Transitioning

Acclimation to Transaction Coordination and Assistance

“Get into the Groove” (cue the Madonna hit)

If you’ve never had an assistant working with you on your transactions before, initially it will feel very unfamiliar and maybe even a little odd. Upon hiring yourself an assistant your first transaction will feel like an awkward first date, where the agent and assistant are both trying to figure out their respective roles. Even though Assistant tasks are outlined, if an agent has only ever done everything on their own, it can be jarring when someone steps in to take some of the tasks off their plate. The adjustment will take some time, patience, and flexibility. The more you work together, the easier it will be for your transaction assistant to anticipate your habits, and your system of doing things, which will eventually result in a seamless transaction. Clear communication is necessary while first becoming acquainted with each other.; however, once minor adjustments are made you get into the groove of familiarity, and develop a connection, bond, and trust over time. 

Some tips that can help you transition:

• Be sure to communicate clearly. Vague instructions can cause delays or possibly misunderstandings. 
• Always copy your assistant on ALL your email and file correspondence. Whether those emails are with your clients, other agents, the title company, the lender, or even if you aren’t sure, just add your assistant anyhow! It’s really important for your assistant to be able to follow along so they are kept current on the status of the transaction and what has been communicated so they are up to speed and can assist as you need.  Initially you may forget to do this, so it might take some reminding, but over time it should become natural and second nature to do so.  
• Discuss how you best communicate or your preferred communication style. Is it difficult for you to take phone calls, but you can easily answer a text? Or do you prefer email communication because you like the ability to reference back to it? If you are clear about which methods of communication you prefer, it makes it easier to stay in contact and get connected when it’s necessary.
• If you have particular time constraints or periods of time when you are typically unavailable, be sure to communicate that in advance. If you know you need something specific from your assistant, giving notice in advance is really helpful and leaves little doubt or reason to worry about the task getting completed.
• If you have specific concerns or questions about working with your transaction assistant before getting started, please feel free to ask and we will address them right away.