Tag: hire a virtual assistant

Top Traits a Virtual Assistant Should Possess

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Being a virtual assistant is not something that you should take lightly. It is not also about just being your typical office-based self, but working at home. Take note that it takes a lot of things to consider yourself a reputable virtual assistant. Many do not consider how important professional traits are in the online industry, resulting in them losing a lot of opportunities or wasting jobs they could have sustained.

So, if you are looking into making yourself the best option for most clients or firm out there, you got to develop the traits that they are looking for in a virtual assistant. Given below are the top ones you should consider:

Proactive. Yes, this is indeed one of the most important traits a virtual assistant should possess. In the online world, your client will rely on you heavily, whether you like it or not. Thus, there are instances that he or she would not even be available always to train you with your work. You got to make ways to ensure you are doing things right for him or her.

As a virtual assistant, you should know how important devising your own solutions to issues is. You should practice yourself working on your own. There are VAs who only depend on what their client would instruct. This is totally wrong! Be reminded that they will expect you to know what is next based on the resources you have and training they gave.

You got to know the in and out of their operations. Study everything slowly and carefully, so that you could take a grasp of what they need from you. There is no rush in this, especially if you are new, but this is very important.

Responsive. Many virtual assistants lose their good reputation due to poor communication with their clients. There are even cases that they lose their job due to incompetence in using their messaging platform to follow up their clients regarding their work every now and then.

Be reminded that clients, who outsource people online, prefer someone who would always be there to respond to their inquiries. This does not mean that you have to be online beyond your shift. The critical period is during your reporting time. You have to be there whenever he or she is asking you something. This goes especially to those working as an executive assistant to C-level people.

At times, due to your unresponsiveness, you will end up delaying what has to be done. You would never want this to happen, for in the end, the blame will be on you.

Timely. This could refer to two things. First, it is about how timely you are in submitting your due work, which would always help your client big time, since you will not delay other functions on their end. If you can provide the complete tasks earlier than expected, it will certainly be a plus point for you.

Always plan out whenever you are about to engage in certain activities. Consider how you could actually expedite things without losing the quality of your work.

Secondly, timeliness could also pertain to your reporting habits. You should at least avoid being tardy, or making your client wait always a few minutes before you log in.

Do you know that even if you are late for a few minutes, it could already impact your image negatively? It only shows that you are actually disregarding the agreement between you and your client about your schedule. You also have to think that most likely, your client woke up early just to meet you on time. Be sensitive, too!

Respectful. There should be a great amount of respect given to your client. Be reminded that even if you are not working face-to-face, this already eliminates the need for you to give respect to your superior.

There are virtual assistants who often forget that despite Western clients prefer a laid-back type of employer-employee relationship, there is a limit to it.

As much as possible, show respect by abiding by the rules of your client. Ensure that whenever you are speaking to him or her, there are these hints in your word choices that you are is his or her employee.

Respect could also be applied when reaching out to your client in order to initiate a discussion. Never forget to consider their time zone. Always remember that it is most respectful to send a message during the working hours of your client only. Be reminded that they also leave their offices and deserve privacy in their homes.

Keen-Eyed. You should know that you are hired as a virtual assistant for your client needs someone who would pinpoint things he or she cannot see easily. For instance, in a certain project, it is not your client’s responsibility to determine the mistakes. It is now yours to identify and introduce to him or her.

Most clients do not have time focus on small things. They mostly need assistants for they want to concentrate on a bigger picture for their firm. Thus, as much as possible, you should be keen-eyed in knowing what should be corrected and done.

Always remember that your output should be perfect as much as possible. You never would want a client to repeat the work on your behalf or ask you to redo it. Take note that this will waste a lot of time and resources.

Although there are instances that you may also commit mistakes, being keen-eyed prevents this possibility in the most effective way.

The aforementioned traits can be attained as long as you commit to your job and understand the priorities of your client. Taking things seriously may mean difficulty at times, but it would take you a long way in the online industry.

Communication: A Key to Effective Virtual Work (Client’s Perspective)

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Previously, we have discussed how important communication is when you are a virtual worker. Apparently, without it, you will not be able to survive the online industry at all, for you will not just waste a lot of job opportunities. In truth, you will also fail to build a reputation for yourself as a reliable home-based employee.

Now, it is not just about the virtual worker itself, or even if we are talking about a virtual assistant. Take note that communication requires a two-way relationship. Thus, even the employer or a virtual worker’s client has the obligation to maintain good communication.

There are so many instances that a client-employee relationship ends due to failure in effective communication. However, one should not deduce that it is only about the worker. Remember, as mentioned above, it is a two-way requirement. Thus, there are certainly cases that communication fails on the part of the client.

To give you proofs, given below are common situations:

Client fails to provide a complete picture of what he or she wants to be done. This is common during the hiring process of virtual workers. There are times that clients do not provide a complete list of requirements. As a result, they are incapable of finding a good talent for their operations or a simple project.

Although they may find someone despite the vague job description, in the end, this will cause a loophole to develop. It is either the employee will give up for he or she is being blamed for an incorrect output despite the fact it has been the wrongdoing of the client in the first place – not explaining things enough.

