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How to work with your Virtual Assistant – Managing the right Candidate

Owen McGab Enaohwo — Wed, 10 Mar 2010 22:49:27 +0000

Hiring a Virtual Assistant (VA) for your business is ONLY the first step in the process of leveraging your talent and your time. Ensuring you get the expected results from your VA, as well as setting up the working relationship between you and your virtual assistant is the main goal of the whole process.

Allow me to walk you through the details of managing your Virtual Assistant. The process is seemingly straight forward; just be aware that you also need to constantly adjust to the situation. Working with anyone – real or virtual – is a dynamic situation where adjustments need to be made at all times, every time. The key word here is resiliency.

Interacting with your Virtual Assistant is done by means of various new technologies and the internet. Setting up a virtual workspace for communicating with your VA is essential. The tools needed are readily available and cost anything from free ($free.99) to a fraction of what it would have cost to implement 4 to 5 years ago. I am going to cover some of the basic tools that your VA needs to have set up.

Here are 3 important basic tools to set up (and how to use them):

Email

Set up an email address where you and your virtual assistant can send and receive instructions and documents.
Set up a message system that will not confuse you or your virtual assistant. Example:
1. Instructions should be labeled as instructions, and should refer to a specific job.
2. Feedback should be labeled as feedback, also referring to a specific job.
3. In case your message is a mixture of both, separated the instruction set from the feedback set. And always refer to a specific item on the task list.
File names should refer to specific tasks so it will be easy for both of you to refer to instructions and track down feedback.
Email messages should have the date and time the message is sent for easy reference, aside from the task list item.

Chat client

Being able to communicate in real time is valuable in a virtual work environment. Make sure you and your virtual assistant have at least 2 chat clients available, so you have a back up in case one client goes into maintenance or offline mode.
During your chat, make a list of items you would like to discuss with your assistant. Having a list allows you to maximize the use of time, and makes both of you stick to what really needs to be discussed.

Voice and Web Cam Communication (VoIP)

Make sure that your virtual assistant has the necessary tools needed so you can make calls to each other directly. This will allow both of you to interact directly with each other especially when the task at hand needs to be explained to the VA in depth.
Since the quality and clarity of sound / voice during the call might be an issue it’s advisable to sign up with a reliable VoIP provider.
After each voice call, ask your virtual assistant to send you a summary transcript of your discussion so you can be sure that they fully understood the topics discussed during the call and they have a clear idea of how to execute the tasks.

I have just list some of the basic tools required but be aware that the use of additional tools is a given depending on the type of working environment, your business niche and your needs. You may provide all the necessary tools or ask your virtual assistant to acquire them.

System Orientation

After setting up the communication tools, you need to orient your virtual assistant on the systems and steps you use to complete tasks. Be as detailed as possible when presenting the system to your VA, but also be willing to allow your VA to be creative too and use their own initiative when completing tasks. Remember systems are meant to grow and evolve, hence encourage the VA to determine better ways of getting the tasks done.

If you need to explain something using a video, then by all means make one. If you need a document or spreadsheet formatted in a specific manner, provide your VA with your required format. Resorting to generalities and expecting your VA to sort things out for you will not do both of you any good.

Make a list of deliverables and your required timeframes. Make sure that if you were asked to do the same thing, you can do the same within the timeframe you require from our VA. The best way to determine what to realistically expect from your virtual assistant is to immerse yourself in the task before hand and fully document how long it takes you to complete it.

What to do when communication links break down

Web based communication links are as temperamental as the service providers and the reliability of power suppliers. PC hardware can act up any time. As Murphy’s Law states – Things can go wrong – and they will – at the worst possible moment. So you need to clarify this detail with your VA. Ask your VA to inform you through email (your VA can use another internet connected PC to get in touch with your). In case you are the one who has communication break down issues, inform your VA. The needs to be constant communication hence come up with contingency plans to handle this issue.

The most important item – “Synchronize your time zones“

I purposely left this point until now because I need to emphasize a point. Since you and your VA might be located in different time zones, make sure you agree upfront to a common time to communicate with each other and when work will be done. I call it “Time Zone Synchronization”, you need to consider that even though it might be day time at your place, it can be mid night at your VAs location.

