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How to hire an assistant virtual A Guide for entrepreneurs on outsourcing

Apr 21, 2022

The hiring of a virtual assistant is one of the first and crucial decisions you'll make as a business manager. If you don't have a person in your organization who can assign specific duties to you'll waste time and effort in tasks that do not aid in the development of your company.

Solopreneur vs Entrepreneur

One of the main differences in an "solopreneur" (someone who is solely an proprietor of the business) as well as a business owner/entrepreneur is the fact that they are a group. team. The business owners do not have to do all the work. They create systems and employ employees to handle their tasks. These are essential steps for creating a business that expands even when it's out of operating.

A team member is vital in making the transition between a solopreneur and the owner of a business - or, as Michael E. Gerber, creator of the top-selling business publication "The E-Myth," states: changing from working in your company to working as part of your business. In addition, adding other staff members to your team may help you reduce the workload so that you can devote your time and energy to tasks which will most impact the earnings of your business.

This blog will walk you through the process of hiring a virtual assistant. In addition, I'll share tools and tips to assist you in managing the Virtual Assistants you hire efficiently.

Jump into:

Once you've hired one Virtual Assistant, you can employ the same method to find new tasks that you can assign, create new roles in your company and recruit many more employees until you're operating in only one post in your organization: the role of CEO.

We'll now tackle hiring your very the first Virtual Assistant.

The benefits of having virtual employees

If you are a company that employs just one virtual assistant or build an entire team that is virtual outsourcing your staff to remote employees can be a major aspect for efficiency as well as the expansion of your business.

Here are the advantages of hiring an assistant on the internet:

     There's no need to have a physical office    

In addition to the location where you live The cost of leasing office space could be quite expensive. Hiring a virtual assistant will allow you to begin building your staff while keeping costs lower. In addition to a couple of software tools that help in communication with and managing your virtual workforce one of the main costs for hiring virtual workers is what they spend time.

     Virtual Assistants don't cost a fortune    

Virtual Assistants can be a budget-friendly alternative for employees that are regular. Virtual Assistants typically work as freelancers. Based on where they reside their hourly rate can be substantially cheaper than what a local worker would charge you. Virtual Assistants located in the Philippines as an example, for example, will cost usually one third of the price that the equivalent virtual assistant in North America costs for the similar tasks and duties.

The supply is endless of locally-based talent (hire only the very best of the best)

Many business owners who do not have access to an local talented pool of skilled people to fill specific roles. Virtual assistants are able to work from wherever they're located, provided they have an internet connection. The ability to work remotely and not needing to hire someone local can increase the number of applicants who you could consider for specific jobs in significant ways.

ConvertKit Remote Team

Delegation helps prevent burnout

Affirming specific tasks or responsibility of other people can help in eliminating exhaustion. Unfortunately, there are numerous entrepreneurs who believe they must handle every aspect on their own. That's exactly what they're doing. This leads to long working days that are exhausting as well as feeling overwhelmed, and an lack of time to different aspects of their lives , such as sports, exercises as well as the family.

Make sure you're staying longer within your zones of control

It's impossible to be an expert in all things, and you shouldn't attempt to be. Each job that you have to do for running your business (including the ones that you dislike or perform badly in! ) There are professionals who can manage these tasks, and appreciate the job. Delegating tasks to others can allow you to focus on what you love and can be skilled at.

     Be sure to concentrate on actions that generate income of high value.    

If you employ an assistant virtual, you free up your time for tasks which add the value of your business more instead of the duties you set for the virtual Assistant. This means you will are capable of focusing on projects which will impact the earnings of your company.

"Your most important asset as a human (not just a business owner) can be your own time. If you don't commit more time to it then the more you are focused. More focused you will be and the greater impact you will be able to make with your time. This is the reason why each person must have at minimum a Virtual Assistant."
Matthew Turner

Many types of virtual assistants

One of the most important questions you're probably asking yourself as you consider hiring a virtual Assistant is: what will they be able to help you?

There's practically all you need.

If they're able to obtain the necessary training, abilities and equipment, a Virtual Assistant is able to technically do anything which does not need their presence that, when you consider it, could be quite.

There are a variety of virtual Assistants. It is important to know which Virtual Assistant is best suited to your specific job you're planning outsourcing.

     The General Virtual Assistant    

The most commonly used form within the realm of Virtual Assistant is known as the General Virtual Assistant (aka a General VA). General VAs are those that is capable of managing the everyday processes and tasks that are necessary to run your company, but they are not focused in enhancing the process.

