Is This a $15 Task... or Am I Just Avoiding It?

How to Stop Micromanaging and Actually Get Help That Helps

Whether you're bringing on your first assistant or trying to get more mileage out of the one you already have, this episode is your permission slip to stop doing it all yourself and start delegating like a CEO.

We are pulling back the curtain on what it really takes to create a working relationship that feels supportive, not stressful. If you’ve ever caught yourself thinking, “It’s just easier if I do it myself,” this one’s for you.

✨ In this episode, we cover:

• Why communication (not just capability) is your assistant’s secret weapon
• How to use Loom and other tools to cut down on back-and-forth
• What to do before you hand something off (hint: examples = everything)
• Our favorite way to prioritize tasks based on ROI and energy
• The mindset shift that makes delegation way less scary
• Why “trust but verify” isn’t micromanagement...it’s leadership

💡 Real Talk Takeaways:

• Training your assistant is part of the job. You’re not failing, you’re leading.
• If you’re a verbal processor, stop trying to write it all out. Record a Loom and move on.
• Use visual trackers and regular check-ins to stay aligned without being in the weeds.
• “Is this a $15/hour task?” is your new mantra when you feel stuck or overwhelmed.
• Trust builds over time, but transparency builds it faster.
• Define success for every role, not just the result you want.
• Delegation is a two-way relationship. Expect feedback and give it too.

🎯 Chapter Markers
 00:00 — The Real Talk About Assistants
 01:55 — What Most People Get Wrong
 08:03 — Setting Expectations That Stick
 12:00 — Communication Tools That Save Your Sanity
 13:28 — How to Delegate Without Dumping
 14:43 — Building Trust One Task at a Time
 18:55 — Why Transparency Matters More Than You Think
 20:51 — Assistant Roles, Defined and Refined
 23:32 — Prioritization for the Win
 25:36 — Tools & Resources to Make It All Smoother

👉 Listen to the episode and take one action today. Whether that’s recording a Loom, scheduling a check-in, or finally letting go of that one task you keep clinging to.

 👉Download the 90 Day Assistant Success Plan: https://docs.google.com/document/d/e/2PACX-1vSEMbWB7AK9LuT2pRl6aaGUxMxdtjoexF8shcqi1QkGngSO3iS1yEHgmQfuCeWwKN7RKZBSJJcliQtt/pub
 👉 Subscribe to the newsletter for tools and templates that make delegation easier: Join here
👉 Follow on Instagram for daily inspo and real talk: @kristijencks
👉 Watch clips & trainings on YouTube: @coachkristijencks

If this episode gave you an idea you can implement in your business, don’t just listen — take it and run.

🎤 Book me to speak at your event/team meeting: 
kristijencks.com

📩 Subscribe to the newsletter for more strategies:
https://kristijencks.myflodesk.com/subscribe

🎥 More content on YouTube:
https://www.youtube.com/@coachkristijencks

📱 Follow along on Instagram:
@kristijencks

🎙️ About the Podcast

Take It and Run is the podcast for ambitious professionals—especially real estate agents—who want practical strategies they can implement immediately. Each episode delivers mindset shifts, frameworks, and real-world insights to help you move from thinking about it… to doing it.

Transcript

Kelcie Dowd (00:16.079)
Well, welcome to episode two of Take It and Run with Kristi and Kelcie Yes, we're just learning how

Kristi Jencks (00:39.075)
Woohoo! Yes, we're just learning how to do all this podcasting stuff, but we do promise that we're here to help busy professionals execute on the things that they want to execute.

Kelcie Dowd (00:50.683)
Yes, if you're experiencing the procrastination bug or the perfectionism bug or the, what's another one?

Kristi Jencks (01:02.9)
Overwhelmed?

Kelcie Dowd (01:03.607)
overwhelm, but a big one is imposter syndrome. That's a big one. But anyway, yeah, so that's what we're here to help with. And today's topic is a very frequently asked question, especially of you, Kristi, right? For the life of an assistant with.

the role between an assistant and a real estate agent. And it could apply to anybody, not just real estate agent. Yeah, I would say no less than a couple times a week do I get asked the question about working with an assistant, about interacting with them, training them, hiring them.

Kristi Jencks (01:33.678)
Yeah, I would say no less than a couple times a week do I get asked the question about working with an assistant, about interacting with them, training them, hiring them. I'll give you an example that I experienced today. I have a client who just hired a virtual assistant to help with marketing.

Kelcie Dowd (01:51.365)
just hired a virtual assistant to help with marketing. And as they're going through this, every time she emails the virtual assistant to do something, so for instance, I want to create a relocation guide, could you go ahead and get...

