Presentation at Tech Know Polooza 2017

1. The Automated Agent
Automate Your Business to Increase Income
and Still Get Home On Time
Rochester Tech Know Polooza
11/16/17

2. The Automated Agent
Terry Yonker
 Broker – Buckeye Realty, Winter Park, FL
 Florida Realtor since 2005 / VA user since
2009
 300+ Transactions
 MBA, CIPS
Course #0018793
2 CE
Provider: #0007266

3. The Automated Agent
Welcome to Real Estate
Here is your job description:
Do Everything!

4. The Automated Agent
Do you…
 Miss prescheduled family time?
 Skip things like exercise because you
are too ‘busy’?
 Keep in touch with your contacts on an
erratic schedule, if at all?

5. The Automated Agent
Then you are…
READY FOR AUTOMATION
With the help of a Virtual
Assistant

6. The Automated Agent
What Exactly is a Virtual
Assistant?Wikipedia:
A virtual assistant (typically abbreviated to VA) is generally
self-employed and provides professional administrative,
technical, or creative (social) assistance to clients remotely
from a home office
Our Definition Today:
A contractor in the Philippines that seamlessly completes
documented tasks for Florida Realtors. These tasks comprise
approximately 80% of the realtor’s total workload.

7. The Automated Agent
WHY THE
PHILIPPINES?

8. The Automated Agent

9. The Automated Agent
What will You gain from hiring a VA?
 Spend TIME on $300 per hour tasks, not $4 per hour
 Do your genius and delegate everything else!
 IMAGINE what your day would look like!

10. The Automated Agent
What will you gain from hiring a VA?

11. The Automated Agent
Can You Afford a Virtual
Assistant?
Typical Administrative Help:
Florida: $12-$15 per hour plus penalty
Independent contractor vs. Employee
Philippines : $4 -$10 per hour
All in – that’s it!

12. The Automated Agent
But what Virtual Assistants can
and can’t do:
Revised and approved
by FREC 09/15/2009

13. The Automated Agent
Unlicensed assistant is defined as support staff
for a real estate corporation or other licensed
individuals.
• Answer the phone and forward calls
• Fill out and submit listings and changes to any multiple listing service
• Follow-up on loan commitments after a contract has been negotiated and
generally secure the status reports on the loan progress
• Assemble documents for closing
• Secure documents (public information) from courthouse, utility district, etc.
• Have keys made for company listings, order surveys, termite inspections, home
inspections and home warranties with the licensed employer’s approval
• Write ads for approval of the licensee and the supervising broker, and place
advertising (newspaper ads, update web sites, etc…); prepare flyers and
promotional information for approval by licensee and the supervising broker

14. The Automated Agent
• Receive, record and deposit earnest money, security deposits
and advance rents
• Only type the contract forms for approval by licensee and
supervising broker
• Monitor licenses and personnel files
• Compute commission checks
• Place signs on property
• Order items of repair as directed by licensee
• Prepare flyers and promotional information for approval by
licensee and supervising broker
• Act as a courier service to deliver documents, pick-up keys
• Place routine telephone calls on late rent payments

15. The Automated Agent
• Schedule appointments for licensee to show a listed property
• Be at an open house for:
• Security purposes
• Hand out materials (brochures)
• Answer questions concerning a listing from which the answer
must be obtained from the licensed employer-approved printed
information and is objective in nature (not subjective comments)
• Gather information for a Comparative Market Analysis
• Gather information for an appraisal
• Hand out objective, written information on a listing or rental

16. The Automated Agent
What are the Actual Steps?
 Step #1 – Prepare Yourself
 Step #2 – Prepare your Systems
 Step #3 – Get your VA
 Step #4 – Train your VA
 Step #5 – Manage your VA

17. The Automated Agent
Step #1 Prepare Yourself
 Delegation
 They won’t do it as well as you
 You will still have the critical 20%

18. The Automated Agent
Step #1 Prepare Yourself
 Delegation
 2016 Orlando Realtor
Profile
 < 1 year of experience:
38%
 1 Person Office: 57%

19. The Automated Agent
Step #1 Prepare Yourself
They won’t do it as well as
you

20. The Automated Agent
Step #1 Prepare Yourself
You will still have the critical
20%

21. The Automated Agent
Tell Me:
How many of you currently
delegate at least some of
your workload to others?

22. The Automated Agent
Step #2 Prepare your
systems
 You don’t need the system stress
test of living overseas to reap the
benefits
 Heck, even a few less trips across
town will save countless hours per
week!

23. The Automated Agent
Step #2 Prepare your systems

24. The Automated Agent
Step #3 Get Your VA
Three Types of Virtual Assistants:
1. Project-Based One Time
Services
2. Task – Based On Demand
Services
3. Part or Full Time Integrated
Virtual Assistants

25. The Automated Agent
Project Based - Fiverr

26. The Automated Agent
Task Based on Demand – Task Bullet & Fancy Hands

27. The Automated Agent
Step #3 Get Your VA - Upwork

28. The Automated Agent
Step #3 Get Your VA – Automated
Agent

29. The Automated Agent
Step #4 Train Your VA
“I've had a lot of worries in my
life, most of which never
happened.”
-Mark Twain

30. The Automated Agent
Train your VA: Record your process

31. The Automated Agent
Ask Yourself
• What is the worst that could happen?
• How much time/effort/money would it
take for me to fix it?

32. The Automated Agent
Step 1: For one day only, write down
bullet points of everything that you do
1.Morning walk with Podcast
2.Coffee with daughter
3.Check and reply to email
4.Check on the Buckeye football recruiting updates
5.Follow up on prospecting calls or outstanding docs
6.Set up lunch meetings with clients
7.Go to UPS store for stamps and pick up mail
8.Run updated CMAs and schedule price reductions
9.Play Tennis with buddies

33. The Automated Agent
Step 2: Select two items that somebody else
could do fairly easily
Eliminate Time Wasters:
4. Check on the Buckeye football recruiting
updates

34. The Automated Agent
Step 3: Select two items that somebody else
could do fairly easily
Select a delegatable task - one that doesn't
require your special expertise or can be repeated
easily:
6. Set up lunch meetings with clients
8. Run updated CMAs and schedule price
reduction conversations

35. The Automated Agent
Step #4 Train Your VA

36. The Automated Agent
Train #1 Do your tasks normally, but
record

37. The Automated Agent
Train #2 Convert Activities into Steps

38. The Automated Agent
Train #3 Hand off 80% of your tasks

39. The Automated Agent
Train #3 Hand off 80% of tasks

40. The Automated Agent
Step #5 Manage Your VA
➢ These are real people!
➢ Philippine Holidays
➢ 13th Month Bonus – Law in
Philippines
➢ Communication Channels

41. The Automated Agent
Step #5 Manage Your VA

42. The Automated Agent
Finally, a SYSTEM that will benefit clients as well:
Your clients will appreciate:
1. Increased time with them
2. Time to take more classes and stay current
with the latest trends and laws to provide
better service for the clients
3. Improvement in accuracy and consistency of
our administrative tasks done on behalf of
the client

43. The Automated Agent
Would you like a copy of this presentation?
Text Roch to 678 506 7543

44. The Automated Agent
Q&A