Tracking tasks and action items effectively is a necessary skill you will need to master in the Administrative role. Your system for keeping track of daily, weekly, monthly, or long-term tasks could make or break your success in this position. Your Agent will be giving you various tasks and action items during the day and week and will expect you to be able to track and follow up on them even when they are long-term tasks or projects.
To master the workflow of incoming new tasks or action items, here are 5 steps we can take.
Capture: Get it out of your head!! Here are a few suggestions for where to store these tasks or action items as they are working their way out of yours or your Agent’s brains!
- Intake list: Possibly a google form to fill out with any new ideas
- Shared notepad
- App on your phone: Evernote, Lists, Reminders
- Email folder: Labeled “Projects” or Tasks”
Clarify: Is it actionable? What are the steps?
- Is it something you need to work on or something you need to know?
- What is the priority level?
- What is the deadline?
- Who else needs to know about this?
Organize: Where does it go next?
- Priority list – Daily Priority Report
- Transactions – Add item to transaction checklist in CRM
- Folders/ Labels/ Tags – in your email (Projects: Clients, Templates, Recurring, ect)
- Online system: ToDoist, Trello, Google Tasks
Reflect: Check in daily and weekly
- Review your list of completed projects and daily to-do list
- Plan for the week or day ahead. Adding to your calendar using TIme Blocks
- Look for items you have missed
- Check through your texts and voicemail before leaving
Engage: Trust your intuition
- What are you able to complete?
- What is the highest priority?
- Do you have the energy to complete it?
- Do you have the time to complete it?
An important thing to keep in mind is that not everything that needs to be done will be a short-term action item. When your Agent drops an idea that’s more of a “someday” idea, make sure that you have a system for tracking and revisiting those ideas as well!
-
- Projects
- multi-steps
- Waiting/Follow-up
- for someone else to do or needing follow up
- Next Action/High Priority
- to do as soon as I can
- Reference
- might be needed in the future
- Someday/Maybe
- to do as soon as I can
- Completed
- tasks that are completed
- Projects
Since it’s your responsibility to own your action items, it’s important to set up a system you feel works well for you! It’s also your responsibility to keep your agent updated on action items without them having to follow up with you. When you have ownership of these tasks and action items, you will be able to get more done and achieve more in your role.
Author: Becki Seay
Trainer, Your Realty Leverage, Inc.
👉 Want support in Training? Check out our options: Training Programs
Relevant experience is imperative –the absolute most important quality–to look for when hiring a great transaction coordinator. Be sure that the candidate for the TC role has experience in your geographic area and fully understands the dos and don’ts of real estate in your state or specialization.
Be sure to check references. Speak with previous clients before you decide that a candidate is right for the transaction coordinator job. Gain a full understanding of how the TC handles the transaction from contract to close. Remember, it’s the role of the TC to offload some of the tasks keeping you from focusing on your 20%. A good TC should help to ease a real estate agent’s stress and workload. Make sure the candidate is nimble and able to switch gears quickly and is adept at problem solving. Try your best to really understand their abilities before onboarding them and introducing your real estate business to them.
7 Qualities of a Good Transaction Coordinator
So, you’ve done all your research, had your interviews and completed your homework but still aren’t sure. How can you tell if you’ve found the right real estate transaction coordinator? Let the seven below qualities be your guide.
- Makes Decisions Quickly
If the transaction coordinator possesses problem-solving skills along with emotional intelligence, this will be quickly evident. If your new recruit has the ability to jump in and take on the reins with little to no supervision from you, you’ve got a winner. This level of confidence comes from experience, so be sure your TC has extensive experience closing transactions.
- Pays Attention to the Details
You’ll know your TC is good if they check the fine print, are comfortable following up with all the parties involved in a transaction, and are not easily distracted. If your real estate deals start running more smoothly, this is a large indication you’ve got the right person doing the job.
- Embraces Routine
Structure and organization are key skills for a transaction coordinator. If your TC is dedicated to following a certain process,has checklists and also creates detailed to-do lists, these are great indicators that you have chosen the right person for the job.
- Pivots Easily
Even though an emphasis on routine is important, so is flexibility. It is absolutely necessary to be nimble when issues or the unexpected pops up.. Having routines and processes helps to be able to pivot when curveballs arise.