Kristi Jencks (01:54.83)
And as they're going through this, every time she emails the virtual assistant to do something, so for instance, I want to create a relocation guide, could you go ahead and get that started? And the person comes back and says, well, can you just send me what you want? And she's kind of frustrated because she's like, I don't have time to be writing these buyer guides and these relocation guides. What I'm really looking for is for them to get it started, kick it back to me.

Kelcie Dowd (02:06.882)
started and the person comes back and says well can you just send me what you want and she's kind of frustrated because she's like I don't have time to be writing these buyer guides, relocation guides, what I'm really looking for is for them to get it started, kick it back to me, but the virtual assistant just keeps wanting to be just a graphic designer and that actually could come back to what was the person hired for but ultimately we walked through today how to know how to respond when they keep giving the job

Kristi Jencks (02:22.338)
but the virtual assistant just keeps wanting to be just a graphic designer. And that actually could come back to what was the person hired for. But ultimately we walked through today how to respond when they keep giving the job back to them that they were hired for.

Kelcie Dowd (02:36.876)
back to them that they were hired for. OK. Yeah. Yeah. So what, how do they respond? Well, I mean, the first, my first reaction was to go back and say, you know, I hired you to make my life easier. You handing me my job back is not, you know, right. Making it easy. Kick rocks. that's not how you should absolutely, you know, that's not how you should.

Kristi Jencks (02:45.74)
Well, mean, my first reaction was to go back and say, you know, I hired you to make my life easier. You handing me my job back is not, you know, making it easy. Kick rocks. But that's not how you should absolutely, you know, that's not how you should respond back. My message to her was, I think that you should set up a one-to-one and explain, I'm really busy and can't give you all the research on a silver platter.

Kelcie Dowd (03:05.782)
to her was, I think that you should set up a one-to-one and explain, I'm really busy and can't give you all the research on a silver platter. So I want you to use a portion of your schedule, right? So that they know that this is part of your working hours, this is part of billable hours. I want you to use part of your schedule to do the research, get it all outlined to the best of your ability. I know you don't know this area, right? You've never lived in Queen Creek, you don't know that, but pull everything that you can.

Kristi Jencks (03:15.664)
want you to use a portion of your schedule, right? So that they know that this is part of your working hours. These are part of billable hours. I want you to use part of your schedule to do the research, get it all outlined to the best of your ability.

I know you don't know this area, right? You've never lived in Queen Creek. You don't know that. But pull everything that you can. AI is pretty good. It's going to pull up some really juicy things. Put it in a format. Get it 90 % there. Hand it off to me. I'll read it, make some edits, some tweaks, and give it back to you. But the idea of you waiting around for me to give you all the research exactly written how it needs to be, that's not what I need. And that also goes back to, did they hire a graphic designer or did they hire

Kelcie Dowd (03:34.989)
some really juicy things, put it in a format, get it 90 % there, hand it off to me, I'll read it, make some edits, some tweaks, and give it back to you. But the idea of like you waiting around for me to give you all the research exactly written how it needs to be, that's not what I need. And that also goes back to did they hire a graphic designer or did they hire an assistant who can help create the content and the graphic design? How would you respond?

Kristi Jencks (03:57.772)
you know, an assistant who can help create the content and the graphic design. But how would you respond?

Kelcie Dowd (04:04.908)
Well, as an assistant or as a Yeah, so from my perspective I Wouldn't I wouldn't be surprised if this assistant if her primary objective was to deliver what? Her boss wants right she doesn't want to hand her anything that that her boss doesn't want and she might see it as like well If you tell me exactly what you want, I can make you happy right away

Kristi Jencks (04:07.342)
Yeah, from your perspective because it's a little bit different than mine.

Kelcie Dowd (04:33.798)
Or I won't be spending time trying to make something that you end up not liking. And so maybe that's where that comes from of like, well, because it is helpful. I've asked before in different marketing things, what have you seen that you like? And that does help. So it's kind of like if this person is very new with your client,

Kristi Jencks (04:41.09)
And so maybe that's where that comes from, of like, well, because it is helpful, know, like I've asked before in different marketing things, I mean, what have you seen that you like? You know, and that does help. So it's kind of like if this person is very new with your client, she might not know her style.

Kelcie Dowd (05:03.308)
She might not know her style. You you and I have very different styles. And so when I'm making something for you, I know not to touch Army Green. And and same with Merrill, like, you know, and and so from my perspective, it's is she there's there's reasons why she could have. Yeah.

