Tag: freelancers

Top 5 Research Tips That Every VA Should Learn

Top 5 Research Tips That Every VA Should Learn

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Both newbies and experienced virtual assistants are often required to carry out a research task for their clients once in a while, if not, always. This is due to the fact that clients save a lot of time handling their responsibilities when they have all the information necessitated. Relatively, you are aware that research has a lot of advantages for business people, such as in formulating a new marketing strategy, analyzing competitors, and improving products or services.

If you want to step up your game in doing research, you should learn the top five tips to apply when doing the task.

1. Focus on authoritative sites. Always remember that when you say “authoritative,” these are sites that have a good reputation, particularly in releasing facts on their platform. To make it easier for you to identify them, keep in mind that they are often found on the first page of results when searching. There is a typical reason why they are in their positions – their websites are gaining a high level of traffic, which is synonymous to having a lot of visitors.

Avoid using references that are written by random people. For instance, if you are looking for information on health-related topics, it is best to settle with what physicians have to say.

2. Never limit your research into a written output. Your client would prefer that your research is easily readable. Indeed, you may shorten or summarize the topic, but it does not mean that you cannot explore other media in presenting your research. For instance, if you want to show the statistics on the feasibility of developing a real estate business in a certain country, infographics could be a good choice of presentation.

Alternatively, if your client requires assistance in navigating a software application, a video tutorial works best.

3. Do not make yourself a copy-paste researcher. You should never, ever taint your reputation as a good researcher by copying all information from the web. Be reminded that as a virtual assistant, you must be fully aware that it is your responsibility to make your work as concise as possible.

Include the most important facts only and do not put too many examples (which can be a typical thing in some articles). For instance, you need to list the tips in keeping your credit score on track, you may only include the ones that are often advised in most of the articles you found. This only means that such tips are the best ones to follow.

Remember, your client has very limited time to read everything you have researched. In the said short amount of time, he or she should already learn from your output.

4. Always choose up-to-date references. You will encounter various sources online, which are written years before. As much as possible, you select references that are published in your current year. This must be strictly observed if your research involves topics that are constantly being studied by professionals. A good example is the stock market trend, which may change due to the behavior of the players over time and other external factors.

5. Presentation should never be disregarded at all costs. You may have presented your facts right with your research, but all could go downhill if your presentation makes it hard to read. Be reminded that your client values how you present your output.

Ensure that your document is formatted accordingly with the same font style, font size, font color, and spacing all throughout. If you need to use images, ensure that each has a considerable resolution and is resized properly.

With the aforementioned tips, you would have easier means of accomplishing your common task at work. Remember that even if research is a typically manageable activity, it should not be taken lightly. Know that even the busiest clients will see what type of employee you are with your simple research work.

Things to Remember Prior to Filing a Leave

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Even virtual assistants are entitled to file leaves whenever they need to take a break from work for various reasons: illness, deceased relatives, rest, etc. However, you should keep in mind that even if being a virtual assistant does not impose lots of strict rules when it comes to leaves, you should never abuse it.

To give you an effective guideline prior to filing a leave, check out the following points:

Being the Newly Hired Member of the Firm. You must remember to take things slowly if you just started working for your client. As much as possible, you keep your attendance perfect or neat. This is to give your client a good impression, which would likely last throughout your tenure with him or her. Nonetheless, this does not mean that you should sustain this habit in the beginning only.

Take note that as a new member of the organization, you still have a lot to learn. Hence, you must dedicate much of your time to get a grasp of your tasks. If you will keep on filing absences or leaves, this is beyond impossible. It will be a waste of time for the client since delays are up ahead.

Understanding Your Limit. If you do not want to make your client think twice in keeping you as his or her virtual assistant, you should avoid long vacations, unless highly necessary (e.g. you will take care of your deceased relative’s funeral or recuperate due to an accident or sickness in the hospital). Should there be a possibility to be absent in a minimal number of days, consider it. This shows that you are cognizant of how essential your presence is in your client’s firm.

Keeping It Seldom. There are virtual assistants, who tend to be absent for only a day or two but do this frequently. No matter how you think you are doing it in a clever way, know that your client will soon comment about your behavior. Take note that a typical office employee may be sanctioned for being absent in at least three (3) days for a certain period of time. You are already fortunate not to be warranted by this rule. Thus, again, do not misapply your exemption.

