All of us want to know the real secrets to making our personal and business lives easier and more effective. We all start with the same amount of hours and energy each day. The choices we make about how to spend this time and energy determines our successes.

After working with hundreds of commercial real estate professionals and other assorted entrepreneurs over the past 8 years, there is one thing I noticed we all have in common: No shortage of ideas or things to do but a definite challenge in the way we view our time and energy.

And we all have a shortage of time. The fastest way to get more done is to leverage your time by delegating to people who are more talented in specific areas so we can focus on what we do best.

Seems simple right? Sure.

KNOW YOUR PRIORITIES

Successful commercial real estate professionals ALWAYS take the time to manage their challenges by knowing exactly what is most important. Knowing your priorities can make the difference if your business or life is successful and profitable. Commit to managing your time so you are always spending time on the things that bring your goals to you the fastest.

CREATE A SUPPORT TEAM

Successful commercial real estate professionals realize that they cannot be all things to all people. You must surround yourself with a group of people who want you to succeed. Surround yourself with people who have abilities, skills and talents that you do not have to assist you in creating a business that is balanced. Reward the people in your life who help you achieve your goals so that they continue to help you get where you want to be. The truth in life is that no one becomes successful all alone.

Build a team of people around you who truly appreciate you and want to assist you in achieving your goals and dreams. Life is way to short not to go for what you truly want.

But somewhere along the road to building a successful commercial real estate practice including a team of people to delegate to, things can get unwieldy. First there is the challenge of “how do I afford someone?” Then once you finally do figure out you can’t afford not to have help, how do you pick someone who’s right for you? Start with an administrative assistant, even if only 5 – 10 hours a week, it will make the biggest difference the quickest.

First, get clear with your job description. Below is an example for you to preview – pick and choose what applies to you:

Sample Admin Job Description:

• Answer the telephone
• Forward calls
• Take messages
• Create web sites, update, maintain
• PowerPoint presentations
• Make appointments
• Send listing information to a multiple listing service (C0-Star, Loopnet, CCIM, etc . . .)
• Fill out necessary forms
• Deliver information and forms to a mortgage company and closing attorney or agent as part of the preparation for closing
• Make and deliver copies of public record
• Write and place advertising in newspaper and other forms of publication
• Receive and deposit funds to be held in trust for others including earnest money, security deposits, and rental payments
• Type forms
• Perform company bookkeeping
• Arrange for and oversee repairs
• Collect demographic information
• Solicit interest in engaging the services of a licensee or brokerage
• Set or confirm appointments (with no other discussion) for a licensee to list or show property
• A buyer with a loan officer
• An appraiser to appraise property
• Make cold calls
• Make follow up calls
• Organize a commercial property open house
• Arrange closings
• Perform clerical duties
• Gather listing information
• Hand out preprinted, objective information
• Distribute information on listed properties when a broker prepares such information
• Deliver paperwork to other brokers
• Deliver paperwork to sellers or purchasers
• Deliver paperwork requiring signatures in regard to financial documents that are prepared by lending institutions
• Prepare market analyses for sellers or buyers; lessors or lessees, on behalf of a broker
• Contact management
• Drip marketing campaigns
• Assist with agent recruiting
• Personal tasks such as ordering groceries or making flight arrangements
• Flyers
• Listing presentations
• Virtual tours
• Open house invitations
• Thank you notes
• Newsletters
• Customer callbacks
• Property cards
• Postcards – just listed or just sold
• Promotional mailing
• Thank you gifts
• Client support
• Order promotional items
• Topic research
• E-mail screening and processing
• Many other duties too numerous to mention here

Transaction coordination (sales)

• Experienced Transaction Coordinators who know the business
• Transaction Coordinators can keep the escrow on time, on track, and on target
• Save time and money on each transaction by delegating to a Transaction Coordinator
• Password-protected online environment
• Access to files 24/7 and wherever you have an Internet connection
• Enhances and optimizes communications with customers and clients
• He or she will do the paperwork while you go out and sell more properties
• He or she will maintain all the paperwork and contacts for you
• Order necessary documents at your request or the client’s request
• Maintain contact with the attorney, Title Company, loan institution, appraiser, inspector, etc. throughout the buying or selling process
• Will ensure a seamless flow of documents between all players in the real estate transaction
• Ensure that all players are notified in a timely manner
• Be sure that all documents and forms required for closing are prepared for the agent or broker

Finally, your hunt begins. Try the following resources for hiring:

www.assistu.com
www.teamdoubleclick.com
www.craigslist.com
Your local newspaper classifieds
Ask friends and colleagues
Ask schools if they know any Moms wanting to go back to work

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