As a realtor, you juggle everything from client relationships, crafting and implementing marketing strategies, handling endless paperwork and trying to balance both work and life — often all at once. Cue the overwhelm!
What if there was a way to work smarter, not harder? The secret to tackling overwhelm is outsourcing.
Embracing outsourcing means you can streamline operations, save valuable time and focus on what you do best: selling properties. Let’s explore how outsourcing can transform your real estate business.
Common real estate challenges
Outsourcing alleviates these common challenges in real estate, empowering you to grow your business while focusing on what truly matters.
1. Time constraints: Long hours managing multiple clients, listings, open houses and more.
2. Administrative overload: Paperwork and scheduling consume your energy.
3. Market competition: Standing out requires maximizing your productivity.
Why outsourcing will transform your business
Here’s why your business can be transformed through outsourcing.
1. Time is money: Focus on what matters. Your time is invaluable. Prioritize activities that drive your sales, such as client engagement and closing deals. By outsourcing tasks like scheduling, marketing and paperwork, you can shift your focus to high-value actions that enhance your business performance.
With the global outsourcing market growing to over $700 billion (according to a report from Deloitte), now is the ideal time to leverage this resource for your business growth.
2. Access to specialized skills. You may not always have expertise in areas like marketing or paperwork management. The good news is that outsourcing gives you access to specialized skills without the overhead of full-time staff.
Many businesses that outsource their marketing experience enhanced engagement and lead generation.
3. Scalability without stress. Outsourcing offers flexibility as your business expands, allowing you to adapt to increased demand without long-term commitments.
During peak seasons, businesses can often manage significantly more clients while maintaining high-quality service by outsourcing tasks.
4. Elevating your client experience. Reclaim valuable time to focus on delivering exceptional service to your clients. With a tech-savvy virtual assistant (VA) managing your administrative tasks, your CRM and automation systems will operate seamlessly, leading to enhanced client satisfaction.
This personalized approach can generate better reviews and increase referrals. HubSpot found that a 5.0 per cent improvement in customer retention can boost profits by as much as 25 per cent, highlighting the significant impact of excellent customer care.
5. Cost-efficient and productive. Full-time staff can be costly, but outsourcing provides similar productivity at a fraction of the cost. According to a GlobalStrategic.com analysis, approximately 37 per cent of small businesses outsource at least one business process, showcasing a growing trend toward efficiency.
The same source notes that in the real estate sector, 44 per cent of firms choose to outsource document or back-office-related tasks, allowing them to effectively manage repetitive work without staffing concerns.
Outsourcing solutions
The following tasks and tools will be key outsourcing solutions for your business.
1. Administrative tasks: Appointment scheduling, email management, paperwork filing
2. Marketing: Social media management, email campaigns, property listings
3. Lead generation: Researching and following up with potential clients
4. Customer support: Handling inquiries and providing updates
5. Data entry: Maintaining databases and client records
6. Managing your CRM: Managing client relationship systems
Navigating regulatory challenges
Stay up-to-date on market statistics and regulations, such as the British Columbia Real Estate Development Marketing Act or similar acts for your region. Outsourcing compliance research helps you maintain credibility while focusing on client relationships.
Real-life success story: Sarah, a realtor from Toronto
Sarah, a Toronto-based realtor client of ours, transformed her business through outsourcing. Before she began the process, Sarah found herself overwhelmed, working long hours just to keep up with her responsibilities. Once she integrated VAs and online business managers into her operations, her business transformed:
- Enhanced client satisfaction. Quicker response times and better task management led to positive feedback, strengthening Sarah’s reputation in the market.
- Streamlined operations. Delegating tasks allowed Sarah to optimize her workflow, focusing more on high-priority tasks and strategic growth.
- Stronger networking opportunities. Increased referrals created new connections and potential collaborations with other professionals in the industry.
- Sustainable growth. The efficiency gained through delegation positioned Sarah for long-term success, enabling her to scale her business effectively.
- Focused marketing efforts. The time saved allowed Sarah to invest in targeted marketing strategies, reaching a wider audience and attracting more qualified leads.
Sarah’s success story, based on her detailed measurements and tracking, highlights the potential benefits you could achieve through outsourcing.
Imagine what you could accomplish with the right support! Here’s how to get started.