Working late nights can affect productivity over time so I suggest giving your VA a day off during the work week so that they can get replenished and energized; do you know what happens to you if you keep working on the night shift over a long period of time? If you don’t then I suggest you give it a go and you will quickly understand the reasoning behind my point.

Conclusion (okay, I now have to end my rant!)

A Virtual Assistant is not a magician so don’t expect them to put together the entire system from the scratch for you. Your VAs output is greatly dependent on your orientation, and the systems that you have already set up. As they say – Garbage in, Garbage out. You might get a smart enough VA who can do wonders for you, but you will still have to set up the systems needed to execute and complete your tasks. Working with your VA will take sometime to mature. Changing a VA just because there are issues right at the start will get you no where. Unless that VA becomes so undependable and does something that’s totally out of order, be resilient with your VA. In 4 to 5 weeks, you will start to see your patience and resilience paying off.

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OWEN: So I’m about to start the second installment in my series, the first one I was talking about how to find the right Virtual Assistant and how to, where to find them from what to interview them, this series this topic is gonna be about how to work with your Virtual Assistant, essentially how to manage the right candidate once you’ve hired them.

So why is this important? It’s important because you need to have your Virtual Assistant deliver results, because that’s the main reason you’re hiring them in the first place. So part of management, having your Virtual Assistant understand your processes, and the systems that you need them to take over, you need to be resilient in the sense that you need to understand that, it’s a process where the Virtual Assistant is coming in and is going to learn everything that they need to get your job done so you need to be patient with them. And take your time to train them on all the processes and all the steps and everything that is required.

All interaction will be done via technology, in the sense that your communication will be done through technology in terms of emails, voice over IP and so on. So you need to familiarize yourself with the necessary technology and tools that you will be using to get your job done.

The three basic tools for communication are your email, your chat client and also your voice over IP. So let me explain email, with email you need to set-up an email for you and your Virtual Assistants to communicate and have instructions and feedback, go back and forth within the email. Make sure that each email that you send applies to a specific, I mean each email instruction or feedback applies to a specific task or job that you have the VA work on, also make sure that if you have file names or documents — you have files or documents that you’re gonna attach to an email make sure that they also apply to the way you name the files they also apply to a specific job. And also make sure that your email has the right date and time so that it becomes easy to reference in the future.

Concerning the chat client, you want them to set up your Virtual Assistant such that they have, you and your Virtual Assistant have the ability to talk in real, not to talk in real time, but to chat in real time maybe via Skype, Yahoo Messenger or even Google Talk whatever chat tool that you have available. Before chatting, because maybe you start chatting that can get carried away you wanna make sure that you list all the required items that you need to talk about when chatting so you don’t get carried away.

In regards to Voice Over IP there are times where you definitely need to have, talk over the phone especially in times where, its not something you can type by email or quickly get over by chatting so you might need to spend some more time explaining stuff to the Virtual Assistant, so Voice Over IP might be necessary. Because you need to make sure that you have good quality calls it is essential that you get the best Voice Over IP providers out there and at the end of every call make sure your VA sends you a summary of what you discussed because that’s gonna help you ensure that the VA understands what you talked about. This is just the basics there might more tools that you need depending on your field and what kind of job you need done.

System orientation and what this means is you having to train your VA on the systems that you gonna use to get stuff done. It also involves you detailing out the steps that are required for them to get your task done, because they need to be informed in very single detail be as elaborate with your explanation.

And give them chance to use their own initiative and be creative and in order to expand the system because every system is in itself should be allowed to grow and give the VA a chance to be able to figure out okay what are the best, additions to your already made system that they can implement to get better results.

Because this is a training that might get very involved in, you can make use of videos to detail out the steps you need them to carry out for your tasks. Also make sure that you have the documents needed for the job and the right format. Because its one thing to explain to the VA what you want them to do, but if you give them everything they need in the right format then it’s a lot easier for you to get what you’re already looking for.

Take the time to explain the deliverables because they need to know what is expected of them. So explain the deliverables. And also explain the time frames, when you expect them to get stuff done. The best way to do this is to have, to actually, before you get a VA spend time understanding the task, and trying to implement the task yourself so you’ll have a realistic expectation of what, how long it would take to get the task done.