Making Up for Days Lost. As a virtual assistant, you are free to make up for the lost hours due to your leave. This is a good solution if you want to ensure your client that you do not want to affect his or her operations negatively due to your absence.

In truth, you may even accrue the lost hours for your leave in advance. This will enable you to carry out projects or tasks without your client fretting about deadlines.

Requesting With Respect. Always show respect whenever asking for leave approval. Enclosed in this point is the need to inform your client as early as possible. In such way, he or she could prepare, such as by finding someone to take over your tasks temporarily. Avoid last-minute requests, unless this concerns unprecedented occurrence.

Do not expect that your client will always say yes. Thus, accept his or her denial with a sincere understanding of his or her reason why.

With the aforementioned facts above, you should be able to use your privilege to ask for leaves in the most professional way possible. Remember, you are still treated as a typical employee and you should never misuse your convenience as a home-based worker.

Seamless Reporting: Possible Reasons Why Some Virtual Assistants Fail at It

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Freelancing or working remotely has become the foundation of a convenient job. There is no denying that one of the biggest reasons why people switch to gigs online due to their freedom to earn money without necessarily having to leave home. Even if you are in your pajamas, this is not an issue to your employer. All you have to do is ensure you submit the deliverables needed at the right time.

However, there are cases that some virtual assistants tend to let comfort take over them. As a result, they take advantage of skipping work whenever they want to. Simply imagine having the freedom to ask your client for leaves without the apprehension of seeing a displeased reaction. Even if your client says no, the intensity of pressure on you would not be as high when you are facing the person himself or herself. This should not be practiced as a virtual assistant.

Note that sick leaves are exceptions. You do not choose when to get ill and no one would ever want to suffer from health failure.

One possible factor that leads to some virtual assistants to leave for work without taking into consideration their clients’ businesses or pending tasks, to be specific, is having the thought that you, as an employee, is different from the ones in the office. This is totally wrong. You must remind yourself that your location is the only discrepancy. Act as someone that may require validation from your superiors. Do not simply work but challenge yourself to become a better member of the organization, as well.

Moreover, some VAs may often be not present at work if they stick to the idea that they will be able to find replacement work right away. Again, this is not right. There are more people becoming interested in online freelancing. In other words, the competition is getting tough. You do not want to get caught in this, do you? If you do not, treat your job as if it is the last you could find.

However, a virtual assistant’s absence may also stem out from the client’s side. There are VAs, who tend to lose interest with their job for they are being treated unfairly. For instance, they are often asked to carry out too many tasks in a very limited time. On the other hand, they may not find any enthusiasm to work for they are not being guided accordingly. Yes, this happens, such as when the client does not provide good training or offer a helping hand when the specifics of a task or project require clarifications.

From the given facts above, one thing is certain — virtual assistance is a two-way relationship. A virtual assistant should offer efficient service to a client (which should cover being present at all times, as much as possible, to cater to his or her routine and ad hoc tasks) and the latter should also nurture the employee.

Understanding the Relationship of Time and Professionalism

Understanding the Relationship of Time and Professionalism

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As a virtual assistant, you are expected to act like a professional staff or employee. Be reminded that being a home-based worker does not exempt you from behaving like a typical member of an organization. You should consider that you are only dissimilar in the aspect of your workspace.

One of the ways to maintain professionalism as a virtual assistant is to take into consideration time in various matters of your career. To explain further, given below are top pointers for you:

Meeting Deadlines. Apparently, the top thing you should consider in terms of relating time and professionalism is meeting deadlines. If you want to create a good impression to your client or employer, do not make it a habit to procrastinate. Ensure that prior to beginning a project, you have planned out the small activities relative to it without conflicts with your other activities.

Setting Appropriate Schedules. You will encounter clients, who would ask you about the best schedule for you to work. If you want the best results with regards to your performance, you should at least be available during the normal operating hours of your client’s company. This will allow for seamless coordination.

Indeed, there are already virtual assistants today that work on a flexible time, but this does not mean that this is always feasible. If your primary task is to assist your client or carry out activities alongside members of the organization, you should at least follow their schedule.

