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The Perfect Real Estate Assistant. Monica Reynolds General Manager/Partner of the Heller Real Estate Group San Diego, CA monica@hellerthehomeseller.com 760-632-8408. Monica Reynolds. Author : The Professional Real Estate Assistant and

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the perfect real estate assistant

The Perfect Real Estate Assistant

  • Monica Reynolds
  • General Manager/Partner of the
  • Heller Real Estate Group
  • San Diego, CA
  • monica@hellerthehomeseller.com
    • 760-632-8408
monica reynolds
Monica Reynolds

Author:

The Professional Real Estate Assistant

and

Multiply Your Success through the Use of an Assistant

monica@hellerthehomeseller.com 760-632-8408

The Perfect Real Estate Assistant

please complete an evaluation form found in the back of your program guide
Please complete an evaluation formfound in the back of your program guide.

The Perfect Real Estate Assistant

the perfect profile of a great assistant
The Perfect Profile of a Great Assistant
  • Personality style—CSI, SCI, CDI
  • Availability—An assistant schedule that supports the goals of the team
  • Attitude—“Can do”
  • Talent
      • Computer
      • Communication skills
      • Detailed/Organized
      • Administrative skills

The Perfect Real Estate Assistant

agent s description of the perfect assistant
Agent’s Description of the Perfect Assistant

6. Keeps the agent on track

7. Handles the baby with the "dirty diaper"

8. Monitors all systems

9. Implements new systems

10. Does productive and efficient work

1. Delivers excellent customer service

2. Promotes the agent

3. Knows the agent’s job description

4. Handles all incoming calls

5. Handles all paperwork

The Perfect Real Estate Assistant

agent s description of the perfect assistant1
Agent’s Description of the Perfect Assistant

16. Maintains “Office Policy and Procedures Manual”

17. Assists in the hiring process

18. Maintains all marketing

19. Excellent communication skills

20. Keeps a professional environment at all times

11. Is a profit center … pays for him- or herself

12. Knows the agent’s schedule and keeps him/her on track

13. Meets all deadlines

14. Monitors the goals

15. Keeps track of all numbers

The Perfect Real Estate Assistant

agents do you know your job description assistants do you know your boss s job description
Agents, Do You Know Your Job Description?Assistants, Do You Know Your Boss’s Job Description?
  • Prospect $
  • Lead follow-up $
  • Go on qualified appointments $
  • Write contracts $
  • Negotiate contracts $

The Perfect Real Estate Assistant

job description sample
Job Description Sample

The Perfect Real Estate Assistant

systems why they are important
Systems: Why They Are Important
  • Increase business
  • Excellent customer service
  • An efficient road map to duplicate success
  • Set expectations
  • Define the goal
  • Manage stress
  • Ensure scalability
  • Increase profitability

The Perfect Real Estate Assistant

communication system
Communication System

Four ways to communicate:

Spoken

  • Tonality
  • Face-to-face
  • Call – Email – Call

Written

  • Clear
  • Concise
  • Brief

The Perfect Real Estate Assistant

communication system cont
Communication System (cont.)

Four ways to communicate:

Electronic

  • Email
  • Texting
  • Voice mail

Nonverbal

  • Facial expressions
  • Posture
  • Gestures

The Perfect Real Estate Assistant

what does this email mean
What Does This Email Mean

How many times have your emails been interpreted incorrectly?

I did not ___SAY____ Bob took that.

___ I ____ did not say Bob took that.

I did not say __BOB____ took that.

I did not say Bob ___TOOK____ that.

I did not say Bob took ___THAT____.

The Perfect Real Estate Assistant

communication system cont1
Communication System (cont.)

The Perfect Real Estate Assistant

communication system cont2
Communication System (cont.)

The Friday Report

1. The Friday Report is a very effective way to have a record of the accomplishments of the week.

2. It reminds the agent about the job and the value of the assistant.

3. It is a great reminder of the business moving forward or not.

The Perfect Real Estate Assistant

communication system cont3
Communication System (cont.)

Sample Email for Friday Report

"Good morning!"

Please send me a report on Friday on five things you accomplished to move the business forward.

Please indicate your “Week High” and “Week Low.”

How did you wow a customer this week?

Thank you for your contribution to our team.

The Perfect Real Estate Assistant

communication system cont4
Communication System (cont.)

Sample of an Actual Friday Report – What Is Wrong with This Report?

FRIDAY REPORT

Name: Sarah  Date: 1/21/2014

Week High: Receiving "thank you" gifts from two separate clients who closed escrow last week.

Week Low: Having to move one closing to next week.

Five accomplishments:

1. Three new escrows

2. Three new buyer referrals placed out of area

3. Successfully negotiated two repair requests … seller and buyers happy

4. One short sale escrow closing one week early

5. Cleaned up file drawer and purged

Customer wow: Saved client Smith $300 on repairs

The Perfect Real Estate Assistant

communication system cont5
Communication System (cont.)

The Perfect Real Estate Assistant

communication system cont6
Communication System (cont.)

The Perfect Real Estate Assistant

prelist system
Prelist System

The Perfect Real Estate Assistant

prelist system cont
Prelist System (cont.)

Prelist Package

The Perfect Real Estate Assistant

prelist system cont1
Prelist System (cont.)

Prelist Letter

The Perfect Real Estate Assistant

listings system
Listings System

Checklists

The Perfect Real Estate Assistant

listings system cont
Listings System (cont.)

