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Real Estate Investor CRM Virtual Assistants

Delegate the Menial, Repetitive Tasks in Your CRM to an Overseas Virtual Assistant

Real Estate Investor Virtual Assistant

Goal:

The top two goals of any Investor CRM Virtual Assistant are to help you:

  • keep better track of more Leads, and…
  • convert more Leads to Closed Sales (boosting your Conversion Ratio).

This is accomplished by systematically leveraging your Virtual Assistant to help you keep the CRM managed & up-to-date.

Your Virtual Assistant will help you stay on top of everything happening in your Sales Pipeline, tracking all data from Lead Capture to Post-Closing, keeping it updated in the CRM software daily.

How It Works:

Real Estate Investor CRM’s have particular nuances, different than CRMs for Agents or Lenders.

Some of the most popular Investor-centric CRMs you might leverage a Virtual Assistant to help you with include:

  • Podio (including BeastMode for Podio)
  • REsimpli
  • REI Blackbook
  • DealMachine
  • FreedomSoft
  • InvestorFuse
  • Propelio

Regardless of which Real Estate Investor CRM you’re using, most Workflows occurring within your CRM are going to be very menial and repetitive.

This is the perfect opportunity to systematize everything in the typically recommended “Process-Based, Not People-Based” approach.

This means each Workflow assigned to your CRM Virtual Assistant should always follow a detailed, step-by-step Standard Operating Procedure (SOP), describing exactly how you want to keep your CRM updated, and exactly what you expect of the VA.

The SOPs will define the scope of each individual Workflow (e.g. “Adding New Leads” or “Daily Lead Checkup”), then outline outline step-by-step granular detailsĀ like

  • what fields to grab from each Lead,
  • how to use Tags, Categories, Groups, etc.
  • whether any Follow Up Tasks or Marketing Automation needs to be triggered,
  • how to track Lead Sources, Campaigns, & other Lead Capture data, and…
  • how to add Post-Closing or ROI numbers into the CRM (where applicable).

With Standard Operating Procedures describing the exact details required to keep your CRM up to date, an Overseas Virtual AssistantĀ canĀ easily handle this Task as well as a much higher-paid US-based Assistant.

This is a very dependable way to ensure you’re keeping track of every Lead, Opportunity, Campaign, and Closing.

Pros:

This biggest upside to properly implementing a CRM Virtual Assistant in your Real Estate Investing business is the boost of your conversion ratio.

If things go well, you should have a massive ROI just by closing a few extra deals per year!

Plus, as far as Admin Virtual Assistants go, outsourcing CRM Tasks as an Investor is one of the most straightforward:

Getting set up should be pretty easy!

You probably only have a few types of Leads to worry about (Sellers, Cash Buyers, maybe Investors / Partners)… and will only need to delegate a few Workflows to get all the low-level Admin Tasks off your plate.

Of course, this type of work can be handled 100% by Overseas VAs as well, meaning you’ll also be seeing significant cost savings compared to doing the work locally.

Lastly, a CRM Virtual Assistant will help expose performance data about your Sales Pipeline you might not have otherwise noticed… allowing you to make better strategic decisions to drive the direction of your entire business strategy!

Cons:

If you have a very small database (<1,000 Contacts) and / or a very low lead flow (<2 Leads Per Day)… it most likely won’t be economical to bring on a CRM Virtual Assistant, even on the most part-time basis.

Therefore, this is work that is only appropriate for highly active Investment Companies with constant Lead Generation and a growing, large database to organize & manage.

You’ll also need to have your CRM set up, with reasonably mature processes that are systematized & documented in the form of SOPs.

You shouldn’t expect an Overseas Virtual Assistant to bring much to the table when it comes to technical CRM Administration or general sales strategy: you need to provide the blueprint & training for them to follow.

This set up process obviously takes work, and some knowledge of the CRM you’re using.

Work Estimate:

When it comes to a Work Estimate for how much you’ll need the CRM Virtual Assistant, this is one piece of good news:

Unless you have a very large volume of Leads (20+ Per Day), or a very large Sales Team (8 – 10+ Salespeople)…

You’ll almost never need more than 1 full-time Virtual Assistant to stay on top of everything in the CRM.

For most smaller Real Estate Investment Companies, a mere 1 – 2 Work Hours Per Day (20 – 40 Work Hours Per Month) will be more than enough to keep everything in your CRM efficiently functioning at maximum capacity.

While the range of the Work Estimates can vary depending on the specific Tasks you’re outsourcing to the Virtual Assistant, this is the type of work that will become very predictable & modular once benchmarks are established.

Any Admin Assistant can handle it, and it should only take a few Work Hours Per Day to bring significant added value in the form of free time & greater tracking + visibility into your Sales Pipeline.

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