Does finding a good virtual assistant improve your business’ productivity and efficiency?
Yes, employing a VA can hugely impact your work, but no, a job interview is not the only thing that you have to do.
We (virtual assistants) are often expected to dive right into the work, without any knowledge of the client or how the company works. This usually ends in information overload, lack of structure, and a veil of confusion that shrouds all tasks. Defeating the purpose of our very existence!
This is why we value a smooth onboarding process, as it sets the tone for our entire working relationship, here are a few ways you can set your virtual assistant up for success:
Clear Communication of Tasks and Expectations
The priority is always to clearly define the role of your VA, including specific tasks, responsibilities, and the standards or outcomes you expect. Providing detailed job descriptions and expectations can help prevent misunderstandings and ensure that your VA knows exactly what is required from the outset.
You should ask your VA to do the same and communicate any requirements and expectations they may have from you. Listen to what they have to say, and accommodate accordingly. For example, your VA may want more flexible hours than the rest of your employees because of a time difference, usually this can be resolved by agreeing on strict output-oriented deadlines. Give a simple example here.
Preliminary Training and Resources
The amount of training you give depends on the job you’re hiring for and the qualifications of the person you have hired. However, even experienced VAs will need time to understand your specific systems, processes, and preferences.
Offer a comprehensive orientation to your workplace, training sessions, detailed guides, and access to all the necessary tools and resources they need to perform their tasks efficiently. This can include software tutorials, workflow documents, and access to internal knowledge bases.
For example, someone can be a great copywriter but they still can't do their best work if you can't explain to them your brand's voice and story!
Establish Communication Pathways
Decide on the most effective and convenient means of communication (e.g., email, messaging apps, project management tools) and set regular check-ins or updates. This ensures that both you and your VA are always on the same page and can immediately address any issues or questions that may arise. Give examples of easy-to-communicate platforms.
This is why a lot of companies lately prefer project management tools like GoodDay and Slack. They are great options as they have a user-friendly interface and can help not only communicate but also track and organize several projects and tasks at once.
Give Feedback and Reward Performance
Like any other working relationship, the one with your VA should be built on mutual trust and respect. Acknowledge their contributions, provide constructive feedback, and be open to their suggestions or concerns.
Especially in a remote setting, it can be difficult to feel connected to the team and the company’s work. Be sure to recognize whenever your VA goes above and beyond, and reward good performance. The rewards could range from anything like verbal praise to bonuses or promotions – a simple “well done” goes a long way. Believe me, it did for us too.
Set up a Trial Period
We know this is not always feasible, but a trial period allows both you and your VA to assess how well you work together.
You can use this time to provide feedback and make any necessary adjustments to workflows or communication styles. This period can be crucial for ironing out any kinks and ensuring both parties are satisfied with the working arrangement. It’s a great way to avoid any problems in the future.
Having a VA can do wonders for you, but if you’re not aligned with each other it can also be very frustrating. At Fibo, we avoid this by following a comprehensive process that allows both the client and the VA to get to know each other.
Like any other working relationship, the one with your VA should be built on mutual trust and respect and these are just a few small things that can make a big impact and ensure success.
コメント