To Delegate or Not To Delegate…

Dear Coach:

How do I manage my administrative tasks? They are out of control.

Signed, “Miss Managed”

Dear “Miss Managed”:

I am sorry to hear things are out of control. I know it is not a good feeling. Administrative tasks (such as posting listings on the MLS, transaction coordination, basic marketing tasks, tracking leads, tracking closed transaction stats, etc.) are important to a successful Real Estate business. Someone has to make sure these things happen for a transaction to successfully close.

So, to get in control of your administrative tasks, you have two choices: Make or Buy

Make means that you do the administrative work. This involves being organized and having systems in place to efficiently handle the administrative side of marketing and closing transactions. It generally works to do your own admin tasks if you are doing less than 2 deals per month.

The questions you need to ask yourself are:

Do you enjoy doing admin work?

Are you organized and disciplined to work efficiently and effectively?

Do you have the time to do these tasks?

Buy means you pay someone else to do these tasks.

There are 3 basic levels of paying someone to do your administrative tasks

Level 1 – Hire a Transaction Coordinator.

PROS
Only pay when you have a transaction to complete.
Not an employee, so minimal supervisory skills required.
Allows you to spend more time with clients and prospecting.

CONS
May be working for other brokers so may have limited availability.
May have different work style and standards than yours.
They generally don’t do marketing tasks.

Level 2 – Hire a Part Time Assistant

PROS
Usually not an employee. You may be able to share with another broker.
Allows you to spend more time with your clients and do lead generation.
Your assistant can do marketing activities and track your productivity statistics.

CONS
Takes time to train and supervise.
You are committing a certain number of hours per week that this person works (i.e. 20).
Supervisory skills required to direct and oversee assistant’s activities. Will likely involve difficult conversations.

Level 3 – Hire a Full Time Assistant

PROS
Person is an employee – you direct their work.
Frees you up to spend time with clients and prospecting. You do prospect, right?
Your assistant can do marketing activities and track your productivity statistics.

CONS
Is an employee – requires your time to train and supervise.
Supervisory skills required to direct and oversee assistant’s activities. Will likely involve difficult conversations.
You are making a big financial commitment to pay assistant 40 hours/week, plus benefits.

The choice is yours. You get to decide which option works best for you.

An important consideration is whether to hire a licensed or unlicensed assistant. The duties they are permitted to perform vary significantly. I don’t have space to address this important issue in this article. If you would like more information, feel free to give me a call at 206-795-2952.

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