- Fits in Culturally
Whether your transaction coordinator is remote or inhouse, it’s important that they exude the qualities of culture you have taken the time to grow at your office. Are your agents more productive and less-stressed? Do you have a good customer satisfaction rate? Then you’ve found a good real estate transaction coordinator! This person fits in and improves the overall experiences for everyone around them.
- Communicates Clearly and Thoroughly
Being able to clearly and easily communicate with pretty much anyone is a needed quality in a TC. When you see how comfortable, helpful and professional a TC is when communicating with agents, customers and vendors on the phone or through email, you can be satisfied that you have found someone good for the role.
Additionally, a real estate transaction coordinator should be able to “read the room”. When they can adjust the way they address others and pick up on all the idiosyncrasies of each individual, these are tell-tell signs you’ve got a winner on your team.
- Has a Passion for Paperwork
Believe it or not, there are people who love the complex paperwork that needs to be done in real estate transactions. If your new transaction coordinator is happily tackling their work with zest and contentment, this is a key indicator that you have found a good fit.
Successful Transactions Start With Your TC
Success during a real estate transaction starts with a qualified, competent, and experienced transaction coordinator. Your Realty Leverage offers Transaction and Listing Management services that are proven and streamlined. Our experienced transaction coordinators are here to make your life easier.
The YRL Admin Services department provides immediate, dependable leverage to agents, teams and brokerages. During this market shift, look to YRL to partner with you to ensure success. With Your Realty Leverage, you can enjoy services provided on a per listing/transaction basis, use us as much or as little as you need and/or fill the gap that exists due to downsizing in a shifting market.
Let YRL ease your stress and your workload. Simply go to https://submitafile.com today to get started. If your TC is looking to level up their skills, we also have coaching available!
Shanda Macomber
Owner, CEO of Be Happy TC
Coach, Your Leverage Coach
Direct (Call or Text): 951-474-1938
Need to schedule a 30-minute meeting with me? Please click on the link
Coaching is now available, inquire if you are interested.
Building a highly profitable and successful business in real estate is a feat of its own, but what comes next? Once you’ve done the work to get the business, the next step is to hire an admin to help you as an agent/Rainmaker stay in your 20%: selling! Hiring an admin to help support the backend of your business is a huge step, but what’s more important is having streamlined processes and a solid foundation for you to grow your team.
One of the most important things your new admin will get out of training with Your Realty Leverage is a written Operations Manual or a Standard Operating Procedures (SOP). But why is this important to your team? An Operations Manual is built with the most important things that your team does. From standard team information to what to do when a new lead comes in, it helps create a standard process for the team for each detail in your business. The best part of an Operations Manual is that it is 100% customizable to YOUR team and YOUR processes! Regardless if your business is mostly referral-based or lead generation based, there’s a listed process for every step.
Some of the major sections in an Operations Manual are:
- Operations/Administrative
- Brokerage Information (splits, caps, etc.)
- Lead Generation
- Sellers
- Buyers
- Economic Model
- Budget
- Organizational Model/Team Structure
This Operations Manual/SOP can “live” in many different places. Trello, Google Sites, Google Docs, etc…there are no limits! A personalized and built out Operations Manual can do many things for your team. It can be used as a training tool for new team members (admin or agents) to learn your team’s processes and procedures. It can also be used to set expectations for your team to refer back to.
Have an experienced or new admin you would like to build out an Operations Manual? Reach out to us at info@yrltalent.com for more information on how we can help!
Personal Development Plans and Their Benefits
We have all tried to make a personal development plan in our life – whether it was for losing weight, planning our careers, or learning something new. At Your Realty Leverage, we strive to ensure that all of our staff members discuss personal development and learn from each other on this subject. For example, every Wednesday in our Daily Stand Up meeting the facilitator opens a conversation regarding personal development.
The benefits of a personal development plan is that it gives you the best possible chance for success and maximizes your potential. As stated before, these plans can be used for business or personal growth. You would think it would be easy to create a plan like this for yourself, but the truth is that you are most likely your own worst critic. It can be easy to feel like you are not accomplishing your goals when you’ve set them too high. Let’s discuss some tips for creating an achievable personal development plan that will help you to more easily reach your goals!
