Episode 716: How I Manage 55 Virtual Staff Without Losing My Mind - Your Daily Real Estate Podcast with Tristan Ahumada

Summary4 min read

Your Daily Real Estate Podcast with Tristan Ahumada
Episode 716: How I Manage 55 Virtual Staff Without Losing My Mind
Date: November 15, 2025

Episode Overview

In this packed five-minute episode, host Tristan Ahumada shares his lessons and actionable strategies for effectively managing a large virtual staff—55 people strong—who power various aspects of his real estate business. He focuses on the importance of clarity around roles, responsibilities, and workflow processes for virtual team members, offering a detailed hiring and task management prompt framework you can use or adapt to your own team. The episode emphasizes the need for specificity, systematization, and leveraging AI, all aimed at strengthening digital presence and enhancing client relationships.

Key Discussion Points & Insights

1. The Challenge of Virtual Staff Management

Tristan opens up about his early failures managing both in-house and virtual staff due to a lack of clarity in their roles and expectations.
Insight: Many employers blame their hires for underperformance when the real issue is poorly defined responsibilities.

"The biggest challenge I had when I hired my very first one was that I didn't know what they needed to do. I didn't give a clear indication..." (00:25)

2. The Power of a Detailed Staff Prompt

Tristan introduces the concept of a comprehensive prompt—a written document covering the full workflow and expectations for virtual hires.
This prompt is customizable for any industry, location, client source (sphere, online leads, farming), or job role.

"This prompt provides a complete hiring and workflow framework for any business..." (01:04)
He encourages listeners to tailor the prompt to their specific business needs by adding custom variables like city, industry, or type of client.

3. The Seven Essential Components of a Staff Prompt

Tristan breaks down the seven core sections every virtual staff workflow prompt should contain:

1. Role Overview (02:02)

Clarifies the position’s purpose and how it fits within the organization.
Critical for both employer and staff understanding.

"But what is the position about and how does this look for Them too. Very clear." (02:09)

2. Key Responsibilities (02:22)

Lists out primary duties such as relationship management, nurturing leads, and utilizing AI tools.
Clear delineation improves results and communication.

"Main strong relationships with current clients and nurture leads through thoughtful follow ups and communication..." (02:24)

3. Daily Tasks (02:47)

Specific, repeatable actions expected each day.
Includes reporting mechanisms.

"Again, outline them and also give me a report." (02:56)

4. Weekly Tasks (03:03)

Tasks that only need weekly attention to stay efficient and focused.

"These are the things that maybe you only need to do once a week because if you did them every day there'd be no point in it." (03:06)

5. Monthly Projects and Goals (03:30)

Big-picture objectives and projects to align the team and provide a sense of purpose and progress.

"Every day they're going to have this in front of them so they have a wider goal vision of where we all need to get to..." (03:38)

6. Tools and Platforms to Use (03:54)

Clarifies which software or tech tools are necessary.
Encourages either self-directed learning (via online resources) or in-house tutorial creation.

"If you don't know how to use any of this, let's break it down. Learn how to use it through a tutorial..." (03:58)

7. Performance Indicators and Success Metrics (04:19)

Defines what success looks like, reporting frequency, and how growth is measured.

"How often are they reporting to you? What are they reporting? What are they looking at? How do we measure growth?" (04:21)

4. Adaptability and Implementation

Tristan encourages listeners to modify the prompt for their specific needs, stressing flexibility.
Even if not using the prompt directly, at least create a systemized approach with the seven outlined points.

"If you don't, you could just at least take those seven points and put them and implement them into your business." (04:35)

Notable Quotes & Memorable Moments

On Learning from Mistakes:

"I blamed them. I'm like, this thing doesn't work...They're not doing what I want them to do. What's going on?" (00:41)
On Importance of Structure:

"What is the position about and how does this look for Them too. Very clear." (02:09)
On Training and Support:

"If you don't know how to use any of this, let's break it down. Learn how to use it through a tutorial on YouTube, through a tutorial from that software company or you as the agent, like me, create a tutorial for them like I did." (03:58)

Important Segment Timestamps

00:00–00:57 – Tristan’s background and staff size; initial hiring struggles.
01:04–02:00 – Introduction of the comprehensive prompt for virtual staff.
02:02–02:47 – Role overview and key responsibilities explained.
02:47–03:54 – Daily vs. weekly tasks and the value of specificity.
03:54–04:19 – Tools, training, and tutorial recommendations.
04:19–end – Performance tracking, adaptability, and final tips.

