Tag: virtual assistant skills

Understanding How Critical File Management Is to Businesses

Leave a comment

There are many aspects in a business that one often takes for granted, disregarding the fact they are as relevant as any other firm’s matters. Be reminded that a structure of a business would not be complete without its so-called trivial parts, such as administrative stuff. One of the things that are often brushed aside by business owners is documents or file management. There will still be instances wherein you would encounter a company, having a less organized set of files.

Prior to knowing how critical file management is to your firm, you should first have an idea of what it looks like in a well-designed condition. Primarily, a filing system that is effective should make the task of finding information or records less tedious. This is to enforce the prevention of time wastage. Furthermore, an efficient file system must be flexible, which implies it could be expanded, as necessary, as your business grows.

In order to give you further encouragement in applying documents management to your business, here are its advantages to your business:

Time Savings. Saving time at work could be considered the kernel of cost reduction. If you will allow your people to have a system for easier information obtainment, there will be no more delays in tasks’ accomplishments. Furthermore, instead of picking up the wrong files, documents management will allow them to select ones that they should use in any given situation.

Conclusively, with time being saved accordingly, your staff’s productivity and effectiveness in carrying out their tasks will further improve. It could also allow them to take in other activities, making the most out of their shifts.

Easier Referencing. Every employee in your company would likely need your files as references. In order to keep them from wasting time and effort, you should have an easy-to-use filing system. This will ensure that their work will be done in the best way possible for the organization.

One good example is in your human resources department. Without having further references on how you recruit upcoming employees previously, your current staff may end up selecting less-than-qualified applicants. If they have references, such as in terms of qualifications, interview phases, and screening among others, finding the right talents will be much easier.

Dispute Protection. Did you know that your well-kept files could be your protection against unnecessary disputes from your clients? If you have an organized set of files, you would find it easy to ensure that contracts or agreements between you and a complainant will be present to serve their purpose – keep you from unwanted or false charges.

Uniformity. Most businesses use a filing system to ensure that there is a lack of diversity in documents they submit either to their clients or members in the organization. If you will manage your documents, all employees will be able to access templates approved by your team. This goes especially for proposals, contracts, and memorandums among others.

Audit Preparation. Be reminded that as a legally operating business, you will be required to undergo audits. Thus, if you will let your firm lose vital files, this could lead to penalties. This is not only limited to financial records, but other essential documents as well, which pertain to your business as a legally operating entity.

If you think that handling the file management for your business is wearisome on your end, you can simply employ a virtual assistant, who specializes in such task (regardless of the platform you want to use – offline or cloud-based filing system). This will keep your current employees focused on the tasks provided to them while ensuring that their productivity will enhance over time. This is due to the fact a sound solution to their referencing requirement will now be present – file management.

Why Reading Makes You an Effective Virtual Assistant

Why Reading Makes You an Effective Virtual Assistant

Leave a comment

In truth, it would be seldom you could encounter someone keen in reading books, news, or even a short piece of article. For them, reading somehow is tiresome, despite being aware that it could give them a lot of benefits to reap.

As a virtual assistant, you should know that reading is one of your free and most efficient means of honing your skills. There are lots of reasons why, which include the following:

It provides you a better understanding of how things are done. Apparently, there are cases that you thought you already know what you are doing. Then suddenly, you check out recent research and tutorials in making things easier in executing the concerned activity – you ended up knowing more techniques in carrying it out.

If you are a virtual assistant, you should keep yourself updated on recent trends in carrying out tasks for your clients or employers. For instance, in terms of transcription, aside from manually jotting down what you have heard and understood in an audio file, there are also software applications to make things easier. Although the said tools may not be as accurate as manually transcribing, it could be helpful in other means, such as in taking care of files that are totally inaudible for you.

It gives you the edge to improve your English communication skills. Reading provides you a very reachable solution to bettering your English communication skills, either written or spoken. This is due to the fact you would be able to pick up new words to broaden your vocabulary every time you read. Additionally, you will also get used to the construction of sentences in the correct way.

To make things more efficient for your English training, you should focus on reading materials coming from authoritative sites. In other words, you can be certain that prior to publishing their content, it is being proofread and edited accordingly by experts.

