Every VRA match comes with a built-in check-in schedule — 14, 30, 60, and 90 days after a virtual assistant starts — specifically so a Keller Williams agent and VA aren't just working together under the assumption that the fit is working. Instead of describing what those check-ins are supposed to accomplish, here's what real Keller Williams agents across five different market centers — KW Elite, KW Heritage, KW Memorial, KW San Antonio, and KW New Braunfels — actually said at each milestone.
14 Days In
Fourteen days is early — a new VA is still coming up to speed on an agent's specific workflow. What a result at that stage usually reflects isn't a fully optimized business yet; it's the first sign that recurring admin, the kind that quietly eats evenings and weekends, has actually started moving off an agent's plate.
Kaylee Fisher, Keller Williams Elite
“For the first time in months, I have been able to cook dinner for my family. I have been able to go to some of my son's baseball practices.”
Steve Galvan, Keller Williams Heritage (VA: Rafie)
“I've gotten things done in the past two weeks that I hadn't been able to do for an entire year. The leverage capability is amazing — I can go to lunch and know things are getting done. I had 29,000 emails in my inbox and now I have 12,000. She's doing so many things behind the scenes that I never even thought to do, and it's going to make my life easier, let me spend more time with my family, serve my clients at a higher level, make more money, and sleep better.”
As VRA's Michael Bossart put it on that same call: “You can hear what leverage does when you hire talent. If you just hire a body, it's very different than hiring talent.”
30 Days In
By day 30, a VA has learned enough of an agent's actual workflow to start showing up in the details — the transactions that don't slip, the campaigns that go out on schedule, the inbox that stays caught up.
Karen Gonzalez, Keller Williams Memorial (VA: Sana)
Karen is in the top half of 1% of agents in Houston for volume.
“My experience with Sana has been amazing so far. I was really impressed with the level of training and professionalism she started with from day one. Since then she's been a quick learner and a great asset to my team, helping me get a lot of my time back.”
Patty & Paula, Keller Williams New Braunfels (VA: Jerome)
“He has been awesome. He has helped us get caught up and keep us organized, and he's keeping track of our transactions and listings and sends us reminders of what needs to be done.”
Lisa Rigdon, Keller Williams (VA: Tristan)
Lisa was VRA's rookie-of-the-year client and is now closing in on $10 million in volume. Thirty-seven days in — just past her 30-day check-in:
“Tristan has taken such a huge load off of me. He's given me my life back, so I'm not working 16 hours a day, and I'm able to have some personal time back in the mornings while he helps me schedule out my day. He's been so proactive — sending emails through my Command campaigns to other listing agents, to my sphere, to my database — getting people into both of my listings.”
Wondering what a VA could take off your plate? Take our two-minute Needs Assessment or schedule a consult.
60 Days In
Sixty days is enough time for a VA to move past onboarding and into the actual rhythm of an agent's production.
Frank McCumber, Keller Williams San Antonio
“It transitions into your business so seamlessly, and it squares everything away for you. All that marketing — the newsletters, the postcards, the farming — it may miss a week or gain a week. Never. It's like clockwork, and I'm showing results from it. I'm getting clicks back, I'm getting phone calls from the mailers. Yes, it costs a little money to get, but it's being paid back. It pays for itself. It's like a self-licking ice cream cone. I love it.”
Emily Zakhem, Keller Williams Memorial (Top 20%, Luxury Agent)
Emily's 60-day check-in wasn't for her first VA — it was for her second, Chesca.
“Chesca is amazing. I cannot think of running my business without a virtual assistant. I had one about three years ago, and I terminated after six months — I realized that was the worst thing I did. I ended up coming back and begging for another virtual assistant. I'm very grateful. This is my right hand. I cannot do anything without it.”
Emily also described the check-in process from her own side of it: “Whenever you hire one of our virtual assistants, we meet with you on day 14, day 30, day 60, and day 90, to make sure they're growing with you and with the needs of your business.”
Tai Docarmo, Keller Williams Memorial
“I've felt the change in the pulse, the tempo of my business ever since she came on — particularly because I feel I can trust my VA. Certainly happy I did it. Wish I did it sooner.”
90 Days In
By 90 days, the relationship has usually stopped being an experiment and started being infrastructure.
Ken & Montse Foster, Keller Williams Memorial (VA: Jerome)
“Jerome has been one of the most wonderful additions to our team. I'm surprised we didn't take this step earlier. He's incredibly well-trained, professional, has a lot of great energy — and after 19 years together, 22 years combined in this business, we finally feel like our business is going to that next level.”
Beyond Residential
The model isn't limited to residential agents. Alexandra Pocora, who works in business brokerage and commercial real estate at Keller Williams Memorial, uses her VA (Josh) for document organization and marketing:
“He's helping us with organization of documents and in the system, marketing-wise… and he's always on time — every morning, 8:30, good morning.”
Why VRA Checks In at 14, 30, 60, and 90 Days
The check-in schedule isn't a formality — it's built to remove the risk most agents associate with hiring a VA sight unseen. Every VRA engagement comes with no long trial window and no fine print: if a VA isn't the right fit at any point, you can swap in a different VA at no extra cost. The 14-day check-in catches an obvious mismatch early; the 30- and 60-day check-ins confirm the VA has learned an agent's actual workflow; and the 90-day check-in, as the Fosters' story shows, is typically where the relationship stops being an experiment and starts being infrastructure.
What This Means for Keller Williams Agents Considering a VA
Nine different stories, four different milestones, five different market centers — and the same pattern each time: relief in the first two weeks, reliability by day 30, reliance by day 60, and a genuine sense of leverage by day 90. See what a VRA virtual assistant for Keller Williams agents actually covers — from transaction coordination to KW Command management — or take the Needs Assessment below to see where you need help most.
Ready to see what a VRA virtual assistant could take off your plate?