08:00

An assistant, whether full time, part time, virtual, or temporary can help make your real estate business more productive, less stressful and ultimately more enjoyable. If you are trying to do it all on your own, here are 5 reasons why you should consider investing in an assistant.

# 1. A good assistant will help you double or triple your business in half the time it would take you to do it on your own.

Professional administrative assistants make it a top priority to create systems and organization within their offices. With your office workflow under control, your focus can be placed solely on generating new business, which will in turn bring in more deals and allow you to grow. A good assistant will pay for themselves at least twice over each year – so you can look at it as great “return on investment” with the bonus of having someone to bounce ideas off of as well!

#2. The skill set and personality of a top performing agent is very different from that of a talented assistant. Both skill sets are required to successfully run a real estate business.

Agents tend to be social, outgoing, risk takers - they like the rush they get when pursuing and locking in a deal. They also tend to lack the discipline to create systems and organization in their office because building business and showing property always take precedent. Assistants, on the other hand, like structure and stability. They want order in their lives and tend to be good at anticipating the needs of others. In a successful real estate office, homes must be sold, but all of the paperwork and details that go into operating an office must also be attended to. If you are trying to wear both hats, chances are parts of your business are not running as efficiently as they could and as a result, you are limiting your earning potential.

#3 Agents need assistants even more in a slow market because an even larger part of an agent’s day must be spent prospecting and networking.

With an assistant in your office capturing incoming calls, coordinating your marketing program, managing your escrows and managing your calendar, you will have far fewer distractions to keep you from reaching your daily prospecting goals. Assistants are also excellent motivators. Unlike your business coach who may check in with you once per week, your assistant knows whether you are on task and working on priorities throughout the day, everyday. A good assistant makes it their #1 job to make sure you have the necessary resources and time to do your job well – to focus on building business.

#4 Assistants help agents avoid burn out.

You can’t be a 7-day wonder forever. Eventually the enthusiasm…and adrenalin will wear off. Everyone (even real estate agents) needs at least one full day off each week. Having an assistant (even a part time one) will allow you to get the rest you need so you can perform at your best.

#5 An assistant gives you the freedom to do more of the things you want.

Real estate is a wonderful business. Your earning potential is limited only by your imagination, and you have absolute flexibility with your time – if you choose to. An assistant makes it possible for you to balance real estate with family, to take the vacations you have always wanted, and to earn much more money than you could earn on your own.

Experienced business coaches and office managers will often tell agents to get an assistant before they think they need one, and before they think they can afford it. That is how valuable an assistant is to your business. If you can’t afford full time; get someone part time. If you can’t afford part time; hire someone temporarily or virtually. The more time you spend generating new business and the less time you spend on administrative tasks, the happier, more relaxed and successful you will ultimately be!

Prohibited Interview Questions

2008-12-12T18:20:59-08:00

There are many questions that you are not permitted to ask in an interview or on a job application. Prohibited questions include any question that seeks information about the applicant regarding his or her:

    * Birthplace
    * Citizenship
    * Foreign languages (unless knowledge of a specific language is required for the position)
    * Foreign military service
    * Home (ownership or rental)
    * Disabilities
    * Workers’ compensation claims
    * Military discharge
    * Arrest records
    * Nationality or ancestry
    * Sex
    * Relatives
    * Race or color
    * Pregnancy-related issues
    * Religion
    * Medical condition
    * Age
    * Height and weight
    * Martial status and dependents
    * Maiden name
    * Financial data

An employer also cannot ask about prohibited subjects by requesting information in the context of an “off-the-record” or “personal” conversation. Requesting prohibited information may result in legal action if the applicant does not receive the job and believes they were discriminated against based on their answers to questions related to the topics listed above.

Simple Ways to Reward and Motivate Your Team

2008-12-12T17:34:00-08:00

As a recruiter, I meet real estate assistants every day who are looking for new job opportunities. If they are currently employed they are often, they are leaving their current position because they feel unappreciated, overworked, and unfulfilled. They want to be recognized for the hard work they put into their agent’s business and they want opportunities to learn and grow.

Anyone who has had to hire more than one assistant knows that turnover is costly and disruptive. The hiring process can take weeks, and once you hire someone, no matter how good they are, you then have to train them. At a minimum, assistants should stay with you for two years. If your turnover is consistently higher than that, perhaps some of the suggestions listed in this article will help.

If your assistant is someone you would like to keep for the long term, there are many simple things you can do to make them feel appreciated and motivated to continue to do good work. Even though some of the suggestions on this list seem small, they can make a big impact in the life of your assistant.

Rewarding your staff doesn’t take a lot of money or time; but it does require that you care about the people whose job it is to support you, and that you understand what motivates them. Some assistants want growth opportunities, others need to be recognized for a job well done, and others want financial rewards. Knowing what motivates your team members is the first step to creating a reward system that fulfills its purpose; to recognize employees for a job well done and to motivate them to do even better.

Simple ways to reward and motivate your team:

- Flex Hours - If there's one reward that rises above the rest, it's flexible work schedules. Nearly every expert would agree that flex time is a perk that offers the most gain with the least amount of time or effort from the employer.

- Extra Days Off – Give your assistant a few extra paid days off to use as they see fit. Everyone can use more time to themselves or to spend with their family. Extra paid days off provide a chance for the employee to re-energize and continue to work at a high level for your business, and it doesn't really cost you anything extra to do so.

- Better Parking or Workspace – If possible, upgrade your assistant’s parking or work space arrangement. A quieter spot in the office or a more convenient parking space can do wonders to improve morale and productivity.

- Pay for Additional Training – Ask your assistant what software knowledge or other skill they would like help with, and send them to a class. Your investment in your assistant is also an investment in your business.

- Teach Your Assistant a New Skill – You have knowledge and experience that your assistant doesn’t. Take the time to share what you know.

- Pay for Health Insurance – This is a big one. Health insurance is expensive and important. Even paying for part of their coverage will demonstrate that you care.

- Send Flowers - Flowers are a simple way to say Thank You! and Good Job! to an assistant that has gone above and beyond for you.

- Upgrade Their Computer or Software – Up-to-date technology makes work easier and more productive. A bonus for both you and your assistant.

- Give Gift Certificates – A well earned massage or dinner at a favorite restaurant is an inexpensive way to reward your employees.

- Praise in Public – For some people, simply being acknowledged for the good work they do is enough of a reward. Praise in public; reprimand in private.

- Create a New Opportunity – A good assistant want to be challenged. If your assistant has had the same set of responsibilities for more than a year, take notice! Lack of growth opportunities is a top reason why assistants leave jobs. If your assistant has earned it, give them an opportunity to earn more money by learning a new skill or taking on a new responsibility.

- Pay for a Part Time Assistant – Sometimes there is simply too much to do. If your assistant is telling you that they don’t have time to get everything done, allow them to hire a part-timer for a few hours each week to cover clerical tasks.

- Pay For Their Cell Phone or Lease Payment – Instead of a raise that both of you will need to pay taxes on, offer to take over payments on their phone or car. This is a tax deductible expense for you, and a benefit to your assistant.

- Keep Your Promises – Show up for meetings on time, meet your deadlines, do what you say you are going to do. In other words, be a team player whom your assistant can count on to do their part.

Like any relationship, being a boss takes work. As an employer you are responsible for the livelihood and professional development of another person. This can be a rewarding experience that can challenge you and also help you grow as a person. If you have succeeded in finding someone with the talent, intelligence and drive to help you succeed in your career, I hope that you will recognize their efforts and show your gratitude. And remember, if you don’t, another agent will.