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How To Find And Leverage A Virtual Assistant (Or Two) In Your Business

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How To Find And Leverage A Virtual Assistant (Or Two) In Your Business

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How To Find And Leverage A Virtual Assistant (Or Two) In Your Business

  1. 1. HOW TO FIND AND LEVERAGE A VIRTUAL ASSISTANT (OR TWO) INYOUR BUSINESS Russell Cummings Strategic Business Development
  2. 2. MY EXPERIENCEWITH 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
  3. 3. VIRTUAL ASSISTANTS Are they right for you?
  4. 4. WHAT IS AVIRTUAL 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.
  5. 5. WHAT CAN AVA 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
  6. 6. HOW DO I ENGAGE AVA?  Hire Full or Part-Time, Hourly or Salaried Comprehensive guide to Virtual Assistant Salaries in the Philippines: Accountant - US$375 Transcriptionist - US$315 Link Builder - US$350 Customer Support - us$400 Graphic Designer/Artist - US$375 Virtual Assistant - US$375 SEO Specialist - US$400 Copywriter - US$400 Web Designer/Webmaster - US$485 Video Editor - US$550 Software/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
  7. 7. WHAT ARETHE BENEFITS OF HIRING AVA?  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.
  8. 8. WHAT ARETHE DISADVANTAGES OF HIRING AVA?  No physical tasks  Different holidays, climate & events  Internet access-dependent  Language, customs and understanding  Time difference  Forex rate
  9. 9. TIPS ANDTRICKS FOR GETTINGTHE MOST OUT OFYOUR RELATIONSHIPWITH AVA 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.
  10. 10. WHAT IS THE RECRUITING PROCESS? 10 Steps to Recruiting a VA
  11. 11. THE PROCESS
  12. 12. STEP 1: DEFINETHE ROLE
  13. 13. STEP 2: EVALUATETHE 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?
  14. 14. STEP 3: FINDYOURTALENT 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
  15. 15. STEP 4: RESEARCHYOUR 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
  16. 16. STEP 5: PREPARE FORTHE 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
  17. 17. STEP 6: POSTYOUR 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
  18. 18. ONLINEJOBS.PH COSTS
  19. 19. STEP 7: GATE 1 – MAKETHE 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...”
  20. 20. STEP 8: GATE 2 – EVALUATETHE 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
  21. 21. 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
  22. 22. 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
  23. 23. 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
  24. 24. IN CONCLUSION
  25. 25. ENGAGING AVA  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
  26. 26. OUR 10 STEP PROCESS
  27. 27. THE CHALLENGE What is stopping you from engaging a VA in the next month?
  28. 28. WANTTHE ENTIRE PROCESS MAPPED OUT FORYOU? 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
  29. 29. ENGAGING AVIRTUAL 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
  30. 30. QUESTIONS
  31. 31. NEXTWEBINAR 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?”
  32. 32. THANKYOU Russell Cummings Business Consultant M: 0414 929 585 W: www.sbdbusiness.com.au E: russell@sbdbusiness.com.au

How To Find And Leverage A Virtual Assistant (Or Two) In Your Business

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