I recently did some consulting for a Top Producing agent who was looking for advice to work better with her team.
In this particular case, the agent felt the need to take care of everything herself to ensure the client was getting the best services but underutilizing the team.
Unfortunately, just like a Bell Curve, it works well for a set number of transactions, but as the transactions/clients increase, the ability to service all of those clients, drops. The result is unhappy clients, an exhausted agent and a developing reputation as a sloppy or unavailable agent (see Yelp).
Many agents working with teams are challenged to find the “sweet spot” of delegation. The extreme are either unwilling to give up any tasks, or dump the farm onto a team member that is ill-equipped and poorly paid to manage it (see Bell Curve description above).
Here are a few tips to consider:
1-Identify who is the Rain-Maker of the team. This is the person who is bringing in the most money to the organization. The goal of the team is to keep Rain-Maker producing at their highest and best level WITHOUT BURNING OUT!
2-The Rain-Maker must delegate non-agent duties to other team members so there is adequate time to work on listing presentations, presenting offers and leading the team.
3-Have enough staff to cover the non-agent duties. Ideally, hire a Listing Coordinator, Transaction Coordinator, Marketing Coordinator and Buyer’s Agent. These 4 team members should be able to adequately cover activities and free up Rain-Maker’s time. Burdening one team member with multiple duties, long hours and overwhelming responsibility results in high staff turnaround and wasted time training new individuals. If you don’t feel you have enough work to employ someone full-time, look into virtual services that work for multiple agents/offices and are only paid per transaction.
4-Clearly identify the duties of each team member, so there is no duplication or gaps in service.
5-Identify the “Mother Mary” of the operation. This is one of the team members who can make executive decisions and solve problems for the rest of the team while Rain-Maker is unavailable. This keeps the work-flow moving and reduces team frustration.
6-Direct all calls and emails away from the Rain-Maker to appropriate team members. The decision to direct a call to Rain-Maker should be made ONLY after determining if another team member is unable to help first.
7-Each team member MUST take time off to rest. The Real Estate World can be a crazy, busy, intense life-style. Without adequate time off to regroup and rest, YOU WILL BURN OUT or worse, your level of service will plummet into the black hole of “bad reputation.”
Diana Turnbloom offers Transaction Coordination and real estate consulting services to improve or set up office systems. EscrowCoord.com offers outstanding virtual Transaction Coordination services for all producing level agents. For more information, contact Diana at 925-305-9625 or email firstname.lastname@example.org