Start Now and Challenge Yourself
The biggest step is to just dive in and start. It can be nerve wracking to try something new and to change, but if you don’t start then you will not see the results you want. Do something about your personal development plan today! It’s going to take some time to achieve lasting change, so you need to start now. You can build on what you do today, tomorrow.
Your goals need to be just out of reach. If you reach for an impossible target, you’re setting yourself up for a failure. If you stick to what’s easy, you’re denying yourself the satisfaction of achievement and only minimal change will occur. Find that middle ground with a stretch goal in your personal development plan.
Baby Steps
As stated before, your goals need to be just out of reach. When you are setting your overall goal, remember to break that large goal into its smallest components. Keep the end result in mind as you focus on the smaller bite-sized steps that will help you achieve your main goal.
The smaller goals you create to accomplish the main goal should be SMART:
Specific – stating exactly what you want to achieve or change
Measurable – having a quantifiable goal that is easy to track
Achievable – realistic and attainable; ask yourself if you can complete them in a certain time frame
Relevant – your goals should relate to your overall aims and longer-term ambitions
Time-based – setting realistic timescales to achieve your outcomes; you can split your goals into short-term, medium-term and long-term
Be Intentional and Recognize Your Worth
Whatever you intend becomes your reality. Find your true intention before you resolve to do something, and make sure you really want what you say you want. If your goal and your intention are not aligned, then you’ll think up lots of excuses and all sorts of situations to prevent your progress. Be honest with yourself about your growth and progress. The only way to improve is to recognize your weaknesses and work on them.
When making a personal development plan, it can be easy to criticize yourself and think about the changes you want to see. However, you also need to focus on what you already have. You need to remember what you already bring to the table and realize that you are making this plan to expand on what you have and have already accomplished. Think about how others benefit from what you do. If you improve yourself, those benefits will increase.
Be Accountable
You are responsible for your own progress. You are responsible for what you are today and where you are today. That means it’s your job to initiate the steps involved in your personal development plan. If you don’t bother, no one else will. It also means that you own the result and no one else is to blame. The buck stops here!
Another great way to hold yourself accountable throughout your personal development journey is to have an accountability partner. The idea is that once someone other than yourself knows what you need to do or what you want to achieve, there is a greater incentive to go out and do it to avoid having to explain why you didn’t to another person. Accountability is a great way to keep your motivation high.
Keep Going and NEVER GIVE UP
Setbacks are going to happen, and some weeks you might not be as motivated or maybe just exhausted. That’s okay! Remember to take a step back and focus on the why behind your plan to help remind yourself of the reasons for which you created it in the first place. Life works in cycles and moves to a rhythm. You will have ups and downs. When you hit a slow point or things don’t seem to be moving, don’t give up! Instead, keep going. There is no such thing as continual rapid advancement, and that means your personal development plan needs to be achievable and balanced. Find your rhythm and go with the flow.
Remember that there is no such thing as finished personal development. You can go on learning, changing, and renewing for all of your life.
Well, this summer certainly came in like a wrecking ball! We are teetering on August and that means the majority of people are getting the last bit of vacation in. Probably even more so this year than ever!
So if you are sitting there dreaming of being poolside sipping on mojitos and still want a flourishing business, there are a few steps to take to make that happen. We all deserve downtime, self care is essential to a thriving you AND a thriving business. Here are five ways to set up your business to carry you through the rest of the summer and set yourself up for success for the remainder of the year.
1. Master your mornings: you may be thinking “where is she going with this” but let me tell ya.. The way you start the day is a big indicator of how the rest of your day is going to pan out. Wouldn’t you rather have a peaceful morning where you are not rushed for time and feeling like you are ahead of your day instead of rolling out of bed and rushing to the office with no time to stop for coffee? This is where you set yourself up for success. Get yourself out of bed, meditate if that’s your thing, go to the gym, journal your gratitude or intentions for the day. Get yourself prepared for what’s to come and start your day with the energy that you can conquer it all.
2. Timeblock: this one is HUGE. You need to lay out your day, have a clear picture of what the expectations are for the day so you can execute them properly. Your calendar should be planned a week in advance so that when Monday comes you are not flying by the seat of your pants. In your schedule you should have everything laid out, I recommend starting by filling in your non negotiables (Dr appts, childrens extracurriculars etc) and then move on to the daily tasks you have (for instance if you are a realtor or ISA you should have consistent lead generating time) and then move on to meetings/work related appts etc. Be sure to review your schedule for the next day every evening so you know what to expect for the next day.
