Key Takeaways
43% buyers found a real estate agent when referred by a friend, neighbor or relative which makes networking important for your business.
With a sole focus on improving task efficiency and response time, your real estate virtual assistant can help your business build a strong client base.
Since 66% of buyers find photos and 65% of buyers find detailed information “very helpful” on real estate platforms, VAs make sure your listings are always updated.
The real estate industry demands that you constantly stay on the move. You must grab all the opportunities that come your way and try your best to close the deals.
For this, you need a steady flow of leads to pitch to.
But between client meetings and property showings, you won’t get the time to track and follow up on your leads.
This is why you should delegate real estate lead generation tasks to your virtual assistant (VA)! They will identify, track, communicate and follow up on your leads to help you convert them into customers faster.
Using various marketing techniques, your real estate VA will improve your sales opportunities. But that’s not all! Find out what tasks your VA can help with.
What Is a Real Estate Virtual Assistant?
Real estate agents and property managers can get extra support on administrative tasks with the help of a real estate virtual assistant.
These are remote professionals who provide operational assistance for repetitive tasks like calendar management or industry research. Some even specialize in cold calling and marketing to nurture leads for your business.
Why Do You Need a Real Estate Virtual Assistant?
Your current clients are important, but it is just as important to communicate with potential clients to turn them into paying customers.
While you are busy negotiating deals and showing properties to your clients, your virtual assistant will handle lead generation.
Your VA will also manage the back-office tasks like updating the CRM database and conducting industry research so your business is always one step ahead in the game.
Keep your focus on core business activities and hire a virtual assistant to follow up on leads and improve conversion rates.
Read more: What Does a Real Estate Virtual Assistant Do?
Virtual Assistant Tasks for Real Estate Lead Generation
You won’t be able to close many deals if you don’t keep track of your potential clients. So you must follow up on quality leads to progress in the real estate industry and beat the competition.
But with your busy schedules, you won’t find time to manage this intense role.
This is why hiring a virtual assistant for lead generation is the best thing you can do for your business! Your VA will engage and build trustworthy relationships with potential clients to drive your business to success.
Here’s a list of tasks you can delegate to your real estate VA for effective lead generation.
Schedule Client Appointments
Potential clients may seek appointments with you to discuss buying, selling or renting properties. They may want to investigate the current market options, get insights on the latest trends and analyze where to invest.
For such meetings, you need to organize your calendar and hit the priority list.
You can hire a virtual assistant to manage your calendar so all your meetings are well-arranged and you don’t miss out on your future clients. Your VA will schedule appointments strategically so your business goals are always prioritized.
They will streamline your workday by:
- Setting up timely in-person or virtual meetings.
- Scheduling property showings.
- Preventing double-bookings between your client appointments.
- Prioritizing meetings based on urgency or importance.
- Confirming meetings with clients.
- Sharing meeting details such as time and location with you and your clients.
- Rescheduling or canceling meetings without creating workflow conflicts.
In case of overlaps or scheduling conflicts, your VA can also handle last-minute cancellations from your side by professionally speaking to your clients and providing rescheduling options. This will ensure that you don’t lose leads and maintain a good relationship with them.
Handle Email Marketing
You can assign email marketing tasks to your virtual assistant and reach many people at low costs. Your real estate VA will build your brand’s name in the market and foster relationships with potential clients.
They can run targeted email marketing campaigns and use creative marketing strategies to attract new clients. They will be responsible for:
- Segmenting your target audience into email lists based on demographics.
- Scheduling automated marketing emails at specific times of day.
- Sending personalized emails to engage more with your audience.
- Sharing information on properties and open-house deals.
- Promoting your services by highlighting pricing points and perks.
- Creating templates to save time and create a consistent brand identity.
- Writing strong email calls-to-action to improve conversions.
- Analyzing marketing performance and creating reports for you to review.
Conduct Cold Calls
You can advertise your business through the traditional outbound call method. It will help you target future customers directly and generate interest in your service.
Your real estate virtual assistant will make cold calls to promote your business. They will identify high-potential clients and talk about your pricing plans, offers and unique selling points.
This will help you create a list of possible buyers or sellers and drive more leads through the sales funnel. They may even close a deal and get you your next client!
Their role would involve:
- Researching leads to promote your business.
- Organizing lead lists for easy access.
- Updating lead lists regularly.
- Preparing different cold-calling scripts for buyers, sellers and investors.
- Highlighting the plus points of your business to engage them longer.
- Switching between professional and conversational tone to advertise your services.
- Adjusting scripts based on responses.
