Tag: effective virtual assistance

learn the unheeded power of follow-ups

Learn the Unheeded Power of Follow-ups

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Follow-ups are often considered annoyance, which is why even virtual assistants forget and neglect how important it is. Do you know that it has immense power that you may be missing? Have you ever thought why some marketers usually take note of following up or reconnecting? This is not to cause repetitive offering of their products or services. Instead, it is one way of actually catching a client.

There are also reasons why you should consider follow-ups in your virtual assistance work as early as today. To begin with, the following facts will open your eyes relative to its efficacy:

Keeping your clients organized. It is understandable that clients are always filled with schedules and appointments to attend to. This means that you are hired as a virtual assistant for you need to at least keep your client aware of his or her upcoming endeavors. Yes, they do have calendars and software applications to remind them, but this does not mean that they would always notice it.

This is when follow-ups are best used. Before even a meeting starts, follow up with your client. This will not only help him or her be prepared but this may also open for early cancellation, if an urgent matter arises. At least, you can still reach out to other participants of the meeting and notify them of the unforeseen revocation.

Avoiding deadlines. If your client has a deliverable to submit to the management or company concerned, following up with him or her would definitely help. Similar to what has been indicated earlier, a client is anticipated to be filled with a lot of things to do, so he or she needs reminding.

This also goes the same with you. For instance, you will be missing the deadline if you still have not obtained clarification regarding the instructions of the tasks given to you. If you would follow up, you would urge your client to attend to your concerns right away; thus, avoiding your output from being late.

Tracking the progress of your team. Team leaders would find follow-ups useful, especially if your subordinates have to work in unison. By following up, you could always remind your team members to avoid deadlines and focus on what has to be done. Moreover, follow-ups also prevent your subordinates from procrastinating.

Naturally, when employees are not receiving any follow-ups from their superiors, the tendency is for them to think that they are not being monitored. Additionally, this could lead to lower productivity.

Ensuring seamless transactions with customers. Considering you are working for a client, who has required you to work on invoicing and coordination with their clients for payments, you should also learn the essence of follow-ups. It may be quite disconcerting for you to follow up regarding a payment, but remember that this is part of the sales system. Thus, there would always be a time wherein you have to remind a certain party of an upcoming bill or missed payment. You cannot always rely on the fact that your customers will remember their due dates.

Better customer service. If you are assigned as a customer support, follow-ups are also powerful in making your company’s clients’ experience better. For instance, there is an issue that has been reported to you and you have provided a solution. If you would add a follow-up treatment on how the client is doing subsequent to your support, you would definitely find him or her pleased with your relentless concern.

With the provided facts, hopefully, you would already be encouraged to use follow-ups at work. But of course, too much is never right. Thus, you should reconnect in respectable manner – professional and alike to a soft reminding.

Identifying the Requirements You Need for a Virtual Assistant

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Finding the right virtual assistant is not only about the employee alone. Be reminded that your selection will be based on what you have stated as requirements. There are cases wherein clients somehow point fingers when it comes to unsuccessful obtainment of virtual assistance. Be reminded that in the first place, you are the one to identify what you need for a virtual assistant. You need to think big – you may have actually made a mistake in conveying your expectations for one.

If you want to find someone, who is perfectly fit for your firm or your personal assistance needs, there are pointers you could consider, such as the following:

Identify your time-consuming and routine tasks. You would find out the tasks you need help with if you could specify those that seem repetitive and take much of your time every day. Usually, these activities are clerical and administrative work, such as documentation, e-mail management, calendar management, and even invoicing among others.

Once you have carried out this step, you would be able to list down the skills you would need for a virtual assistant. Take note that not all tasks are meant to be passed onto your VA. Only let go of those that you believe can be handled by a rank-and-file staff and is not that sensitive or critical. Assigning bigger assignments or projects to a VA is advisable once trust is already established.

Never forget to specify your preferred personality. Clients should also give way to pinpointing the personality traits of their expected virtual assistant. For instance, you would need someone who is very organized, for you need that trait to sort out your end as well. On the other hand, you may state that you would rather work with someone who is punctual and can keep up with a strict schedule since your personality is such.

Keep in mind the schedule. There are clients who forget how essential specifying your desired schedule for a virtual assistant is. Be reminded that commonly, VAs have other part-time work as well (which is usual for gig workers and freelancers). Thus, if you do not want any conflicts and you want to ensure the virtual assistant would dedicate his or her focus on your tasks, then a schedule must be set.