3. Stick to your schedule: This is HUGE and sounds WAY easier than it actually is. We all know life and distractions can get in the way. However if we are building a business we have to act like it. We have time blocked our day for a reason and sure there are going to be times that there are conflicts with it that you just cannot escape, however that is when you have to erase and replace. Just because something came up during your time blocked lead generation time does not mean you can just skip it… you need to make time somewhere else.
4. Maintain your self care: This is also a big one and is vital to a growing business. We as entrepreneurs have a tendency to work ALL the time. While that is great, we are passionate about our careers, we need to make ourselves a priority too. Schedule in that self care time, weather it is an hour a day or a half day each week, this time is important to unwind, breathe and have those moments to yourself without the hustle and bustle of work ,/p>
5. When you are taking a day off or on vacation UNPLUG: we all deserve time off. When you are enjoying the last bit of your summer please remember to unplug. Set your vacation time up for success by making sure you have someone covering your business. YOU DESERVE IT!
In any job, it is important to stay organized. In a rapidly growing company, things are constantly changing. New opportunities arise and priorities shift causing employees to pivot on a regular basis. In a constantly changing environment where your target is constantly moving, getting and staying organized – as an employee, as a department, as a company – can be even more challenging. Organization is crucial to setting priorities and keeping track. In my role, I have found a few key tools that are crucial to staying organized and moving goals forward. They are simple and fail-proof. If you do not already use these tools, whether you are in a growing and changing company/role or not, I encourage you to practice them so they become part of your routine. They will become the staples in your organization arsenal.
Manage Your Calendar
As last week’s post mentioned, time blocking is crucial. At fthe beginning of every week, I take time on Sunday evening or Monday morning before the work day starts to review my schedule for the upcoming week. I take a look at any deadlines I may have or reports that are due and make sure to include prep time for them on my calendar. I also see what meetings I have scheduled and I gauge whether or not they need to be shifted around. Is a coworker who I regularly meet with going to be out of town? Do my non-company meetings conflict with a team meeting or a 411? Thinking about these things and planning ahead for the week helps set me up for a healthy start to the week.
Of course, things come up each and every day that require you to shift your schedule. It may be a last-minute meeting with my supervisor, or perhaps a team members need some assistance and support in handling a particular situation. Someone may get sick or a client may need to shift a meeting to a different time. And so it’s important to move time blocks around every day so as to address these ever-changing priorities. At the start and end of each day, allow for some time to adjust your calendar so you can be prepped and ready for the rest of the week
Create Tasks using Technology.
When new tasks come up, consider the tools that technology provides in task management. The following three methods have become part of my everyday organization strategy: 1) Google Calendar; 2) Slack; 3) Zoho Sprints
Google Calendar is most useful for tasks that I need to accomplish. To create tasks in Google Calendar, click on CREATE, then TASK, and then input the information relating to the task. Tasks can be scheduled for specific times or you can choose ALL DAY so tasks all are listed at the top of your calendar each day. As priorities change, tasks can be moved from one day to the next. And, of course, it always feels good to check off a task on the list when it has been completed.
Slack is useful for updating team members or other coworkers on items that need to be accomplished. There are task apps that can be linked to Slack that help draw your eye to certain things or group items in a more visually appealing way. However, a basic (and free!) way to set up tasks via Slack is to use PINS. Type a task into the designated channel and/or tag the designated individual responsible for completing the task and post it. Then, click on More Actions and chose Pin to this conversation. Pinned items are much easier to see and they can be separated out so pinned tasks can be grouped and viewed together. items groups together. This can very much help with staying organized.
ZohoSprints is something that we use as a company to keep track of tasks. We divide tasks into Months and then they are prioritized further into August A and August B Sprints. Each Sprint is to be completed in a two-week time period. This helps ensure that each department is moving forward and making progress on important tasks. Sprint tasks can be assigned to different team members so at weekly Department or Team meetings, priorities can be discussed and tasks can be updated.
Develop (and USE!) Systems and Checklists
Systems are critical to keeping organized. For example, for meetings, having an Agenda prepped and ready to go helps keep things on track. I have a standard Agenda template I use for certain meetings. I open them up and revise them prior to each meeting.
