The term "Virtual Assistant" in its simplest form, describes a person who assists, as an administrative assistant would, from a remote location, typically their home office. Virtual assistants provide a vaasst (not a typo) array of services from administrative support services to web design. In this segment we will discuss how virtual assistants provide Administrative Support from a remote location. For the most part, administrative support services consist of services which a traditional in-house assistant or secretary would handle, including, but not limited to:

• Typing

Self explanatory, right? Well for the most part it is. Client either calls VA or emails with a synopsis of what they would like to say and to which individuals or groups they would like to send it. VA sends client draft, and final draft once any necessary changes have been made. This is not something that happens often, but it does occur. 

•  Telephone services

Many times, clients are able to rely on VAs to handle busy telephones during the course of the day when they are unavailable or inundated with other duties. Virtual assistants typically have access to multilined systems through which they can take customer calls for clients from a seperate line on their phone system. We use a system called  RingCentral which offers the toll free vanity number we use (877-7VAASST), as well as integrated fax services. We receive faxes in pdf format and we are able to fax out files in pdf, word, etc.

Example: One of my clients has my toll free number listed in her "find me" sequence. She provides a list of numbers that the system will go through sequentially to locate her. If she is not available at home, work, or by cell, the fourth number is my number. The phone is programmed to ring a particular ring so that I will know it is one of her clients and answer accordingly. 

• Mailing

What occurs more often is the coordination of the mailing of flyers, brochures, and postcards from reputable companies such as ExpressCopy or Quantummail who print and mail direct marketing materials to contacts. Of course, VAs do print and mail material themselves. Here, we primarily design the marketing piece, and outsource the printing and or direct mailing services to a local third party; we work with Budget Print, and idmfirm most often. 

• Schedule management

There are a wealth of schedule management software programs available online. One of the free programs available, Calendars.net, or Calendarhub are easy to use and maintain. This program is particularly useful as it gives users the option of using password protection. This way, both the client and the VA has access so that there are no scheduling conflicts.  Some other very popular schedule management programs include NetAppointment which allows a clients customers to schedule appointments online. 

• Email management

This entails the client providing the VA with the password to their email accounts. Not an easy thing to do for most. For this reason, this is typically something that would come a few months or so into the relationship as trust has been established. Many professionals keep very important files in their emails and don't take handing over access to it lightly. Clients also have the option of forwarding all incoming emails to an email account that both parties can access. This does not give the VA access to the client's previously received and stored files, or their account access information.

Clients are typically wanting to send out more interactive and engaging emails as opposed to texts. Some of the better programs available for doing so include  Email Templates, or automated systems such as Intersend. I use a program called Constant Contact to send my emails, enewsletters, event announcements, and promotional announcements. 

A reference was made here in the RAIN about a program called JOTT which some of clients LOVE to use. Through this program, they call Jott on speed dial, and speak their message to me which is then converted to text and emailed to me. This can be a very useful tool as long as there are not any language barriers. So in the best case scenario, my client calls jott and makes a note for me: "I have just met with seller and they have decided to follow my lead on this. Send out an email blast to everyone in the RE group on Hilton Head stating that the property at 61 Stoney Creek has been lowered to $165,000 and the sellers are taking all offers." This would be something that would be executed in a matter of minutes. From your thoughts to your VA to your contacts.

•  Customer relations and follow-up 

Most professionals that I work with practice excellent customer service. Following up with clients is a crucial part of this process which can be carried out via telephone, email, or mail . Most of the time it is a situation where a customer has already indicated that something was wrong- wrong color item, etc. The client would have VA maintain a list of all customers and follow up with customers initially having surveys completed about the quality of service provided or having phone surveys conducted, or even mailing a survey to client. Chances are the telephone-the more personal approach will yield the most results.  Sending ecards, or mailing cards on customer birthdays and national holidays speaks volumes about how much a client cares about their customers. Imagine the impact on a former customer who got no phone calls, emails, or cards to say happy birthday, EXCEPT a card or e-card from you! Sending of gift cards to customers who have had a particularly rough transaction as a token of thanks and apology is also something that we coordinate as needed. 

In real estate, it is rather common that a gift be given to the new home owner upon closing. VAs have a wealth of ideas at their disposal through their networking groups and clients of colleagues-we are usually able to come up with something that befits the particular new homeowner perfectly. 

• Meeting and travel coordination

Often times meetings are not taking place in face-to-face settings anymore, but in online conferences. Some of the most popular software for this is Webex or GoToMeeting. VA's can coordinate these online conferences and invite all of the participants or groups that the client wants to invite to participate. VA's often have a vast array of resources and can typically coordinate these services with relative ease, whereas a client who has never dealt with this medium before may just prefer to delegate rather than learn how to operate it. 

All of these services are offered through most virtual assistance firms. There are some very competent, professional business owners in the virtual assistance industry who would provide excellent administrative support services for your real estate business.

Welcome to VAASST's BLOG!

You take our businesses seriously. You are not going to allow just anyone to come in and have access to your confidential business information. That is just common sense. That being said, if you don't learn to loosen the reigns a bit and delegate some tasks, your business will likely never be a leader in your industry.

Our position is simple: The most cost-effective means of maximizing your time and resources is to partner with a virtual assistant.

Do your research.... you may be able to find someone who is highly recommended by colleagues, friends or family. Don't be afraid to ask question and make sure that you and the potential VA have particular ideals in common. For instance, you want to work with someone who shares the same value systems as you do as to avoid conflicts once the newness of it all wears off. It is easy to get along in the beginning if there are no commonalities because it is something fresh and new; however, it is best to try and find a VA whom you have some common core values in common with so that once the glitter rubs off, you can still maintain a professional working relationship.

Remember that VAs are not employee-Virtual Assistants are business owners just like you who are working to grow their business. Because of this fact, you can usually expect to receive great customer service and high quality products.

Be sure to visit sites such as www.ivaa.org  or www.sevag.org to find information about the VA industry. You may also submit request for proposals on either of these sites and have VAs submit proposals, references, etc.

Here is a short list of just some of the services VAs can help with:

• AD Copy submissions to magazines, newspapers etc.

• Supra E-key maintenance
• Photo editing
• Single Property sites
• Home information packets
• Brochures, Flyers, Postcards, Business Cards
• Create CDs/DVDs
• Advertising online (ebay, Craigslist, Backpage,Yahoo)
• Relocation packages
• Foreclosure listing manangement
• MLS management
• Listing to closing transaction coordination 
• BPO Services
• Travel Coordination
• Schedule management
• Marketing/E-Marketing
• Website maintenance
  

and so much more! If you find that you need help with the day-to-day things that are necessary to run your business, but too time consuming for you to handle...you could benefit from working with a virtual assistant!

A blog or web log, is a chronological listing or entries made on a website. According to Wikipedia:

Blogs provide commentary or news on a particular subject such as food, politics, or local news; some function as more personal online diaries. A typical blog combines text, images, and links to other blogs, web pages, and other media related to its topic. The ability for readers to leave comments in an interactive format is an important part of many blogs. Most blogs are primarily textual, although some focus on photographs (photoblog), sketchblog, videos (vlog), music (MP3 blog), or audio (podcasting), and are part of a wider network of social media.


VAASST's blog will include useful information relative to the virtual assistance industry, real estate, pertinent news, and just everyday life. I hope you will enjoy the posts and be a regular reader of VAASST BLOG!

Thanks,

Gwendolyn Y. Wright, owner