You may also be experiencing mental blocks when it comes to hiring an assistant. These feelings often stem from a fear of relinquishing control or a belief that you can handle everything on your own better than someone else could.
You may be worried about the financial commitment, questioning whether your business can support an additional salary or expense. You may feel hesitant due to a lack of experience in managing staff, leading to concerns about effectively delegating tasks or finding the right fit. These mental barriers can keep you trapped in an overwhelming cycle, preventing you from taking the next step of hiring help that could significantly enhance your productivity and work-life balance.
The ultimate question is: how do you know when it’s time to bring an assistant into your business?
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Hiring a good assistant begins with a clear understanding of your needs, the role you want them to fill and the tasks that you aren’t great at. Not everyone is great at everything so it’s important to determine where your own strengths are and hire the yin to your yang.
Erin Best
Director of Real Estate & Industry Engagement, REW
Some signs you need an assistant:
1. Overwhelming workload: If you find yourself consistently working late nights or weekends, missing out on personal time or struggling to keep up with client demands, it’s a clear sign that your workload has outgrown your capacity. Growth isn’t a bad thing, but it requires evolution.
2. Administrative tasks are taking over: When paperwork, emails and scheduling consume the majority of your day, it’s time to consider hiring an assistant. These tasks, while essential, can be handled by someone else, freeing you up to focus on client-facing activities that you’re better suited for (aka “money making activities”).
3. Missed opportunities: Do a business audit to see if you are turning away potential clients because you simply can’t take on any more work, knowing you can’t service them in the way they deserve. Missing out on business because you’re stretched too thin can be a costly mistake.
4. Declining quality of service: Nobody wants to admit this, but if your clients aren’t getting the attention they deserve, or if you’re making errors and missing deadlines because you’re juggling too many tasks, it’s time to bring in help. An assistant can ensure your clients receive top-notch service, even as your business grows.
The process of hiring a good assistant begins with a clear understanding of your needs, the role you want them to fill and the tasks that you aren’t great at. Not everyone is great at everything so it’s important to determine where your own strengths are and hire the yin to your yang. Next, create a checklist to streamline the hiring process. We’ve included a checklist that you can download at the end of this article to help you hire the right assistant.
What to include in your hiring checklist:
1. Define the role clearly: Before you start your search, outline exactly what you need help with. Do you need someone to handle administrative tasks, or are you looking for assistance with marketing and client management? The clearer you are about the role, the easier it will be to find the right candidate.
2. Write a strong job description: Your job description should be detailed and specific, outlining the responsibilities, required skills and experience. Be sure to include soft skills like organization, communication and a strong work ethic. Here’s an example:
Job Title: Real Estate Assistant
Job Description: We’re seeking a highly organized and detail-oriented Real Estate Assistant to join our growing team. The ideal candidate will assist with administrative tasks, manage client communications and support our marketing efforts. Must have excellent communication skills, be proficient in MS Office and CRM systems, and possess a proactive attitude.
3. Look for the ideal candidate: The ideal candidate for a real estate assistant role ideally should have a background in real estate, administrative support or customer service. Look for someone who is tech-savvy, organized and has a genuine interest in real estate. They should be adaptable, able to handle a fast-paced environment and have a strong understanding of confidentiality and client service. But most of all, they should complement your existing skill set, not mirror it.
Financial considerations.
Hiring an assistant is an investment in your business, but it’s important to be mindful of the financial obligations. Consider the following:
1. Salary and benefits: Research the average salary for a real estate assistant in your area and factor in benefits such as health insurance, paid time off and bonuses. Be realistic about what you can afford. If you can’t afford a full time salary, consider hourly rates or a portion of your success fee from transactions.
2. Training costs: Be prepared for an initial investment of time, resources and money. If your new assistant doesn’t meet your expectations or keeps messing up, it likely has to do with your onboarding and employee preparation or lack thereof.
3. Software and tools: Your assistant will need access to the right tools to do their job effectively. This might include a computer, CRM software and other real estate-specific tools and membership fees for unlicensed assistants. Factor these costs into your budget.
Pitfalls to avoid when hiring:
1. Rushing the process: Hiring the wrong person can be costly. Take your time to thoroughly vet candidates, conduct multiple interviews and check references. It’s better to wait for the right fit than to rush and regret it later. Pro tip from Gary Vee: fire fast too, when necessary.
2. Lack of clear expectations: Make sure you’re clear about what you expect from your assistant from day one. Set measurable goals and provide regular feedback to ensure they’re meeting your standards and what success looks like within the first 30, 60 and 90 days of employment.
3. Not considering cultural fit: Skills are important, but so is finding someone who fits well with your team and aligns with your values. A good cultural fit can make a big difference in how well an assistant integrates into your business. People can learn hard skills, but you can’t teach attitude and grit.
Hiring an assistant can be a game-changer for your real estate business, but it’s a decision that shouldn’t be taken lightly. Recognizing the signs that it’s time to bring in help, clearly defining the role and taking the time to find the right candidate will allow you to set yourself and your business up for long-term success. Remember to factor in the financial aspects and make the hiring process as smooth as possible. Your assistant isn’t just an employee – they’re an extension of your brand, so choose wisely.
Buyer brokerage agreements are nothing to fear.
Like Alberta, BC may make it mandatory that a buyer’s agent and Homeseeker sign a contract. But as Erin Best explains, this is something that should be embraced, not feared.