Be reminded that if you are a client, you should be as specific as possible in elaborating your needs for a virtual worker. You cannot just say, “I need a good web developer.” There are various programming languages and platforms that such a person could be proficient in. Also, for certain, you are in need of a specific web development skill.

One good example is, you actually need a WordPress expert. If you do not indicate this, you may end up with an inexperienced web developer, who will be going through a lot of practice first before knowing every nook of WordPress.

Client does not even consider to touch base with his or her virtual worker. Take note that work is not all about sending a task and expecting it to be carried out. You should also develop a good relationship with your employee by maintaining a regular communication with him or her.

You are not obligated to actually connect with them every now and then.  The only thing is, you should at least check if he or she is doing well with his or her work, or confirm if there are no issues on their end.

This is not all about being compassionate about your people. Instead, it is about ensuring that everything is on track.

There are times that virtual workers tend to assume (which is entirely wrong, but you cannot blame them all the time), especially when their clients are not reachable at all times or they do not even give the hint that their employees could get their assistance. This is regardless if they will respond or not right away.

Client does not provide a straightforward feedback. You should know that virtual workers are aware that their work could be criticized for their own benefit. It is not solely about telling that something is done incorrectly and your employee should find the mishap himself or herself.

As much as possible, use communication to explain everything that has gone wrong with the output. Provide constructive criticism. This is not a complete waste of time, for it will provide you advantages in the long run. The more you give clearer feedback, the more your virtual workers would be able to identify your style, needs, and wants.

Client provides limited communication leeway for his or her virtual worker. This may be trivial for some, but it is totally helpful. As a client, you should not only provide your virtual worker one communication platform to speak with one another. You should at least provide two. A good example is providing them tasks via e-mail so that you could write everything down effectively and assisting them via a messaging platform of your choice.

Some make a mistake by relying on e-mail alone. As a result, their virtual workers do not get immediate responses or just replies to their inquiries, delaying whatever has to be carried out. Furthermore, e-mails could stack with one another, and admit it or not, clients are mostly not frequent visitors of their inboxes.

Thus, if you really aim to assist your virtual worker to make things work, agree on another communication platform. Well, you got a lot of options around. You got Skype, Messenger, Viber, WhatsApp, Zoom, Slack, etc.

The aforementioned situations are only a few of many instances that could prove communication does fail on the client’s end, too.

Once you have established a good communication with your virtual workers, there is no doubt that you could maximize their abilities for your own benefit or your business’.

Why Hire a Virtual Assistant

Why Hire a Virtual Assistant

 

With the rise of technology, there is no doubt that soon enough, even your workforce will be composed of people who are carrying out their tasks from home.

In truth, did you know that 69% of large companies (composed of more than 501 employees) actually allow their employees to work remotely? This is based on uSamp’s recent study on the productivity or disruptiveness of the virtual office place. By implication, you can say that more and more firms are now discovering the advantages of having virtual staff.

One of the most commonly outsourced virtual workers is termed as a Virtual Assistant. Probably, you have come across this job title and possibly disregarded it. Nonetheless, you may have missed a gem that could actually contribute to your business growth.

You will definitely ask why. Then, to be straightforward, provided below are top reasons why you should hire a Virtual Assistant or have such person be part of your team:

You Will Save Cost. This is one of the top reasons why executives, businessmen, and rising entrepreneurs prefer to have a Virtual Assistant rather than an in-house employee. Do you know that in-house staff cost you more? Why? Good answers are the insurance and training.

At present, you can hire a Virtual Assistant and pay by the hour. In other words, you do not have to allot a certain amount of salary every month. There are even VAs who can work for a fewer number of hours when necessitated. Conclusively, you only pay for the work you have required.

Furthermore, there will no longer be office overhead for you to worry about. This is palpable given VAs work from home. No more finding a place for your staff.

You Can Get All Things Done With Just One VA. Virtual Assistants are not constrained to do basic administrative tasks, such as scheduling meeting, managing your e-mails, or answering inquiries from your clients.

They are highly trainable, giving you a chance to let them do even unprecedented tasks when needed. You simply have to explain what they have to do and you are set. All it takes is proper training.

Most VAs are also well experienced in different fields. For instance, there are ones who have background in marketing. With such qualification, you would definitely have no issue having such VA work with you in widening your exposure to your audience.

You Are No Longer Boxed With a Single Schedule. VAs are experienced working at different time zones and anytime possible. They could even be available more than eight hours when negotiated. Since they already have the convenience of working from home, these assistants do not mind working beyond normal full-time employee’s hours.

You Secure Your Productivity. Since you can already let go of your administrative tasks, which are often routine and time-consuming, you would definitely find a lot of time to spend on more important activities.

For instance, if there is an activity you definitely want to include in your firm to make it grow, you could now focus on it given a Virtual Assistant can handle your previous tasks.

Since you will also be able to concentrate on the core functions of your business, you will definitely have more means of keeping track of your progress.

