So, you have considered hiring a Virtual Assistant, otherwise known as a VA? Maybe you’ve even hired one, and now what?
How does it all work?
Here are 6 steps to a successful partnership with a Virtual Assistant.
Most professional Virtual Assistants offer contracted services to their Clients. A contract is a necessary requirement for most, as it protects not only the interest of you as the Client but also the Virtual Assistant. Be sure to carefully read your contracts and don’t be afraid to ask questions if needed.
It will be easier to delegate projects and/or tasks if you have clear processes for repetitive tasks outlined. This will reduce the margin for error by letting your VA know exactly how you carry out processes within your business. Once you and your VA are up and running together then you can hand over updating and creating procedures to them. An easy place to keep processes for everyone to access is in programs like One Note or Evernote. These programs allow you to create chapters, sections etc. and that makes it easier to keep things current.
Be crystal clear on your needs and your wants. Decide right off the bat what the best form of communication is for you both. Some VA’s prefer tasks to be added directly to project management software like Trello or Asana. Other’s preferring to receive instructions via email. You as the Client may prefer a phone call, email or even text messages. Whatever the form of communication, be sure to set out expectations.
Further to documenting your processes be sure to provide clear and detailed instructions. Although most VA’s would love to add mind reader to their resume alas it is not an ability we yet possess! If you are not sure how to communicate via writing then be sure to call your VA directly, or do a little walkthrough video. Find a way to give clear instructions in a way that is easiest for you.
There are so many fantastic programs out there that make working remotely and with a virtual team easy. Here are some of the most common ones out there (most of them free):
- Last Pass – Allows users to store and share access to programs, information etc. in a safe and secure manner without sharing your usernames and passwords.
- Asana – Project management program that allows you to set up teams, projects, delegate work, communicate, set deadlines and more.
- T-Sheets – Allows VA’s to track their time by the minute for accurate and honest billing.
- Screen-Cast-O-Matic – Create videos, presentations, capture your screen as you work to provide a video operation manual. So many great features!
- One Note or Evernote – use these for online manuals, policy and procedures, store your blog topics and mark them done, create checklists and more.
Hire the Right VA for your Business/Needs
It seems like that is a no-brainer, right? What a lot of people don’t realize is that most VA’s will have a couple of niche areas that they specialize in. For instance, some are designers/creative VA’s, others might specialize in certain fields like real estate, law or medicine. Depending on what you need you may hire multiple VA’s who can work together to get your business where you want it to be!
Ready to get your business organized, free up your time and get new projects started?
Contact us today to find out how we can help get your business to the next level!