© 2008 Dream Merchant • 2309 Torrance Blvd. #104, Torrance, CA 90501 (310) 328-1925 email: Jkm316@aol.com VIRTUAL ASSISTANTS: WHAT CAN THEY
DO FOR YOUR BUSINESS?
By Jan Wallen
PART TWO
In an earlier article, we explored virtual assistants and how they can help business. Virtual assistants are independent entrepreneurs who provide administrative, creative and/or technical services. They usually assist clients from their own offices, on a contractual basis.
So now the question is, "How do you find a Virtual Assistant?"
The best way to find a VA is to ask other people who use a VA who they use. Tell them what you want a VA to do for you, and ask them what their VA does, so you'll find someone with the skills you're looking for. If you are a member of a forum or professional organization, post a request on the board outlining what you're looking for in a VA. List the types of things you want them to do for you, and some of the skills you're looking for.
I call this "Jan's 10-Foot Rule." Ask everyone within 10 feet of you what you're looking for, and someone will come through. Try it! It works.
There are also organizations where you can look for a VA or you can do a Google search. I've always found my team members by referral, so I have no experience with the organizations. There are certifications that a VA can get. My experience is that there are good VAs with and without the certifications. The certifications add credibility and professionalism. Certification is not a criteria that I require a VA to have, though I do take it into consideration.
A few organizations:
* AssistU -- http://www.assistu.com* International Virtual Assistant Association -- http://www.ivaa.org
* Elance -- http://www.elance.com This is good for project work. You post a description of the work you want done, and people bid on it.
INTERVIEWING A VIRTUAL TEAM MEMBER
Interview at least three to five people before you decide. Interview them the same way you would for a permanent hire for your business. Get their name, phone number, email address, and website. Check out the website before the interview.
The following questions have paid off tremendously for me in hiring the right people:
* How did you decide to start your VA business (Web design business, etc.)?* How long have you been in business?
* What do you like best about your work?
* Tell me about one of your favorite projects for a favorite client--what you did, how you approached it, how you worked together.
* Here an example of the work I want you to do for me. (Describe your project with details, outcome, deadlines, etc.). How would you approach it?
* Who are your best clients?
HOW DO THEY WORK? WHAT DO YOU PAY THEM?
A VA works in several ways. You can hire them on an hourly basis, project basis, and on retainer. Retainer fees are usually lower than straight hourly fees, depending on how many hours you pay them on retainer.
Have a good idea of what you want them to do and a time budget for your work. If you don't know, describe the project and ask them how much time they anticipate it will take.
They will most likely have a welcome package and an agreement for you to sign before you start working with them. review it as you would any agreement. If there's something you don't agree with, ask about it. If there's something missing that you want in the way you work together, tell them. For example, I ask my team members to sign a non-disclosure agreement. And I want them to itemize the time they spend in a way that I can analyze my business from the operations perspective.
OFF TO A GREAT START: WORKING WITH YOUR NEW TEAM
Working with Virtual Team members is similar to working with a local person. It's critical that you communicate clearly. Be sure your first conversation and project are off to a great start.
1. Assure a Smooth Transition--Minimize the time you spend on it yourself. Outline for yourself exactly what your project involves: the purpose, audience, desire outcomes, and exactly what you're looking for them to provide.2. Set Up a Weekly Coordination Call--Always have an agenda. Give them specifics about the work you want them to do--purpose, time lines, time estimates. Tell them what's planned and coming up in the next few weeks. No surprises. They can often meet tight deadlines if they can plan ahead.
3. Tell Your Team Members What Your Expect--For example, that you want close communication and no surprises. If they have questions, they should let you know before they proceed with something.
4. Manage Them as You Would a Local Person--Let them know what they're doing well, and what could be improved. Always ask them for their input on the way the work is done. Ask them if they see a way to simplify or streamline a process.
5. Pay Them Promptly--This is very important.
6. Know Their Work Schedule--What day/time will they do your work? Plan accordingly. Arrange a day for them to do your work. Get things to them quickly.
7. Let Them Know Their Value--Tell them how important they are to the work and your business. Praise them for good work. Refer other people to them.
Hiring a VA gives you time and helps you build your business so you don't have to work all the time. Decide what work you really want to do, and outsource the rest to a Virtual Assistant. You have all the benefits of an assistant on a flexible basis that fits your business and your budget. I could never do without a Virtual Team.
Jan Wallen works with companies that want significant sales results. Jan is action and results oriented. Once you start working together, she is 100 percent committed to significant sales results for you.
To learn more, call (646) 485-4059 or visit: http://www.janwallen.com
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