Kristi Jencks (05:05.39)
You and I have very different styles. And so when I'm making something for you, I know not to touch army green. That's a very good point. And same with Meryl. And so from my perspective, it's she.

I got another example. So in this same conversation, here's another from the same client that I was working with. She said, you know, she will even give her instructions. So she'll give her the content and she'll give her instructions. And when she gets the product back, it actually has the instructions in the content.

Kelcie Dowd (05:33.349)
the same client I was working with, she said she will even give her instructions. So she'll give her the content and she'll give her instructions. And when she gets the product back, it actually has the instructions in the content.

gosh.

Kristi Jencks (05:48.896)
Which to me says you're not actually reading what I'm, like you're not interpreting it. You know what I mean? And so she's frustrated because now she's like, I can't even put the instructions in there because then, you know, like, so my client just feels like.

I could be doing this myself at this point. It's not helping me. It's causing me more stress. And again, I came back and I said, well, have you discussed this with them? Is there any way that you could, in a one-on-one, say, when I'm sending you instructions, my expectation is you're actually going to read this and give it back to me in a way that's not a rough draft. Yes, it is a rough draft, but I want you to give it back to me as a final edit quality, which means that you actually read through it.

And you know, I don't know though, what's your response?

Kelcie Dowd (06:37.734)
I mean

OK, so I don't know these people. Is it you? Is you who I'm talking No, don't. But I mean, so this is mainly more of like a, OK, so I'm not just, I see myself as your helper. I don't see my title as an assistant anymore, especially since I worked with,

Kristi Jencks (06:45.006)
She doesn't even know who I'm talking about.

I see myself as your helper. I don't see my title as an assistant anymore, especially since I worked with, we have Georgia, we have a virtual assistant and everything too, and so I'm going off of that.

Kelcie Dowd (07:07.534)
We have Georgia and we have a virtual assistant and everything too. And so I'm going off of that.

if she were to see that, if she were to do something like that, I would definitely ask point blank, like, hey, did you mean to put the instructions in this? know, and instead of lack of care, yeah, it or just like something isn't computing, you know, something there's a disrupt there in.

Kristi Jencks (07:21.186)
definitely ask point-blankly.

you mean to put the instructions in this? It just feels like a lack of care. Yeah, it's just like.

Something isn't computing. There's a disrupt there from instruction to interpretation, like you said. sometimes, I don't know if the virtual system is a different country. And so sometimes there's like, I didn't fully understand the step A to step B. And there's grace for that. go, But it's like.

Kelcie Dowd (07:43.173)
from instruction to interpretation, like you said. And sometimes, know, sometimes working, I don't know if the virtual assistant is, if it's a different country. And so sometimes there's like, I didn't fully understand the step A to step B. And, you know, there's grace for that. you go, okay. But it's like, yeah, so has she, did your client talk to them about that?

Kristi Jencks (08:03.95)
Yeah, so has she, did your client talk to them about that? She's going to. She's setting up, so ultimately we got, we were getting to it finally, but I was curious, know, Kelcie's perspective versus mine, because this is just an example that comes up often times, and really what it is is unmet expectations, but the expectations weren't clearly communicated. And that's what I'd like for us to cover today, is I actually want us to just.

Kelcie Dowd (08:07.866)
She's going to. OK, OK. OK. We got we were getting to a fine. I was curious, know, Kelcie's perspective versus mine, because this is just an example that comes up oftentimes. And really what it is is met expectations. Right. The expectations weren't clearly communicated. Yeah. And that's what I'd like for us to cover today. I actually want us to just dive into some frequently asked questions. That was a specific scenario that came up. Yeah. But this happens all the time with.

Kristi Jencks (08:28.542)
dive into some frequently asked questions. That was a specific scenario that came up. But this happens all the time with people not setting expectations clearly on what they want. And then when their expectations are not being met, how do they come back and frame it, have a one-on-one, get the person, you know, because.

Kelcie Dowd (08:37.626)
you know, with people not setting expectations clearly on what they want. And then when their expectations are not being met, how do they come back and frame it, have a one-on-one, get the person, you know, because we've been blessed to work with Jeorjen and Ferlin.

Kristi Jencks (08:52.778)
We've been blessed to work with Jeorjen for a really long time. And before her, had, you know, all of our virtual assistants have been with us for a really long time. And even now, she'll make mistakes, but it's oftentimes, because I didn't do a great job, explaining to her what she needs to do. And by no means would I just say, oh, she's fired. It's like, oh, we gotta come back and figure out how do we get on the same page. So why don't we tackle some of these questions that

Kelcie Dowd (09:10.886)
Yeah, yeah, absolutely.