You Will Have More Me-Time. There is no doubt that having someone do as much as half of your daily tasks will give you a reason to go home on time. A Virtual Assistant can even work more hours for you in a day, giving you more time to allot for your personal appointments. As indicated above, a VA works by the hour. They could be as flexible as someone who would be available immediately during emergency situations.

The aforementioned reasons for hiring a Virtual Assistant solidify the study also given above. The companies who are already establishing their virtual team have definitely understood the essence of having one.

What about you? Aren’t you interested to make a change?

Facts You Should Learn About Virtual Assistants

Facts You Should Learn About Virtual Assistants

From the term itself, a Virtual Assistant is an assistant who works virtually or to be specific, from home. Instead of a personal assistant that reports to your office, a Virtual Assistant will report to you electronically, such as through various communication means like e-mail, Skype, WhatsApp, and Messenger among others. In truth, you could communicate with them anywhere possible as long as you have an internet connection.

It is amazing to see that more people are becoming appreciative of what Virtual Assistants could do than before. Previously, companies would prefer their staff to work in their office, but now, more firms are actually outsourcing virtual staff due to the reduced overhead costs.

There are more things that you should learn about Virtual Assistants other than the reduction in business expenses, which include the following:

VAs Are Growing in Number. There is no doubt that the count of workers, who are switching their career choice to become a Virtual Assistant, is growing. At present, there are approximately 110,000 VAs registered on popular outsourcing platforms. Apparently, there are other VAs who preferred not to list their services on the said websites, who are not counted.

VAs Are Not Mere Freelancers or Contract Workers. You should know that a Virtual Assistant is not someone who would simply be present during a project. There are many Virtual Assistants who have grown with the companies they worked with.

As your Virtual Assistant succeeds in the tasks you are providing, you can anticipate him or her to handle more responsibilities. In other words, it is all about building relationships as well. They may not be physically present, but there is little to no difference between an in-house and remote assistant.

VAs Are Considered More Reliable by Certain Professionals. As an in-house employee, you would definitely disagree in some way. Nonetheless, before you do so, you should first find out why this has been observed among professionals who hire a Virtual Assistant.

One good reason from them is the fact a Virtual Assistant can manage tasks an executive is very uncomfortable to carry out. For instance, there are directors who would rather just attend meetings right away instead of handling the appointments setting as well. For them, coordinating the schedule with their clients could waste a lot of their time.

The advantages you may reap from hiring a Virtual Assistant may vary in comparison to what other executives experienced. However, one thing is for sure, and that is you will never regret outsourcing a virtual member for your company.

Top Tips for Working With a Virtual Assistant

Top Tips for Working With a Virtual Assistant

Many are skeptical about hiring a Virtual Assistant due to the fact they are thinking that the mode of employer-employee relationship will take time to learn. In truth, there is little to no difference between an in-house staff and a Virtual Assistant. Studying how to work with a Virtual Assistant will not waste your time either.

If you want to jumpstart getting the most out of your recently employed Virtual Assistant, given below are tips that would definitely help you:

Set Boundaries and Expectations. You should be reminded that even if Virtual Assistants are working remotely, they cannot simply work with no specific hours unless of course, their tasks would allow such setup.

Nonetheless, if you will definitely require a Virtual Assistant to assist you during your business’ operations, you should set a specific schedule for him or her to follow every day. This will make the communication between you and your Virtual Assistant hassle-free.

Relative to reaching out to your Virtual Assistant, you should agree on whatever medium you will use to send her messages. For instance, you may speak to her via chat or e-mail.

In addition, you should at least establish a list of tasks he or she will carry out daily. Although there are times that he or she may receive urgent activity from you, there should be routine tasks that he or she can work on so you can take advantage of his or her assistance. Remember, you are not always there to delegate activities.

Establish Trust and Relationship First. Before you actually let a Virtual Assistant handle sensitive or large projects for your company, there is nothing better than establishing trust and relationship first.

Be reminded that your operations will work smoothly if both of you are feeling comfortable with each other.

Get to know your Virtual Assistant. Find out her strengths and weaknesses. This will help you gauge what responsibilities would fit her best.

Provide Clear Instructions. Most executives who hire Virtual Assistants fail to maximize the advantages of having a remote employee due to the failure of providing concise instructions. Although it may take time at first for you to establish the steps for your Virtual Assistant, you will definitely reap benefits from doing so since mistakes can be prevented at all costs.

Be Patient. Virtual Assistants, just like any other in-house employee, undergo adjustment. If you are trying to establish a relationship with him or her, he or she is definitely measuring you as well to work more effectively.

Keep the Communication Open Always. Without effective communication, all else will fail when you are working with a Virtual Assistant. Apart from getting updates about the work you have delegated, you should also consider if he or she is having problems.

Virtual Assistants are trained to overcommunicate, which is why this will never be an issue while working. High communication will provide you a lot of benefits, such as ongoing improvement in your Virtual Assistant’s performance.

The following tips above are just a few you can consider when working with a Virtual Assistant. By getting a grasp of the strategies of creating a harmonious relationship with your remote staff, you would definitely obtain more than reduced manpower cost.