How to start outsourcing
1. Identify time-consuming tasks. Track your activities for a week to pinpoint areas ripe for outsourcing.
2. Set clear goals. Define what you want to achieve through outsourcing, such as 20 per cent more client interactions.
3. Start small. Begin with one or two tasks to get comfortable with the process.
4. Choose the right partner. Research and interview potential service providers or VAs.
5. Establish clear processes. Create detailed guidelines for outsourced tasks to ensure consistency.
6. Monitor and adjust. Regularly review the effectiveness of your outsourcing strategy and make adjustments as needed.
Overcoming common concerns
Be aware of the following common concerns and ways to overcome them:
- Quality control. Establish clear expectations and regular check-ins to maintain high standards.
- Data security. Use secure platforms and ensure your outsourcing partners follow data protection protocols.
- Cost concerns. Start with a small investment and scale up as you see returns.
Outsourcing goes beyond saving time; it’s about maximizing your efficiency and focusing on what truly matters — selling homes and building client relationships. By delegating non-sales activities, you regain time and energy to elevate your real estate success.
Take a moment to assess your daily tasks. Consider how outsourcing can help you scale your business and thrive in today’s competitive market. Remember, successful realtors like Sarah have transformed their businesses through strategic outsourcing. You can too.
Start small, focus on high-impact areas and watch your productivity soar. With the right outsourcing strategy, you’ll not only work smarter but also achieve the growth and success you’ve been aiming for in your real estate career.
Brittney Ashley, founder of Creative Dynamics, is a transformative entrepreneur, strategist, and business coach renowned for her innovative approach to business growth. As a proud Métis mom, Brittney specializes in crafting bespoke, cost-effective solutions that empower individuals and organizations to excel. With a BBA in Marketing Communications and over six years of experience, she actively addresses challenges like imposter syndrome while fostering community engagement. As a speaker and host of the radio show Breaking Norms, Building Dreams, Brittney connects with over 200,000 listeners, inspiring resilience and redefining success in the business landscape.
Of course most of this would be in violation of TRESA as most information is confidential and not to be shared if designated representation.
Agree… looks like violations on many levels of TRESA and RECO.
Since we no longer have “customer” status in Ontario; and RECO has requirements for persons to be licensed in providing advice and discussing properties to clients. Isn’t it actually misrepresentation or fraud to send emails out under someone else’s name?
Thank you both for your insightful comments regarding the TRESA and RECO regulations. Adhering to these standards is paramount in maintaining the integrity of our industry.
I would like to clarify that Virtual Assistants (VAs) and Online Business Managers (OBMs) can provide substantial administrative and operational support to realtors while strictly adhering to legal and regulatory frameworks. Our role is exclusively administrative and ancillary; we do not offer real estate advice—such responsibilities remain solely with the licensed realtor.
For instance, when engaging with clients, if inquiries arise regarding property-related guidance, we ensure that we explicitly sign off as “unlicensed assistants” and either forward the relevant information to the licensed realtor or flag it in the CRM for their prompt response. This process guarantees that all property-related questions are handled appropriately and that the licensed realtor is informed and can address the inquiries directly. Our responsibilities are confined to tasks such as managing schedules, organizing documentation, coordinating marketing initiatives, and other administrative functions. Throughout this process, we uphold transparency by clearly defining our scope of work.
It is also crucial to underscore that we do not send emails that could imply we are the realtor. All communications dispatched by our team will unequivocally identify the sender, and any content requiring a decision or expert advice will be appropriately routed to the licensed professional. This practice is designed to fully comply with TRESA and RECO, safeguarding both the realtor’s interests and the client’s confidence.
If you have previously worked with a company that did not uphold these standards, it may be indicative of a lack of professionalism or understanding of regulatory compliance. In contrast, when collaborating with a reputable outsourcing company, such as ours, you can be assured that they are well-versed in these regulatory requirements and integrate them into their operational policies. This commitment to compliance ensures that all activities conducted on behalf of realtors are aligned with industry standards, providing a sense of security to real estate professionals.
Should you have any further inquiries regarding the ethical and compliant assistance we provide to realtors, I would be more than happy to engage in additional discussions. Additionally, I can provide resources or best practice guidelines for outsourcing, applicable not only within the real estate sector but also across other industries we serve.
Thank you for sharing such a great article! I found it incredibly informative and well-researched. The insights provided really deepened my understanding of the topic, and I appreciate how it presents complex ideas in an accessible way. I’ve always wanted to use a virtual assistant but wasn’t sure how to start. This article has given me the clarity I needed!
I came to here to read Brittney’s article, as she always provides such informative insights in all presentations. I noticed this comment, and as a client of hers, I want to address it directly. I can confirm that Brittney follows strict consent-based marketing practices. Brittney always explicit permission before including any names or personal information in her articles, ensuring
confidentiality and respect for everyone involved.
regards Marie