how to find and leverage a virtual assistant (or two) in your business

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

E: russell@sbdbusiness.com.au