You need to be proactive, in the sense that sometimes the communication lines might breakdown, so you need to set up a contingency plan by having your VA immediately respond to you and let you know, maybe some of the communication lines that you guys use are down or in your end where maybe your own communication lines are down, you need to be proactive and let the VA know because constant communication is needed between you and your VA in order to get the jobs done.

Also you need to do something that I call synchronization of time zones, it’s very important in the sense that you might hire a VA at a different time zone, maybe it might be day time where you live and for the VA that same time might be midnight. So you need to understand at what times exactly do you want them to work and at what times at a time that you want them to work, what time will it be in their own time zone, so you need to understand that.

And you need to plan ahead because since you’re having them, because of the time differences between yourself and the VA you need to make sure that everything that you need them to do, they understand at what exact time in your own time zone those jobs needs to be delivered.

I also say give the VAs frequent breaks because if you were to work night time over a long period of time, you gonna breakdown, so you want to make sure that the VAs are fully energized and replenished so give as many, as much breaks during the week. What I’m saying is maybe once every week let them have a day off, so they can replenished themselves and be able to do your task a lot more efficiently an effectively.

So in conclusion, you need to understand that your VA is not a magician, essentially you cannot expect the VA to understand everything you want them to do and get the job done hundred percent especially if you not spend the time to train them on your task and fully elaborate. I would say take your time to explain to the VA the goal and the reason for why they need to get the task done so they know the broader picture of what they’re actually doing. And then also spend the time to break down the processes and the systems into little bites so they can chew on each bite and understand, okay this is what I need to do to get the specific task done and this is what I need to do get another task done.

With that said I want you to go ahead to my blog and read the entire post and live your comments and suggestion because I wanna know what you think, Thank you very much, bye.

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How to hire your Virtual Assistant – Choosing the right Candidate

Owen McGab Enaohwo — Wed, 10 Mar 2010 01:27:43 +0000

Hiring your own Virtual Assistant (VA) needs proper preparation and candidate selection. Making the decision to hire a VA and posting the job position online are the easiest parts of the process. The crucial parts are; choosing the right candidate, and managing the Virtual Assistant that you eventually hire. In this post, I will present to you the first part – Choosing the right candidate.

What job or tasks do you need the VA to do?

Before posting the job online, it is wise to determine the specific tasks the VA will be doing on your behalf. Knowing what task you will be asking the VA to be responsible for will give you a clear idea on the specific skill sets the job requires. List the task and the skills needed to carry out the task, and then ask yourself how many hours will be needed to carry out the task, and how much you are willing to pay for the number of hours that the job will require.

You then will have to determine if this task is a one time task, such that once the job is done, then there will be no need to repeat the job, in the future. If this is the case, then this job can be posted as a fixed price job. But if this task is part of a repetitive process within your business, then this job is classified as a weekly task that will need a fixed amount of time each week. Jobs of this type will require you to set a budget on a weekly basis to compensate the VA for doing the job.

Posting the job

There are several good websites to post your job such as oDesk.com, Elance.com. Most sites all you to post your job based on its category or type. You will be required to set up your account including entering in your credit card details. Before posting a job on any site, make sure that you have complete understanding of their terms and conditions. Pay particular attention on their charges. Some sites add 10% on top of what you are offering to pay the VA, while there are others who deduct 10% from the amount you pay the VA. Also take note of their dispute resolution process should you need to resolve an issue with the VA your eventually hire.

The hiring process

After posting the job online, you need to keep track of applicants or job candidates.

There are two types of job candidates you need to be aware of:

The newbie
1. These are applicants who are new to the online job posting site. And there are two types of newbies.
  1. i. The newbie who is a veteran. This job candidate is a new user of the job posting site, but has extensive offline experience.
  2. ii. The newbie who is just starting off. This job candidate is a new user of the job posting site, and has relatively short off line experience with jobs requiring a similar skill set.
The 2^nd type of applicant you will encounter is the veteran. This applicant has been a member of the job posting site and has logged quite a number of hours and jobs over three months. This type of applicant can and will ask for a higher fee owing to the track record the applicant has established over time. Hiring this type of applicant MAY ensure successful delivery of tasks. But you have to take note of the fee that the candidate indicates.

