Old Rule: All this tech-talk is just Geek to me.

New Rule: You should definitely hire a virtual assistant.

Check all that apply:

• Are you feeling overworked?

• Do you have too many balls in the air?

• Are routine tasks taking up too much of your time?

• Are you trying to master specialized skills that take precious time away from your true business?

If any of these conditions describe you, it may be time to consider one very practical solution: Hire a virtual assistant (VA). More and more Reatlors use VAs as a cost-effective way to help with administrative overloads. To help you decide if hiring a VA is for you, here are answers to the ten most frequently asked questions that busy real estate professionals are asking:

1. How is a virtual assistant different from other members of my staff?
   
   
   • VAs are not your employees, and they do not work in your office alongside your staff. Rather, they are independent contractors whom you hire to provide specific administrative tasks or specialized business services.
     
   • VAs complete assignments from their own home offices, using the Internet, phone, fax, instant messaging and, sometimes, overnight mail to communicate and deliver.
     
   • VAs are not on salary. They are paid hourly or by project, as agreed.
     
   • No training -- on-the-job or otherwise -- should be necessary.

2. What are some typical things VAs do?
   
   
   • VAs perform a variety of administrative duties or technical tasks, according to their skills/strengths and your specific requirements.
     
   • Ask about their specialties, and look for a VA that has strength in areas that are important to you.
     
   • Online tasks might include creating virtual tours, maintaining drip marketing follow-ups, or updating e-mail lists or your website.
     
   • Offline work can include a range of routine administrative tasks such as producing and mailing monthly newsletters, printing and mailing just-listed and just-sold postcards, and sending post-closing and referral thank-you gifts.

3. What kinds of things do VAs not do?
   
   
   • VAs are not consultants or business coaches, ad agencies, speaker booking agents, or tax advisors.
     
   • You would not contract with a VA to perform the duties of a web developer (programmer), technology consultant or accountant, although some VAs will do routine bookkeeping, and some do website design. VAs do computer-based "process" tasks best, typically not highly creative one-time projects, such as brand identity, personal brochures, listing presentations.

4. Should I look for a VA that has a real estate license?
   
   
   • No. VAs are usually hired to cover routine online and offline administrative duties. As such, they cannot promote the sale of real estate property, or be in direct contact with a customer.
     
   • VAs should not respond to requests for specific property information.

5. How much do VAs cost?
   
   
   • Rates vary. Hourly rates range between $20 to $75 an hour, typically $35+ an hour.
     
   • Some VAs have a fixed hourly rate for all work, others have a range of rates, depending on the work to be done. Some VAs offer discounts if you commit to a fixed number of hours per month, or for pre-paid hours.
     
   • Most VAs will provide cost estimates for larger projects. Some VAs require an upfront deposit before beginning a large project.
     
   • In addition to the agreed upon rate for completion of the project, you will be responsible for the VA's out-of-pocket expenses directly related to an assignment -- postage, long-distance phone calls, and shipping.
     
   • Ask for supporting documentation and receipts that indicate hours worked and expenses incurred for specific projects.

6. Is the VA on my payroll?
   
   
   • No. The VA is an independent contractor, not your employee.
     
   • You may have to provide access to your computer files and any special software that is required for an assignment.
     
   • You are not responsible for the VA's office equipment, withholding taxes, insurance programs, fringe benefits, or OSHA or ERISA requirements. Plan to send your VA an annual tax form 1099 indicating total payments for the previous tax year.

7. How do I manage a VA?
   
   
   • Most VAs are self-directed and used to working without supervision. If you can handle that, you're nearly home free. A detailed job description is essential. Know and communicate exactly what you expect the VA to do.
     
   • Since you won't have easy access to the work in progress, set benchmarks and milestones for well-defined portions of the work to be done. It's important that you establish and agree on deadlines for an entire project or stages of a project.
     
   • Keep lines of communication open, but do not hover.

8. Do I have to commit to a long-term contract?
   
   
   • Typically, long-term contracts are not required for projects paid by the hour. However, a commitment of time helps both you and the VA when planning workflow.
     
   • Make it clear up front if you need a VA who will work with you on an ongoing basis or just on a project-by-project basis.
     
   • It's smart to agree on a 30-to-60-day notification period for either you or the VA to call it quits.

9. How do I find a VA?
   
   
   • Ask other real estate professionals for referrals.
     
   • Visit goodergroup.com .
     
   • Visit eRainmaker.com .
     
   • Go to CyberStarVA.com
     
   • Check out IVAA Directory .
     
   • If it's important that your VA be available for occasional face-to-face meetings, limit your search to your geographical region.

10. How do I get started with a VA?
    
    
    • After you have interviewed and selected a VA, let them guide you. Some VAs have specific "start-up" procedures, such as a no-fee one-hour consultation, others begin with a small project and go from there.
      
    • Develop and agree on a specific list of tasks or projects to minimize misunderstandings. Be explicit and put in writing everything that needs to be done.