Hiring a Virtual Assistant can save you time, increase your productivity, and be a rewarding experience.
Although, if you are not careful, managing your assistant can be a headache and take more time then doing the job yourself. It doesn’t matter if your Virtual Assistant is in Johannesburg, Cape Town or Durban. These few simple tips can help you get the best out of your relationship:
- Give Detailed Directions
It seems like 90% of all the problems reported about Virtual Assistants relates to this one issue. As the task giver, you must give clear detailed instructions to your assistant. Do not leave any room for your assistant to assume what you need.
The best way to give directions to your assistant is to write them down and send it to them a day or two before the work is to begin. This will give your assistant time to review the tasks and come up with any questions that they may have. After your assistant has reviewed the task sheet, set up a time to meet with your assistant either by phone or instant messenger to answer any questions they may have and to make sure that the assistant clearly understands your requests.
- Take the Time to Teach the Task
No matter how simple the task may seem to you, still take the time to teach your VA how to do your tasks. The best way to do this is to talk to them by phone or instant messenger, walking them step by step through the task. By doing this, you will make sure that they clearly understand what you are asking of them and that you are getting the results you anticipate.
- Set Up Multiple Lines of Communication
Make it as easy as possible for you and your Virtual Assistant to stay in communication with one another. Your assistant should be able to have some way to reach you 100% of the time if they have any questions or need directions. Make sure that you and your virtual assistant share each other’s phone number, email address, and Skype/Instant Message screen name. For most small business entrepreneurs, instant messenger like WhatsApp or Facebook Messenger are the ideal. Instant messenger allows you and your assistant to communicate in real time without causing any major disruption to schedule.
- Give Deadlines
When giving your assistant a task, make sure that you give a deadline for when you expect the work to be done. Then communicate this deadline to the assistant and make sure that it is feasible. Once you have both agreed upon the deadline, stick to it.
- Ask for Daily Updates on Your Task
To make sure that your assistant is getting your task done in a timely manner, request that they send you two updates every day. The first one should be an email at the start of their work, letting you know that they have started your task. The last email should be sent at the end of the workday, letting you know what they have completed and how much time they spent on the given task.
- Get to Know Your Virtual Assistant
Take the time to get to know your Virtual Assistant. By learning about your assistant, you will create a better work environment and help to create loyalty and trust. One of the most rewarding experiences of hiring a virtual assistant from different cities and cultures is that it helps you learn about new cultures and form lasting friendships.
- Consider Working with a Virtual Assistant Firm
When choosing a Virtual Assistant, it’s highly recommended that you work with a company of VAs. A reputable Virtual Assistant company like Maximus Admin Support is that the company will pre-screen its assistants before hiring them. This means that you get higher quality assistants that in fact have the credentials that they say they do.
Another reason to work with a VA Company is that if for some reason a certain assistant is not working out for you, the company can seamlessly assign someone new to the job. The last reason to work with a firm is that if your assistant is out ill or on vacation, a firm can assign another assistant temporarily to the job so that your service is not interrupted.