There are veteran applicants who have already logged on quite a number of hours and jobs, but are new to the task that you want done. You will find this out in the job applicant’s profile.

Always look at the job candidates posted profile. This profile paints a more or less accurate picture of the candidate. Before doing the interview, take particular attention to the application letter that the candidate sent. This letter will reveal to you the communication skill of the prospect. A letter that appears to be a standard format letter can be a red flag. A letter that is written in a flowing manner, referring to details found in your job post is a good indicator.

The Interview

When doing the interview, ask for the candidates’ views on the job you posted and how the candidate intends to carry out the task. Emphasize to the candidate the number of hours you will be requiring for the task and your preferred work schedule. Take note of the time zone difference in other to synchronize real time communications across time zones can become a hassle.

Hiring a candidate due to low fee considerations sets you up for a trap. Low fees do not necessarily mean savings on your part. In most cases, this is a red flag for a frustrating relationship with a possible hire.

In the world of online outsourcing, the reality is – you get what you pay for.

In doing the interview, see to it that you are able to come up with a decision within a short time frame. The best candidates do not wait. They are always on the hunt for other jobs. You could miss out on a good candidate. Job Candidates who linger on are those who have no current work, or are not online often to keep track of their job candidacies.

Once you find the right candidate, hire that candidate immediately and prepare the virtual workspace where you and your VA will be interacting in.

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Owen: How to hire your virtual assistant. Choosing the right candidate. Choosing the right candidate you have the easy part of that. Well first easy decision it will be making the decision that you wanna hire someone to help with your business, and the other easy part would be the job posting itself where you find websites online and post your need for the virtual assistants to apply for your job. Well the not so easy parts that would be the actual interview process where you have a bunch of qualified candidates show up and you know maybe bid for the job and go through your interview process and you choose who you think will be the best candidate.

And another not so easy step will be once you hire the VA the actual managing of that particular VA that you hired. So I’m gonna try and focus on the beginning stages of the process which will be the interview process and finding the right VA and the next installment of this I would focus on this which will be the managing the VA. But for now, let’s go ahead and talked about the interview process. So part of finding the right Virtual Assistant involves you basically determining what you need the Virtual Assistant to do for you, so you need to spend time and determine the specific tasks that you want the VA to take over and handle for you.

And also, you need to also find in that process you need to also know the specific skill sets that you require the VA to have. As well as you know determining how many hours are needed for the job to get done, as well as what you’re willing to pay the VA once you finally find the right VA.

In addition to that you need to determine if you gonna need the VA one time only or if you gonna need the VA over a period of a time. So when I say one time only I mean, okay you have a job that is specific set of requirements and you just want them to go ahead execute the task and that’s the job over with and you most likely wouldn’t need their services anymore, or you need a VA that’s gonna do set of tasks for a renewable period of time like say continuously come in and call all your contacts and set appointments for you and follow up with your contacts. So you basically have to determine is this a one time only or continuous job.

So when posting a job online there are a few things that you have to consider. One of the first things you have to consider is what category or type of job are you going be posting online because the sites that you have for instance, you have odesk, elance and all that, they have, the way the sites are built they have it so that you, for instance if you need to post a job that is gonna be web based then you would post it under that specific category if you need graphic design you gonna post the job under that category. So that way you can get the best qualified candidate. So think about on the website that you’re posting your job, what category your job qualifies under and post your job underneath that specific category.

The next thing you have to pay attention to is on that specific site that you’re going to be posting your job you definitely need to enter in your payment information because they need to make sure that you know you are capable of being able to make the payment once your job is completed by the assistant. And the next thing too is pay attention to the terms and conditions on that website, because each website has its own different terms and conditions and you just read through them to make sure that you understand them and then you are in agreement with them.

And also need to make sure that you pay attention to the fee structure that they have on the website. The reason I say this is some websites they charge you ten percent, for instance now, on top of what you’re paying to the person who is helping you with your job or some websites might also decide to take ten percent from the fee you’re paying to the person who is helping you with your job.

