Tips & Tools to Managing Your Virtual Real Estate Business

Managing Your Real Estate Business Virtually
Presented by: Laura Monroe
www.CreativeAgentSolutions.com
@CreativeAgentVA
Real estate is changing. You work from your office, at home, in Starbucks, and from your car. Having the right tools to do business means leveraging technology with productivity from “virtually” anywhere. Find Out How!

Benefits of a Virtual Office
Ability to work from home or on the road
Cut overhead office costs- desk fees, employees, commuting
Go paperless, go green
Online technology for the convenience of your clients
Increase Access, Productivity & Efficiency from anywhere
Easier to weather real estate market conditions
The freedom to run your business the way you want
Organize your office space to suit your needs and wants

Defining Your Virtual Systems
Communications
Collaboration
File System
Mobility
Email, IM, Text, Chat
Listing/
Transaction Management
Archived Files
Internet access/
Wi-Fi/Mi-Fi
Conference Calls,
Virtual Meetings
Action Plans/Task Assignments
Photos, Video, Documents
Smart-phone
Camera
Video cam
Video Conferencing
Calendars/
Scheduling
Contacts, CRM
Apps
Virtual Phones
Marketing Management
Resources: Training Manuals, Files
Webinars/
Screen Sharing
Intranet, Processes & Systems

Tips For Organizing Your Virtual Systems
Have an online collaboration platform that serves as your “Online Business Center”.
Create your own “Online Office Manual” that has your processes and procedures documented to create a work-flow that you have access to online and off.
Define permissions for collaboration and access to your systems, based on your company “departments” (Listings/Clients, Marketing, Web & Internet, Transactions)

The Importance of Knowing Your Work-Style
Do a S.W.O.T analysis
Identify your Strengths, Weaknesses, Opportunities & Threats
Threat: “I need to be around people for social interaction.”
Success Strategy: Sponsor a local Tweet-Up and invite local businesses a& colleagues to meet and have a good time, and build alliances.

Working In the Cloud
Cloud computing is a better way to run your business. Instead of running your apps yourself, they run on a shared data center. When you use any app that runs in the cloud, you just log in, customize it, and start using it. That’s the power of cloud computing. It's a way to access your data and apps from anywhere, via the Internet (or "the cloud").
Online Business Tools that are in the Cloud include:
Open Source access and customization.
Usually have extensions, plug-ins and integrate with other helpful programs and tools that enhance the efficiency and usefulness of that tool.
Streamline your Virtual Systems with coordinating apps on Smartphones & iPads so they allow you to continue your workflow offline without having to rely on a separate tool.

Virtual Tools & Technology for the Real Estate Professional
Communications-Web Conferencing
www.DimDim.com
Affordable Web Conferencing
Free Widgets
Social Sharing
Super User-friendly

Communications-Screen Capture, Video Capture
www.JingProject.com
Instantly create video or a screen capture (perfect for short HOW TO’s and Tutorials)
Embed on a website, blog
Share in an email or IM, or on the web and Social Networks

Communications-Video Emails, Chat
www.tokbox.com
NO downloading
Send Video emails
Webcam needed
Up to 20 people in Group Video Chat
Share Media

Communications-CRM
www.BatchBlue.com
P.S. I LOVE Batchbook!!!
Social CRM
Tasks/To-Dos
Client Management
Website Integration
Lead Management
MailChimp, Gmail integration

Communications-Virtual Phone System
www.RingCentral.com
NO downloading
Toll-free Number
E-Fax
Mobile App
Website/Blog
Integration

Collaboration-Online Business Center
Top Producer 8i
No downloading
Assistant accounts
Client Management
Action Plans
Lead Generation
Blackberry Integration
Social Media Integration

Collaboration-Workspaces, Documents
www.glasscubes.com
No downloading
Shared Workspaces
Contacts
Task Management
File & Calendar Sharing

www.CentralDesktop.com
No downloading
Shared Workspaces
Contacts
Task Management
Outlook Integration

www.37Signals.com
4 Different Collaboration Platforms
No downloading
Shared Workspaces
Contacts
Task Management

Collaboration-Company Intranets
Google Sites
Free Company Intranet Google App & Gadget Integration
Internal Discussions Company Departments Online Storage

Collaboration-Online Office Suite
Zoho.com
Google Apps

Collaboration-E-Document Signing
www.DocuSign.com
Collect online e-signatures
Tabbed areas and directions so clients know exactly where to sign
Email notification when documents are signed

Collaboration-Zip-Forms
www.ZipLogix.com
iPhone app extension of ZipForms
Quick access to contracts and docs

Collaboration-Online Transaction Management
Relay TM
View Documentation Data
Client Access
Checklist Creation
Office Integration
Transaction Coordinator and Office Assistant Delegation

File Storage, Sharing, Sync
Collaboration
www.DropBox.com
P.S.
I REALLY Love DropBox!!!
Files, Documents, & Photo Storage
Share w/ anyone
Sync files on multiple computers in real time
Awesome mobile integration

Mobility- Voice, Text, email
www.Jott.com
Call your Jott phone number and send emails, reminders, group emails

Mobility- Voice, Text, email
www.Requall.com
Similar to Jott
Organizes Home & Work Reminders & To-Dos
Has a Firefox Add-on that integrates with the mobile and web application
Outlook Plug-in
Mobile apps

Leveraging Virtual Support with a Virtual Executive Assistant
What is a Virtual Assistant or a “VA”?
Independent Contractor-No employees costs or hassles
Provide services only when you need it
Real Estate VA’s are trained in real estate, RE technology, tools and eliminate much of the need for training on programs commonly used
Most real estate VA’s specialize in an area of real estate such as Listing/Marketing Coordination, Transaction Coordination, Social Media, Internet Marketing, SEO and Web/Blog Design

Customize Virtual Support to your Business Model
Real Estate Teams: Virtual Assistance for real estate Teams is a VERY collaborative efforton everyone’s part. Communication and systems are an absolute must.There usually must always be a team manager that leads in the delegation or it should be broken down into areas of delegation for different members of the team.Calendars, planning, and conference calls are plenty. Your VA should be aware of how your team works together, and is not easily overwhelmed with working with different personalities and work styles. If learning technology is difficult for most everyone on the team, an in-office support team member might be a good first choice.
Broker Level: Communication and goal setting should be clear from Broker to Agents. Virtual Assistance at the Broker Level might mean seeking a VA with a Multi-VA Team, not a sole VA.However, a VA can be the center of your online and offline management, coordinating transactions, achieving your standards for marketing, and offer additional suite of virtual tools to aide in recruiting. A VA can also be available for any joint company branding, marketing and social media efforts. Once again processes & systems must tied and true to be the most cost effective, but a VA can help bring it all together in your office.

Experienced Agents: Experienced agents may not have the need to re-create the wheel with systems, many are in place, but streamlining, and advising on old, tired marketing practices and vendorsis key. Keeping on top of technology, implementation and becoming more efficient with online practices is key to partnering with a VA.
New Agents: Starting from scratch and getting off to a great start can be a challenge in the industry of real estate for a new agent. Building a brand that is identifiable, and individual & separate from your franchise is key to building a business that will stand the test of time and carry you through the ups and downs of real estate. A VA can help you decide and expedite a plan for your investments into your marketing, websites, blogs and other necessities. They can help match your work-style to the social media that compliments you, and enhances your relationships online & off, builds your Sphere of Influence, and help you manage and start your database.

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Tips & Tools to Managing Your Virtual Real Estate Business

by Laura Monroe on May 26, 2010

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