Without question, Top Producer is one of the most popular industry-specific contact management systems —it’s also one of the most complex. Perhaps this is why VA
Anne Grove of Denver, CO keeps so busy helping her REALTOR®
clients.
MI: Anne, please
share with us your unusual background of both
real estate and technology…
AG: I sold real
estate from 1982 to 1991. In 1990, I bought my
first laptop computer and began using ACT to
manage my business. Fascinated by the power of
databases, I found myself bitten by the
technology bug and left real estate to be a
technical recruiter. After the dot.com crash in
2000, returning to real estate in the capacity
of a licensed consultant was the only logical
choice to fully utilize my unique skills and
background.
MI: You help
REALTORS® with using Top Producer 6 and 7i. Which
version do you like better, and why?
AG: I have helped
numerous clients with it and wholeheartedly
endorse the need to use it or a similar program
to streamline operations and increase client
contact in an efficient manner. Top Producer 6
and 7i each have different strengths and
weaknesses. A thorough assessment of how it will
be used and by whom is the best way to determine
which product suits a particular agent's needs
best.
MI: As a VA, how
are you able to "run" an agent's Top
Producer program remotely, so they get the
benefit without having to be tied to a computer
all day?
AG: There are
several ways to access and run Top Producer
remotely. Version 6 can be accessed remotely
using a program like GoToMyPC but this can be
cumbersome depending on the speed of the
Internet connections at both ends, the firewalls
involved and the tasks needing to be executed.
For daily or frequent access to Top Producer, I
suggest checking out the data and installing it
on the PC of the person who will be using it
remotely. The data can then be synced via
GoToMyPC or emailed. The drawback here is
that only one instance of Top Producer can be
installed on a hard drive. Top Producer 7i is all
about remote access. The data is stored on Top
Producer's server and can be accessed by anyone
with the login and password via a Web browser
and Internet connection.
MI: Please give
us some examples of what you do for agents on a
day-to-day basis with respect to their contact
management system.
AG: Of course
maintaining contact data and mailing lists is
the first thing everyone thinks of, but this is
just a small part of what Top Producer can do
for an agent. Plans to manage listings and
properties under contract can be used so that no
detail is overlooked. Similar plans can be used
to keep in touch with prospective buyers and
sellers with emails sent directly from Top
Producer if you choose. If you prefer snail
mail, Top Producer can save an unlimited number
of letter templates and print them for a single
client or prepare and print mass mailings,
including the envelopes and labels.
MI: What would
you say is the biggest mistake REALTORS® make
when using a powerful contact management system
like Top Producer?
AG: Probably the
single biggest mistake is using it as just a
mailing list or contact management tool. Top
Producer is capable of so much more and if an
agent has invested in the program, they should
invest just a little more in learning how to use
it effectively. I suspect very few agents need
the full capacity of Top Producer, including its
financial features. So, picking and choosing how
it can best help is critical, but certainly
using it for more than a mailing list/contact
management tool is important. A close runner up
is not investing in a Palm or other PDA. With
daily syncs, you can have all the information on
your clients, prospects, and transactions with
you 24x7!
MI: What other
types of tasks do you do for your clients?
AG: I do lots of
consulting on technical matters, teaching
Realtors® how to use technology to enhance their
business --everything from email to databases,
Microsoft Office applications, and implementing
websites. I have one primary client for whom I
manage most of his client relationships. I
maintain ongoing contact with his active buyers
and sellers. This includes transaction
processing, discussing feedback, updating CMA's
and working with buyers to establish criteria
for their home search and determining which
properties they want to see.
MI: What do you
like most about working with REALTORS®?
AG: Since I was one
for 10 years, I understand what their lives and
businesses are like. I enjoy helping make them
more efficient, letting them have more free time
and stepping in when they need to clone
themselves. I get to do all that, mostly on my
own timetable, from home and without the day-to-day stress of being on the front lines
24x7.
MI: Last
Question: What advice do you have for REALTORS®
who are thinking about hiring a VA but haven't
yet made that first step?
AG: Give it a try!
Start with one small task that can be easily
measured or monitored and has a distinct start
and finish. That will allow you to sample the
communication style of the VA and see if you
like the results.
MI: Anne, thank
you very much for sharing your special insights
to how REALTORS® can get the most out of their
contact management systems!
AG: Thanks Michael.
I hope this helps your readers get motivated to
use Top Producer or another similar contact
management program more effectively.
Although Anne is not taking on
any more clients at this time, you can contact her
via e-mail at mailto:Anne@BrokersAid.com.
Always remember to do a
thorough due-diligence before hiring any kind of
assistant. This interview is part of an ongoing
series of VA profiles designed to help you find
that perfect VA that will launch you to the top
quicker and with less effort than you ever thought
possible!
