As a real estate investor, reaching that next level of success means mastering task delegation. In this video, I share the streamlined system I developed for delegating tasks to my team, helping me scale my portfolio and keep everything on track without constantly worrying about follow-ups. If you’re looking to save time, avoid common pitfalls in team management, and achieve more with the right support, this video is for you. Dive in to learn the strategies that have helped me maintain efficiency and clarity in my real estate business, setting both me and my team up for success.
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Video Transcript:
How to task people. If you are a real estate investor and you really want a 10x, you’re gonna need to use the leverage of other people, right? You’re gonna have to get a virtual assistant, some other helpers, something like that. You’re not gonna have enough hours in the day, or you’re gonna spend all your time doing real estate investing and not enjoying your life.
Bringing people on board is a huge part of it, and we want it to be successful. And I have learned the hard way over the years about how challenging it is to successfully task people you bring on your team. How to tell them what to do, how to set them up for success in doing it, how to follow up and make sure it was done the way you want it to. So let’s talk about how to do that successfully and pass along all of my lessons learned from years of developing this system. And let me also tell you why you might want to do it this way—and how it could go wrong if you didn’t.
So what I used to do, my personal challenge that I solved with this system, was I had a virtual assistant and we had a project management system that I used for all of our routine tasks. When something else came up, I might just forward the email to them and say, “Hey, can you put this on your list?” Or, “Hey, can you handle this?” Or we use Google Chat, so I might just Google Chat and say, “Hey, can you add this to your list?” Or “Can you do this for me?” And I would have all these different ways that I might send stuff to them.
The challenge is that they might forget to put it on their to-do list, right? Or there wasn’t really a way for me to give them feedback on that task. Unless they just sent me an email or something, but it wasn’t a clear system. And there was no system for me to make sure that it got done. I wasn’t going through and thinking of everything I ever emailed or chatted them and being like, “What happened with this?” Plus, that would take a lot of mental energy for the things that I did remember. And it wasn’t really freeing me up to do my higher-level thinking.
So I developed this system that I’m going to share with you guys. It’s super simple, and anybody can use it to successfully task people that they’ve brought into their world to help with their business. The first keystone foundational piece here is you need to use a project management system. There are plenty of them out there. I love and adore monday.com. And if you want to use monday.com, there is an affiliate link in the details below. It helps me out, costs you nothing, and supports this channel if you do use that affiliate link. So please check it out if you want to get started on monday.com.
What I love about monday.com is it’s really robust and automated. You can set up a lot of rules and things like that. You can use Zapier to connect it to other things. I’ve just found that no matter what you want to do, if you’re using monday.com, it can do it. And so, in my real estate investing business, we have Google Workspace where we’ve got Google Drive, our Google emails, and monday.com. Those are the two systems that are the backbones of my real estate investing business. Now, we have other little tools that we use, but those are the foundational pieces.
Once you have that project management system, every task goes into the project management system. If you are asking someone on your team to do something, and it is more than a five-second response, it goes in the project management system. Every task. That is what I’ve had to become very disciplined to do, and it is transformational. Monday has a great phone app, and it has a very robust system on the computer as well. It is very easy to create a task there. I spend less than a minute to create the majority of tasks I create initially. It doesn’t take more time than forwarding an email or sending a chat, and it really sets you up for success.
When you put everything in Monday or your project management system, you’re setting things like the task name, person responsible, due date, and priority. For example, is this critical? Like, “Oh my gosh, I need you to do it immediately.” Drop everything. Or is it high, medium, or low? Those details help set up your team for success with more context for the task.
I often refer to the Pareto Principle, the 80-20 rule. When it comes to tasking or working with people on your team, you need to do the 20% to set that other person up to successfully do the 80% and get it done. If you’re only doing 1% or 2% of this task, they don’t have enough details and context to do the rest. When you put tasks in a project management system like Monday.com, you’re selecting those base details and giving them a bit more.
For example, you might say, “See the email I sent” and forward the email, but you can’t just forward the email unless you also put the task in Monday. The amount of times that I forwarded an email and put a task in Monday is rare. Most often, I’m putting the information in Monday so that it’s all in one place for the person on my team to do what they need to do. They’re not hunting around for something.
Another thing I love about using a project management system is that updates can be done there, which saves time. If you give someone a task, like editing a video, they can post an update and say “Ready for review.” I can then check the video, give feedback if needed, and they can make adjustments, all within the system. I set aside time a few times a day to handle notifications, so I’m not interrupted constantly.
Now, a key part of this system is not to email, chat, or Slack for updates. All updates go in the task in the project management system. Here’s why: everything is in one place, which makes it easier, more efficient, and reduces mental strain. Afterward, if you have questions about this task months down the line, you can find this task in your Done section and see what happened.
The second reason is the importance of focused work. I love time blocking and want to be able to work for an hour or two without interruptions. If you’re a real estate investor, you know how hard it is to actually turn everything off and focus. With my team, all non-urgent updates are in the project management system, and we reserve Google Chat for check-in and check-out messages and urgent messages. This way, I know if I’m being Google Chatted, it’s urgent.
Over time, new team members learn this system. By using Monday for updates and asking for status within it, they follow suit. So your chat system is only used for check-in, check-out, and urgent messages, allowing you to leave it on while doing deep work without constant interruptions.
The system is simple: one project management system, where all tasks, updates, and communications are tracked. This ensures that nothing gets dropped. If there’s an issue, I might request proof, like a screenshot, when tasks are marked as done. This system lets me verify work is completed as I envisioned, taking tasking to the next level and helping me 10X my business by leveraging other people’s help.
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