As a business owner or start-up, it’s common to do everything on your own as it gives you complete control over every aspect of your business. But now that you got the momentum going and all the small stuff adds up quicker than expected, it’s time to get help. So, today, we give you the tips for entrepreneurs working with a virtual assistant (VA) and hiring strategies that will help you get the right VA for your business.
Related article: When to Hire a Virtual Assistant
What Areas of My Business Can Be Outsourced?
One of the initial questions we usually get is how to use a virtual assistant. So, we begin by educating the clients on the major tasks you can outsource to a virtual assistant.
These tasks can be categorized to address the two main parts of your business: Activities that run your business (customer service, web management, appointment setting) and activities that grow your business (online marketing, advertising, lead generation), and more.
Top Strategies to Hire Virtual Assistants
1. Know exactly what to look for
Identify specific skill sets and talents that you would need from the start. In order to find the person most suited for the job, you must create a clear picture of the outcome that you desire and the function of the VA.
Hiring an online assistant is just like hiring office staff for your business, that’s why it’s important to be very clear on the tasks and assignments that you’re looking to outsource.
2. Set up your working systems and procedures
Now that you know why you need a virtual assistant, be sure to have your systems up and ready so the VA can have a reference on how things are done in your business. This includes documentation of your processes, online workflow, and ways to implement them.
When the virtual staff gets onboard, you can easily entrust the tasks to them, and they will also have a cheat sheet should the need arise.
3. Define job specifications and definition
Your job listing should have the following: What the work requires, the skills and qualifications you need, the duties you expect the VA to perform, the number of hours and days per week you require (for short-term or long-term assistance), and the online platforms and tools you use in your business.
One of the top benefits of having a virtual assistant is that they have a wide range of skills and are willing to work extra hours on weekends. You can negotiate these terms during the interview.
4. What questions to ask during the interview
The following questions will help you how to work with a virtual assistant efficiently. These are background questions or basic selection criteria, skill questions, and teamwork questions.
- “Do you already have another job?
- “What is your favorite way to communicate?”
- “Will you work from home or anywhere else?”
- “What do you consider your best skills and strengths?
- “Which ones are your weaknesses?”
- “On a scale from 1-10, can you rate your XYZ skills?”
- “Can send me examples of your work?”
- “How do you manage to work with difficult team members?”
5. Shortlisting candidates
First, make a list of things or qualities you can’t hire a virtual assistant without and use this as a guideline. You’ll be able to narrow down the number of applicants that you would consider for the final interview. During the video call, check their communication skills, their personality, the way they present themselves, and how they respond to potential issues.
Related article: How to Hire a Virtual Assistant
How-to Tips for Using Virtual Assistants
6. Define expectations
To set clear expectations, you need to conduct a trial with them or a demo work by completing an example task that they would do. This also means that you can put up a detailed list of the steps they need to take to complete your task.
7. Start with relatively easy, minor tasks
Don’t give a critical assignment right away. Delegate smaller tasks first so you can take a look at the VA’s work process and determine the best ways to communicate with each other. Always ask the assistants if they understand the task and if they have other questions.
8. Using English with non-native speakers
Philippine virtual assistants are known for speaking/writing English better than other countries in terms of outsourcing. But you shouldn’t use complex terminology and keep your language as simple as possible.
9. Decide how often you’ll touch base with your VA
Effective communication as one of the virtual assistant tips to success can be achieved by setting a time that would work for both the client and the VA. As part of their work, the assistants are required to send an end-of-the-day (EOD) report but you may want to schedule a daily or weekly phone call with them to suit your needs.
10. Utilize the right tools
Don’t expect that the virtual assistant could do all of the work manually. You can help them increase their productivity by using the right tools either online or offline.
11. Train your virtual assistant
Bring your VA up to speed on the systems you use in your business. This is where you show them your systems and their personal access to the online tools they’ll be using. And because you may have processes unique to your business, you should spend some time training your virtual staff so they can learn them all.
12. Keep files in the cloud
Using cloud storage like Google Drive or Dropbox is a practical way to manage files between you and the virtual assistant. Create a shared folder so you can easily transfer and track the flow of both work and files.
13. Consider logistical issues
Other virtual assistant tips for entrepreneurs include being ready for any logistical challenges when working with an assistant from the Philippines. This can be a scheduled or sudden power outage, and slow internet connection.
That’s why it’s critical to find a dedicated company for hiring a virtual assistant. Not only does this VA provider pre-screen candidates if they have a fast reliable Internet connection, but they also track and manage each of the VAs to ensure that they are on time and on task.
14. Ask for ideas and suggestions
In the beginning, the VA may not volunteer feedback unless asked. Feel free to ask for feedback and recommendations during your periodic touch bases. Also, ask if he or she has any suggestions regarding how to handle the task better or faster. Most of the time, they may have developed shortcuts while working with previous clients, or he or they may have fresh ideas and experiences that you don’t know about.
15. Build a relationship
Finally, you can also establish a strong bond with your VA by spending time asking about their hobbies and such. Common questions to ask are, “What do you do for fun?”, or “How do you spend your weekends?”, “Do you have any siblings or children?”…
Hiring and working with the right virtual assistant has never been this easy with the help of ongoing HR support and a monitoring team. Though you have to be smart with your choices, it’s always advantageous to outsource from a BBB accredited company and backed with a VA replacement guarantee.
Since 2009, Virtual Assistant Talent provides the best virtual assistant staffing services to help professionals from different industries such as real estate, insurance, small business, coaching/consulting, and executive leadership.
Do you have any questions about virtual assistant duties you’re considering outsourcing? CALL US at 1-866-596-9041 and discover how our highly qualified and trained virtual assistants can help in your everyday tasks and objectives.
References:
freeeup.com
upwork.com
thevirtualhub.com
timedoctor.com