Kristi Jencks (09:22.032)
to real estate agents have about how to work better with their assistant.

Kelcie Dowd (09:25.786)
Yeah, one of my favorites that we have is how do I clearly communicate my expectations without micromanaging? And I did have one thing that it's simple tool that came to my mind that we use all the time loom loom Yes, and I know what that is is it's it's screen recording and it's you know, you can record yourself as well but like that's one of the

Kristi Jencks (09:35.758)
Okay. Go for it. L O O M. One of my favorite tools.

Kelcie Dowd (09:52.827)
best ways to communicate. know, Kristy, what's that stat about communication efficiency or effectiveness? Yeah, like 7 % is only the words that you use.

Kristi Jencks (09:57.454)
communication efficiency and effectiveness. Yeah, like 7 % is only the words that you use and then 30 something percent is your tonality and the rest is body language. So it's like 50 something percent. Yeah, so imagine how much more clearly and effectively and honestly for some, I would say for a lot of real estate agents, mean, yes, we live and die by our email, but a lot of them are expressive and have an also direct.

Kelcie Dowd (10:04.794)
And the rest is violent. Yeah. it's like imagine. So imagine how much more clearly and effectively. And honestly, for some, I would say for a lot of real estate agents, mean, yes, we live and die by our email, but a lot of them are expressives and have an also direct.

Drivers and so it could actually be really helpful and easier than writing out an email and instructions unless you're highly analytical But to to record yourself walking through what you want done And then send the link, know You don't have to reread your email to see what you wrote or you know anything like that It could actually take you less time but doing that being able to show this this this

Kristi Jencks (10:24.654)
And so it could actually be really helpful and easier than writing out an email and instructions, unless you're highly analytical, but to record yourself walking through what you want done. And then send a link. You don't have to reread your email to see what you wrote or anything like that. It could actually take you less time. But doing that, being able to show this, this, this.

Kelcie Dowd (10:50.188)
and explain yourself like that as if they were with you. Because that's the one drawback of a virtual assistant. They're not there with you for you to explain a little bit better. But that's the first thing I thought of when I read that question is, how do I efficiently express my expectations without micromanaging Loom videos? And it's funny because.

Kristi Jencks (10:50.19)
and explain yourself like that as if they were with you because, you know, that's the one drawback of a virtual assistant. not there with you. Correct. For you to explain a little bit better. But that's the first thing I thought when I read that question is how do I efficiently express my expectations without micromanaging?

And it's funny because Kelcie is the first person that brought this up to me that made me really like truly understand something about myself is she says well you're a verbal processor and it's it's true so for me to be able to communicate my expectations I don't do as well typing it out I'm much better if I can just like do a voice recording or I can do a video so a lot of times that's exactly what I do and if I find

Kelcie Dowd (11:22.17)
And it's true, so for me to be able to communicate my expectations, I don't do as well typing it out. I'm much better if I can just like do a voice recording or I can do a video. So a lot of times that's exactly what I do. And if I find myself trying to type through an email and I'm like, I will just immediately turn on the video and just talk.

Kristi Jencks (11:39.932)
myself trying to type through an email and I'm like I just I will just immediately turn on the video and just talk through it but let's let's narrow this down a little bit more so without micromanaging when you're going to hand something off there are a couple things that are really helpful like one when do want it back

Kelcie Dowd (11:50.181)
down a little bit more. without micromanaging, when you're going to hand something off, there are a couple things that are really helpful. Like one, when do you want it back? And how urgent is it? Right? So for instance, I needed to get some expense reports done. over the weekend, I emailed

Kristi Jencks (12:00.938)
How urgent is it, right? So for instance, I needed to get some expense reports done. over the weekend, I emailed my virtual assistant and I told her, you know, here's my expense reports. I gave her the link. She's already been trained on it. So she knows how to do it. If I had never had her do them before, then I would create a training video, right? So imagine I'm giving her a new job for the first time to do expense reports for me. I would do a training video.

Kelcie Dowd (12:11.064)
my virtual assistant and I told her, know, here's my expense reports. I gave her the link. She's already been trained on it. So she knows how to do it. If I had never had her do them before, then I would create a training video, right? So imagine I'm giving her a new job for the first time to do expense reports for me. I would do a training video, screen record how to do them. Since she already has that screen recording, she can go back and watch it. That's the other reason that I love making.

Kristi Jencks (12:30.882)
screen record how to do them. Since she already has that screen recording, she can go back and watch it. That's the other reason that I love making those videos is because she can go back and watch it. But I told her that I want her to work on this on Monday and then to email me as soon as she's finished. And the reason I said that is because the last time she did them for me, she did them, but she didn't tell me that they were done. And so I didn't get them turned in because of course in my mind.