For every client call, I follow a process that has been documented and saved so it can be used time and again by me or by anyone else. Prior to each client call, I open the process document, review it, and update it. I make notes on any additional information I may need to provide to this client. And then I take notes during the call. I store the agenda and notes in my Client File and it becomes easily accessible for me and for my team members as they begin to work with new clients.
Brain Dump
When anxiety strikes, it can be so helpful, even therapeutic, to brain dump everything into a speadsheet. I have a Google Spreadsheet set up with the following columns:
- Date of Input
- Task Name
- Category (that each relates to from my 20% or 80%)
- Description
- Due Date
- Notes
Inevitably there are times when my head simply cannot hold all the information (and it should not have to) so I go to my Brain Dump Spreadsheet and unload everything from the disorganized mess in my mind and into the document. I create a filter for all columns so I can sort the tasks based on the date the task is due, category, and input date. And when I complete a task, I simply remove the item from the list. I review and update this spreadsheet every day so I can prioritize and stay organized. It is a lifesaver.
I hope these tips have been helpful. As I mentioned earlier, they are simple and straightforward. They are easy enough to implement into your everyday routine. Like anything else, to get the most out of these tools, it takes practice. Add one of these strategies to your routine every week for the next four weeks and see how much more organized you feel!
Trust me, I know people roll their eyes when they see this topic, because I used to be one of those people. The understanding of time management and time blocking is truly an art and is something that you must master to advance in your role.
I feel like I need to pause here and address a key supportive subject… The 80/20 Principle. The 80/20 Principle derives from Pareto’s Principle: 80% of the output from a given situation or system is determined by 20% of the input. In other words 20% or your activities will yield 80% of your results. For example, an Agent’s 20% should be Scripts, Lead Generation, Lead Follow Up, Appointments, and Negotiations. What must happen or the business may lose money/clients? The 80/20 Principle is important to understand because it can help you identify which tasks or activities to prioritize in moving the business forward.
Ok, let’s continue… Time blocking is simply the act of blocking out sections of your calendar to reflect your daily and weekly priorities (your 80/20). If we don’t put the most important things first, unimportant things can easily fill our time and distract us. Time blocking is a tool that, when used effectively, can aid you in accomplishing your goals and tasks consistently. – If it is not on your calendar, it does not exist. BOLD LAW
A few tips for Time Blocking:
- “White space” or empty space on the calendar is ok, but you don’t want too much of it. No more than 20% of your day should be white space. When you block each section of your day you’ll never wonder what you should be working on next. In an average 8-9 hour workday, this would look like leaving about 1.5 hours of white space at a maximum, and during this time you would follow up on any outstanding items that could not be completed while you were working at other times blocks.
- Color coding your calendar is an important way to see at a quick glance how high priority an item is, if it’s something that can’t be moved, or if it’s personal time (like lunch or appointments). A calendar that is all one color is not as effective as a color-coded calendar. You should have a minimum of 4 colors on a properly time blocked calendar – one for personal, one for 20%, one for 80%, and one for agent/team-related meetings/events.
- Stay Accountable to your time blocks! Don’t allow others to interrupt your time block. Make sure you share your calendar with your team to ensure they know what your priorities are. You also need to respect your OWN time blocked calendar.
If you find that you’re working more than your agreed-upon hours, or you’re not getting everything done in a typical day, your calendar is likely the culprit and not your activities and to-do list. Time Blocking and managing time effectively is one of the most important skills that separate good Admin and Agents from great ones.
“Time blocking is transformational for salespeople. It changes everything. When you get disciplined at blocking your time and concentrating your power, you see a massive and profound impact on your productivity. You become incredibly efficient when you block your day into short chunks of time for specific activities. You get more accomplished in a shorter time with far better results.” — Jeb Blount
When you work virtually, it can be hard to get to know the people on your team. At Your Realty Leverage, our staff members live all over the United States and the Philippines. We have “offices” in a variety of cities and states such as St. Petersburg, FL, Clarksville, TN, Durham, NC, and Baltimore, MD. And in the Philippines, our staff works all across the country from Cebu City to Negros to Manila. As the company grows, more people from more states and more cities join the team. Yet when there is no water cooler to gather around and no common area to relax in for break time, it can be challenging to get to know each other and to create meaningful shared experiences.
