how to find and leverage a virtual assistant (or two) in your business
TRANSCRIPT
HOW TO FIND AND LEVERAGE A VIRTUAL ASSISTANT (OR TWO) IN YOUR
BUSINESSRussell Cummings
Strategic Business Development
MY EXPERIENCE WITH VIRTUAL ASSISTANTS
Overall, my experience is excellent…
I’ve used VAs in a variety of situations:
Graphic design, iPhone App Development, Translation Services, web development and as a Personal Assistant
I now have 2 full time VAs (web developer and a personal assistant) plus a small team of adhoc VAs for different tasks
VIRTUAL ASSISTANTSAre they right for you?
WHAT IS A VIRTUAL ASSISTANT?
A Virtual Assistant provides a range of online administrative, secretarial and clerical support, as well as creative and/or technical services for clients.
They are usually "home-based" and can be located anywhere in the world with an internet connection. The client will often have no physical contact with their VA.
They can be employed on a project, casual, part-time or full-time basis.
WHAT CAN A VA DO?
General business support – typing, email, travel arrangements…
Blog and Article Writing
Data Entry
Webmaster & SEO
Graphic Design
Video design and editing
Bookkeeping
Social Media
The choice is yours as there are plenty of options
HOW DO I ENGAGE A VA?
Hire Full or Part-Time, Hourly or Salaried
Comprehensive guide to Virtual Assistant Salaries in the Philippines:
Accountant - US$375 Transcriptionist - US$315Link Builder - US$350Customer Support - us$400Graphic Designer/Artist - US$375Virtual Assistant - US$375SEO Specialist - US$400Copywriter - US$400Web Designer/Webmaster - US$485Video Editor - US$550Software/Web/App Programmer - US$750
• Part-time rates would be approx. 50% of full-time rates
• Rates are in US$ and are paid monthly. Rates at July 2016
Rates at current exchange rate of 75c
are between AUD$420 to
AUD$1000 per month
WHAT ARE THE BENEFITS OF HIRING A VA?
No additional costs for infrastructure and employment
Flexibility in employment arrangements
Access to specific skillsets
Time Zones – offset in time zones can be helpful
Doing good – for some employees, often providing access to employment at rates, locations and times that improve their quality of life. VA work is often highly paid compared to local options. Support for the whole family.
WHAT ARE THE DISADVANTAGES OF HIRING A VA?
No physical tasks
Different holidays, climate & events
Internet access-dependent
Language, customs and understanding
Time difference
Forex rate
TIPS AND TRICKS FOR GETTING THE MOST OUT OF YOUR
RELATIONSHIP WITH A VA
1. In terms of tools, you need to make sure you got some effective tools: Collaboration Tools, Task Management Tools, Business Tools
2. Communicate regularly
3. Give detailed instructions – no slang
4. Set the “ground rules” – work hours, exclusivity, holidays, sick leave, public holidays, etc.
WHAT IS THE RECRUITING PROCESS?
10 Steps to Recruiting a VA
THE PROCESS
STEP 1: DEFINE THE ROLE
STEP 2: EVALUATE THE ROLE
Review your Role Profile
Is this a role that can be delivered effectively in a virtual environment?
How much time will you require? Full time, part-time, project-based?
Do you want a VA who is locally based or is an international VA ok?
STEP 3: FIND YOUR TALENT POOL
Australian based – www.virtualassistantaustralia.net.au, http://thevirtualassistant.com.au, www.virtuallyyours.com.au
Filipino – www.onlinejobs.ph, http://99designs.com/, http://www.guru.com/, www.199jobs.com, www.myoutdesk.com.ph
International and Project based – www.Freelancer.com, www.fiverr.com, www.upwork.com
VA Firms - www.virtualstafffinder.com, www.taskbullet.com, http://remoteworkmate.com, www.virtualdonewell.com, www.peppervirtualassistant.com
Specialist Outsourcing firms – Accounting Industry – www.backoffis.com and www.odyssey.com
STEP 4: RESEARCH YOUR POSITION
Go to your preferred talent pool and do some research into current postings: Jobs and Employees
Look for: key words, wage rates (Jobs and Employees), how many applicants will match your Role Profile
STEP 5: PREPARE FOR THE
RECRUITING CAMPAIGN Write your Job Post – talk about the person you
want - not your Company
Plan your process and write your email templates for Gate 1, Gate 2 and Gate 3
Prepare your exercises for Gate 2
Prepare your Interview Questions and Decision Matrix
STEP 6: POST YOUR JOB
The process will vary from site to site (talent pools)
Usually:
1. Register and create a profile – sometimes there are fees involved
2. Post your Job using their templates – define salary/project range, payment milestones, etc.
3. Wait for applications and answer any genuine questions
4. For projects – select your preferred applicant and upload Milestone 1 payment to escrow
5. For full time applicants – goto Step 7
ONLINEJOBS.PH COSTS
STEP 7: GATE 1 – MAKE THE INITIAL CUT
You will potentially get lots of applications, so be prepared to cull the throng to a manageable number.
My first cut:
Must have answered the initial brief
Must have good written English skills – poor grammar and spelling
Send either Email# 1 “Sorry, but…” or Email #2 ”Go to next stage...”
STEP 8: GATE 2 – EVALUATE THE RESPONSES
Depending on your criteria, evaluate responses from your applicants and shortlist:
Shortlist those to go through to Interviews – send Email #3 “Interviews”
Send Email #4 “Thanks but no thanks…” email to unsucessful applicants
STEP 9: FINAL GATE - INTERVIEWS
Arrange interviews (usually via Skype) with short list
Check interview questions
Review Decision Matrix
Conduct Interviews and evaluate each candidate using the Decision Matrix
Check references on top candidates – email and phone
Make offer to top candidate
STEP 10: APPOINT AND INDUCT
Negotiate final Terms and Conditions and make Letter of Offer
Appoint your VA
Induction Process: IT access and systems, confidentiality agreements, work hours, communication protocols, skills training, payment systems
THE “SMALL STUFF”
Paying wages – use PayPal, direct deposit or Western Union – Fees? Currency??
13th month payment and other oddities
Evaluation – 3 month trial reviewed weekly –regular feedback
Public Holidays – get access to a local calendar
Annual Holidays – when and what is the process for approval?
Sick Leave policy?
Access issues – disasters and local issues
Exclusivity?
Proof of work? Timeproof or similar
IN CONCLUSION
ENGAGING A VA
Lots of benefits
Some disadvantages
Flexible way to employ and engage with your Team
Not for everyone – virtual environment causes some communication issues and challenges
Can provide leverage for you and your team – cost, timing, access
Need to treat them like a Local Employee
OUR 10 STEP PROCESS
THE CHALLENGE
What is stopping you from engaging a VA in the next month?
WANT THE ENTIRE PROCESS MAPPED OUT FOR YOU?
We have constructed an online program that will work you through the entire process of recruiting and engaging a VA from start to finish.
Video tutorials and instruction that will work you through our 10 Step Recruiting process
Templates and examples of all documentation including: emails, interview guides, agreements and decision matrix resources.
Links to additional VA websites and resources
Email support from myself and my team of VAs to answer your questions
Tips, tricks and tools to help you get the VA that’s right for you
ENGAGING A VIRTUAL ASSISTANT
You will get:
6 months access to our complete “Hiring a VA” Program
Online Training and Instruction that walks you step by step through our 10 Step Process
Access to our Resources for planning, recruiting and engaging your VA
Email access to Russell Cummings and his VA Team to answer any questions or queries
Your Investment:
The program will normally
retail for A$249 (US$185)
However, as a special
webinar offer for the next
24 hours you can access
the full program for
A$200 (US$150)
You can access the program at www.sbdbusiness.com.au/Hiring-a-VA
QUESTIONS
NEXT WEBINAR
Our next webinar is at 5:00pm (Brisbane time)on Thursday, 4 August 2016
and will cover“What is your Strategy and Plan for 2016/17?”
THANK YOU
Russell Cummings
Business Consultant
M: 0414 929 585
W: www.sbdbusiness.com.au