General VA's responsibilities General VA General VA typically comprise repetitive and precise tasks like handling your email or travel schedules, scheduling your appointments, taking data and research posting your content on social media and many more.

The Virtual Assistant that is Specialized

Specialist virtual assistants are one who has specific skills and has an understanding of one specific process within your company. The cost is usually higher than General VAs since they possess particularization, and they only need the minimum amount of education for your part.

tasks like such as bookkeeping, customer services videos editing and the management of projects are better handled by a specialist VA.

Outsourcing tasks vs. the outcome

If you are using the services of a General VA, it is best to assign them specific tasks and procedures and also provide the necessary training for them to carry out those assignments and procedures properly.

In the event that you're using a professional VA you should consider outsourcing specific outcomes. A Specialized VA will be much more proficient than you (that's the reason why you need to hire them!) with regards to the tasks and processes that are part of their duties. Since you're relying on their knowledge and knowledge of specific processes and tasks to complete the tasks and processes in the specific tasks and processes, you must explain to them how they will take to complete the task rather than what they need to do to accomplish it.

The growth in Twitter followers of 10 to 10% per month in this instance is an effect of. Importing a blog's content via Google Drive to WordPress, in this case, is an example of an important task to complete. Are you able to see the difference?

What do you need to know about becoming the CEO for your firm?

If you haven't hired staff immediately following the company was established, you'll probably be carrying out various responsibilities. So, you'll have to wear multiple hats, which will mean that your time may be divided between multiple assignments and duties.

If you want to be the company's CEO and spend your time solely within the fields where an executive should be spending their time in, you need to assign specific tasks and responsibility to various individuals.

It all boils down to fundamental math.

If your goal is to earn more than $100k annually in revenues, it's an enormous amount to achieve this with tasks that are priced at the hourly rate of around $20. If you're not able work for 5,000 hours in twelve months (unlikely) then the calculation does not add up. Your focus should be on putting your time doing tasks that will pay you for more hours of work.

One of the main reason why business owners hesitate to hire help is that they consider hiring others as an expense , not being an investment. If you've had the same mindset when it comes to hiring staff then this article should prove helpful to you.

     Find out your daily target Rate    

You decide on the rate for the hourly rate you want to achieve is what your work as director of the company. This should be valued at so that you can reach your financial goals.

In order to calculate the amount you earn, Target Hourly Pay Rate, calculate your month-to-month (or annual) earning goal and then subtract it from the number of work hours you'll be performing over the course of that time.

As an example, $250,000 (annual income goal) multiplied by (2,000) (the sum of the amount of hours of work) equals $125 per hour.

"Personally I was hiring years before that I was ready to recruit an assistant. I also suggested that others do the same. Most people wait until they're at a specific income, or have been working for a specific time period. There isn't a "magic" day to hire support. It's the time to focus on the areas you excel in and won't cost anyone a dime, and you save time. frees your time focus on your tasks that bring in revenue It's the right time to employ."
Trivinia Barber

     Every single activity you carry out for your business will cost you dollars    

It is the responsibility of an entrepreneur is to determine which tasks will be the most beneficial for your company and devote the majority of your time on those tasks. If something isn't compatible with your goals for your business or does not achieve your hourly rate should be assigned to another individual.

If you're having trouble achieving your financial goals, I'm pretty sure this is due to the fact that you're not spending enough effort in doing tasks worthwhile.

Low and high value tasks

The tasks that are low-value must be performed to help manage the company, but they don't necessarily increase your revenue. A few examples of tasks that are low value include the support of customers, bookkeeping, graphic design , editing and design.

High-value tasks directly impact revenues growth. Most valuable jobs include the sale of leads, as well as the generation of sales, as well as offering new products or services and making strategic partnerships .

One of the most effective ways to grow your income as an entrepreneur is delegating tasks that aren't worth it and to make sure you're able to have as many highly-value jobs as possible. Make use of the money you make from tasks that are of high-value to fund the delegated outsourcing of tasks that are less valuable.

Which are the most effective tasks and processes to outsource

Every company is equipped with an extensive listing of roles and processes that play an important part in the operation of the company. For you to identify the duties you are able to transfer to other companies and which ought to be working in the future, it is best to start by categorizing your methods and procedures you follow.

     HTML0 Every task and every procedure you execute at your workplace falls into these groups:    

1. Tasks that matter to you . High-quality jobs that you love and you're proficient in.

2. Things you shouldn't complete: work that isn't valuable or make way to spend your time, even if your skills are well-suited to these jobs or you are an enthusiast of the jobs. (These are among the hardest tasks to outsource!)

