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How to Train and Manage your Virtual Staff

The successful integration of your virtual staff into your business relies on you investing the time and effort into properly training them. Here are some of our best tips!

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How to Train and Manage your Virtual Staff

  1. 1. upscale your business with GMT Client Training Manual
  2. 2. before your staff start The successful transition of new remote staff into your business relies heavily on making sure that you are set up and ready to go
  3. 3. getting setup Software and hardware Recommendations skype scanner A multi-feed scanner for hardcopy correspondence transfer voip telephone networking system cloud drive software such as Google Drive or Drop Box for example project management Cloud based Project Management software such as Asana or Basecamp
  4. 4. training We cannot stress enough the importance of a thorough and detailed training schedule for all new staff The secret to engaging and training remote workers? Support and engage through technology
  5. 5. training There are several good methods and tools to use to train remote staff. You can use one or several methods combined to create your own personalised program to fit in with your company structure and culture It may be a trial and error process and you will find that one method works better than than other
  6. 6. conducting staff training project management Using Project Management software such as Asana or Basecamp In both of these programs you can create training modules specific to the task/s that you would like learned by the staff Using these cloud based programs,you can assign time frames (using the shared calendar function) and you can be notified when your staff have completed a task These programs also allow for fluid conversation, so that you and staff can have a conversation surrounding any task
  7. 7. conducting staff training video conferencing skype anymeeting zoom o0voo
  8. 8. conducting staff training video tutorials sCreating video tutorials that show step by step instructions You can open source software such as Camstudio or Screen Video Recorder
  9. 9. understanding This will have the duo result of then creating documentation of all your processes Whatever method you use to conduct training it is vital that you make sure that your staff have understood For e.g. If you're doing a quick lesson via Skype, require the staff to summarise all the points from your lesson in a succinct email and send it back to you after the session
  10. 10. onboarding process 3. Set up introductions to any key staff members or clients. This can be done via Skype or email 1. Setting up a company email access, Skype account, and any other other software logins It is important to create an on boarding process that is easy for you to manage and easy for your staff to understand 2. Create a check list of required tasks that must be completed on or before the first day
  11. 11. the first day Prior to your staff member’s first day we will send through an email that contains their contact info including their email address and Skype handle We encourage you to add them on Skype and send a welcome email prior to their first day On their first day, introduce yourself on Skype to initiate training We are always here to facilitate that introduction on the first day
  12. 12. getting started Remember that your new staff will be a little nervous about starting a new job Ease them into the job by setting the easier tasks first Make them feel comfortable to ask questions and have an open dialogue at all times Always tell your new staff member if they have done something right or wrong and why. They will learn to understand your expectations and style
  13. 13. Examples of some of the less complicated tasks Reading up the business (website, any other collateral) Watching training tutorials Adding content to marketing templates getting started Data entry Bookkeeping Organising e-filing
  14. 14. go team! keep staff motivated It is important to make your remote staff feel like they are part of your team Have a clear vision. This ensures that all team members are in tune with what the business is trying to achieve Trust your team to deliver on tight deadlines or important projects remotely Communicate with your staff. Make an effort to speak your staff every day, or every other day at the very least. Even if it is through Instant Messenger (for e.g.Skype, Gchat).There doesn’t need to be a reason for the chat. You will end up discussing all sorts of things.
  15. 15. go team! keep staff motivated Make People Feel Part of a Team Provide Feedback Give Praise When It Is Due
  16. 16. paying staff Staff are paid once a month We pay directly into their personal bank accounts To ensure that all staff are paid promptly we need to make sure that our clients pay their invoice within 7 days We send through several reminders before the due date
  17. 17. paying staff If clients are late in paying their invoice, we do need to ask staff to stop working until the invoice has been paid our terms are strict. if you are even 1 day late, we need to ask your staff to stop working before your new staff member begins work, we will issue you with an invoice that covers our recruitment fee ($200+GST) and the staff member’s first month of wages up front, after that first month, we then issue our invoices on the 1st of each month. our payment terms are strictly 7 days.
  18. 18. thank you! If you have any questions at all please do not hesitate to get in touch. We are here to help and guide you through the on boarding process