The Difference a VA Team Makes in Property Management
My name is Megan, and I have been working in property management for about six years. Growing up, I was always surrounded by the property management space since my dad owned the company. When I started working with the company, they had recently gone through a complete restructuring. At that time, I found myself working almost alone - just me as the property manager and a bookkeeper. With little experience, I faced numerous challenges including a constant barrage of phone calls. Everything changed when we hired a call center and later onboarded our first property management virtual assistant.
Restructuring Challenges:
Working on such a small team with limited experience was tough. I was constantly interrupted by phone calls, which made it difficult for me to learn the ropes of property management. Trying to pick up where others left off while being bombarded by phone calls was a daunting task. Thankfully, we soon hired a call center to handle the volume of calls and reduce interruptions. While this helped to some extent, I still lacked the support I needed to manage processes effectively.
Introducing the First Virtual Assistant:
After about six months, we brought in Stephanie, our first virtual assistant. Initially, I was excited about the help she could provide, but I also felt overwhelmed. Being relatively young and lacking experience in leading or training others, I was unsure if I could effectively train her. However, I decided to give it a try and started by sharing my screen with her. Together, we focused on process-driven tasks that didn't require direct communication. Stephanie quickly proved to be more than capable and caught on to the tasks effortlessly.
Implementing Processes and Training:
Stephanie's proficiency motivated us to create processes for everything I taught her. We started a process file and worked as a team to refine our workflow. Once she mastered these processes, I felt confident in entrusting her with tasks. She took charge of them, maintaining a schedule to ensure their completion. Additionally, I started having her listen to tenant calls, providing her with examples of how I handled various situations. In turn, I listened in on her calls and offered feedback on her approach.
Role Expansion and Long-Term Benefits:
Over time, Stephanie evolved into our property management assistant. She began handling tenant and owner calls, except for complex issues that required escalation. Her expertise and dedication allowed our company to grow without the need for local hires. It's been over five years since she joined us, and she has become an integral part of our team. Thanks to Stephanie's guidance, we've been able to train new virtual assistants, further expanding our capabilities.
Training Success and Personal Impact:
Training Stephanie required some hours of shadowing and explanation of tasks. However, the solid processes and training we developed during that time have proven invaluable. Subsequently, training new virtual assistants has become a seamless process. I haven't had the chance to get to know the newer assistants well because Stephanie has adeptly passed on her knowledge. The time I invested in training Stephanie and embracing virtual assistants has paid off significantly.
Embracing the Benefits of Virtual Assistants:
If you're apprehensive about hiring a virtual assistant, my advice is simple: just do it. Many people fear that they won't be able to keep their virtual assistants occupied enough. However, with the right assistant who takes initiative, you'll find that your life becomes much easier. Personally, having virtual assistants has given me back valuable time. I can now enjoy quality time with my three-year-old son, have worry-free vacations, and experience greater ease in managing work and personal life.
Virtual assistants have transformed the world of property management.
They provide essential support, streamline processes, and offer backup and assistance to property managers. Through the example of Stephanie, our first virtual assistant, we have witnessed the power of delegation and the positive impact it can have on business growth and personal well-being. Embrace the possibilities of virtual assistance, and you'll discover newfound freedom and productivity in your professional and personal life.
Contact us today to learn more about how VirtuallyinCredible can help you grow your business with the help of a trained property management virtual assistant. Schedule a consultation today!