Alternatively, if you are a client, who does not mind a free-flowing working relationship with your VA, then it could work as well. You simply have to clarify that you would not bother about a flexible schedule as long as the deliverables are submitted without missing the deadlines.

Special requests are always welcome. Clients have the privilege to ask for VA with traits, which are not normally required. For instance, you prefer someone who has worked with an employer of the same nationality as you. In such way, you would not have issues with the VA adjusting to your culture. Also, you may ask for a VA, who has a keen interest in art and music, for your industry is centered on those.

If you would follow the aforementioned statements, you would have easier means of finding out what you need for a virtual assistant. Once done, you would find out that a good start would definitely give you a better experience in getting virtual assistance.

How to Be an Effective Virtual Assistant to a Busybodied Client

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Clients hire virtual assistants for they are busy and can no longer handle routine or time-consuming tasks. Thus, it is expected that you will encounter someone, who would not always be present to guide you with the tasks every day and give you instruction all the time. You must remember that if you are a virtual assistant, you are prepared to become the most proactive and independent employee you can be.

It is true that you would need training or orientation at the start of your shift. Nonetheless, this implies that following this training, you have to find yourself suitable for work with as little counseling as possible.

If you are struggling to become an efficient virtual assistant to a busybodied client, you can start understanding the how-tos first. Relatively, given below are pointers that could assist you:

Set up a once-and-for-all meeting. You can term it as the once-and-for-all meeting for you will treat it as the first and last call you will have with your client. In such way, you would believe that you need to ask all the questions you need to be answered before carrying out any task going forward. If your client is totally filled with appointments, this meeting will give you a chance to at least get to know him or her. Additionally, you may even get guidelines on some parts of your work, which are quite complicated for you.

Be reminded that the said meeting is very critical. Without it, you may waste a lot of time inquiring every time and waiting for a response after every several hours during your shift. This is not a loss for you, but for your client as well, particularly if he or she is paying you by the hour.

Get as much information as you can about the firm. You would be able to carry out your tasks for a client if you will obtain as many company details as you can. For instance, you would not be able to sort out your client’s e-mails if you are not even acquainted with the people sending them.

Also, by understanding the operations of the company, you would be able to position yourself effectively. A good example is understanding that the marketing department would need your research in order for them to finalize their creation of an effective advertisement. In other words, if you are not aware that they need your input, they will also fail to carry out their part.

Start learning to organize your client. Be reminded that when your client is the busiest person you have encountered, this means that he or she needs you to organize him or her. Most of the time, their schedules are a mess and they do not even know what to prioritize in a day. This is your chance to become an effective virtual assistant.

You could begin fixing his or her calendar and taking care of scheduling his or her future appointments, so that there would be no conflicts to arise. Moreover, you should start sorting out his or her documents. In such way, in case he or she needs something for reference, it would be easier for your client to access it.

Be a representation of your client. You should be confident enough to speak with your client’s colleagues in his or her stead. In such way, you would also be able to anticipate what he or she needs. This is the part wherein you would somehow put yourself in your client’s shoes.

Additionally, if you have easier connections to your client’s contacts, you could do more things for him. For instance, instead of your client confirming a deliverable for your co-worker, you may do it instead. This will save him or her time, so he or she could focus on other tasks.

The aforementioned pointers are essential if you are aiming to become a reliable virtual assistant for your client. Indeed, it will be a rough road at first, but as you get accustomed to it, you would be surprised by how dependent your client to you already.

Professionalism: An Effective Key to Retaining Your Virtual Work

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When people tend to become comfortable with what they are doing, at times, they forget how important their traits are when dealing with their superiors or co-workers. There are cases wherein they would think that their long experience in the field would already secure their job forever, if not, for a long time. Due to this, they become too proud of what they can do, resulting in poor socialization with their peers at work.

You should know that this also happens in the virtual world. There is a tendency for virtual assistants, who have years-long experience in the field, to actually think that they are better than others. The worst part is, this is even reflected to how they deal with their clients or superiors. They have this “Oh, I can find another work.” thinking. This must be prevented at all costs. You may think that your attitude is not a big matter to discuss, but far from your expectation, it is actually damaging the entirety of your career, piece by piece.

Professionalism is the best term that you could use to describe the trait that will take you a long way in the virtual world. Be reminded that it is not simply about being committed to your job. No, it is never relative to that alone – it can be applied in many ways.

One good example is when you actually care about your clients instead of focusing on your own good. Let us say, we are talking about Mike and Johanne, with the former being the client and the latter as the VA.