3. Don't want to be doing tasks that you're not a lover of, but other individuals will.

4. You can't perform Tasks which require the required know-how and abilities to execute successfully.

If you're not already made sure you've downloaded our Outsourcing Worksheet. The spreadsheet we've provided will aid the user in classifying and listing your procedures and the tasks are performed in your organization.

"The things you don't like doing or can't perform should be placed at the highest priority of tasks delegated to others. The most difficult tasks to delegate include those that you could do or even enjoy, however, they're not worthwhile to you."
Nick Loper

What is the best way find an assistant virtual

Recruitment of virtual employees for certain assignments on your team are distinct from hiring to work on particular projects. the project.

If you employ freelancers to work on an assignment, you will need to ensure that the task has an beginning date, as well as a date for the project's completion. And since most freelancers have many clients, you will not always be their top goal.

When you register a virtual Assistant you're basically adding another team member. The tasks you assign to them might change as time passes however they'll hold a specific position within the team. This isn't a reason why they shouldn't be found through an online platform that allows freelancers to work such as Fiverr or Upwork. There are many virtual assistants searching for work on these websites who can satisfy your requirements.

Six steps to hire an assistant virtual

     Step 1. Document the task that you wish to outsource    

Begin by creating a list of different duties and methods you're looking at transferring to your Virtual Assistant. If those tasks were ones you've already completed on your own then you must prepare the training materials (aka the Standard Operating Procedures) for the tasks you're considering. Find out how to create effective Standard Operating Procedures, check out this post.

If you're making use of an application called the Specialized Virtual Assistant, document the results you would like the program to produce, rather than particular tasks or processes.

Step 2: Write an employment description

If you've got a list of tasks you'd like assigning, you'll have to create the job description of the individual who will be performing those duties.

jobs that require specialization must not be mentioned in the description of job for the job of General Virtual Assistant. Your tasks assigned your General Virtual Assistant need to be of the same expertise as well as an hours per hour.

Your job description should include:

  • The information that you know about your business (your company, your industry your product, as well as who your customers/clients are)
  • Educational level, experience or the skills required
  • A list of the duties and the responsibilities
  • The list includes all the applications and tools they'll be using

Here's an example of a properly composed Virtual Assistant job description that is adapted to fit the requirements of Shopify's guidelines for hiring Virtual Assistants:

Step 3. Post a job ad via the web

When you've got the job description written Next step is to post it on the internet and begin to take applicants. You can post your job description directly to Craigslist (post directly from the United States or the city that you'd like to recruit in). An alternative is to utilize the Virtual Assistant hiring service or directory.

There are many directories and websites you can make use of to find Virtual Assistants

"It's essential to create an accurate job description to ensure that expectations are met by both sides. It is my practice to ask those who I know best for suggestions. Virtual assistants should be able to offer an example and a reference of what they do. Contacting them via phone is a great way of becoming acquainted with who they are, and to determine if this is a good combination."
Sue Canfield

 Step 4. Read through the applications and prepare for the interview

Examine the resumes you receive You can then schedule interviews with the top five to 10 candidates. It is recommended to conduct video interviews with the most qualified applicants. Interviews with video are like conducting an interview in real life. It is possible to determine when you're in love with someone and be able to communicate effectively through a video chat. If someone doesn't participate in video conversations with you, it's a red flag and you shouldn't hire the individual.

If you're interviewing applicants, you shouldn't just ask them about their previous work experiences and abilities. It's crucial to inquire about their dreams and passions and how they conduct themselves and what they'd like to be treated. You could even have your applicant take an examination of their personality for free. This will help you gain a better understanding of their character, strengths, as well as the manner in which they operate.

"We are armed with a particular set of questions that determine what sort of person could be treated by a human being. Additionally, we are equipped with "automatic disqualifiers" that disqualify individuals from our procedure immediately depending on the questions they've replied to. This allows us to keep from speaking with someone who is not align with our principles while not being too slick on their resume. Our team has avoided many poor hires and helps the screening process go more smoothly."
Trivinia Barber

Step 5: Take the top of your candidates to on a test

Prior to making a decision to employ a particular applicant, you should assign the most popular candidates an task for them to demonstrate their capabilities. Select a project that will be a part of their responsibilities at work at first, and observe how they perform on this task. The task you ask candidates to complete what they are actually doing will assist to determine who is the most skilled candidate.

