7 tasks to give away to your virtual assistant

Director of Hunter Galloway, Nathan Vecchio, started broking in 2015 and using the techniques from Jayden's Top Broker Handbook, is writing big numbers, leading to Vow Financial naming him Broker Partner of the Year Rising Star in 2016.

As time gets the best of us, outsourcing can be a good way to be able to keep things running smoothly. And with more websites beginning to surface, this allows us as brokers to hire quality, virtual assistants.

To me, it would be crazy not to take advantage of it. Websites like Freelancer.com and Fiverr.com mean that you can go from being a solo broker to having a team in just minutes, and the best part is that you don’t need to find desk space or resources for them to use.

From customer service calls to building data lists, the capability of what a virtual assistant can do is incredible. At Top Broker, we’re always trying to find ways to make the most of our time and minimise the amount of low return tasks. So if you want to keep your broker business buzzing, here are seven ways you can hire a virtual assistant to build your broker business.

Database management
After conferences and events, like the home show, I found myself picking up a whole heap of business cards and awesome contacts but struggling to find time to input them into my customer relations management (CRM) system.

Database management is an easy task to give to a virtual assistant because there’s minimal room for errors. You can also ask them to update current contacts to ensure your contact data is current too.

Outsourcing client presentations and information packs to freelancers can be a great way to get your data set into a neat and professional format. I usually send all of the information and requirements in a document, clearly outlined, along with details towards what I’m looking for. It is then their job to turn it into a presentation or pack.

So instead of spending your time fiddling with font sizes and formatting the information, save time and money by getting someone else to do it.

Top Broker Tip: The most important thing to remember when working with freelancers and virtual assistants is that they are not in your mind, so leave nothing to the imagination. You need to really paint the picture and make it clear what you want, don’t assume!

While it’s not often I travel interstate for work and you might be the same, when I do, travelling is actually so easy to outsource. A great idea is to get your virtual assistant to do a bit of background research – find you a hotel, the best airfares and map out your itinerary.

Email management
This one requires a bit more guidance and it’s pretty important that you have a system in place beforehand, so that your virtual assistant knows exactly what to do.

I haven’t yet outsourced this one, because I have set times scheduled into my day specifically for checking and responding to emails, which works well for me. But if you’re getting snowed under with simple emails that only require generic responses, I recommend you try working with a virtual assistant to get them to respond to the basic emails on your behalf.

Top Broker tip: Have a few email templates in place with your own ‘merge fields’ so that your virtual assistant can insert necessary details tailored to the enquiry. This will streamline process and give you quality assurance.

Need help with your time management and scheduling? There are so many resources online for scheduling now, which makes it easy to get a virtual assistant to help you with this.

Meeting invites, appointments and event planning can be easily set up using apps like Set More or even just Google Calendars. This is an easy way for both you and your virtual assistant to be able to see what’s going on and make sure there are no calendar clashes.

New business
What’s your process for finding new clients?

If you have a standard process already set up, then I recommend you hand it over and get your virtual assistant to continue from here. Simply get them to collate that data into a spreadsheet so that then you can utilise it accordingly. You can even go as far as getting them to email prospective clients and begin the relationship for you (but only if you believe they will be able to do a good job of it).

Personally, I just get them to research and find new business opportunities because this can really take a fair bit of time. From there, they send me a list of new potential clients they have found, with an outline of their profile and what services they may benefit from.

Industry knowledge updates
Between RBA updates, events, trending topics and industry news, we all know how important it is to stay on top of these changes. So having someone keep an eye on these changes and send you a weekly update of the important things to know can save you a whole lot of time. This information can then be used to update your Twitter feed or blog, or also to your monthly newsletter for your clients too.

So if you’re new to the online world of work, where people can make a living from their own home just by sitting at the computer with an internet connection, it’s time to make the most of it. Use your time to set up deals and build relationships with clients, and make the most of a virtual assistant who can do simple tasks for you so that you save time.

PS: I’m going to be taking over here at Top Broker for a little bit while Jayden focuses on a few big and exciting projects we are looking forward to bring you in the next few weeks. A quick background, I started broking in 2015 and using the techniques Jayden has given in the Top Broker Handbook I have grown my business in a very short time to writing some big numbers, and was fortunate enough to be awarded Broker Partner of the Year Rising Star in 2016.

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