The virtual assistant industry is booming, and it’s no wonder why. Virtual assistants can be a huge help when it comes to managing your time and tasks. But if you’ve never hired or managed a virtual assistant before, the process can seem a bit daunting. And if you have hired a VA before, you may be put off by previous bad experiences. We can’t tell you how many people come to us having been burned by a poor VA experience. But we’re going to help you avoid those pitfalls.
This guide will walk you through everything you need to know about managing your virtual assistants, from how to hire and train them, to how to manage their tasks and keep them motivated. By the end of this guide, you’ll be an expert at managing your virtual assistants – and you’ll be able to do it without losing your mind!
The Benefits of Hiring a Virtual Assistant
As you’re reading this article, we’re going to assume you know that you need a virtual assistant and you’re, however, in case you’re still on the fence, here are a few of the benefits of hiring a VA.
There are many benefits to hiring a virtual assistant. Perhaps the most obvious benefit is that it frees up your time. If you’re spending hours every week on tasks that a virtual assistant could easily do, you’re not using your time efficiently. But there are other benefits to hiring a virtual assistant as well. Virtual assistants can often do tasks cheaper and faster than you can. They can also provide valuable skills and perspectives that you might not have. And if you hire a good virtual assistant, you’ll find that they quickly become an indispensable part of your business.
Here are 6 benefits of hiring a VA
- More time to focus on money-making activities
- More time to focus on new ventures and partnerships
- More time at home with your family
- More effective campaigns
- More consistency in your marketing
- Better client relationships
How to Find the Perfect Virtual Assistant for Your Business
Not all virtual assistants are created equal. There are many different types of virtual assistants, with different skill sets and different rates. So how do you find the perfect virtual assistant for your business? First, you need to identify the tasks that you need help with. Make a list of all the tasks you need help with, both big and small. Don’t forget to be very detailed when you create this list. Simply saying “I need help with social media” is not going to get you the kind of service you want. Here’s a version of the sheet we use when detailing client requirements before assigning any work
Once you have your list, you can start looking for virtual assistants who specialize in those tasks. You will need to consider your budget before you start reaching out to VAs. How much are you willing to pay for virtual assistant services? Some virtual assistants charge by the hour, and some charge a flat rate for a certain number of hours. In general, assistants who charge more per hour are more experienced and have a broader skill set, but that’s not guaranteed. Determine what you’re willing to pay, and then start looking for virtual assistants who fit within your budget. Finally, you need to decide what kind of relationship you want with your virtual assistant. Do you want a virtual assistant who you can interact with daily? Or do you prefer to give them tasks and then check in once in a while? Some virtual assistants are available 24/7, and there are those who are only available during business hours. Consider what you need and then start looking for virtual assistants who fit that description.
How to Onboard Your New Virtual Assistant
Now that you’ve found the perfect virtual assistant for your business, it’s time to onboard them. The onboarding process is important – it’s your chance to set expectations and give your new virtual assistant the information they need to be successful. First, you need to introduce your virtual assistant to your business. Give them a tour of your website, introduce them to your team, and provide them with any pertinent information about your business. You should also give them an overview of the tasks you’ll be assigning to them. Next, you need to set expectations. Let them know how often you’ll be communicating, what level of detail you expect them to provide, and how you expect them to handle confidential information. It’s also helpful to provide them with a list of “do’s” and “don’ts” so they know what is and isn’t acceptable. Finally, you need to provide them with the resources they need to be successful. This might include access to certain software programs, documents, or websites. It might also include contact information for people they need to be in touch with. Provide them with everything they need so they can hit the ground running.
How to Set Expectations and boundaries with Your Virtual Assistant
One of the most important things you can do when managing your virtual assistant is to set clear expectations and boundaries. This will help to ensure that both you and your virtual assistant are on the same page, and it will help to avoid any misunderstandings. Some things you might want to consider setting expectations around include: – The level of detail you expect in reports – The turnaround time for tasks – The level of communication you expect – What is and isn’t acceptable behavior It’s also important to set boundaries with your virtual assistant. This might include setting limits on the number of hours they can work, or it might mean setting aside certain days or times when they are not to be working. Setting expectations and boundaries might seem like a lot of work, but it’s worth it. It will save you a lot of time and frustration in the long run.
Managing Your Virtual Assistant: The Do’s and Don’ts
There are a few things you should do when managing your virtual assistant, and there are a few things you should avoid. Here are a few tips:
Good ways to manage your VA
- Be clear and concise when communicating tasks
- Respond to their questions and concerns in a timely manner
- Provide feedback, both positive and constructive
- Be available to answer questions and provide guidance
Bad ways to manage your VA
- Micromanage their every move
- Ignore their questions or concerns
- Be vague when communicating tasks
- withhold feedback
By following these tips, you can create a good working relationship with your virtual assistant.
How to Motivate Your Virtual Assistant
It’s important to keep your virtual assistant motivated. A motivated virtual assistant is a productive virtual assistant.
How to keep your virtual assistant motivated
- Set goals and provide incentives.
- Give your virtual assistant specific goals to work towards, and provide them with incentives for reaching those goals.
- Recognize their efforts. Make sure to let your virtual assistant know when they’ve done a good job. A simple “thank you” can go a long way.
- Provide training and development opportunities. Help your virtual assistant to grow and develop by providing opportunities for training and development.
- Be flexible. Sometimes life happens. If your virtual assistant needs to take a day off or work a different schedule, try to be flexible.
By following these tips, you can keep your virtual assistant motivated and productive. Section 7:
Letting Go: What to do When it’s Time to Part Ways with Your Virtual Assistant
There will come a time when you need to part ways with your virtual assistant. It might be because your business has changed, or it might be because you’ve found someone who is a better fit for your needs. Whatever the reason, there are a few things you need to do to ensure that the process is smooth and respectful. First, you need to discuss this with your virtual assistant. Let them know that you’re thinking of parting ways, and explain why. This is a difficult conversation to have, but it’s important, to be honest with your virtual assistant. Finally, you need to make sure you end things on a good note. Thank your virtual assistant for their help, and wish them well in their future endeavors. If you feel that you have had a good experience, please remember to leave a review or testimonial for your VA, to assist them in finding future work
Ending things with a virtual assistant is never easy, but following these steps can help to make the process a bit simpler.
Conclusion
Virtual assistants can be a huge help when it comes to managing your business. But if you’ve never managed a virtual assistant before, the process can seem daunting. This guide has given you all the information you need to hire, train, and manage your virtual assistant without losing your mind.
If you would rather have someone else hire, train and manage your VA, reach out. Our managed VA services take the training and monitoring off your plate, freeing up even more of your time and getting you the best VA service possible.