In Part I of Finding the Right Assistant, Monica Reynolds covers the first three steps to finding an assistant - establishing your needs by writing the job description, writing the advertisement, and reviewing resumes.

Step Four: Interview One

I recommend scheduling interviews in 30-minute slots. This is your opportunity to have a conversation with applicants and start to form an opinion. You are still gathering information and not making decisions at this point. Have them complete the application prior to the interview.

There are 34 questions in total that I recommend. Those are found in my book, Multiply Your Success With Real Estate Assistants. Of course, ask the obvious - "how long they've lived in the area and where they went to high school". These kinds of rapport-building questions are important, but not as important as the other questions.

A few critical questions are:

• Why are you considering giving up your current job or position?
• What exactly did you do at your last job? Tell me what your average workday was like and what you were responsible for handling.
• What kind of people annoy you?
• What do you hope to be doing two years from now? How much do you want to be earning?
• Tell me about your biggest frustrations in your business/working career.
• How fast can you type? May I test you?
• Have you ever been a real estate agent?
• Have you worked in escrow?
• Do you use a daily planner of any type?
• Have you had extensive experience with over-the-phone client service?

Yes, these questions will give you insight into the personality and attitudes of the applicant. After all, the person who's going to be your assistant must be the right match for your personality, working style and the marketplace you serve. One applicant told me that working under a lot of stress really annoyed her. Her previous employer was always in a hurry, yelling for misplaced files, looking for his car keys, asking the same question four times in a row, constantly distracted, forgetful and sometimes rude. You may be smiling right now, because she may have described you. She was not considered for the position.

There is a rating sheet in my book to use after the first interview. At the end of Interview One, thank applicants for their time and tell them you will contact them within a week with your decision.

GOLDEN RULE: Do not hire the first applicant who appears to have all the right answers. The last applicant you interview may be the one most qualified for the position. And never hire anyone on the spot. Let yourself digest and evaluate all the information you have gathered before taking action.

After interviewing all ten applicants, try to narrow your choices to five, or even better to three if you can. Ask yourself all the questions like "Was there anything that made you feel uncomfortable? Did you communicate easily with her or him?" Remember, the best assistant for you will be someone who is easy to work with. When you have completed your second round of eliminations, call your top choices and schedule Interview Two. Then call or send a letter to the Interview One applicants that \you do not wish to consider for the position, thanking them for their time.

Step Five: Interview Two

Allow yourself a little more time doing these, because you want to have enough information at the end to make a final decision. I have suggested ten questions in my book and the first three are these:

• Where do you hope to be in five years?
• What do you think it takes to be a successful real estate agent? Have you personally ever worked with an agent?
• Describe the time you were most motivated at any of your previous jobs..

I suggest that you make a list of the qualities you look for in each of your staff: Qualities I appreciate are written and verbal communication skills, handles stress well, enjoys a busy pace, can prioritize work, is organized and can set weekly goals and stick to them, etc.

Step Six: Skills Tests

It is imperative to test the skills of an applicant you are seriously considering. You cannot assume that those who have impressive conversations with you and have impressive resumes are competent I have listed eight skills you can test in less than 30 minutes: Computer, typing, basic skills quiz (capitalization, salutations, spelling, alphabetizing, math, letters, proofreading and problem solving/prioritizing.

When you are ready to make your decision, be clear about what you expect in the following areas: appearance, learning, working time, discretion, team player, problem solving positive attitude, conscientious about cutting expenses, caring and initiative.

Read Part I

Published: October 16, 1998

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Editor's Note: This article reflects the opinions of Monica Reynolds only and not necessarily the views of this or any other publication, organization or Website owner.