Boost Productivity with Task Delegation: Find, Train & Retain

As a real estate agent, there comes a point where you realize you simply can’t do it all on your own. You’ve built a thriving business and nailed down your systems, but the day-to-day grind of managing administrative tasks, client communication, and transaction coordination is consuming your time.

If you want to focus on scaling your business, closing more deals, and growing your client base, delegation is no longer a luxury—it’s a necessity.

At Level 4 of Tom Ferry’s 8 Levels of Performance, the focus is all about delegation. It’s time to master the art of handing off tasks and hiring the right people, so you can concentrate on high-value revenue-generating activities that drive business growth. In this blog, we’ll dive into the strategies and tools you need to master delegation and build an efficient real estate team.

What Does It Mean to Delegate in Real Estate?

Delegation is the process of assigning tasks to others so that you can free up your time for higher-value activities – those that generate revenue. In real estate, this often means delegating time-consuming tasks like managing paperwork, organizing schedules, handling transaction details, and even client communication.

When you free yourself up for only revenue-generating activities, imagine how much more you can generate. 

But delegation isn’t just about getting things off your plate. It’s about ensuring that tasks are completed efficiently and to a high standard, allowing your business to operate smoothly and grow consistently. 

How to Delegate Work Effectively

Effective delegation requires a clear strategy, the right tools, and the right people. That starts with defining what needs to be delegated – an essential element of business planning

Which tasks are preventing you from focusing on growth. Think about:

  • Administrative tasks: Managing emails, scheduling, and client inquiries.
  • Transaction management: Handling contracts, deadlines, and paperwork.
  • Marketing efforts: Social media posts, email campaigns, and follow-up systems.

Determine the gaps in your business and identify the roles that can help fill them. These are often tasks that can be handled by others, such as an administrative assistant or a real estate transaction coordinator.

Your First Hire: Assistant vs. Transaction Coordinator 

The two most common hires at this stage are an administrative assistant and a transaction coordinator. But how do you decide which role to fill first?

Hiring an Administrative Assistant

An administrative assistant is great if you need someone to handle general office management, client communication, scheduling, and day-to-day organization. They can free up your time so you can focus on prospecting, lead generation, and client-facing tasks.

Key Responsibilities:

  • Managing emails, phone calls, and client inquiries.
  • Organizing your calendar and scheduling appointments.
  • Data entry and maintaining your CRM.

Hiring a Real Estate Transaction Coordinator

A real estate transaction coordinator specializes in managing the process from contract to close. This role is ideal if you’re overwhelmed with the details of your deals and need someone to handle all the paperwork, deadlines, and compliance issues.

Key Responsibilities:

  • Managing contracts, disclosures, and legal documents.
  • Ensuring all deadlines are met and necessary signatures are collected.
  • Communicating with escrow, title companies, and other stakeholders.

Which Role Should You Hire First?

If your day is bogged down by general admin work, start with an administrative assistant. If transaction management is taking up all your time, hire a transaction coordinator. Alternatively, you could start with a marketing-related role such as a videographer, a social media manager, or an all-around marketing specialist. It all depends on your specific needs. 

Hiring and Onboarding New Team Members

Once you’ve decided on the right hire, it’s time to create a structured hiring and onboarding process.

Compelling Job Description & Effective Recruiting Channels

Make sure to develop clear job descriptions and post them in places where you’re likely to attract quality talent. You can choose sites like Indeed or LinkedIn, but you can also be open to online ads or looking into local recruiting agencies.

Interviewing Best Practices

You’ll want to have your interview questions lined up in advance. For example, you can use these administrative assistant interview questions to find someone who’s a perfect fit for managing your operations. Similarly, ask transaction-specific questions to ensure your real estate transaction coordinator is detail-oriented and deadline-focused.

Onboarding New Hires

Once you’ve hired the right person, a smooth onboarding process is crucial. Create an onboarding checklist that defines their responsibilities, workspace setup, and key timelines. Scheduling regular check-ins during the first 30-60 days will ensure they’re settling in well and understand your business processes.

Key Tools and Software to Streamline Delegation

The key to effective delegation is using technology that helps streamline communication, manage tasks, and automate repetitive processes. Make tools available to not only manage your employees but also set them up for success. 

  • CRM & Task Management Tools
    Using a CRM allows you to keep track of all your client interactions, follow-ups, and deals in one place. Tools like Asana or BoomTown can help you delegate tasks and ensure nothing falls through the cracks.
  • Business Technology & Automation
    Leverage business technology and automation software to reduce manual work. For example, you can automate follow-up emails, appointment reminders, and lead nurturing tasks, freeing up even more time for high-value activities.

This is also where having clearly defined Standard Operating Procedures comes in. An effective S.O.P. is one that can be handed off to anyone and will allow them to perform the task in the exact same way to achieve the same results. 

Employee Development and Managing for High Performance

Building a strong team is about more than just hiring the right people. It’s essential to continually develop your team’s skills and provide them with opportunities for growth.

  • Growth Mindset: Encourage a growth mindset within your team. Set expectations for continual learning and improvement, and provide access to resources that help them develop professionally.
  • Training: Ongoing training ensures that your team members are always improving and staying on top of industry trends.
  • Daily Action Checklist (DAC): Implement DACs for each team member, ensuring they are focused on key tasks and contributing to the overall growth of your business.

Key Elements of Employee Administration

Running a team requires more than just task management. You’ll need to handle the administrative side of employment as well:

  • Compensation Models: Make sure you’re offering competitive pay that aligns with the responsibilities of the role. Factor in salaries when working through your business plan template.
  • Legal Considerations: Be aware of employment laws and ensure your business is structured properly to avoid any legal issues. Setting up a payroll system will ensure your employees are paid on time and correctly.

Train and Then Trust

If you hire and onboard a bunch of new employees and then spend all your time micromanaging them and holding on to control, you’re wasting that time and you’re probably not ready for leadership. 

At a certain point, you need to let go and allow them to do their jobs so you can be free to focus on high-value activities that drive business growth.

Remember, mastering delegation at Level 4 prepares you for Level 5, where you’ll start to build out your real estate team and expand your business even further.

Are you ready to start building your real estate team and focus on growth? The fastest, safest, most proven way to do it effectively is with a coach. That’s how industry leaders scale their businesses.

Schedule a business growth evaluation with a Tom Ferry team member today.

About the author

Ferry Intl.