The document discusses how real estate agents can automate their business using virtual assistants (VAs) to increase income while maintaining a better work-life balance. It recommends real estate agents prepare themselves and their systems for automation, find and hire a VA through online platforms, train the VA by documenting tasks and processes, and manage the VA relationship. Using a VA can allow agents to focus on higher-level tasks while VAs handle approximately 80% of the administrative workload, benefiting both agents and their clients through improved services.

1. The Automated Agent
Automate Your Business to Increase Income
and Still Get Home On Time
Chris Baker Team
8/30/17

2. The Automated Agent
Terry Yonker
 Broker – Buckeye Realty, Winter Park, FL
 Florida Realtor since 2005 / VA user since
2009
 300+ Transactions
 MBA, CIPS
Course #0018793
2 CE
Provider: #0007266

3. The Automated Agent
We appreciate these two hours of your time
Determine if you are ready for automation in your business
List the steps that we can take to increase our productivity
List the items that can we delegate to an unlicensed assistant
Describe the three main types of Virtual Assistants
Explain how to find and train a Virtual Assistant
List the ways that your clients benefit by using Virtual Assistants

4. The Automated Agent
Welcome to Real Estate
Here is your job description:
Do Everything!

5. The Automated Agent
Do you…
 Miss prescheduled family time?
 Skip things like exercise because you
are too ‘busy’?
 Keep in touch with your contacts on an
erratic schedule, if at all?

6. The Automated Agent
Then you are…
READY FOR AUTOMATION
With the help of a Virtual
Assistant

7. The Automated Agent
What Exactly is a Virtual
Assistant?Wikipedia:
A virtual assistant (typically abbreviated to VA) is generally
self-employed and provides professional administrative,
technical, or creative (social) assistance to clients remotely
from a home office
Our Definition Today:
A contractor in the Philippines that seamlessly completes
documented tasks for Florida Realtors. These tasks comprise
approximately 80% of the realtor’s total workload.

8. The Automated Agent
WHY THE
PHILIPPINES?

9. The Automated Agent

10. The Automated Agent
What will You gain from hiring a VA?
 Spend TIME on $300 per hour tasks, not $4 per hour
 Do your genius and delegate everything else!
 IMAGINE what your day would look like!

11. The Automated Agent
What will you gain from hiring a VA?

12. The Automated Agent
Can You Afford a Virtual
Assistant?
Typical Administrative Help:
Florida: $12-$15 per hour plus penalty
Independent contractor vs. Employee
Philippines : $4 -$10 per hour
All in – that’s it!

13. The Automated Agent
But what can Virtual Assistants
can and can’t do:
Revised and approved
by FREC 09/15/2009

14. The Automated Agent
Unlicensed assistant is defined as support staff
for a real estate corporation or other licensed
individuals.
• Answer the phone and forward calls
• Fill out and submit listings and changes to any multiple listing service
• Follow-up on loan commitments after a contract has been negotiated and
generally secure the status reports on the loan progress
• Assemble documents for closing
• Secure documents (public information) from courthouse, utility district, etc.
• Have keys made for company listings, order surveys, termite inspections, home
inspections and home warranties with the licensed employer’s approval
• Write ads for approval of the licensee and the supervising broker, and place
advertising (newspaper ads, update web sites, etc…); prepare flyers and
promotional information for approval by licensee and the supervising broker

15. The Automated Agent
• Receive, record and deposit earnest money, security deposits
and advance rents
• Only type the contract forms for approval by licensee and
supervising broker
• Monitor licenses and personnel files
• Compute commission checks
• Place signs on property
• Order items of repair as directed by licensee
• Prepare flyers and promotional information for approval by
licensee and supervising broker
• Act as a courier service to deliver documents, pick-up keys
• Place routine telephone calls on late rent payments

16. The Automated Agent
• Schedule appointments for licensee to show a listed property
• Be at an open house for:
• Security purposes
• Hand out materials (brochures)
• Answer questions concerning a listing from which the answer
must be obtained from the licensed employer-approved printed
information and is objective in nature (not subjective comments)
• Gather information for a Comparative Market Analysis
• Gather information for an appraisal
• Hand out objective, written information on a listing or rental