Many clients also prefer a schedule following their timezone so that they will not have a hard time reaching out to you, especially in cases of urgency.

Coordinating Professionally. If you have to touch base regarding your work or outstanding project, you should also consider time and professionalism simultaneously. How? You may do so by checking first if you could actually reach out to your employer and not just assail him or her with e-mails and messages. Always think over his or her possible commitment at the present time. For instance, you observed that every 9 A.M., he is often in a briefing with his top management members.

In the aforementioned situation, it is best to wait at least an hour or so prior to communicating with your client. Yes, leaving a message could work, but it would somehow be distracting to him. Most executives today keep their communication lines open even in meetings, but it is your professionalism that should tell you not to go overboard and take advantage of it.

Calling Respectfully. You and your client may have differences in terms of timezone, but this does not imply you can call him or her at an appropriate time on your end but the contrary on his or her end. A good example of this is calling your client during your morning hours despite knowing these are evening hours on his or her end. This is total disrespect.

There is, of course, an exemption regarding this. If your client is the one who called you first, then there is no reason for you to worry. Simply do not disturb your employer’s supposed out-of-office hours, which should at least be dedicated to his or her own or family time.

Estimating Completion Time of Tasks. As a professional virtual assistant, you should also be transparent enough when estimating the time you need to execute a certain task or project. Always provide a realistic time frame to avoid disappointments in the end. This will also help you carry out the activities more effectively. As anticipated, when things are rushed, the end result is not always considerable. Being professional does not mean you always have to impress despite being uncertain of your capacity.

With the given facts, you would already have a deeper understanding of time and professionalism. Use them efficiently when working and you will definitely not fail to maintain a good reputation as a virtual assistant.

Virtual Assistant Skills Are Best Gauged Through Work Than Words

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When selecting a virtual assistant, you definitely have this set of standards to follow or requirements in mind. Hopefully, the list of yours does not specifically include the need for someone, who is good at speaking in English verbally (except if you need a telemarketer or someone who would speak on your behalf). Be reminded that virtual assistant skills are not limited to good English verbal communication skills.

Indeed, it is quite difficult to work with someone, who cannot communicate well. Nonetheless, remember that the entirety of a person’s performance should not be measured based on how they speak. In the end, it is all about their output or how they carried out their job.

The aforementioned statement implies that if you are going to hire a virtual assistant, you should not depend solely on how a person speaks well during the interview. You should focus on their background or on what they have to offer.

Prior to rejecting an applicant after an interview given he or she does not possess the accent you prefer, check out his or her profile first. Find out if he or she has a considerable experience you need. A good example is when searching for a web developer. Determine if the applicant has your specified years of experience in the field instead of paying particular attention to his or her grammar.

Never give in to an applicant right away due to his or her interview answers. Take note that you could already check out possible interview questions online.

If you are really concentrated on how a person explains his or her capabilities, then dig deeper when questioning. Instead of inquiring if he or she could do something, try out to be technical. For instance, if a person is really good in calendar management, he or she will not simply say he or she will ask for the date and time of a meeting to be scheduled. The applicant will explain that as a virtual assistant, he or she will have to check the availability of the calendar’s owner and avoid conflicts.

Based on the example above, you definitely do not need someone with your similar accent if website development is concerned. The person you need will not even have to speak with anyone other than you or colleagues to complete his or her work. Simply give him or her inspirations for the work, specifics on what you want to see on your website pages, and other requests, and you are good to go.

It is understandable that you are quite doubtful to give a person the job based on his or her resume or curriculum vitae alone. Then, why not give him or her a chance to prove himself or herself? Freelancers are totally open for trials. After assigning the virtual assistant a task to work on for a short period, and if he or she did not deliver as necessary, then you could decide to put a halt on getting services from him or her.

You must remember that English cannot always be a standard in appraising someone’s capability. A person, who comes from a French-speaking country, can be really good in digital marketing without necessarily having to be great in English.  In contrary, a person speaking English fluently cannot always assure a seamless work in search engine optimization.

Try changing how your selection of virtual assistant is done going forward by considering the facts above. For certain, you will end up with better talents for your company.