Most real estate investors know they need to delegate, but figuring out where to start can feel overwhelming. If you’re spending too much time on low-value tasks instead of scaling your portfolio, this post is for you. In this first installment of my six-part leverage series, I break down how virtual assistants can transform your business, helping you reclaim your time and focus on high-impact activities. I’ll walk you through the exact tasks you should delegate, the three best ways to hire a VA, and the critical mistakes to avoid. Plus, I’ll share how leveraging VAs has allowed me to scale my real estate portfolio while traveling the world with my family.
For a complete guide on optimizing and scaling your real estate investments, download my Freedom Blueprint! This essential tool walks you through ten key steps for organizing a profitable property portfolio. Click here to get your copy today!
Leverage is what separates investors stuck in the grind from those scaling to freedom. Today, we’re talking about one of the most powerful forms of leverage—a virtual team. Virtual assistants can handle the operational tasks that take up too much of your time, allowing you to focus on the work that truly grows your business. In this post, I’ll show you exactly which tasks to offload, how to find, train, and manage a VA effectively, and the biggest mistakes to avoid.
I first started working with virtual assistants in my real estate agent business. I was a solo agent in a new market and brought on a full-time VA to manage operations and busywork. Within six months, I had so much business that I built a real estate agent team, eventually growing it into a saleable asset that I later sold. Seeing that success, I wondered how I could use VAs in my real estate investing business. I quickly realized they were the perfect solution for handling forms, coordinating tasks, and managing tenant and guest messages. Now, because of my virtual assistants, I can travel the world full-time with my family while my real estate business in the U.S. runs seamlessly.
There are countless tasks real estate investors should not be doing themselves. Think of them as ten-dollar-an-hour tasks versus thousand-dollar-an-hour tasks. If you spend all your time on ten-dollar-an-hour tasks, you’re limiting your income potential. Some of the tasks that virtual assistants can handle include handling basic emails, calendar management, and operations. Lead generation and follow-up are also tasks that can be outsourced, especially if you’re spending hours cold calling or tracking leads. Marketing and social media scheduling can take up a lot of time, from creating posts to researching the best engagement strategies. Research and data entry are also time-consuming but necessary, making them perfect tasks to offload. Bookkeeping and accounting tend to be the most neglected aspects of an investor’s business. Many investors feel weighed down by financial records, yet these are tasks a VA can handle efficiently.
If you own more than a couple of doors, you likely already have enough work to justify hiring a VA. But once you decide to hire, how do you actually find, train, and manage them? Many investors fail in this process, so getting it right is key. There are three main ways to hire a virtual assistant. The first is through direct hiring, where you find, vet, and manage the VA yourself. This is the most cost-effective option but also the most time-consuming. The second is through a placement service, which is a middle-ground option where a service finds and screens candidates for you, but you still handle training and management. The third is through a full-service staffing agency, which is the most hands-off option. The agency handles hiring, HR, and replacement if needed, while you only manage tasks and workflow. The right choice depends on whether you have more time or more money. If you have time but little money, direct hiring is best. If you want to save time and don’t mind spending more, a full-service agency might be the right fit.
No matter which route you choose, proper training is essential. I use the “I do, we do, you do” framework. The first step is “I do,” where you record a video of yourself completing the task and explaining the process. The next step is “we do,” where you have the VA complete the task with your supervision and feedback. The final step is “you do,” where the VA handles the task independently. This structure ensures that your VA is properly trained and set up for success.
For task management, I highly recommend using tools like Monday.com or Asana. This keeps everything organized, tracks progress, and ensures accountability. I also believe in setting clear key performance indicators so VAs understand expectations and performance goals. Weekly check-ins, especially early on, help ensure alignment and prevent miscommunication.
Common mistakes investors make when hiring VAs include delegating the wrong tasks. VAs can’t make CEO-level decisions, so it’s important to start with an executive assistant to remove tasks you already know how to do. Another common mistake is skipping training. Many investors hire and assume the VA will figure it out along the way, but that often leads to failure. Proper onboarding and training are necessary for success. A lack of communication and systems can also create problems. Having a task management system and clear documentation is crucial.
The process of hiring and managing a VA is not just about delegation, but also about setting up the right systems to ensure seamless workflow and accountability. Establishing clear workflows and expectations ensures that tasks are handled correctly without micromanagement. Virtual assistants are an investment in efficiency, allowing you to focus on the high-level aspects of your business. Tracking key metrics and setting performance goals help you measure their impact on your business and ensure they are aligned with your objectives. Having a strong communication process, such as weekly meetings, structured updates, and detailed SOPs, builds trust and clarity between you and your VA, leading to long-term success.
Imagine if you could focus entirely on scaling your real estate portfolio while a skilled VA handled the day-to-day tasks. That’s exactly what my Real Estate VA Launchpad course is designed to help you achieve. It includes templates, checklists, and step-by-step guidance to make hiring and training a VA effortless. You’ll learn how to delegate effectively, avoid costly mistakes, and free up your time to grow your business. Don’t let overwhelm hold you back. Enroll now and take control of your time and business. Learn more at adriangreen.com/courses. I can’t wait to see how you transform your real estate investing with the right virtual assistant in place!