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Taking a Real Vacation as a Real Estate Transaction Coordinator: Your Survival Guide

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Taking a Real Vacation as a Real Estate Transaction Coordinator: Your Survival Guide

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Photo by Maarten van den Heuvel on Unsplash

Daydreaming about palm trees while filing paperwork? Yep, been there, done that! But those dreamy escapes often hit a brick wall – the ‘never-ending’ world of real estate.

Preparation is Key
 
We all start a business with visions of flexibility, working remotely, and enjoying vacations. Ironically, this “work from anywhere” mentality often leads to working during vacations. Fast forward a few years, and after several ‘travel-but-not-really-relax’ vacations, I decided enough was enough! It was time to reclaim my vacation mojo.
 

By then, I had an assistant and established systems. I started small, taking a single day off for my birthday. It worked! A long weekend followed, and soon, I was ready for a full week overseas.

You’re probably asking for specifics – the solutions, the how-to’s! Don’t worry, we’ll get there.
 
Dealing with Due Dates
 
While vacations can’t be perfectly timed around deadlines (especially in real estate!), awareness is key. Here’s an example: if you’re taking a week off but have an inspection contingency, communicate with the listing agent. Get showing instructions, including access codes, pet information, alarm codes, and gate codes.
 

If the buyer’s agent uses an inspector with electronic key access, they’ll handle it. If the agent needs to accompany the inspector, schedule a calendar invite. Ask the inspector about the report turnaround time. Remember, preparation is key!

 
Delegation: Your Vacation Allies
 

Before tackling deadlines, decide who will handle your files during your absence. If you have a low volume, a vacation might be manageable without major disruptions. However, with a higher volume, consider help.

 
Here are your delegation options:
 

  1. Teaming Up with Agents: Some agents might be okay with you taking a vacation while they monitor the file. This depends on your relationship and their comfort level. They may accept a discount knowing you’ve done most of the work before your vacation. However, some clients might not be happy, as they hired you to delegate, not have the agent take on those tasks. Choose this option based on your client base.

  2. Partnering with Another TC: If you know a trustworthy TC with similar values and work ethic, this can be a great solution. This also tests your Standard Operating Procedures (SOPs). Remember, careful selection based on preparation and planning is crucial.

  3. Hiring an Assistant: This is my preferred option. You’ll train them, ensuring they’re familiar with your business, processes, clients, and client preferences. If you choose this route, start the hiring process well in advance to allow time for interviewing, selecting, onboarding, and training.

  4. Stopping File Intake: While this might work for freelancers in other fields, it’s not recommended in real estate. You risk losing business to competitors. Remember, a turned-down client may not return.

 
Communication is Paramount
 
Be transparent with your clients. Inform them about your planned absence, especially if they’re accustomed to direct communication with you. If you have a team member in place, introduce them to your clients to ensure a smooth transition.
 
Financial Planning for Vacation
 
As independent TCs, we don’t get paid time off. We need to be financially prepared for the vacation itself and potentially covering help (whether an in-house assistant or another TC). Remember, during your vacation, you might not be able to conduct discovery calls or secure new clients. Consider pausing any ads during this period. You might experience a decrease in new clients, impacting your income. Factor this into your financial planning.
 
Educating Your Clients: Boundaries Matter
 
We all work hard to acquire and retain clients. However, as business owners, we define our services and limitations. For instance, if you close at 5 PM, respect that boundary and avoid answering calls after hours. Otherwise, you’re training clients to expect after-hours availability.
 

The same applies to vacations. While a quick check-in to ensure things are running smoothly might be necessary, prioritize avoiding client contact during your break. Inform your clients about your absence through an out-of-office message and instruct them to contact your assistant if needed. Resist engaging with clients directly. This sets a precedent that’s unsustainable in the long run.

 
Taking a Real Vacation: It’s Possible!
 
By planning ahead, delegating effectively, and communicating openly, you can achieve the seemingly impossible: a real vacation as a real estate transaction coordinator. Recharge, relax, and return feeling refreshed and ready to tackle your business with renewed focus.

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