Jessica Fox: My name is Jessica Fox and I’m a team leader. I’ve been a team leader will Keller Williams
Royalty for 13 years and I also help agents leverage their business. So I use virtual
assistants in many different ways.
Myoutdesk: Tell us how long you’ve been a client?
Jessica Fox: I think it’s been, if I do the math, I think it’s about 7 years. I started with my first virtual
assistant that we brought in from MyOutdesk we hired them from specifically MyOutdesk
because of the training and the background check and all the work they put into their talent before they
come to us.
MyOutdesk: What does your virtual Assistant do to help your Business?
Jessica Fox: To be really honest with you, we weren’t really sure how we’re gonna use them. So we
started making a wish list with the agents and implementing. So my initial virtual assistant was basically
concierge for office. Entering listings, managing dot loop in the back office, helping me with just basic
things like craigslist ads and things for recruiting, managing my database and it kind of just evolved from
there. So he started part time and became integral part of our team. And then from their it just kept
going. So after 10 yrs in that office I moved to florida and I introduced that office to the idea of a virtual
assistant and we just keep evolving and evolving and evolving. So I’ve three Virtual Assistants in at this
MyOutdesk: What is the ROI/value that MOD provides to your business?
Jessica Fox: So, for anyone that ever asks me about a virtual assistant. I just share with them the
experience and the results I’m having. I’m very results oriented. So, this last month I hired 17 agents, I had
59 appointments and I only scheduled 4 of them, the rest of them were taken care of. Not only set but
confirmed by my virtual assistant, Queenie, who I worked with for 1 and a half hours a day. And so I share
Queenie between three other talented team leaders and she has changed our world. So not only did she
help us focus on the appointments that we needed, she confirmed the appointments, she gave the
people that were going to meet with us a teaser so that they kept the appointment, then followed up
with the database and sent a thank you note to each and everyone of them. So it was transformational for us all
the years I’ve been a team leader just made my life a lot easier and I really love her. She’s fantastic!
MyOutdesk: Tell us how you successful onboarded your VA?
Jessica Fox: So two things on onboarding. Onboarding your virtual assistant, # 1, I think we
cannot lose sight of the fact that they’re people and they need recognition and that they
need direction and that they yearn for that and so we treat them just like every other
staff member. We include them in our staff meeting, and since we’ve done that, that has
made all the difference because we constantly in communication. If we don’t
communicate with our people in our office, what happens? Well the same thing with the
virtual assistants. So you can’t lose sight of that, but including them, asking for feedback
is critical and they have it to offer and they’ll give you some good guidance. For example
when I first started I used to set a time block appointment for Queenie to fill and one
day she called and said Boss those aren’t good time slots to fill. They would prefer to
meet at other times, so we made that adjustment and my appointment doubled. Don’t
try to do it on your own. Reach out to your VA, ask for their feedback and if you need to
lean on their job coach or success coach so that they go to the next level.
When it comes to agents, one of the challenges, the blessings that we had on Keller
Williams is all the technology, all the tools, all the resources, eEdge, My KW, the app, I mean the
website, the database, I mean it’s endless and so for new agent or experienced agent sometimes joining
Keller Williams is overwhelming and to staff it is a lot of work to onboard. So one of the things
that we did is we documented the process with screenshots, wrote a manual for Etchel who’s
one of our great VA’s (and you cannot steal him from me thank you very little because we have him
full time). He’s worth his weight in gold with us. But Etchel he will actually follow that process
with each of our onboards and between the three offices that we run we have between,
conservatively, between 40 and 65 onboards every month and he’s able to set up their profile,
my KW, white pages, websites, really everything. Idx, all the way through database within a day
or two for each of those folks. And so, when they joined Keller Williams their bells and muscles
are on as soon as they joined us and it’s a concierge that we can provide. Concierge experience
that we can provide the agents and they absolutely love it! So it makes the objection of change
and the stress of change kind of moot once you kind of have that concierge approach. So he
does that for us. So not only is it important that you take care of your VA and treat them like
staff and involve them in your world just like you would with any other staff member but let
them take care of your people and they’ll do a great job.
MyOutdesk: So how do you communicate daily with task and giving the information or whatever?
Jessica Fox: Great question. So communication with any opportunity, any position, any talent that you’re
working with is key in order to have your expectations met but also to get feedback
from you so that they know you’re loving what they’re doing. So when I first start with a
virtual, I start and end every shift with them with a brief communication, be it a chat, be
it a skype call, be it a google voice call. My preference is google voice call and we just
connect. Just like I would with any staff member that I’ll be bringing on and we get to know each
other. We start to learn our expectations, how we like things done, how we behave and
then it just kind of weigh in out from their but we always have once a week that we get
together. Circle back, talk about projects, talk about ideas, give feedback back and forth
and that keeps us on track. When we don’t do that that’s when we get off track and
then we have to hit the reset button. So that’s just something that’s on our calendar and
we treat them just like any staff member.
MyOutdesk: So Jessica, what would be the one thing that if a colleague was asking you about hiring a virtual assistant
from myoutdesk that you would go ahead and talk to them?
Jessica Fox: So if it’s an agent I would tell them that a virtual assistant is the difference between you
talking about it and thingking about it and you doing it because time is usually our
enemy and we just rn out of time, So having that person that is an implementer is a
difference-maker in the trajectory of your business. Its really that to be in point before
you hire a full time assistant they can really make that process and timeline pretty quick.
And once you do it you’ll never look back, so don’t over think it. Find a mentor that 2
steps ahead of you, follow what they’re doing, borrow everything that they are using
and they’ll share it. And never look back, you’ll love it. For a team leader I think you need
to find someone like me or many of the other people that are doing this and learn how
specifically we’re using it. Just duplicate it, we share it because that’s what we do in my KW.
So once you do that, once you put everything in place, you’ll be wanting more and
more and more because the difference between a staff member and a virtual assistant
is a staff a member can justify being busy or seem like they can’t handle what we’re giving
them and that’s true, I run into that all the time. But a virtual assistant is that their sole
purpose is that to get certain tasks done at a certain time every month in a consistent
basis. And so when you add that consistency to your systems within the office you grow
exponentially and that’s really everything.
MyOutdesk: What would you tell a colleague thinking about utilizing one of our Virtual Assistants?
Jessica Fox: So I believe that a virtual assistant can help an office provide a more consistent
higher level of service from recognition to communication, to the calendar, to just about
everything you can imagine. They can provide consistency in a concierge approach to it
because the consistency is a concierge approach to it. You can add services to your
agents within the office. Offering things that can be done by the virtual for them and
then in terms of their trajectory you can be a role model to the agents in your office that
would greatly benefit from that level of leverage and by being a role model to your
office by using them, you really can be supportive and you can show them the way and
they’ll never leave you when you show them this. It’s awesome!
***MyOutDesk’s part-time services have been discontinued.