If you have an assistant, how long did it take to train them? How many hours did you lose in productive listing and selling time? Your production went down did it not? And now if that assistant quits next month you have to start all over again. One way to minimize the time it takes to train a new assistant is to have an Operations Manual. The problem is that If you have ever written an Operations Manual you know that the day after you get it done and printed up, it is already on its way to becoming obsolete.
A much better way is to have activity plans in place in your CRM. The new assistant’s time to transition into their new job and the learning curve will be a very small percentage of what you just went through, which means you save a great deal of time and money.
Some CRMs enable you to have Notes in each task in the activity plan which you can use to describe click-by-click, how to accomplish that task. It can tell how to edit the letter/e-mail for that activity; how to print the report in that activity; what that activity is telling the assistant to do, why they are doing that activity, and so on. The notes section of the activity can be used as a Dynamic Operations Manual. This eliminates a tremendous amount of training time, and eliminates the need for a traditional operations manual for that set of tasks.
The difference is that with a paper operations manual in a small overworked team, it inevitably becomes useless, because it is not kept current. Using the activity plans, and the notes in the activities, means you can edit/change/update that particular activity on the fly, and it is automatically incorporated into any future launch of that plan. It is extremely easy and takes very little time, and therefore it is more likely that the plans will be kept up to date.
Also keep in mind when you are building your activity plans for listings and closings, that they should be extremely comprehensive. The goal is to prevent the outgoing assistant from having anything in their head, that is not in the activity plan. Any task they do regularly for any listing or closing should be a part of the plan. If it’s not set up that way, things will inevitably fall through the cracks because that person is not there to remember to do it. You wind up having to closely supervise the process again until you finally build the plans correctly – comprehensively.
To put it in perspective, the Buyer Closing Plan in my Trans-Plans has 117 tasks in it. So you can expect one that you build to have at least 60 to 80 tasks and probably more. The point is not that it’s a contest to see how many you can cram in there. It’s just that that is how many things you do almost each and every time you close with a buyer. If you do it, it goes in the plan.