As we continue to both serve our clients and build our team, we recognize the importance of intentionality in creating opportunities for coworkers to connect in ways beyond department meetings and 411s. There are several things we do at YRL that I personally have enjoyed being a part of and have found value in in terms of getting to know my coworkers in a deeper way. I have made a list of these activities and am sharing them here in the hopes that your virtual team can benefit from them. Remember: being intentional is the key!
- Daily Stand Ups: Each morning, the entire company gathers on Zoom at the same time for a daily check-in meeting. This is a time and space we have intentionally created so that staff members have the opportunity to 1) share what they are thankful for/give gratitude for something in any aspect of their life, 2) offer shout outs to team members who have been helpful in a certain way, have a birthday or noteworthy occasion, 3) make general announcements, and 4) share an activity or information on a designated topic depending on the day of the week. We have created routine around bringing everyone together and starting the day with a common, unified experience. It makes me smile to see all the talking heads pop up on my screen as my coworkers join the Zoom room for our call.
Some Daily Stand Up experiences are simpler than others. We move through the agenda for the day and then continue with our workday. However, there are very special moments that come out of these meetings which help us connect in different ways. We learn about each other’s lifestyles, families, friends, challenging situations, personal growth and development, new ideas, travel experiences, and so much more. It can provide a new perspective on a coworker or situation that resonates with you personally. And it helps create stronger bonds and a greater understanding of everyone on our team.
- One-On-One Meetings: It is common for our team members to schedule a variety of one-on-one meetings each week, typically with the focus on moving a specific project forward or gaining the skills and information needed to complete a given task. While those meetings focus on work, there is an opportunity to get to know each other by interacting in these moments. I encourage everyone to take some time in one-on-one meetings to pick up on verbal and nonverbal cues, to ask questions and build rapport with each other. We are so regularly focused on getting the job done that we can forget sometimes the human experience involved in getting us to reach a goal. Take time to learn about and from each other as you interact through your work
- Ice Breakers: At one of our recent Daily Stand Ups, a coworker led the team through an activity that really got us talking and laughing. It was a simple activity requiring that everyone comment on different categories and align ourselves with one side/option or another. Are you a dog person or a cat person? Do you prefer vacationing at the beach or in the mountains? Do you prefer sleeping in or getting up early? We were encouraged to respond via Zoom chat and, as we did, we commented on and went deeper with our answers. It created conversation and laughter, people joked with each other, others asked questions. We all got to be a part of the fun and we really enjoyed it. Incorporating ice breakers into your weekly routine can help contribute to breaking down barriers and aligning people in different ways.
- Happy Hour: On a Friday afternoon after a week of focus and hard work, it can be relaxing and enjoyable to gather with coworkers to debrief and transition into the weekend. Bring your own snack and a refreshing drink. Take off your blazer. Kick off your shoes and put your feet up. Let your hair down. Think about the challenges and the successes from the week. Recognize the accomplishments. Talk about plans for the weekend. And enjoy the company of your coworkers. Simply providing a chance for people to unwind and enjoy each other’s company can help build rapport.
- Culture Committee: Recently, we formed a Culture Committee to establish intention and structure around our company culture. We have not yet reaped the benefits of creating such a group. As time goes on, we will have different activities and there will be more opportunities for people to get to know each other. As the committee develops, I hope to write about how our culture has shifted and strengthened as a result of their work. Stay tuned for further blog posts with updates on being intentional with your team around getting together.
When it comes to finding talent for your team you need to do an assessment of your needs and your goals to ensure you are hiring to fit your current needs and your future needs as well. What role do you want to play in directing and leading others? Your leadership abilities can greatly impact the longevity of your team members. Are you looking to maintain the level of business that you have and have more balance in your life? Do you want growth and you don’t want to scale a large business? Is massive growth and building an empire what you are looking for? Do you want to be the one to lead the team, and cast that vision or do you want to be removed and have someone do that for you? Where do you want to be personally and professionally in 1 year, 5 years, or 10 years? It is critical that you assess this before you begin the hiring process to ensure you, your team, and the people you hire are set up for success.