It provides you the confidence to converse. If you want to entertain your client or your colleagues, reading could help you a lot. You could share what you have acquired by reading certain pieces of content either online or in a book. This will not give you a way to impart knowledge but to sustain a warm atmosphere among your co-workers.

Opening a sensible conversation also provides you a good impression. People would most likely consider you welcoming.

It keeps you supported in maintaining good work relationships. Apart from learning about virtual assistant skills, reading could also open your mind in embracing ways to maintain a good employer-employee relationship.

Tons of research studies are available around that could provide you a better grasp of understanding your client. Moreover, you may also obtain help with your current dilemma. For instance, you do not know how to approach your client about a certain issue with your communication. In truth, experts from around the world could assist you with various solutions, which may include psychologists or even business professionals.

It protects you from the work-related stress. If you want a way to spend your after-work time efficaciously, you should try reading. You do not have to settle with news, studies, or research documents you could find online. Why not try settling with novels or books of your interest? This will keep you isolated from the stress around you given your mind will be shifted in focus.

With the aforementioned reasons, you definitely have you to avoid thinking twice prior to browsing content online or picking up a book at least once every day. You do not have to boot and read almost all day. Instead, you should go slowly, such as starting with an article a day or maybe a chapter in the Bible.

Virtual Assistant Skills Are Best Gauged Through Work Than Words

Leave a comment

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.

Identifying the Requirements You Need for a Virtual Assistant

Leave a comment

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.

Ideal Changes to Aim in 2019

Leave a comment

New year is up ahead, and is simply waiting for you to make it a blast! You do not have to be intimidated at all, for you have the full power to make this year the best it can be; of course, according to how you want it to be. There may be tons of difficulties around, which may make you stumble and avoid you from spending the day gaily all the time, but this is simply normalcy.

Now, to make your 2019 better, why not aim for changes that will make you a better virtual assistant? If you want to succeed in the online freelancing industry, you got to perk up your profile, not only in terms of skills but also in personality.

To provide you ideas, given below are considerable changes to aim this year:

Better Communication Skills. Not all virtual assistants nowadays are good at communicating with their clients. Be reminded that if you want to keep up with the firm you are working for, you also have to convey yourself effectively and converse with people confidently. You got to show that despite the differences in your nationalities, there will be no barrier in terms of your communication.

How can you improve your communication skills? Try obtaining free English courses online, practicing it by taking advantage of conversations with your co-workers, and reading (regardless whether it is simply news or books).

More Positivity. There will always be conflicts when it comes to working, even online. However, this should not keep your visage sullen all the time. You should garner more positivity for yourself. In such way, you will be able to handle situations more effectively.

In actuality, it takes exercise to inhibit yourself from taking in negative energies whenever problems arise. Always remember that you should breathe first and think carefully before taking the next step, particularly when solutions are necessary.

Enforce yourself to believe that no matter what comes your way, everything will end up in your advantage.

Wider Set of Skills. A typical virtual assistant nowadays is not limited to two or more skills. In truth, one can be an administrative staff and a professional in web development at the same time. On the other hand, one can also be good at clerical work while having an exemplary background in graphic designing.

If you want to explore more opportunities online, you should try expanding your capabilities. You do not have to pay for paid training all the time. You can obtain informative materials online without a fee.

Boosted Independence. There are virtual assistants who are at times termed as “programmed” or “robotic.” Why? This is due to their extreme reliance on their clients in executing their tasks. Probably, it is time to change this for the better – by becoming independent through infusing proactive attitude in your personality.

Always remember that clients prefer someone they can depend on instead of the other way around. By showing them that you could do things your way, you can obtain their trust easily and effectively.

It is all about understanding the needs of your clients better. For instance, you can begin studying how their operations work on a day-to-day basis. This can be carried out slowly. A preemptive perspective will definitely be yours if you do this, especially now that aside from understanding what is needed, you can also predict possible issues going forward.

More Reliance on God (apparently, most relevant of all). Do you know that no matter how good you think you are, you will not be able to do whatever you want to do without God? God makes it possible for you to become a successful person or someone who is capable of becoming one.

Instead of always depending on your skills, rely on Him. Now is the time to pray first before acting out. It is also the year to show God that without Him, you are nothing.

Hopefully, the aforementioned ideal changes to aim this year could be in your resolution list as well. Becoming a better virtual assistant starts by making a decision to be one.