Training Your VA in 10 Minutes: The Loom Strategy That Saves Hours

You hired a virtual assistant to save time.

Now you're spending hours explaining the same tasks over and over.

There's a better way.

The Training Problem Every Agent Has

You need help. You hire someone. Then you realize training takes longer than doing the work yourself.

So you either:

• Keep doing everything yourself (defeats the purpose of hiring)
• Explain tasks poorly (leads to mistakes and frustration)
• Give up on delegation (waste of money)

None of these work.

The Loom Solution

Loom is screen recording software. You record your screen while explaining a task. It takes 10 minutes. Your VA watches it and learns the task.

One 10-minute video replaces hours of back-and-forth emails and confusion.

When the same task comes up again, they watch the video. You never explain it twice.

How Loom Works

Download Loom (free version works fine for most agents).

Click record. Show your screen. Explain what you're doing as you do it.

Click stop. Loom gives you a link. Send the  link to your VA.

That's it.

The Training Library Strategy

Don't record random videos. Build a library systematically.

Create videos for:

• CRM tasks (adding contacts, updating deals, running reports)
• Marketing activities (social media posts, email campaigns, flyer creation)
• Transaction coordination (opening files, uploading documents, status updates)
• Database management (cleaning contacts, tagging leads, export/import)
• Administrative tasks (scheduling, invoice processing, calendar management)

Every time you train something new, record it. Within 3 months, you'll have a complete training library.

The 10-Minute Video Format

Keep videos short and focused. One task per video.

Good video: "How to add a new lead to Follow Up Boss from Zillow" Bad video: "Everything about our CRM system"

Structure each video the same way:

• 0:00-0:30: What this task is and when it's done
• 0:30-8:00: Step-by-step walkthrough
• 8:00-10:00: Common mistakes and how to avoid them

The Script You Should Follow

Start every video the same way:

"Hey [VA name], this video shows you how to [specific task]. You'll do this [frequency]. Here's what it looks like."

Then walk through the steps while showing your screen.

End every video the same way:

"That's the process. Watch this a few times if needed. Message me if you have questions after watching it twice."

This creates consistency and sets expectations.

What to Record First

Start with your most repetitive tasks:

Week 1: Daily tasks

• How to check and respond to lead notifications
• How to update showing feedback in CRM
• How to send daily schedule recap

Week 2: Weekly tasks

• How to run weekly pipeline report
• How to schedule social media posts
• How to process new leads from website

Week 3: Monthly tasks

• How to run month-end reports
• How to update past client database
• How to create monthly newsletter

Week 4: Occasional tasks

• How to open new transaction file
• How to order signs and lockboxes
• How to process expense reports

The Handoff Process

When you delegate a new task:

1. Record Loom video of you doing the task
2. Send video to VA
3. Have VA watch and attempt the task
4. VA records their screen doing the task and sends to you
5. You review and give feedback

This confirms they understand before doing it for real.

The "Watch Me" Strategy

Some tasks are too complex for one video.

For these, use the "watch me" approach:

Video 1: "Watch me do this task from start to finish" Video 2: "Common problems and how to fix them" Video 3: "Advanced tips once you're comfortable"

Break complex processes into digestible pieces.

The Quality Control Method

After your VA completes a task, review their work.

If mistakes happen:

• Record a new video showing the correct way
• Point out specific errors
• Have them redo while recording themselves

This creates accountability and learning.

What Loom Replaces

Before Loom:

• Typing long email explanations
• Scheduling calls to explain tasks
• Repeating same instructions weekly
• Fixing mistakes from unclear directions

After Loom:

• 10-minute video once
• VA references video as needed
• Tasks done correctly first time
• Clear expectations set

The time savings compound quickly.

The Training Schedule

The new VA starts Monday.

Monday: Send 5 essential videos covering daily tasks Tuesday: VA watches videos, attempts tasks, asks questions Wednesday: Review completed tasks, record any needed clarifications Thursday: VA works independently, using videos as reference Friday: Check in, record any new tasks that came up

By the end of week one, your VA should be handling 50% of daily tasks independently.

The Common Mistakes to Avoid

Don't record while distracted. Focus on the training.

Don't skip steps. Show everything, even obvious parts.

Don't rush. Speak clearly. Pause between steps.

Don't assume they know your systems. Explain everything.

Don't make videos longer than 15 minutes. Break into multiple videos if needed.

The Organization System

Create folders in Loom:

• Daily Tasks
• Weekly Tasks
• Monthly Tasks
• CRM Training
• Marketing Tasks
• Transaction Coordination

This makes videos easy to find later.

Name videos clearly:

• "FUB - Add New Lead from Zillow"
• "Canva - Create Just Listed Post"
• "Transaction Desk - Open New File"

Clear names save time searching.

The Update Strategy

Systems change. Software updates. Processes improve.

When something changes:

• Record new video
• Archive old video (don't delete, might need to reference)
• Send new video to VA with "Updated process" note

Keep your training library current.

The ROI on Loom

Free Loom account: $0 Time to record 20 essential videos: 3-4 hours Time saved per month not re-explaining tasks: 10-15 hours

After one month, you're ahead. After three months, you've saved 40+ hours.

That's 40 hours you can spend on appointments, listings, and closing deals instead of explaining how to upload a photo to Facebook.

The Scaling Benefit

When you hire a second VA, you don't start from scratch.

They watch the same videos. Get up to speed in days instead of weeks.

When your current VA goes on vacation, the backup watches the videos and covers.

When you bring on a transaction coordinator, they have an instant training library.

One video library scales across your entire team.

What to Do About Questions

VAs will have questions even with videos. That's normal.

Reply to questions with:

• Answer the question
• If it's a common question, record a new video addressing it
• Add that video to your library

Your library gets better over time based on real questions.

The Security Reminder

Loom videos can contain sensitive information.

Set videos to "Only people with link" not "Public" Don't include client personal information in training videos Use example data, not real client data Review privacy settings on your Loom account

Protect your clients while training your team.

Your Next 24 Hours

Sign up for Loom (it's free).

Record 3 videos tomorrow:

1. Your most repeated explanation to your VA
2. Your most complex task your VA struggles with
3. A task you want to delegate but haven't because explaining seems too hard

Send all three to your VA. See what happens.

By the end of week, record 10 more videos.

By the end of month, you'll have a training library that transforms your delegation.

Stop explaining. Start recording.

Tiffany Hampton is a seasoned real estate leader and MAPS Coach with over two decades of experience helping agents succeed through leadership, coaching, and innovative strategy. As the founder of AgentGrowth365.com, Tiffany delivers proven systems, tools, and training that empower agents and market center leaders to grow with clarity and purpose. Whether you're looking to hit 24 transactions, streamline your coaching systems, or lead your business with impact, AgentGrowth365 offers a full suite of solutions designed to meet today's challenges and scale tomorrow's success.