We’ll show you how to become an Outsourcing Master with these tips

We’ll show you how to become an Outsourcing Master with these tips

We’ll show you how to become an Outsourcing Master with these tips

When I first on boarded clients it took forever to sort out the schedule and to get everything working properly. We all make mistakes when we first start out. I wanted to really understand how the on boarding could be sped up, so I took the time to interview my first few clients. What you see below is lessons they learned when on boarding their first Virtual Assistant and understanding the outsourcing world.

Ask yourself why you want to outsource in the first place?

Reverse engineer the reason why you want extra help in the first place. If you understand where you are headed, then you’ll know what is required to get there. It is easier then to delegate appropriate tasks to your Virtual Assistant.

What don’t you want in an assistant?

This is quite an important question to ask of yourself. When I did my interviews, my clients brought the following to my attention.

  • They wanted someone who easily volunteered status of tasks, so they didn’t want someone they had to keep hounding to find out how far things are.
  • They wanted someone who was always available. But what they realized after the fact was they never carried that message across when they first interviewed their Virtual Assistant.
  • The client didn’t want to make the time to train the VA, so they ended up doing everything themselves. Be prepared to train your Virtual Assistant, it’s the same concept when you on board a new member of the team. This kind of training refers to how you want correspondence dealt with, times you are available, etc. It is not your duty to train your VA on certain apps and general software.

The best way to on board your Virtual Assistant

  1. Have a job description ready. This negates missing steps in the support required, plus, you are able to weed out chance-takers.
  2. Ask your potential Virtual Assistant to do some tests. This can be anything from a trial test to see how well they communicate, can navigate certain software to personality profiling to ensure that you are a good match to work with. Some of my favorites are Roger Hamilton’s Genius Test and Tony Robbins DISC profile test.
  3. Sign a contract. This contract should include a NDA to cover any confidential information you may be sharing with your Virtual Assistant.
  4. Check their availability. If you know you’re going to require assistance certain times of the day, or you want your VA to be ready for a quick meeting every morning at 8am, then you need to address is when interviewing her. If you don’t mention it she won’t know that this is a priority for you.
  5. Sort out systems. Be sure to give your Virtual Assistant the access she needs to appropriate systems. If you are concerned about sharing passwords, LastPass is a great tool for this. Take the time to take your VA through these systems, especially if they are unique to your business.
  6. Be ready to back off. Allow your Virtual Assistant to do what she is great at. We are all control freaks at some point to some extent, however, sometimes wanting control everything can be counterproductive. Make sure your instructions are clear, that they cannot be misinterpreted.

Make sure that you use a template to outsource tasks, again leaving no room for misinterpretation and wasted time. Take the time to take your VA through what you need, how and when, then let her do what she does best, offering support to you, the busy Entrepreneur!

5 Tell-tale signs it’s time to hire a Virtual Assistant (Take the Quiz)

5 Tell-tale signs it’s time to hire a Virtual Assistant (Take the Quiz)

5 Tell-tale signs it’s time to hire a Virtual Assistant 

So, you think you don’t need a Virtual Assistant? Take the quiz to find out:

    1. Whether you need a Virtual Assistant
    2. The areas for which your unique business requires a Virtual Assistant

In our previous blog post we discussed how you can become a great entrepreneur by hiring a Virtual Assistant, but today, let’s look at situations that require these services.

1)  You hardly get through your to-do list

If you’re a business owner failing to get through your daily tasks and can’t find important information in all the clutter, you require a Virtual Assistant. Your Virtual Assistant can work on an hourly basis so that you can control your costs.

To help your assistant to best manage your schedule, give her a daily task list. For example:

  1. Check my emails to see if there are customer queries
  2. Call 20 prospects to see if they are interested in my product
  3. Write one blog

Having a clear list of tasks will help your assistant to have a better idea of how they should utilise their time. Also, request your assistant to send a daily report of all work done for the day. This will help you to keep track of which tasks have been completed and which are still in progress – great method to avoid misunderstandings.

2)  You spend less time with family and more at work

Granted, entrepreneurship is a demanding journey, but you should not refuse precious moments with family and friends if you don’t have to. Having a Virtual Assistant can help free your time so that you can focus on more important things in life, like family and friends. You may also use the free time to focus on acquiring clients rather than doing admin work.

3)  Admin annoys the living daylights out of you

There are only a select few people in the world who enjoy admin, Virtual Assistants are some of them. If you hate admin and would rather spend your time doing something else, you need a Virtual Assistant.

4)  You travel a lot and need someone to hold down the fort while you’re gone

Being an entrepreneur means that you probably attend out of town meetings. When this happens, you need someone you can trust to handle your office work while you’re gone. A Virtual Assistant is perfect for this. He/she can handle your work remotely at an affordable cost so that you don’t have to get back to a huge pile of work.

5)  You can’t afford a full-time traditional employee

If you really need help but you can’t afford a full-time employee, a Virtual Assistant may work for you. Virtual Assistants are usually freelancers, stay-at-home parents and retirees who still have the skills to offer, but prefer working flexible hours. You can leverage your time and money by hiring one.

If you’re not sure where to start, give us a call!