17. The Automated Agent
What are the Actual Steps?
 Step #1 – Prepare Yourself
 Step #2 – Prepare your Systems
 Step #3 – Get your VA
 Step #4 – Train your VA
 Step #5 – Manage your VA

18. The Automated Agent
Step #1 Prepare Yourself
 Delegation
 They won’t do it as well as you
 You will still have the critical 20%

19. The Automated Agent
Step #1 Prepare Yourself
 Delegation
 2016 Orlando Realtor
Profile
 < 1 year of experience:
38%
 1 Person Office: 57%

20. The Automated Agent
Step #1 Prepare Yourself
They won’t do it as well as
you

21. The Automated Agent
Step #1 Prepare Yourself
You will still have the critical
20%

22. The Automated Agent
Tell Me:
How many of you currently
delegate at least some of
your workload to others?

23. The Automated Agent
Step #2 Prepare your
systems
 You don’t need the system stress
test of living overseas to reap the
benefits
 Heck, even a few less trips across
town will save countless hours per
week!

24. The Automated Agent
Step #2 Prepare your systems

25. The Automated Agent
Step #3 Get Your VA
Three Types of Virtual Assistants:
1. Project-Based One Time
Services
2. Task – Based On Demand
Services
3. Part or Full Time Integrated
Virtual Assistants

26. The Automated Agent
Project Based - Fiverr

27. The Automated Agent
Task Based on Demand – Task Bullet & Fancy Hands

28. The Automated Agent
Part or Full Time - Upwork

29. The Automated Agent
Step by Step Template for Your Own VA
1. For one day only, write down bullet points of everything that
you do
2. Select two items that somebody else could do fairly easily
3. Go to Upwork.com and signup
4. Post a job
5. Find freelancers
6. Invite them for an interview
7. Send invitation
8. Video Interview on Upwork
9. *Listen for their English skills first

30. The Automated Agent
Step by Step Template for Your Own VA
9. Hire your VA!
10. Manage your VA: Gmail
11. Train your VA: Record the processes
1. Screencast o matic / YouTube
2. Google Docs
12.Require a Daily email
1. What did you do today?
2. What difficulties did you encounter?
3. Where do you need help?

31. The Automated Agent
Step 1: For one day only, write down
bullet points of everything that you do
1.Morning walk with Podcast
2.Coffee with daughter
3.Check and reply to email
4.Check on the Buckeye football recruiting updates
5.Follow up on prospecting calls or outstanding docs
6.Set up lunch meetings with clients
7.Go to UPS store for stamps and pick up mail
8.Run updated CMAs and schedule price reductions
9.Play Tennis with buddies

32. The Automated Agent
Step 2: Select two items that somebody else
could do fairly easily
Eliminate Time Wasters:
4. Check on the Buckeye football recruiting
updates

33. The Automated Agent
Step 2: Select two items that somebody else
could do fairly easily
Select a delegatable task - one that doesn't
require your special expertise or can be repeated
easily:
6. Set up lunch meetings with clients
8. Run updated CMAs and schedule price
reduction conversations

34. The Automated Agent
Step 3: Go to Upwork.com and Sign Up

35. The Automated Agent
Step 4: Post a Job
Category: Admin Support / Personal / Virtual Assistant
Job Description: Please use a cover letter beginning with 'I love Florida Real Estate!‘
Job Name: Real Estate VA needed
Describe the work to be done:
‘I am looking for someone to be my right hand guy or gal to help with my daily tasks as a real
estate agent. These tasks include but are not limited to: calendar management, email
management, posting online ads, transaction management. We can provide full training,
attention to detail is a must!
Skills Needed: Administrative Support, Virtual Assistant, Email Handling, Calendar Management
How would you like to pay? Hourly
Estimated Duration: 6 months
Estimated Workload: Less than 30 hours per week
Desired Experience Level: Entry
Marketplace Visibility: Give my job maximum exposure

36. The Automated Agent
Step 4: Post a Job
Number of Hires: I want to hire 1 freelancer
Preferred Qualifications
Freelancer Type: No Preference
Minimum Feedback Score: At least 4.5
Hours Billed on oDesk: At least 1 hour
Location: East Asia
English Level: Fluent
Screening Questions:
Why do you think you are a good fit for this particular project?
What past project or job have you had that is most like this one and why?