Mike provided Johanne a series of tasks, which should be the done in a week. He was too busy to actually check each of the accomplished work in every platform used. Thus, he trusted that Johanne would actually carry out whatever should be done while considering the deadline, which is by the end of the week. He also asked for a daily report to get an insight of the progress.

Unfortunately, Johanne did not adhere to the simple request of providing a report. As a result, Mike is confused as to what he had accomplished within the week. While Johanne insisted that he had finished all the work, there is no proof at all, since there are no reports and there are no outputs.

Mike decided to put a halt on his work. The situation is made worse by Johanne by being unresponsive after this decision. Instead of complying with his client’s request of report and explanation, he decided to keep mum. Despite countless messages, Johanne decided to ignore for an unknown reason.

This situation is a big picture of lacking professionalism on the part of Johanne. In the first place, he did not follow the simple instruction of his client. Also, simply because he lost the job, he would already leave the client hanging. He had committed to finishing all the necessary work. Hence, even if it all turns out unlikely, you should close the book in a good way.

Be reminded that as a virtual assistant, the end of a client-employee relationship must be expected. No matter what the cause may be, you should initiate parting ways with a good impression. If you made a mistake, admit it. If not, then defend your side professionally. As for the aforementioned situation, Johanne only showed that he is not worthy to be considered a reputable virtual assistant, for he just ruined the trust of the client. You may also say that the respect has been absent throughout the scene.

If you have respect, you should consider being in the shoes of your client. What would you feel if your staff is treating you that way? It would be disappointing, as well.

As written in the Bible, in Luke 6:31 to be specific, “Do to others as you would have them do to you.”

If you want to become a reputable virtual assistant, attitude is a very important thing, which includes professionalism. Be reminded that at present, most clients include personality in their requirements for a VA. This is to sustain a harmonious relationship among their employees, which leads to better operations of a company.

 

Why Admitting Your Mistake Helps

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Virtual assistants or home-based workers have the privilege not to be supervised in the flesh by their clients or superiors. Due to this, they, at times, make the mistake of covering their pitfalls. Far from their expectation, it could actually put their employment in peril.

In virtual work, it is essential that you open up almost everything to your client. Why? This is due to the fact the only foundation you have with your employer-employee relationship is good communication. Basically, good communication entails that you should also be open about your mistakes. You cannot always be the perfect VA or worker for your client. There is no one such as that. You have to admit that there are cases, especially during your first few months, that you will err.

This topic cannot be expressed effectively by just saying, “You should admit your mistakes to your client.” It should actually be relayed with an example.

One good example could be a virtual assistant who is assigned to supervise their team of VAs in behalf of his superior, who is ultimately the owner of the company. We can name the VA as Clark, whereas the superior as John.

Clark is very committed to his job and perfected every single thing he does for John. Unfortunately, he met a client, whom their VAs carry out tasks for, who is very abusive in terms of requirements. This client of theirs tends to ask their VAs to squeeze in a lot of tasks in strictly limited hours of work, which is totally unjust. John even reminded Clark to ensure that this would not happen.

At first, Clark was able to coordinate with the client to avoid this issue. Nonetheless, the client is too hard-headed and egoistic to actually change. As a result, VAs were abused despite the chances provided by Clark. He thought that by giving the client more chances after every plea that this abuse should no longer occur, everything will go well.

Unfortunately, it came to a point where John was contacted by the client and the latter actually wants to end the relationship with them. Why? The VAs already failed to meet her standards for she is asking the impossible already, such as finishing a five-hour worth of work in just an hour. This surprised John, for he is not aware of anything amiss with their VAs and the client.

In the end, John confronted Clark. The VA has no choice but to admit the mistake he did – he did not inform John the moment the client abused their rights as a VA. It should have been like that since John has more power to actually stop this incorrect behavior all along.

The result? John may have been disappointed with Clark, but the VA’s confession made him trust his employee more. He admitted that it is rare to find an employee who is brave enough to claim whatever error he has done, and ensure it will not be repeated going forward. The action also allowed John to actually lecture Clark on how to become a better employee, someone who is reputable and trustworthy.

As time went, Clark was able to handle client issues more effectively with John being involved whenever necessary. Knowing that when things get awry means John has to intervene, he became a more effective part of the team. He knew his boundaries and accepted there are things he should not handle by himself.

Apparently, the example situation may have been simple and not actually everyone’s expectation in terms of explaining the topic. However, it still successfully implied that admitting a mistake could result in a better situation in your work.