Now you hired and delegated tasks to your virtual assistant, you might wonder what is next? If you are clueless on how to manage them so they can perform on their best, read on. Here are the five must know tips in handling virtual assistants.
Is it your first time to have a virtual assistant onboard? Or you have no idea how you will treat your virtual assistants? You have dozens of questions in mind, that is why we are here to help.
Generally, virtual assistants are skilled and highly experienced in their niche. They are open and flexible in terms of adjusting to work dynamics as they have dealt with clients from across the world.
Basically, VAs have an idea how things will be once they start working. However, it is on you to provide them with definite goals and plans on the results you want them to deliver.
In order to optimize productivity and develop a pleasant working relationship with your VAs, here are the things you should know in handling virtual assistants.
- Virtual assistants are humans.
From many websites offering advice and tips on handling virtual assistants, none of them gave this advice. So far, this is the most realistic and practical tip given by the media company Medium.
Without a doubt virtual assistants, especially Filipino VAs, are dedicated and highly skilled. But despite these strengths, let us not forget they are humans too like us.
Prepare yourself of their weaknesses and shortcomings. Tell them of your expectations but make sure to be open to alternatives to meet those expectations.
The next important reminder when dealing with VAs is communication which we will discuss more on the next item.
- Communicate with your virtual assistants as often as possible.
Virtual assistants are part of your team and should be treated as such. Include them to your regular meetings and update them on the tasks or progress if there is one.
Time zones can be a challenge when trying to establish constant communication with a VA. VAs are professionals, so most of them can stick with agreed scheduled meetings. For convenience, you can try different modes of communication applications like Skype, Zoom, and Google Meet.
Communication is very vital with virtual assistants as remote setup is different compared with working in a traditional setup. You will be missing non-verbal cues and written words can lead to many misinterpretations and misunderstandings.
So be honest and thorough with what you want. Be open too with what your VA has to say since they are experienced with the job you assigned them to.
An open and honest communication is a start for developing a strong working relationship with your VA. A strong relationship can lead to a longer term relationship, quality outputs, and increased productivity.
Most of all, a strong relationship with your VA means business operations can run more smoothly than usual.
- Delegate tasks based on their skill sets and agreed job description.
It may be exciting to have someone flexible and knowledgeable onboard that we start delegating tasks not fit to their skills and most of all, unfamiliar to. To prevent future issues, stick to the agreed job description and skill sets they have laid out before you hire them.
Your business might need additional help it from your virtual assistant as it expands. Contact the right department and let them know the job description requires updating. Do not forget to inform the virtual assistant of the changes and negotiate about rates and work hours.
- Give virtual assistants time to adjust and become acquainted with your business.
Again, virtual assistants are trained and experienced professionals. Filipinos are fast learners. But different businesses and industries have different work setup and dynamics. It is important to lay out the objectives and guidelines as a framework for their work.
Training and briefing them on the daily operations will get them familiarized with the work processes with your team. Virtual assistants can easily adapt and work better once they have mastered the ins and outs of your business.
Once they have adjusted, they can work with less supervision. VAs are meant to help your business and you to live a work-life balance life.
- Use and provide appropriate softwares to make their work more efficient.
For tasks to be easier and use of time more efficiently for you and your VA, make use of free softwares and applications like Google Drive for file sharing and storage. Management apps like Trello and Asana will keep you track of the progress of your VA.
Sign up for free accounts in applications like Postfity for social media management and posts scheduling. For online graphic design, user-friendly Canva is the most popular. For communication tools, there are the popular ones like Skype and Zoom.
If you will be always out to meet and talk to your clients, prepare and upload files online so they will be available for the VAs anytime they need them. Time tracker tools are available too, but virtual assistant agencies usually provide them.
You hired a virtual assistant to offload unnecessary tasks you had that prevented you from doing more. Virtual assistants can cover for you, but you have to trust them.
Developing a good relationship with a VA is like having a business partner. It is an opportunity for your business and your VA. See how outsourcing a virtual assistant can put your focus in the right direction.
Do you need a virtual assistant to assist your business operations?