     6. Present an applicant who has the most efficient for the time    

Pick the ideal candidate for the position begin by giving them a trial (30 days for instance, or for 60, or even 90 days, for an example). The trial offers the Virtual Assistant additional incentive to offer a superior service, with the knowledge that this could serve as the foundation for a future position on your team. It's important to make sure they have agreed to a written Service Agreement to avoid any issues at a later date.

How can you manage your Virtual Assistant

The process of hiring a virtual assistant isn't an end in itself. After you've hired someone on your staff, a part of your role as an administrator includes maintaining a professional, productive and beneficial relationships with your employees.

Evaluate performance

The end result need to assess the efficiency you've achieved by the effectiveness of Your Virtual Assistant based on the efficiency of their work. For this, ensure that you've clearly defined goals and/or key performance indicators (KPIs) set up. If they're meeting your standards do you really care about how many break-room coffees they offer throughout the day?

Don't micromanage

If you have specific expectations of your virtual assistant, and evaluate the extent to which they live up to those standards, there's no reason to oversee your virtual assistants. There are applications that let you "spy" on your Virtual Assistant's monitor using your computer, and then record how long they're doing their work. It's not necessary if have confidence and are able to define the requirements for your virtual assistant. If you do not like being controlled by how you oversee the running for the administration of your Virtual Assistant, you're probably not doing it right.

Schedule check-ins

Make use of a communications tool including Slack Google Workspace, Microsoft Teams, or Slack to schedule quick check-ins using your Virtual Assistant. It could be during the middle or the end of the day as well as every two days and perhaps every week. It's up to you two. You must be aware of what they're doing and there is absolutely nothing that (including you!) is hindering them from completing the tasks they're given throughout the working day.

Reporting is required every week.

Every week, have your Virtual Assistant send you a summary of all the tasks they worked on during the week. Give them an example of the way to prepare the reports. Here are a few issues we'd suggest you request your virtual assistant to address during their weekly report. Include them along with any particular KPIs or measures you're accountable for.

  • What projects or tasks did they manage to complete?
  • What time did they commit to each task or project?
  • What is it that they are still working on?
  • Are they facing any issues or challenges?
  • Can they provide feedback, questions or suggestions for you?
  • Do they require additional instruction?

     Establish a system of constructive feedback    

Set up a system for your Virtual Assistant (and others you interact with) that is based on trust, as well as clear communication. Let them share their ideas, have questions and offer regularly-scheduled feedback. This will allow you to improve your management skills and become a more effective leader. You will be able to build relationships that benefit the people you work with. We're incredibly supportive of Kim Scott's efforts Radical Candor as the foundation to offer and obtain feedback. to a point.

The best software for outsourcing and managing virtual workers

The idea of putting on people who aren't likely to talk to may seem bizarre, when you have the appropriate equipment, it is possible to establish and sustain satisfying and pleasurable connections with your virtual team.

The most important categories of tools that are required for effective collaboration among virtual assistants and remote team members comprise managing projects, the sharing and communication of files , and the security (password security). Below are a few of our most popular tools below to help you with each one of these.

If you're looking to learn more about the latest software and devices to manage your business check out our collection of .

     Communications Tools    

     Tool to manage project management. Management:

     HTML1 Security and File Sharing    

Utilize a virtual assistant, so you are able to focus on the things that matter for you.

If you're feeling exhausted and overwhelmed with building your business You're not alone. Many entrepreneurs are working for long hours because they're not able use their time in a productive manner and also delegate to others effectively. They are suffering from what our colleague Chris Ducker, best-selling author of Virtual Freedom and Virtual Freedom, refers to as "Superhero Syndrome".

A lot of entrepreneurs think they're capable of doing everything by themselves. And because of that belief this is exactly what they do. Even though they're less effective however, they can compensate by their method of operate and, in most cases, are at the risk of being tired.

Entrepreneurship doesn't only consist of making money to your self. This is what self-employment and freelancing provide. Entrepreneurs design processes and employs people to operate their companies for them.

Virtual Assistants could not be the sole person you bring on the team you are building the scope of your business, but they ought to be the initial. Utilizing a virtual assistant can allow you to focus on tasks that will have greater impact on your life and business.

"One way we can take in order to reduce exhaustion is become better delegators. It may be hard to let go, but trust me, once you begin to let go of the wheel just a bit, you'll be able to employ the full-time driver in the near future, or sooner!"
      Chris Ducker

     The blog was first published in the month of May in the year 2018. It was last updated in April 2022.

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