Kelcie Dowd (12:37.518)
Yeah.

Kristi Jencks (12:57.312)
I sent it off, I was waiting for, and so I just told her, and sure enough, she's already done them, she's emailed back to me so we can close that loop. like.

Kelcie Dowd (13:04.986)
So like, you know, do they have the instructions on how to do it? If not, you need to give them the instructions. How urgent is it? So a lot of times when I'm Kelcie things that I need help with, I say things like, this is not urgent. I don't need this today, or I'm just giving you a heads up. So that way we can set some expectations of like, do I drop everything and work on this right now?

Kristi Jencks (13:06.368)
you know, do they have the instructions on how to do it? If not, you need to give them the instructions. How urgent is it? So a lot of times when I'm sending Kelcie things that I need help with, I say things like, this is not urgent, I don't need this today, or I'm just giving you a heads up. So that way we can set some expectations of like, do I drop everything and work on this right now?

Or can I finish some of these other things? And then also, if you're looking for a specific format, right? So again, if it's something that they've never done before, you need to take some extra care. Like, are you looking for this in Canva? Are you looking for a Word document? Are you looking for, you know, what is it exactly that you want? Have they done it before? And especially if it's like graphic design, if you can send some samples, that's super helpful. So that way they're not going through and making a bunch of things

Kelcie Dowd (13:28.282)
Or can I finish some of these other things? And then also, if you're looking for a specific format, right? So again, if it's something that they've never done before, you need to take some extra care. Like, are you looking for this in Canva? Are you looking for a Word document? Are you looking for, you know, what is it exactly that you want? Have they done it?

Especially if it's like graphic design, if you can send some samples, that's super helpful. So that way they're not going through and making a bunch of things that you're not going to like. Right. And then you have to say, I hate this. Yeah. Yeah. No, I think that's great. kind of, when you were saying that, I came to mind the elementary school, when you're writing a story, a who, what, when, where, why, you know? Like.

Kristi Jencks (13:58.202)
that you're not gonna like. Yeah.

Kelcie Dowd (14:15.834)
Not all of those apply, but when you have a project that you're handing off or you have a task and you don't want to micromanage, but you want it done effectively, answering those little questions, even just to yourself, who's doing this? My assistant. Is it me and my assistant or is it just my assistant? What is it? What's the project? When do I need it by? And you can answer the why. But there's just that little framework that came to mind.

Kristi Jencks (14:26.094)
answering those little questions, even just to yourself, who's doing this, my assistant, you know, is it me and my assistant or is it just my assistant? What is it? What's the project? You know, when do I need it by and you can answer the why, you know, but like there's just that little framework that came to mind. Yeah. Not perfect, but it's something. I like that. Let's tackle, let's tackle this one because this happens a lot. How do I build trust with my assistant so I can truly let go?

Kelcie Dowd (14:43.33)
Not perfect, but it's something.

Kelcie Dowd (14:52.554)
So I can truly let go. Now you also manage our virtual assistant. So how have you been able to let go of some of those things and know that they're going to get done? What did that process?

Kristi Jencks (14:56.78)
Now you also manage our virtual assistant. So how have you been able to let go of some of those things and know that they're gonna get done? What did that process look like for you?

Kelcie Dowd (15:10.197)
Kelcie Dowd (15:14.232)
A lot of that came from just my own, like, it's hard. Admittedly, it's hard for me to let go of things because I have this nagging mindset of like, I could just do it better and faster. So I'll just do it, which is a lie. Maybe not that I could do it faster. I could do it better. But what helped me to kind of

Maybe build trust was to not assume that she's going to get it 100 percent right and expect 100 percent.

like and to value that she can take care of 75 % of the work for me and I can I can do that 25 % and not only have like the stress of the project kind of taken from me but I see it as I'm empowering her

Kristi Jencks (15:50.19)
and to value that she can take care of 75 % of the work for me and I can do that 25 % and not only have the stress of the project kind of taken from me but...

see it as I'm empowering her as I've been empowered by you and Meryl over the years. I control you guys as part of your finances now. But in the beginning...

Kelcie Dowd (16:10.038)
as I've been empowered by you and Merrill over the years. It's not like, I control your guys as part of your finances now. But in the beginning, Merrill was asking me to give him the receipts when I went and did stuff for you. And then slowly, he just stopped asking. that's exactly what I was thinking.

Kristi Jencks (16:26.245)
Yeah, that's exactly what I was thinking. I was going with the trust but verify.

