Welcome to short-term rental riches will discuss investing in real estate but with a specific focus on short-term rentals quick actionable items to acquire manage and scale in your portfolio I’m your host Tim Hubbard.

Welcome back to the short-term rental richest podcast here we are one more week another week another topic and this week I want to talk about how I personally stay organized with my team and my virtual team we’ve been growing quite a bit I think the 3 step process that I use could help you out quite a bit as well no matter how big your team is even if you’re only working with one person so I want to break that down for you this week NHL so first off whoever you’re working with there has to be a clear understanding of what the job roles in the job tasks are right so everyone that’s on our team has a work agreement now doesn’t mean it’s set in stone and it can’t change but it is the basis for that position that that could be a housekeeper that could be a manager that could be a receptionist it could be an accountant anyone that’s helping you with your team and with your real stay with your portfolio it’s good to have a general agreement what that is that you can review from time to time make sure you stay on the right page so that’s the starting point at least that’s the starting point for me now there’s a special little place where I store this work agreement and all of the notes and all the projects and all the reviews that I do with each team member and that’s special little place is notion I’ve talked about before if you haven’t heard the first episode about notion go back and check it out it will dive into some of the features and some of the reasons why I think it is one of the most amazing organization tools available so check that prior episode out if you haven’t already but that is where I store it and that’s also where I store our call reviews so most the time I’m only reviewing with my team members maybe once a week. It depends on the task for the person’s position but maybe once a week sometimes not even once a week sometimes once a month but the beautiful thing about the way I have it set up is that you never miss a beat so with notion we’ve got our old call notes shared right in there notion just to make this podcast so easier for you to understand it’s basically a place to store a bunch of notes online and you can link to whatever you want that’s as far as hanging to go into that but I use notion to store everything so I’ve got a work agreement on there we have maybe some current projects that we’re working on and then each week when we do a call review I I do it the assume makes really easy I like to have in the video as well and we leave some notes in there and then when we touch base next time I can refer back to the old notes so we can say okay how did we do with this task what was our progress here so on and so on so it’s a really easy place to stay organized and also in this page which is shared with this team member by the way so far I think it’s something that I want to talk with them about the next time we have a brief call I can jot a note down in there and then nothing X. gapes me right so and they can do the same so it’s a shared page so we can both see it makes it really really easy and they can access it from their phone from their computer wherever you have an internet connection basically so that is where we store all of our notes and we keep organized now since I’m only reviewing with most team members periodically you’ve got to have another way to hold them accountable and to track progress right and for that I use a Google form and it’s really easy to set up the Google forms can be different for each team member but for example I might have what did you do today what what were your task today what did you get done might have a question that says what can I help you with I might have a question that says what do you think can make our property better our properties or our business or anything related to that per. Since tasks that they’re dealing with on a regular basis how can we improve that’s really important question right so you can edit the document how everyone is going to depend on the person’s tasks right another question that I like to throw in in this is not mandatory for anyone but it’s really nice to see it’s a simple question and says what are you grateful for today what’s one thing you’re grateful for today and I love reading these responses and let’s just go past work just first light second to think about something that we’re grateful for and it’s not mandatory but I would say really enjoy reading the responses allows me to get my no my team a little better personally outside of the work just with that simple question so is how we hold our team members accountable that’s how we track their progress and I just ask that every day that they’re working they felt when she only takes a few minutes and on the back in this Google form gets turned into a Google sheet so usually what I’ll do is we’ll join our soon call I’ll pull up notion where we have all of our notes together and then I will share my screen and then I will pull up their daily tasks and then we can read through them together and if they answered a question one day that’s a what can I help with and there’s a response well then we can talk about that verses maybe getting a question here may begin in question there and kind of just being all over the place this helps us keep organized and I think it works really well for both sides so that is how we keep people accountable now if you want to go a little further than that a good way to track time in to track activity especially if someone’s working for you virtually that’s to use hub staff and that contract for hours it can also require that the person give access to the computer so it takes a random screen shot ever so often if they’re working for you virtually so that in a nutshell is my 3 piece system for. Working with our team members and we work with quite a lot of team members now to help the properties and help with other businesses and things that I’ve got going on maybe you know close to 7 to 10 full time and then we’re probably working with maybe up to 20 people on a regular basis and total so our teams growing and if you haven’t read the book not how I did a podcast episode on that I highly recommend going back and reading that in a nutshell that one says that we don’t need to know how to do everything we just need to know who to find essentially who to have on our team that knows how to do that thing so we can’t do everything ourselves and the more you get into real estate in the bigger your portfolio gets the more help you’re going to need and so it’s a crucial crucial element to have good communication with your team members and so if you use this 3 step process that I use I I guarantee you’re going to have good results so let’s break it down again we use notion to track all of our tasks and notes and everything like that we use a Google form that they fill out every day they’re working and then to track actual activities help staff so check out those 3 different resources if you haven’t already used them and until next time I hope you have a wonderful day cheers. I want to get on the fast track to financial freedom for short term rentals what all searching the properties you choir you want to make sure that you acquired the right properties I want to give you my you doctor will show you how to do just that there is no charge to my gift to you for being one of our subscribers just go to rest methods.com that’s R. E. S. T. message.com.

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