Once you know where you want to go, you should begin assessing what & who you need. What are the soft and hard skills required for the role? You may be wondering…what is the difference between hard skills and soft skills? Why does that matter? Soft skills are non-technical skills that relate to how you work. They are things like communication abilities, adaptability, creativity, and work ethic. Hard skills are learned abilities either through education, experience, or on-the-job training, things such as bookkeeping, database management, and marketing. These are all things that can be taught.
Knowing this before you begin the hiring process is key as you prep a job description and compose your job posting. Your job description is your internal document – what are the expectations and day-to-day of this role, and what is the trajectory? Your job posting is your marketing piece, what is going to get the type of person you are looking for to say “that’s the job for me!” If you are looking for a driver that will be a key part of taking your business to that next level use words that speak to that, ie: Driver, Intraprenureal, Builder, etc. What are those key hard and soft skills you are looking for? Keep your posting simple – this is a quick hit, eye-catching description of the position.
Ensure you are hiring the right fit for the role. A driver is not going to be content or last in an environment where they do not have growth, they have to see upward momentum and a growth trajectory to get them to where they want to be. The flip side of that is someone who is not a driver will not last in a high-growth role. They are people that are more oriented to consistency and routine, they are not change-oriented.
Clarity on what your goals are and where you want your business to go and hiring to that will result in greater longevity and overall satisfaction for both you and your team.
Can professor X be my EA please?
Telepathy is the superpower that allows you to read a person’s thoughts. Professor X is a gifted fictional character in X-man and he has this superpower. He can read minds and in his story he can also manipulate minds. He’s someone I would definitely want on my bus, especially at the negotiating table.
Professor X also known as Xavier, is best known for the creation of a device called the Cerebro, a technology that serves to detect and track those individuals possessing the mutant or gifted gene, at the same time greatly expanding the gifts of those with existing psionic abilities through his schooling & mentorship.
I use this as an extreme relation to being an EA that is held to an impossible standard. We’re expected to create our version of a Cerebro and enhance the production & experience of those who need them. AKA we need to build something that sees all gaps and opportunities which in turn will enhance the support & experience for executives & the consumers of the businesses.
Being held to a standard as an EA is fine, Being held to an impossible standard isn’t always going to play out as one may dream.
Can we seem like we’re mind readers with incredible super powers? Sure. And to me how we “seem” goes hand in hand with the analogy of the swimming duck. Where the duck is kicking like Christano Ronaldo under the water and has their graceful sway above the water. Or that iceberg image that has all the positive enticing words like success, dreams, money, happiness, at the top of the iceberg and below it you see the not so woo hoo words like focus, work, discipline, missed events, tight budgets, etc.. Looks can be deceiving.
Because we work so closely with our executive as their EA we have a different relationship. We begin to move with the same tempo and beat. We nearly have silent communication after quite some time of working with this tempo or beat and we are able to sense the slight shifts of our each others tones, mannerisms, or facial expression And because of this silent communication we can mistakenly assume just that. We have heard silent communication. The executives move quickly and with this assumption of heard silent communication floating in the air they jump right onto the moving car and this is now the “how it is” The EA can now ANTICIPATE MY NEEDS and bam I can drop it and focus on that thing I know I want, need, desire, dream to have done.
As EA’s we have the ability to look at things at a much slower pace than that of our executives. We move behind the scenes & watch things evolve from a level executives just can’t or sometimes won’t. At this level, in our cheap seats, we have the ability to see patterns & habits, gaps & opportunities that can be undetected. We have the ability to see that one man way down the field who is wide open, ready for the quarterback to throw him the ball. We have an ability – Our ability is just that: an ability. Ability means “the power or capacity to do or ACT physically, mentally, legally, morally, financially, etc. We have the CAPABILITY and POWER to do something when we have the ability. So when we truly put in the exercise & discipline to work that ability we can see and begin to predict things to happen well before it even becomes a thought of a thought to our executives.
We can “seem” like we’re capable of being your professor X and the reality is we’re not quite THAT amazing AND when we put our learned & sharpened tools to work we can look pretty damn amazing.
This is all a lot of talking and the truth is you have to believe in your ability before you can begin to sharpen these tools and put them into action. You have to hear that the right EA has the desire to want this ability – we want to be ahead of you, we need to be ahead of you and in the beginning we need to learn HOW and as long as we know our why before we worry about the how the journey to development and growth because it’s way more exciting.
