Step 1: List one week of your work
For one week, write down every task as you do it, with about how long it took. Then mark each one. Some tasks need you: advice, pricing, negotiating, showings, and the calls where a client decides to trust you. Some need a license, and your state and your broker decide which ones. Everything else is admin, and the admin is what you hand off.
You do
- Marking which tasks need you or your license
Hand off
- Adding up the hours in each group at the end of the week
Step 2: Split the admin: the deal, and the business
Deal admin starts when a contract is signed and ends at closing: opening the file, tracking every deadline, collecting signatures and documents, and keeping the lender, the title company, and the other agent moving. Business admin is everything that brings in the next deal: the inbox, the calendar, the CRM, new leads, listing input, and your marketing. Put each admin task from your list into one of the two groups. A task that fits both, like a client update during a deal, goes with the deal.
You do
- Deciding which group each task belongs to
Hand off
- Turning each group into a checklist someone else can follow
Step 3: Hand the deal file to a transaction coordinator
A transaction coordinator's job is to get a signed contract to a closed deal with nothing missed. They open the file, build the deadline calendar from the contract, send and collect the documents each side needs, keep the lender, the title company, and the other agent on schedule, and keep the file complete for your broker's review. Advice and negotiating stay with you: when the inspection report comes back, the repair request is still your call.
You do
- The repair request, the negotiating, and every call where a client needs advice
Hand off
- The deadline calendar for each deal
- Collecting signatures and documents
- Status checks with the lender, the title company, and the other agent
Step 4: Hand the business admin to a virtual assistant
A virtual assistant keeps the rest of the business moving while you're out with clients. The usual work: sorting the inbox and drafting replies, keeping the calendar, logging new leads and updating the CRM, entering listings, scheduling posts, and sending past-client check-ins. A good assistant learns your voice, so the drafts sound like you. Until you trust the drafts, you see everything that goes out under your name first.
You do
- Approving what goes out under your name
- The calls
Hand off
- Sorting the inbox and drafting replies
- Calendar and CRM updates
- Listing input and scheduled posts
Step 5: Write each hand-off down before you hand it off
A hand-off that lives in your head fails the first week you're busy. For each task, write down what starts it, the steps, the template or example to copy, and what comes back to you for approval. Check the work once a week for the first month, and when something goes wrong, fix the write-up. The same write-up works for a transaction coordinator, a virtual assistant, or software, and it's the first thing to update when you change how you work.
You do
- Checking the work once a week for the first month
Hand off
- Keeping each write-up current
Where Reddy fits
Reddy takes over part of both hand-off columns, from the chat you already use, on its own or next to the assistant or coordinator you already have. Send it a signed contract, and it lists the dates and deadlines it finds. Tell it how you handle a task, and it follows that when the work comes up.
Check each date before you rely on it. The advice, the negotiating, and your clients stay with you.