Communication Log

The Perfect Real Estate Assistant

listings system cont1
Listings System (cont.)

Seller Honeymoon Checklist

The Perfect Real Estate Assistant

escrow closing system
Escrow/Closing System

Sale-in-Process Checklist

The Perfect Real Estate Assistant

escrow closing system cont
Escrow/Closing System (cont.)

Pending Sale Letter

The Perfect Real Estate Assistant

escrow closing system cont1
Escrow/Closing System (cont.)

Thank-You Colleague Letter

The Perfect Real Estate Assistant

escrow closing system cont2
Escrow/Closing System (cont.)

Orphan Clients

The Perfect Real Estate Assistant

escrow closing system cont3
Escrow/Closing System (cont.)

Escrow Honeymoon Checklist

The Perfect Real Estate Assistant

tracking numbers system
Tracking Numbers System

Lead Follow-Up Worksheet

The Perfect Real Estate Assistant

tracking numbers system cont
Tracking Numbers System (cont.)

The Perfect Real Estate Assistant

tracking numbers system cont1
Tracking Numbers System (cont.)

Buyer Board

The Perfect Real Estate Assistant

yearly goals
Yearly Goals

A. YEARLY GOALS FOR 2014 –240

  • Income –$3,480,000
  • # Listing Appointments –295
  • # Listings Taken –195
  • # Listings Sold –168
  • # Buyer Sales – 85
  • # Price Reductions –100

The Perfect Real Estate Assistant

monthly goals
Monthly Goals

B. MONTHLY GOALS FOR 2014

# Listing Appointments –25

# Listings Taken –17

# Listings Sold –14

# Buyer Sales –6

# Price Reductions –10

Transactions – 20

The Perfect Real Estate Assistant

weekly goals
Weekly Goals

C. WEEKLY GOALS FOR 2014

  • # Listing Appointments –7
  • # Listings Taken – 5
  • # Listings Sold – 4
  • # Buyer Sales – 2
  • # Price Reductions – 2.5
  • Transactions – 5

The Perfect Real Estate Assistant

customer service system
Customer Service System

The Perfect Real Estate Assistant

customer service system cont
Customer Service System (cont.)

The Perfect Real Estate Assistant

hiring system
Hiring System
  • Does the need justify a new hire?
  • Write a job description.
  • Submit an advertisement.
  • Ask for referrals ... affiliates.
  • Check references.
  • Check skills.
  • Do not hire on the spot.
  • First impression ... how important?
  • Administer DISC test.
  • Administer a value test.

The Perfect Real Estate Assistant

hiring system cont
Hiring System (cont.)

Sample Advertisement

The Perfect Real Estate Assistant

hiring system cont1
Hiring System (cont.)

The Perfect Real Estate Assistant

hiring system cont2
Hiring System (cont.)

The Perfect Real Estate Assistant

hiring system cont3
Hiring System (cont.)

The Perfect Real Estate Assistant

developing systems for success
Developing Systems for Success
  • Your systems create the business.
  • When the systems are in your head ... it prevents delegating and building a duplicable business.
  • As you create systems, write them down and create a checklist.
  • Manualize all your systems.
  • Create the systems/checklists by listing everything you do. Put it in a logical order.
  • Having systems in place takes the stress out of the business and creates a great experience for buyers and sellers.

The Perfect Real Estate Assistant

what systems will create for you
What Systems Will Create for You
  • OPERATIVE EXCELLENCE: Systems will improve efficiency, ultimately leading to higher profits.
  • CUSTOMER SATISFACTION: When a business serves its customers well, the customers respond by returning.
  • COMPETITIVE ADVANTAGE: Serving your customers better than anyone else leads to more sales. Well-serviced clients will tell everyone. Poorly serviced clients will tell everyone.
  • BETTER DECISION-MAKING PROCESS: When you follow a system, it quickly becomes apparent when you are successfully following it, or when you are not. The path is clear. The process allows for effective delegation.

The Perfect Real Estate Assistant

what systems do you have in place
What Systems Do You Have in Place?

Communication system

Prelist system

Listing system

Closing system

Customer service system

Expired system

FSBO system

Database system

Hiring system

Lead generation system

Tracking numbers system

12. Buyer system

Affiliate system

Short Sale system

Marketing system

REO system

Budget system

Tracking expenses system

Internet/website system

Price reduction system

Goal setting system

Market statistics system

The Perfect Real Estate Assistant

kw maps group coaching program with monica reynolds
KW MAPS Group Coaching Program with Monica Reynolds
  • The Perfect Assistant—$199/mo. for 6 mos.
  • 18 webinars/group calls—one hour each
  • 3 calls per month
  • First call each month for agents only teaching you how to be a great boss
  • Next class starts March 12th, 2014

The Perfect Real Estate Assistant

kw maps group coaching program with monica reynolds1
KW MAPS Group Coaching Program with Monica Reynolds
  • The Graduate Perfect Assistant—$295/month for 6 months
  • 18 webinars/group calls—one hour each
  • 3 calls per month
  • All calls are for assistants only
  • Must be have completed The Perfect Assistant
  • Next class starts April 4th, 2014

The Perfect Real Estate Assistant

thank you
Thank You!

Please complete an evaluation form found in the back of your program guide.

To download a free copy of this presentation, GO TO:

www.familyreunion.kw.com/downloads