5 Great Ways to Get Started with Your Virtual Assistant
So, you’ve just hired your first Virtual Assistant, congratulations!
Now, because you will be working together virtually, there are a few steps you must take to get your assistant up and running. Although you won’t have to worry about office space, you must spend some time setting him/her up with the right tools to do the job.
Here are five great ways to get started with your Virtual Assistant:
1. Training and Development
Due to the nature of the work (online and not in person), giving clear instructions and expectations is essential.
Training material– Develop training material, how to’s and step-by-step instructions on how your Virtual Assistant should do his/her job. Remember the reason you employed a Virtual Assistant is to save you time, therefore, make sure he/she is properly trained to work independently.
Expectations document– Outline what work you expect daily. Do you require him/her to send 10 emails by 5 pm daily? Make sure it is clearly outlined in this document.
Performance measurement– Describe how and when you will measure your Virtual Assistant’s performance. Remember to tie KPI’s (Key Performance Indicators) to the expectations document. Also, make sure KPI’s are realistic. You can determine this by getting feedback from your new Virtual Assistant. Ask him/her if they agree to the KPI’s and work together to set a good way to measure performance.
Of course, your Virtual Assistant must be paid. You can set up a payment method that works best for the both of you. Consider extra charges with the method you choose. Popular payment methods are PayPal, Skrill and Payza.
3. Apps and Tools
To work effectively, your Virtual Assistant will need the following common tools:
- CRM (Customer Relationship Management) Software
- Emailing Platform
- Messaging Platform
- Accounting Software
- Meeting Platform
- Document Management System
There are certain apps that can make working virtually seemingly easy. Read our blog on five apps and tools that every virtual business should have.
4. Virtual Phone System
Since you’re running a virtual business, you will need a virtual phone system that will allow your Virtual Assistant to make calls without using his/her private phone while giving you the opportunity to monitor calls.
Setting up a virtual phone system is easy. All you have to do is:
- Get your business phone number from a virtual phone system provider
- Record a customised main greeting
- Add departments and employees
5. Shared Calendar
Finally, the best way to know what your Virtual Assistant is busy with daily is to setup a shared calendar. You can use Google Calendar which can be easily synchronized with Outlook. This calendar can be edited in real time and accessed via your PC or mobile, making it a popular alternative for small business owners.