The Ultimate Guide to Building Your Successful Real Estate Team

Building a successful team is a crucial step towards growing your business and achieving long-term success. However, knowing when and how to hire team members can be challenging. In this blog post, we will discuss the key considerations and steps to take when building and growing a team.

The Importance of an Assistant

A common mistake many entrepreneurs make is not hiring an assistant early on. As the saying goes, "If you don't have an assistant, you are the assistant." Having an assistant is essential to free up your time and allow you to focus on high-value tasks that align with your expertise.

When hiring an assistant, it's important to identify tasks that you dislike or that fall below your pay grade. These tasks should become your assistant's primary responsibilities. By delegating these tasks, you can redirect your energy towards activities that generate higher returns.

A helpful exercise to determine which tasks to delegate is called the "stoplight method." Track every activity you perform throughout a week and categorize them into three groups: red, yellow, and green.

  • Red: These are tasks you hate or that are below your pay grade.
  • Green: These are tasks you enjoy and want to focus on.
  • Yellow: These are tasks that fall in between.

Initially, delegate all red tasks to your assistant. As they become proficient in handling these tasks, gradually introduce yellow tasks. This approach allows your assistant to grow alongside your business and take on additional responsibilities over time.

Every business is unique, so there is no one-size-fits-all job description for an assistant. Tailor their responsibilities to suit your specific needs and fill the gaps in your workflow.

Expanding Your Team

As your business continues to grow, it's essential to expand your team strategically. The next hires after your assistant typically include a Transaction Coordinator (TC) and a Marketing Specialist.

The TC will focus on the transactional side of your business, ensuring smooth operations and a seamless customer experience. They will handle tasks such as scheduling showings, printing booklets, and managing paperwork.

The Marketing Specialist will be responsible for driving leads and managing your marketing efforts. They will create and implement effective marketing campaigns to attract potential clients and establish a strong online presence for your business.

Once you have these core team members in place, you can consider hiring a junior agent and an Inside Sales Agent (ISA).

The junior agent can assist with open houses, showings, and other tasks that require a licensed professional. They will provide support when you're unavailable or out of town, ensuring your business continues to operate smoothly.

The ISA's primary responsibility is to generate leads and set appointments for you. They will handle initial client interactions, qualifying prospects, and setting the stage for successful client relationships.

By assembling a team with designated roles, you create a strong foundation for growth and increased productivity. Each team member plays a critical part in driving your business forward and allowing you to focus on strategic decision-making and revenue-generating activities.

The Onboarding Process

When bringing new team members on board, having a well-defined onboarding process is crucial. You need to provide clear expectations, structure, and training to set them up for success.

Develop an onboarding system that outlines their responsibilities and provides a step-by-step training program. This system should guide them through their initial weeks and gradually introduce more complex tasks as they gain proficiency.

For example, consider implementing a boot camp for new team members that covers essential skills and knowledge required for their roles. Follow this up with an eight-week program that outlines specific tasks and objectives for each week.

By having a structured onboarding process in place, you ensure that new team members can hit the ground running and contribute to the team's success from day one. It also saves you time and prevents interruptions as they won't constantly be seeking guidance or clarification.

Remember, hiring team members without a clear plan or onboarding system can lead to inefficiencies and hinder your own productivity. Take the time to develop these systems before expanding your team.


Building a successful team is a crucial step in scaling your business. Start by hiring an assistant who can take on tasks that fall below your pay grade. As your business grows, expand your team strategically, considering roles such as a Transaction Coordinator, Marketing Specialist, junior agent, and Inside Sales Agent.

Remember to develop a comprehensive onboarding process to ensure new team members are set up for success. By following these steps and continuously evaluating your team's strengths and weaknesses, you can build a high-performing team that drives your business forward.