This is my third and final post in this mini-series following on from ‘what is a Virtual Assistant?’ and ‘how can a VA help you and your business?’ and I thought it would be useful to answer some queries regarding how to work with a Virtual Assistant. It may not be something that you have done before and having some clarity about how it could work for you could help with your decision as to whether a VA is a good fit for you and your business.
Steps taken when working with a Virtual Assistant
A Virtual Assistant works remotely via the internet, frequently in a home office. Therefore, communication will mainly be via email, video calls and the good old-fashioned telephone. Before working with a VA, there will normally be a call where you discuss what you would like help with, what that help is going to look like and what to expect re payment. This is the ideal opportunity to describe what you are hoping to achieve and ask lots of questions! The more you chat through now the more of a ‘meeting of minds’ you will have and the easier it will be to work in partnership with your VA.
Then comes the boring bit, following your call expect to receive the paperwork which should detail what you have discussed but at the very least a contract for you to agree upon so you both will know what to expect. Whilst contracts are tedious and you will have to find time to read, digest and sign/return them, it is an important step in legally protecting both you and your VA. Good Virtual Assistants, however, will make this process as seamless as possible
Software that can be used to help the process of working with a VA
OK, so you have agreed on what is to be done and signed the contract but what about how is the task to be done? Well, that of course depends on what the task is but there are some tools that can be used to help complete the task virtually.
Here is a brief list and not in any way exhaustive. It is not intended as a recommendation but ideas of how to get around some issues with not working side-by-side with your VA – you will have to decide what works best for you.
Zoom or Microsoft Teams are probably the most well-known remote working tools (since covid- argh I said it again!) and are a brilliant way to chat through things with a VA as it’s easier to build a rapport with someone when you can see them (and as you will be trusting them with aspects of your hard earned business, a rapport is essential).
Google Drive or Microsoft’s OneDrive enable the sharing of documents so you could upload info and pictures for your VA to create a knock-out newsletter, for example.
LastPass is an online system that holds passwords so you don’t have to give your Virtual Assistant sensitive information. They can still access the accounts you need them to but without seeing your passwords.
Toggl or Clockify are time tracking software which VA’s can use to keep track of the amount of time they have spent on a customer’s task. They can then accurately ensure they are keeping to the agreed time, advise you if the task is taking longer than expected and come up with a plan to address this. Ultimately, it helps both you and your VA to know what is happening giving more transparency and enabling you to work together smoothly.
Well, there you have it. There is a method and there are tools to enable you to work successfully with a Virtual Assistant remotely and, I forgot to mention, that most of the tools have free versions that you can explore!
You now understand what a VA is, how they can help your business and that working remotely is do-able. The final question is to decide who your lucky Virtual Assistant will be.
Good luck in your journey, enjoy having the extra time that your VA will free up for you and look forward to reaping the benefits of being able to focus on what is important – your business.