Kelcie Dowd (16:35.875)
you

Yeah.

Kristi Jencks (16:47.886)
So trust but verify, in the beginning, you're going to...

Kelcie Dowd (16:50.788)
you're going to extend little pieces of trust. So that's a really good example of the expense report, or sorry, the receipts. So maybe you give them the ability to have a company car.

Kristi Jencks (16:53.11)
you're going to extend little pieces of trust. So that's a really great example of like the expense report or sorry, the receipts. You so maybe you give them the ability to have a company card, but then you're auditing it, you're getting receipts, you know what I mean? And eventually, like you said, to this point, I don't think I've asked you for receipts in years, but I never even thought about it. I asked you for receipts. Exactly. Because she's organizing our P &L.

Kelcie Dowd (17:09.682)
I asked you for receipts.

Kristi Jencks (17:23.264)
but trust but verify. again, you set, so you're training your assistant on what is, basically I love that saying you train people how to treat you. So if you're not checking in and you're not, then it may not seem important. So if you say this is due by Thursday, then you should be, they should be giving it to you. You should have something in your calendar that you're gonna go back and check it. And when that happens, and that

Kelcie Dowd (17:25.914)
So you're training your assistant.

Basically.

So if you're not checking in and you're not you know, then it may not seem important So if you say this is due by Thursday, then you should be they should be giving it to you You should be you should have something in your calendar that you're go back and check it and when that happens, you know and that that KPI so that was a really good point like if you have an expectation that by the end of the month, you're gonna completely take over the blog

Kristi Jencks (17:52.916)
KPI so that brings up a really good point like if you have an expectation that by the end of the month You're gonna completely take over the blog process So now we both know that we're working towards you take ownership of it, right? I'm training you we're guiding you through so by the end of the month that you taking ownership of the blog process means that I don't have to check on it It's just happening every single week or whatever the frequency is so there should definitely be a time

Kelcie Dowd (18:03.418)
So now we both know that we're working towards you take ownership of it, right? I'm training you, we're guiding you through. So by the end of the month, if you taking ownership of the blog process means that I don't have to check on it, it's just happening every single week or whatever the frequency is. So there should definitely be a timeframe associated with when someone's gonna take ownership. In the beginning, you trust the verify. And then it becomes part of their KPI and their

Kristi Jencks (18:22.86)
frame associated with when someone's going to take ownership. In the beginning, you trust but verify. And then it becomes part of their KPI and their metric on performance.

Kelcie Dowd (18:33.372)
Yeah, the word that kept coming to mind was transparency. I transparency builds trust and you can find transparency in your processes and then your systems that you implement. you you could you could splurge on something like monday.com when it comes to, you know,

following the projects that are being done and the KPIs that are being tracked or a Google Sheet. You could go either way in terms of fanciness. that's, think, one of the key things that builds trust is. And the transparency shouldn't go away as trust is built either. But.

Kristi Jencks (18:56.948)
that are being done and the KPIs that are being tracked or a Google Sheet, you know, like APP. You go either way in terms of fanciness, but that's, think, one of the key things that builds trust is, and the transparency shouldn't go away.

Kristi Jencks (19:24.602)
I think this actually is a really good topic that might even parlay into a different part. That transparency builds trust if you don't have some sort of visual tracking system. And if you are an assistant to somebody, you should absolutely want something like that because you want credit for all of the things that you're doing that your busy boss is gonna forget and not remember. So you should also want that. So some sort of a visual tracking tool that do doing done board or whatever it is.

Kelcie Dowd (19:30.676)
trust if you don't have some sort of visual tracking system and if you are an assistant to somebody you should absolutely want something like that because you have credit for all the things that you're doing that you're busy

Kelcie Dowd (19:47.355)
So you should also want that. So some sort of a visual tracking tool that do doing done board or whatever it is. And then it could also be as simple as like a daily roll up, right? So like these are the things that I did today. For a lot of times we would have our assistants send in their daily wrap up. So we knew which files they touched at a glance because they're working in a different system. But a visual tracking tool.

Kristi Jencks (19:54.368)
And then it could also be as simple as like a daily roll up, right? So like these are the things that I did today. For a lot of times we would have our assistants send in their daily wrap up so we knew which files they touched at a glance, because they're working in a different system. But a visual tracking tool is really, really good so that you know what's getting done. And quite frankly, you can check that at nine o'clock at night. You can check that at five in the morning.