- Sending follow-up emails or messages with further details for interested leads.
Update the CRM Database
You need all data related to your current as well as potential clients in one place to understand your business performance. You can use those insights to improve marketing strategies and target your leads better.
You can hire a virtual assistant to manage your CRM database. They will be in charge of:
- Categorizing details on buyers, sellers, investors and potential clients.
- Adding more details as they find new leads.
- Organizing clients and leads based on priority.
- Updating information on leads based on their position in the sales funnel.
- Deleting duplicate or unwanted data.
- Generating monthly reports based on updated CRM data so you can analyze lead conversion rates.
- Integrating the CRM database with marketing or customer service tools.
Manage Social Media Accounts
It’s important to build a digital presence so more people know about your real estate business. And it’s easy to reach a large audience through social media platforms.
All one needs is a computer, a network connection, and a bright spark of initiative and creativity to join the economy, says Don Tapscott, a business consultant.
Your virtual assistant will manage your social media accounts and promote your real estate business online. They’ll assist you by:
- Creating social media profiles for your business across platforms such as Instagram, Facebook and LinkedIn.
- Posting regularly about properties, client testimonials and success stories to maximize your reach.
- Designing engaging posts with a mix of creative and informative content.
- Responding to social media comments and messages.
- Contacting real estate bloggers for partnerships and features.
- Compiling social media metrics and creating reports for you to alter your strategy.
Read more: What Can a Social Media Virtual Assistant Do for Your Business?
Maintain a Website
Your virtual assistant’s role in generating leads also involves maintaining a user-friendly website. With regular updates and best SEO practices, they will help you improve website traffic so more people know about your business.
A virtual assistant specialized in maintaining a website can help you with tasks like:
- Uploading property listings with descriptions, images, virtual tours and interactive maps.
- Writing content for blogs on real estate topics like buying and selling tips or market conditions.
- Creating an “About Us” section to give information about you and your team, personalizing your company.
- Adding client reviews and testimonials to build credibility.
- Ensuring all details and descriptions are error-free.
- Deleting outdated content.
- Checking and fixing broken links.
- Ensuring the website has all the necessary information.
Research the Real Estate Market
If you know the current real estate market situation, you’ll be able to target your leads better. When you know what’s selling best, who’s looking to invest in properties and how your competitors are selling, you can make the better strategic decisions and improve your sales.
But while research is important to your business, it takes time that you don’t have. Delegate this long task of research to a virtual assistant and get faster insights into the market developments.
Your VA will:
- Research the current trends in the real estate market, such as pricing, popular locations and demand.
- Find potential clients looking to buy, sell or invest in properties.
- Investigate specific demographics such as first-time buyers or homeowners looking to sell.
- Create lead lists with details like name and contact information to target in the future.
- Monitor your competitors’ listings and marketing strategies.
- Summarize collected data and generate in-depth reports to gather insights.
Build Networks
Networking is a key strategy to grow any business. The more you connect with people, the more your brand gets noticed.
Building strong networks will benefit your real estate business. You’ll gain fresh insights into the workings of your industry, earn more opportunities and be able to target your leads better.
If you don’t have the time to grow your clique, delegate this task to your virtual assistant. They will help you build a professional network by:
- Engaging with industry professionals on platforms like LinkedIn and Facebook.
- Enrolling you in real estate associations.
- Researching and suggesting upcoming events, seminars or webinars for you to attend.
- Creating professional relationships with landlords, property managers and investors.
- Following up with previous clients to maintain long-term relationships.
Design Marketing Materials
It’s important to highlight your properties and business services in a creative light to attract as many people as possible.
For this task, you can hire a virtual design assistant who will create eye-catching and engaging marketing materials.
They’ll help you design:
- Catchy brand logo and elements
- Business cards
- Informative brochures
- Creative flyers
- Print ads for property listings
- Social media posts
- Detailed newsletters
Advantages of Hiring a VA for Real Estate Lead Generation
There’s more to your virtual assistant than sharing your workload. Here are some key benefits of hiring a virtual assistant for your real estate business.
Save Costs
You could hire an in-house employee to generate leads. But you’ll have to provide them with office space, internet connection, devices and other employee benefits. Imagine how much you’d have to spend on both recruitment and overhead!
If hiring an in-house employee is expensive but you still need all the support you can get, hiring a VA is quite cost-effective in comparison.
Through an outsourcing agency like Zenius, you can forget about the stress of hiring, payroll, overhead, benefits and tax compliance.
You can use the saved resources on business investments instead!