37. The Automated Agent
Step 5: Find Freelancers
 All Design & Creative
 Animation
 Audio Production
 Graphic Design
 Illustration
 Logo Design &
Branding
 Photography
 Presentations
 Video Production
 Accounting
 Financial Planning
 Admin Support
 Data Entry
 Personal / Virtual Assistant
 Project Management
 Web Research
 Email & Marketing Automation
 Lead Generation
 Market & Customer Research
 Marketing Strategy
 SEM - Search Engine Marketing
 SEO - Search Engine Optimization
 SMM - Social Media Marketing

38. The Automated Agent
Step 5: Find Freelancers
Category: Administrative Support /
Personal – Virtual Assistant
Feedback: 4.5 and up
Hourly Rate: $10 and below
US English Basic Skills: Top 10%
Location: Philippines
Hours: At least 1 hour or $1 earned
Last Activity: Within 1 month

39. The Automated Agent
Step 6: invite them for an interview

40. The Automated Agent
Step 7: Send Invitation with Below Text

41. The Automated Agent
Step 8: Video Interview in Upwork
● Question 1: What did you like about your last job and why?
Just listen for their English skills, engage them with some follow up questions, but
we are just evaluating their English
● Question 2: Tell me about your workspace
Power and internet outages are fairly common in the Philippines, so make sure
that they have a backup plan and that they have a place to work free from
distractions.
● Question 3: Give me some examples of the coolest stuff that you have done at other
jobs?
See their enthusiasm, maybe get some great ideas. Similar to hiring an American.
Above all listen for their English skills.

42. The Automated Agent
Step 9: Hire your VA!
Click ‘Hire Now’

43. The Automated Agent
Step 9: Hire your VA!
● Related Job: Real Estate VA
● Contract Title: Personal Assistant
● Contract Type: Hourly
● Hourly Rate: $ 4.00
● Weekly Limit: 10 hours/week
● Start Date: 09/01/2015
● Message: Hi, Please review and accept
my offer. I look forward to working with
you.
[Your name]
Click ‘Hire Now’

44. The Automated Agent
Step 10: Manage Your VA - GMail

45. The Automated Agent
Step 11: Train your VA: Record your process

46. The Automated Agent
Step #4 Train Your VA
“I've had a lot of worries in my
life, most of which never
happened.”
-Mark Twain

47. The Automated Agent
Ask Yourself
• What is the worst that could happen?
• How much time/effort/money would it
take for me to fix it?

48. The Automated Agent
Step #4 Train Your VA

49. The Automated Agent
Train #1 Do your tasks normally, but
record

50. The Automated Agent
Train #2 Convert Activities into Steps

51. The Automated Agent
Train #3 Hand off 80% of your tasks

52. The Automated Agent
Train #3 Hand off 80% of tasks,
done to your specs

53. The Automated Agent
Step #5 Manage Your VA
➢ These are real people!
➢ Philippine Holidays
➢ 13th Month Bonus – Law in
Philippines
➢ Communication Channels

54. The Automated Agent
Finally, a SYSTEM that will benefit clients as well:
Your clients will appreciate:
1. Increased time with them
2. Time to take more classes and stay current
with the latest trends and laws to provide
better service for the clients
3. Improvement in accuracy and consistency of
our administrative tasks done on behalf of
the client

55. The Automated Agent
Would you like a copy of this
presentation?
 Keep you up-to-date with the best practices in
working with VAs
 Get this PowerPoint presentation
 The print version of this CE class
Email terry@automatedagent.net

56. The Automated Agent
Q&A