So the fact that I’m saying ten percent doesn’t mean that’s not what all websites are charging what I’m just trying make a point that they either charge a fee on top of what you’re paying to the person who’s helping you with your job or take the fee from what you’re paying to the person who’s helping you with the job so pay attention to that. The last thing you also wanna pay attention to is dispute resolution because it is not a perfect world and you may have a situation where you may have to have a dispute resolved. Especially if it’s a case where the VA does not do the work that this was not do correctly, so you need to make sure you are able to resolve situation that might arise.

Now let’s get into the hiring process proper, the type of job candidates available to you. You have the newbie, basically has not, maybe a newbie to the website or a newbie to the job entirely, has never done any kind of task that is similar to what you’re looking for. Usually the newbie either to the website or newbie to the task usually charge lower and you also have the person’s who’s a veteran who’s on the website has a lot of hours and usually the fees are a lot higher that they would charge. Always do this when you hiring a VA. Hiring someone to work for you on this websites, make sure that you review the profile because reviewing the profile will tell you a lot about the person. And also check out what testimonials from other people who’ve hired them. And also make sure that you review the letter that they sent to you in regards to getting to apply for your job because that would tell you if they understood the requirements of your job and it will give you insights on how to think.

So the interview process, here you have to make sure that you when interview a client you get their views and opinions on how they’re going to handle your task coz you wanna know how they, how they think. Make sure that they understand the hours required, because they need to know what kind of time commitment that they going to have to put into your job. Make sure that they have a work schedule that you understand the work schedule and that they can, it can be something that they will be able to handle.

Another thing that you want to pay attention to is the time zone because they might be in a different time zone. Maybe you definitely need to figure out how the both of you will synchronize your time so that even though the time zone that might be, maybe some minutes ahead of you I mean some hours ahead of yours they can essentially work at a time that is, basically synchronize the time and then both of you work at the same time. Also pay attention to the fees because the lower fees doesn’t mean, I mean getting someone who basically you get what you pay for, that’s what I’m try to say. And also make your decision quickly, because the best people to get they don’t waste that much time.

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So what do you think?

This is the first part of the process in hiring your VA online. I am sure you have your questions and ideas. Take time to share them with me. So we can enrich each others ideas and views on hiring a Virtual Assistant. You may have questions. Post your questions / suggestions in the comment box below.

In my next post, I will show to you how to manage your VA and set up the virtual work space so you and your VA can interact in a more efficient and effective manner.

Any business can hire a Virtual Assistant! And you can too!

Owen McGab Enaohwo — Mon, 08 Feb 2010 07:28:10 +0000

Earning a profit is your main business goal; your profits depend on your earnings, continuous promotion of services, network building, and deal closing.

When your business starts to grow, daily activity in running the business gets spent answering phone calls, booking orders, filling up invoices, filing all types of information and all other related paper work. Hence, keeping track of marketing strategies, business development and earnings gets out of your focus and attention. You will end up with a pile of tasks and details that just brings everything else in your life to a stand still.

Using the traditional approach

As a response to this pile up of tasks important to keep your business going, at first you might decide to use the traditional solution of hiring employees to do all the paper work and customer support. The employee you hire then reports to work 8 hours a day, Monday to Friday; you must first have in place all the necessary office equipment and furniture– which becomes an expense on your part. At the end of the day, the employee stops working, and your office closes for the night. All the needed work is restarted on the next business day.

This traditional business approach automatically limits your business operations to the hours the business is open for the day. At the end of the work day, all work ceases, while you, the business owner continues to think, plan and work on other details to keep the business going and ready for the next work day. If you need assistance from an employee you will have to pay for overtime work.

The Virtual Assistant solution – fortune 500 approach

Traditionally, only Fortune 500 companies hired virtual assistants. This was necessary for them due to the global reach of their business. Today, current technology has shrunk the world and allows even small businesses and professionals to offer their services across time zones. The opportunity to hire virtual assistants is now available to small business owners like you.

Like traditional employees, a virtual assistant does the needed tasks any business requires to run efficiently. The marked differences between a virtual assistant and a traditional employee, has advantages small business owners can maximize.