Increase Productivity
With a virtual assistant taking over the tedious tasks, you’ll save time and energy, which you can divert to having a more productive day.
If you were distracted by scheduling meetings, sending emails or conducting cold calls before, now you won’t! Your VA will manage such tasks so you can focus on your clients and deals.
Workplace productivity is the best thing you could ask for and your VA will help deliver it!
Engage Leads
Your business needs to consistently nurture leads for higher conversion rates. But with your busy schedule, you may miss following up on important leads.
If you have a virtual assistant to generate leads for your business, their sole focus will be on that task. With a faster response time, they will engage your leads better.
Whether you attract leads through emails, cold calls or social media, your VA will always be on the go to help you convert leads into clients effortlessly!
Enhance Marketing
If your brand identity is not memorable, it will not stand out in the market. To avoid falling behind your competitors, you must constantly engage with your audience and create a unique brand identity.
But if you keep switching between marketing and other duties, you’ll struggle to give your full attention without overworking yourself.
Your VA will dedicate their time solely to generating leads and marketing your services while you work on other areas of your business.
They will give their best to marketing and using personalized techniques to get more attention. At the end of the day, you will check off your to-do list and your VA will get you more leads!
Scale Your Business
With a cost-effective virtual assistant, you save your time, money and resources. With these resources, you can increase your business capacity to take on more clients and sell more properties.
When you hire a team of virtual assistants, you give your business the skills and efficiency it deserves. This is the right opportunity to expand your business.
Improve Work-Life Balance
If you are overwhelmed with multiple tasks and are at risk of burnout, it’s better to share your workload.
Virtual assistants will sort your schedule and manage tasks so you can make the most of your workday.
You won’t just have a productive day but also find more personal time. Your business will run smoothly and you’ll have better physical and mental health.
When you hire a VA, you enjoy a better balance between your work and your personal life.
Find the Best Virtual Assistant for Real Estate Lead Generation
You’re hiring a virtual assistant to help you save time, not spend more. If you hire them yourself, you’ll waste time on searching, job posting, reviewing resumes and interviewing candidates.
Leave that tedious process to Zenius!
We hire the top virtual assistants in the market so you get maximum results. Our VAs are tech-savvy and diligent professionals who’ll smoothly manage all your admin-related tasks.
All you have to do is get in touch with us, let us know what you want to delegate and we’ll find you a virtual assistant tailor-made to your needs!
Working With Your Real Estate Virtual Assistant
It may seem slightly different working with a virtual assistant compared to an in-house employee. Don’t worry—we have some tips to help you so you can collaborate successfully with your real estate VA.
Define Expectations
Although your virtual assistant would have a basic knowledge of the real estate industry, they might be unaware of your specific business operations. Responsible leaders understand that to set their employees for success, they must clearly define the roles and expectations
For example, if you hire a VA to manage your social media accounts, you must let them know the brand tone that you expect them to establish online.
As soon as you onboard your VA, brief them on your business goals and your working requirements. You should inform them about:
- Brand voice and tone.
- Tasks you want them to prioritize.
- Communication channels you prefer.
- Timeline to report back about their tasks.
Assign Clear Tasks
After you’ve hired a virtual assistant, you must set clear tasks for them.
Don’t be ambiguous with your instructions. Give a detailed explanation of the scope of the task.
You must also remember to assign realistic tasks. For example, if you delegate entering client data into a CRM system to your VA, you cannot expect hours of work to be completed in just one hour. Set a deadline that’s both achievable for your VA and matches your priority.
Your VA might have some questions about their tasks. You should be open to their queries and clarify doubts to avoid unnecessary confusion or delays.
Provide Regular Feedback
You must monitor your virtual assistant’s work to identify their rights and wrongs. With regular feedback on their performance, your VA will know what they need to improve.
Remember to be specific with your feedback. Imagine your VA’s tasks are not up to the mark. Don’t just mention that they aren’t doing a good job. Point out how they can work better.
Also, balance out both the positives and the negatives. Only negative criticism will affect your VA’s morale. But constructive criticism will help them identify their strengths and weaknesses and improve.You must also use a professional tone so you develop a trustworthy relationship with your virtual assistant.
And don’t forget to show appreciation for work-related achievements!
Wrapping Up
If you hire a real estate virtual assistant to generate leads, you’ll have more time to dedicate to your business. You can enhance your strategies, take over new clients and even close more deals.
Whether you need your VA to handle marketing or conduct cold calls, they’ll use their expertise to generate as many leads as possible and help you get many buyers, sellers and investors.
To find VAs who are talented and customized to your needs, you know exactly where to look.
