14 Best Practices for Managing your Virtual Assistants

Things To Take Note Of When Working With VAs

Hiring a virtual assistant may be new to some and you would probably have no idea how to handle and manage one. While fear is something normal for newbies, there are several ways to get through the “risks” flawlessly. This article will help you entrepreneurs out there some basic things to keep in mind when hiring VAs

1. Decide Whether You Need Specialists or Generalists

You need to keep in mind that there are two options when hiring a VA. You can hire a generalist or a specialist. Generalist can do basic VA taks but they can do several for you. The good thing about having a generalist is that you may need only one VA for long term as they can perform admin support, email management, social media management, lead generation and so much more.

A specialist on the other hand can do very specific tasks for you. Most of the time generalists can’t do what specialists can such as graphic design, web development, IT support, SEO and so much more. Hiring a specialist may not be long term and you may need to hire a different VA with different sets of skills to perform other tasks.

2. Update Your Job Description Postings

Some entrepreneurs reach virtual assistants who have the wrong sets of skills. One of the reasons for this is the outdated job descriptions. Now that you’ve figured out what VAs you need, check your job descriptions atleast once a month and update them. Make sure to be very detailed of the requirements and skills you require so when you need to post a job hiring, you will reach the right candidates.

3. Hire 1 VA At A Time

For startups, it is best to hire 1 VA at a time. Managing a whole team can take up too much of your time instead of focusing it on more important work. At first, hire a generalist as s/he can lighten up your daily workload. Once your business progresses by the following weeks, that’s the time you can expand and hire extra members of your team. By this time you may need specialists such as Web developers and designers.

4. Master Your Work Process Before Hiring A VA

Some entrepreneurs let their VAs come up with a process and ideas to perform their tasks. It is a good idea since it maximizes their employment with you but it is also advisable if you make and perfect your own process first before hiring a VA. Doing so lets the VA give you the results you want as they will be following your procedure.

5. Document Your Process And Create SOPs

Once you’ve maintained your processes, it’s best to have them documented. Create SOP’s or make walk through videos so you won’t have to repeat yourself over and over when hiring VAs.

6. Have Them Trained With All Aspects Of Your Business

As your newly hired VAs are reviewing your SOPs, you will need to make a follow up training with them to make sure they understand what they will be doing. If you trust and feel comfortable with your assistant, you may eventually train them on different aspects of your business so that you will only have as few VAs as needed.

7. Have Them Sign A Contract

Some entrepreneurs may feel fear that their VA might not show up one day and VAs also fear that their clients might run from them without paying for their work. The best thing to counter this is to have them sign a contract. The contract should state your expectations from them and also their expectations from you. This will relieve both you and your VA from outsourcing anxiety.

8. Don’t Prepay For Their Work

This is another way to keep you from overthinking that your VA might one day take your money without doing any work. To avoid anxiety from both parties, pay them weekly and once both of you have earned each other’s trust, you can both make arrangements with payment.

9. Use Time Tracking Apps

Since you’re working with remote assistants, you need to make sure you’re paying for the work that is done for you. In order to do that, you need to require your VA’s to use time tracking apps such as Timedoctor, staff.com or hubstaff.com.

10. They’re Humans Too

Last but not the least, you need to constantly remind yourself that your VA is a living, breathing, human being that has emotions. There are times people mistakes and we get upset about it but it is always better talk things first compassionately and with understanding. Reach out and understand each other. You can’t have perfect employees but you can have good ones and one way to keep them is to build positive relationships with them.

You may need to take risks for your business to succeed, you also need to prepare yourself for those risks. It is always best to do research before you hire a virtual assistant as there are things you may not know about the outsourcing industry. Once you’ve prepared yourself in taking this step you will surely have a prosperous business.