I've been in the property game for a lot of years now, and there's no doubt that it can be fast-paced and pressured.

When you need to be making high level decisions, having all the information is vital. Virtual assistants (VAs) can be game changers by taking some of the more mundane and repetitive tasks off your plate, leaving you free to focus your efforts on the things only you can do.

I've been using virtual assistants for years, so let me take you through some of the basics, like when should you employ one and what tasks should you give them.

Delegation vs Abdication

Right up front I want to talk about the difference between delegating and abdicating.

When you delegate a task, it's one you can do yourself, so you know what needs to be done and can assess if someone else has done it correctly.

Abdicating means handing something over when you have no idea how it's done or what the results should look like.

This is a really crucial difference. Now, obviously there are times when you hand things over to someone more qualified than you to complete a task. An accountant is a classic example.

But even though you might get an accountant to do your bookkeeping and taxes, you still should be able to understand their output and what it means for your business. Abdication is the reason so many celebrities and sports stars get ripped off by their financial team.

Bottom line - only use VAs when you know what you're doing, then they can help you to buy back some of your time and potentially scale your business. So if you're new to property development, learn the ropes yourself before bringing a VA on board.

Getting The Most Out Of A VA

VAs are a great solution if you're very clear about what you need them to do. Choose tasks with a very clear process, particularly if it can be documented. Record a video if it's a computer-based process.

Make sure their role and responsibilities are crystal clear and empower them to undertake tasks without you needing to check on them constantly. A strong feedback loop is important so you can maintain oversight of their output.

If there are tools and resources required for them to complete their work, then make sure those are readily available. Organise subscriptions to the necessary tools and information.

VAs are typically offshore, so be aware of potential cultural and language differences. For instance, what would you classify as a luxury house? Would that look the same for someone living in a very poor area?

Encourage them to feel comfortable saying "no", or "I don't understand". Many cultures highly value making people happy, and so will tend to say yes to everything.

Asking "do you understand?" can help uncover areas of confusion, but only if the VA is okay with saying no. Make it clear how important it is to be honest in their communication.

Potential Pitfalls

The most obvious pitfall is that a VA can't effectively deliver what you want, if you don't know that yourself! This principle applies to more than just VAs, so it's a good one to implement in all areas of your property development business.

Be aware that most VAs are process driven, so introducing elements where they have to think outside the box or find creative solutions may not work so well. While they might be helping you with your business, they're not you, so don't assume they have your knowledge and experience.

Tasks For VAs

The types of tasks you can pass on to a VA will vary depending on their skills and which tasks you're keenest to pass on to someone else. So here's a wide selection to choose from.

Administrative Support: 

• Creating and formatting documents such as contracts, proposals, and reports
• Data Entry for accurate records, updating databases and managing contact lists
• Travel Arrangements for site visits or business trips

Financial Management:

• Tracking project expenses, managing budgets, and documenting all expenditure
• Handling invoices from contractors and suppliers, ensuring timely payments, and tracking outstanding invoices
• Preparing financial reports for monitoring project profitability and making strategic financial decisions

Personal Assistance:

• Managing personal appointments, reminders, and tasks
• Handle email correspondence with clients, investors, and contractors Prioritize emails, draft responses, and ensure that important messages are flagged and addressed promptly
• Scheduling meetings, preparing agendas, and distributing meeting notes ensuring all parties are well-informed and that meetings run efficiently
• Regular updates to clients about project status or changes

Research and Analysis:

• Market Research on trends, property values, and competitor analysis
• Gathering data for feasibility studies, including analysing potential returns on investment and evaluating project risks
• Identifying and vetting potential vendors or contractors

Project Management:

• Task Tracking using task management tools like Trello or Asana, ensuring that all project milestones are tracked
• Create task lists, set deadlines, and monitor progress
• Managing schedules for site visits, meetings with stakeholders, or project deadlines
• Coordinate schedules, send reminders, and handle rescheduling
• Maintain and organize project documentation, including contracts, blueprints, and permits

Marketing and Outreach:

• Updating and maintaining your website, including posting new projects, updating content, and ensuring all information is current
• Manage social media accounts, create content, schedule posts, and engage with your audience
• Creating brochures, presentations, or newsletters
• Developing and distributing marketing materials to promote your projects

Legal and Compliance Support:

• Keeping track of necessary permits and compliance requirements
• Monitor deadlines and ensure all necessary documentation is filed correctly
• Assist in drafting, reviewing, and managing contracts to ensure that all legal obligations are met and that the terms are clearly defined
• Staying updated with changes in regulations and ensuring your projects comply with local laws

Technology Integration:

• Setting up and managing software tools that improve productivity, such as project management systems, CRM platforms, and communication tools
• Basic tech support, including troubleshooting software issues or setting up new applications
• Implementing best practices for data security and maintaining confidentiality

Customer Service:

• Handling enquiries, scheduling consultations, and managing follow-ups
• Gathering and analysing feedback from clients and stakeholders
• Addressing client concerns or issues promptly and effectively

Look, I could go on forever. Realistically it's up to you to review all the tasks you do, decide which ones you don't want to do, and chances are you can find a VA to do them for you.

And remember - to get the most out of a virtual assistant, it’s important to clearly define your needs, set expectations, and communicate effectively. But bottom line - delegate don't abdicate.