Tone and Takeaway

Tristan keeps the tone conversational, direct, and practical, typical of his quick “daily tip” style. The episode is jam-packed with actionable advice, offering real-world solutions that can help listeners—regardless of team size—up-level their virtual staffing approach, remove ambiguity, and drive business growth.

Takeaway:
Clearly outlining virtual staff roles, tasks, and processes isn’t just helpful—it’s essential. Use or adapt Tristan’s seven-point prompt to build a scalable, productive, and accountable virtual team.

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Transcript1 lines

[00:00]
A
I want to talk to you about staff, specifically virtual staff. I've got a virtual staff of 55 people. 5. 5. They do things like admin work, they do things like article creation, website design, coding, help with social media, graphics. Everything you could think of. Almost everything I've got somebody for. And I want you to. To do a better job in hiring one. Because the biggest challenge I had when I hired my very first one was that I didn't know what they needed to do. I didn't give a clear indication of how they needed to show up, doing what. And so guess what? I blamed them. I'm like, this thing doesn't work. I hired my first person even in house, and I was like, they're not doing what I want them to do. What's going on? So in order for you to do a much better job, today, we're going to be talking about creating a prompt for your virtual staff so that they show better. And tomorrow, I'm going to be showing you an org chart or going over what it would look like to scale this so you can get to three, four, maybe five or more people. But today, let's talk about a prompt for your virtual staff. You're probably going to want this one, so message me. This is episode 716, Tristan. This is your daily real estate. It's a podcast, it's a show, five minutes or so every day. Here we go. The prompt. This prompt provides a complete hiring and workflow framework for any business that wants to grow relationships, number one, strengthen its digital presence, number two, and use AI effectively. In essence, what you're doing with this is outlining specific things to show up better online. Now, you can tweak this all you want. In fact, you can add these little brackets in there that you can choose to put in what city, what industry you're in, what area, and you can even tweak where your clients come from, saying, hey, look, it's not past clients, Tristan. It's online leads, or it's my sphere, or it's a community that I farm. Whatever it is, you can tweak it. When you're looking at this, I have a few sections, and it's pretty lengthy. It is three, four pages long. There are seven things that I'm asking it to give me. Number one, I want a role overview. Because we forget this. I'm telling you because I still sometimes forget this. Now that I built out a team, I have help, so it's way, way easier. But what is the position about and how does this look for Them too. Very clear. Key responsibilities. Number two, what I wrote here, main strong relationships with current clients and nurture leads through thoughtful follow ups and communication. Remember, this is an admin person that's going to help me grow my old database that are my past clients and sphere and also the new ones. Right. So what are the key responsibilities? Let's explore, expand on that. Because I also have on here, use AI and automation tools to streamline workflows, generate ideas and assist with writing and research. Right, so this is important. Number three, what are the daily tasks? How does that look? I want to be specific. Again, outline them and also give me a report. Number four, weekly task, different than daily tasks. These are the things that maybe you only need to do once a week because if you did them every day there'd be no point in it. And I've outlined it here for you so that you can have AI prompt them and show up. Right. So if you're looking at this and saying, well, I don't want to use a prompt, that's right, that's fine. Just make sure that you grab these seven things and you create them on your own. Because number four is weekly tasks. What are they? Number five, monthly projects and goals. Outline them. If it's you who's doing them, just say, okay, got it. I'm going to hire one person and every day they're going to have this in front of them so they have a wider goal vision of where we all need to get to and what the monthly goal would be. Because from the monthly comes the weekly and then from the weekly comes the daily. And number six, tools and platforms to use. These are the platforms, These are the tools. This is all that you're going to be using. If you don't know how to use any of this, let's break it down. Learn how to use it through a tutorial on YouTube, through a tutorial from that software company or you as the agent, like me, create a tutorial for them like I did. Number seven, the last one, performance indicators and success metrics. How often are they reporting to you? What are they reporting? What are they looking at? How do we measure growth? This is all important. Anyway, this is a prompt, it's really long. Hopefully you use it because it will help you. And if you don't, you could just at least take those seven points and put them and implement them into your business. I'll talk to you tomorrow.