Kelcie Dowd (20:14.694)
is really, good so that you know what's getting done. And quite frankly, you can check that at 9 o'clock at night. You can check that at 5 in the morning. Whenever you are working on some of that stuff, it doesn't have to be during work hours, say. Yeah. And that kind of helps with the whole micromanagement thing, is that having that tool help you from micromanaging by asking them, where are at with this? Where are we at with this? Where are we at with this?

Kristi Jencks (20:24.352)
on some of that stuff. It doesn't have to be during work hours per se.

Kristi Jencks (20:35.16)
correct.

So one of the next questions that I like that I want to make sure we do is

Kelcie Dowd (20:42.796)
One of these questions that I like that I want to make sure we do is.

But basically, yeah, what should an assistant actually be doing for a real estate agent?

Kristi Jencks (20:51.778)
But basically, yeah, what should an assistant actually do?

Kristi Jencks (20:58.496)
what should an assistant actually be doing for a real estate agent? It's more or less that you're going to, so the first thing you have to do when you're trying to decide the type of person that you need to bring into your business is you can write everything down and the first fork in the road that you're gonna come into is if it's boots on the ground or can be done virtually, right? So that's your first fork in the road. Are these things that these people need to be here to do or can they be done virtually? So you make a list of everything

Kelcie Dowd (21:03.546)
So the first thing you have to do when you're trying to decide the type of person that you need to bring into your business is you can write everything down. the first fork in the road that you're going to come into is if it's boots on the ground or can be done virtually. So that's your first fork in the road. Are these things that these people need to be here to do or can they be done virtually? So you make a list of everything that can be done virtually and everything that needs to be

Kristi Jencks (21:28.4)
that can be done virtually and everything that needs to be done. And then you'll know, like Kelcie is my in-person person, whereas Jeorjen is our virtual person. And so, you know, there are things that you do that can be done virtual, but there's also things that only an in-person person could do.

Kelcie Dowd (21:31.64)
So like Kelcie is my in-person person, whereas Jeorjen is our virtual person. And so there are things that you do that can

Right. So things that only an in-person person could do. Like pop by drop offs, picking up checks. Going to a listing. Yeah. Yeah. Babysitting a listing for whatever that looks like. But then, know, 80 80 percent of my job is done virtually and at home. But it's also comes down to maybe like personality, too. Like.

Kristi Jencks (21:51.726)
Picking up checks. Going to a listing. Yeah, babysitting a listing for whatever that looks like. then, know, 80 % of my job is done virtually and at home. But it also comes down to maybe like personality too. When you're interviewing, and we were going to maybe touch on personality profiles.

Kelcie Dowd (22:12.866)
And when you're interviewing and we were going to maybe touch on like personality profiles a little bit. But when you're interviewing and if you want to boots on the ground person, I don't know, maybe it's important if you like them, if you like if you like spending time with them, if they annoy the crap out of you, not necessarily because they're like a bad person or something, but like if.

Kristi Jencks (22:29.198)
Maybe it's important if you like them. That's true. If you like spending time with them. If they end up with a crash at you, not necessarily because they're a bad person or something, but if I imagine if I was a lot more dry, we wouldn't have as much fun together. We might get more work done. Yeah, maybe.

Kelcie Dowd (22:42.906)
I imagine if I was a lot more dry, we wouldn't have as much fun together. know, or, or yeah, yeah, maybe. Yeah. Or, you know, like just it's not the most important thing, but especially when you're at that crossroads of boots on the ground or virtual. Pay attention to chemistry with your assistant because.

Kristi Jencks (23:02.678)
Yeah, so. To chemistry. Yeah. With your assistant. If they're too chatty. So this is something that happens a lot. Like, you know, and it's funny because Kelcie's a great listener and I'm super chatty. But the point is, like if you hire someone just like you. Yeah. You know, and that's a lot of people come back. But OK, so the first fork in the road is what they should be doing is you've got to define if it's boots on the ground type stuff or if it can be other things. And then from there, you need to prioritize. We have to remember that.

Kelcie Dowd (23:11.322)
Kelcie's a great listener and I'm super chatty.

Kelcie Dowd (23:17.912)
Yeah.

Kristi Jencks (23:32.544)
As an agent, as a licensed realtor, our job is to have conversations, go on appointments, write contracts, close deals. So that means stepping back from the mentality that even Kelcie said she finds herself in. I can just do this, it doesn't take me that long. You know what mean? So then it's like, do I need to get transaction management off of my plate? Do I need to get some of this? How can I become more consistent with marketing by having some of these marketing things in place? And so then you just start to build out a list.