3 Significant Advantages your business will benefit from when you hire a Virtual Assistant

The virtual assistant is responsible for providing the necessary equipment needed to carry out the tasks that they are assigned.
Your business can operate 24/7 since the virtual assistant can be in another time zone. When your business closes for the night, the VA can continue working in another time zone. Time zone barrier ceases to limit your business operation.
Wages are set based on the virtual assistants’ preferences and you will be able to negotiate a cost efficient wage. The VAs you choose will give you a cost efficient wage structure for the task your business needs to get done.

The Virtual Assistant you hire will work on all the tasks than can be assigned to a traditional employee. Your virtual assistant can take care of all the needed paper work to keep your business running. Now, you can hire a specialist to assist you in improving and implementing the business development plans you need to extend your market reach. You will be able to hire professionals to assist you in developing your product and streamline services.

This in turn will allow you to then focus on increasing earnings and making a profit. Most of all, you get your life back and then will be able to enjoy and benefit from the profits your business will bring to you.

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Owen: Any Business can hire a virtual assistant and you can too. Why hire virtual assistants? We’ll gonna begin like this. Earning a profit is the main goal of running your business. And in turn, this profit depends on your earnings, continuous promotion of your services, network building and deal closing. Well, as your business grows, you find out that the management challenges begins to appear and you end up spending your time on daily activities required for your business to function such as answering phone call, booking orders, filling up invoices, filling all types of paperwork that can be time consuming. As a result, you end up losing track of the important activities you need to focus on, which are activities such as marketing, your marketing strategies, business development and planning and keeping track of your earnings. These are the things that need to have your focus and your attention. So when you spend time working on the tasks that are not as important, what you end up doing is that you get so focused on the minutia and everything else in your life comes to a standstill, really!

Well, the traditional response to that which I call it the traditional business approach is to hire employees to work for you so that you can free off your time. Well, the usual approach is that employees report to work eight hours a day, Mondays to Friday and for the most part, they come in to your office and you’re required to have all the necessary office equipment and furniture and this in itself can be an expense to you so you need to have all those things in place before they come into the office and start working for you. And when the employee closes for the day, you, the business owner usually is left behind to continue working and planning for the next day. And at time when you need to have the employee to stay over then you have to pay for overtime whenever you need them to work outside of their regular schedule.

So, the virtual assistant solution, which is actually something that the fortune 500 companies have been doing for quiet sometime but until recently, the virtual assistant solution has only been available to the big companies and has been out of the reach of the smaller business. But due to the current technology today, that we all have available to us, the world has now been shrunk down and it allows even small businesses and professionals to offer their services across time zones. And hence, the opportunity to hire virtual assistants is also available to all businesses, big and large.

A virtual assistant will handle all the tasks needed for your business in order for your business to run efficiently. Hiring a virtual assistant has its advantages and all business owners need to enjoy from these advantages.

The three significant advantages of hiring a virtual assistant; Well, first of all the virtual assistant provides their own office equipment needed to carry out your tasks. So that’s a cost that you don’t have to worry about. Your business can now operate 24 hours because virtual assistants come from different time zones and they can even continue to work even when you are closed for the day which allows your business operations to run smoothly even when you’re not available. Also, when you hire a virtual assistant, you’ll be able to negotiate cost effective ways to pay them because they essentially work for you as independent contractor. And also you don’t have to worry about setting up any kind of benefit plan.

Now, in conclusion, virtual assistant can handle any task that you can assign to a traditional employee. This in turn will allow you to focus on the most important tasks needed to grow your business while you get control of your life and enjoy your business and your profit.

Well, would you consider hiring a virtual assistant? If not, let me know and also if you would, also let me know if you would consider hiring a virtual assistant. I currently use virtual assistants and as a matter of fact, I think you can do the same thing for your business. The reality is that a virtual assistant, as long as their systems and place to use to handle your tasks, a virtual assistant can come in, take over the systems and basically executes and deliver results.

So what I want is to get your opinion on what I shared with you. I want you to come back and leave your comments and suggestions on my blog. Please go to http://www.hireyourvirtualassistant.com/Virtual-Assistant-For-Any-Business.

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Would you hire a Virtual Assistant? Why or Why Not?

I currently use virtual assistants myself and as a matter of fact, you too can hire a virtual assistant and implement this Fortune 500 approach for your business. Give this a thought and take time to leave your comments or suggestions on my blog. I will like you hear what you have to say.