Kelcie Dowd (23:36.699)
is to have conversations, go on appointments, write contracts, close deals. So that means stepping back from the mentality.

that even Kelcie said she finds herself and I can just do this, it doesn't take me that long. You know what mean? So then it's like, do I need to get transaction management off of my plate? Do I need to get some of this? How can I become more consistent with marketing by having some of these marketing things in place? And so then you just start to build out a list. Eventually you're going to, like, if you truly go through the exercise, you know what we should include in the resources? The real estate agent assistant mind map. I have it, so we'll put it in the resources.

Kristi Jencks (24:02.448)
you're going to like if you truly go through the exercise, you know, we should include in the resources the real estate agent assistant mind map. I have it. So we'll put it in the resources. But you'll find that there's a lot of things that they can't do for you and the, or sorry, that they can do for you and the things that they can't is because they're not a licensed agent. So I mean, it's going to be more or less you're going to have an issue of wanting to relinquish control. You're like, I can only

Kelcie Dowd (24:14.958)
you'll find that there's a lot of things that they can't do for you and the things that they can't is because they're not a licensed agent. So I mean it's going to be more or less you're going to have an issue of wanting to relinquish control. You're like I can only I can do that. Yeah.

Kristi Jencks (24:32.368)
only I can do that, only I can do that, only I can do that when that's not actually the case. And even like with social media, Jeorjen doesn't really create the posts on her own. Kelcie creates the post and then Jeorjen schedules them. So even like dividing up, like maybe you are the content creation, but then you have the other person schedule it out and get it to all the places.

Kelcie Dowd (24:35.074)
Yeah, when that's not actually the case and even like with social media Jeorjen doesn't really create the post on her own. Right. Kelcie creates the post and then Jeorjen schedules them. Yeah. Even like dividing up like maybe you are the content creation, but then you have the other person schedule it out. Right. Exactly. One of the things I think a question that will help agents to reflect on as they're building this list of what their assistant can do versus what they

want to hold on to is I don't know minimum wage anymore, but is this task a $15 an hour task? Like calculate your hourly wage, because I'm sure it's in the triple digits. so it's like, OK, and I'm to be spending my Tuesday at 2 o'clock on $15 an hour work, because I don't want to let it go.

Kristi Jencks (25:12.718)
like calculate your hourly wage, because I'm sure it's in the triple digits. Yeah. And so it's like, OK, am I going to be spending my Tuesday at 2 o'clock on $15 an hour work because I don't want to let it go? Or do I want to be spending it on $300 an hour?

Kelcie Dowd (25:32.763)
or do I want to be spending it on $300 an hour work? Yeah. So with today wrapping up, a couple of things. We'll put in the assistant mind map. We also created a guide.

Kristi Jencks (25:36.364)
Yeah. So with today wrapping up, a couple of things. We'll put in the Assistant mind map. We also created a guide that is like a first 30, 60, 90 day review resource. What's going to be in that guide? So that is really great because it can be used for new agent or new assistant relationships or existing ones that just need a revival. Because it is extreme accountability and ownership and reflection.

Kelcie Dowd (25:44.123)
that is like a first 30, 60, 90 day review resource. What's going to be in that guide? So that it's really great because it can be used for new agent or new assistant relationships or existing ones that just need a revival. Because it is extreme accountability and ownership and reflection for both the agent and the assistant. Because it's.

Kristi Jencks (26:05.358)
both the agent and the assistant. Because it's a two-way relationship. You're not their slave, or you're not their slave and you're not their owner. And so you can expect to just have all the cards laid out on the table. Maybe we throw some unnecessary stuff that we've been doing in the trash, and maybe we look at what's important now. Especially if you've had your assistant for a few years, what are they doing that they've outgrown?

Kelcie Dowd (26:09.75)
It's a two way relationship. You're not their slave. You're not their slave and you're not their owner. And so you can expect to just have all the cards laid out on the table. Maybe we throw some unnecessary stuff that we've been doing in the trash. And maybe we look at what's important now, especially if you've had your assistant for a few years. What are they doing that they've outgrown? Or what is your business held onto that you don't need to that's outdated?

Do you need to jump more into AI? Does your assistant need to learn more skills now? It's a really great resource. Perfect. So.

Kristi Jencks (26:48.184)
Perfect, so we've gone through some of the questions. If you have more, make sure to reach out. We'll probably circle this topic again as more questions come up. But for now, you've got your 30, 60, 90 day plan as well as your assistant mind map so you can take it and run.

Kelcie Dowd (26:52.32)
sure to reach out. We'll probably circle this topic again as more questions come up. But for now, you've got your 30, 60, 90 day plan as well as your assistant mind map so you can take it and run. Awesome.