Virtual Assistants: Top 5 Tips in Hiring During Digital Age

What are Virtual Assistant Employees?

In today’s digital age, many businesses are turning to virtual assistant employees to help them manage their workload. Virtual assistant employees are professionals who work remotely and provide a variety of services to businesses. These services can include administrative tasks, social media management, customer service, and more.

What is a Virtual Assistant Job?

A virtual assistant job is a term used for a remote professional who offers administrative, organizational, and other services to companies from a remote location. Virtual assistants are often self-employed, utilizing their expertise in a certain field to offer their clients high-quality and specialized help.

Their job tasks can include customer support, handling customer feedback, administrative tasks like calendar and to-do list management, social media marketing, data entry and management, accounting, and bookkeeping services.

Your hiring potential is unlimited when seeking out virtual assistants, as you can bring talented people in from anywhere in the world. This increases your access to experts with specialized skills, including:

• • Digital and social media management

• • Advanced Microsoft Excel and spreadsheet skills

• • Visual and digital editing

• • Marketing and advertising

What are Some of the Common VA Services?

Some of the most common services that a virtual executive assistant may perform:

1. 1. Bookkeeping – Virtual assistants can help keep track of finances for the smooth operation of a profitable business. Virtual assistants may help manage a budget, track expenses, and make purchases.

1. 1. Email and Correspondence – Having excellent communication skills as a virtual assistant is key as these professionals may be asked to contact a potential client or customer—email management also plays an important role in virtual assistance.

1. 1. Calendar Management – Virtual assistants may organize meetings, events, activities, and assignments to ensure that they are not overlooked and are completed within the specified timeframe.

1. 1. Travel & Lifestyle Management – Travel and lifestyle management tasks aim to make clients’ lives easier and more enjoyable, such as by making travel arrangements on behalf of a business owner.

1. 1. Data Entry – A virtual assistant may compile data, check for accuracy, and eliminate duplicate or unnecessary records.

1. 1. Customer Service – Companies that offer a product or service often require customer service. Virtual assistants can address basic concerns, provide information, or even provide technical skills in certain situations.

1. 1. Branded Representations & Reports – A virtual assistant can help present your brand in a positive light and develop business reports that showcase the company’s progress.

1. 1. Establish & Maintain Partnerships – Many companies rely heavily on partnering with other businesses. Virtual assistants can help establish and maintain these partnerships.

1. 1. Digital Marketing – Virtual assistants can provide specialized assistance with content creation, content management, copywriting, and more.

What are some things you can have your virtual assistants do

1. 1. Responding to customer questions

1. 1. Creating email responses or frequently asked questions

1. 1. Checking on multiple clients, especially long-term clients

1. 1. Dealing with complaints or requests for refunds or discounts

1. 1. Creating a welcome pack for new customers

Tips on How to Work with a Virtual Assistant Efficiently

Here are some tips on how to work efficiently with a virtual assistant.

1. Establish a clear and detailed task list

Establishing a clear and detailed task list helps you work with a virtual assistant efficiently by allowing you to clearly communicate your expectations and priorities, making sure that management responsibilities are well-defined and that everyone is on the same page. This can help ensure that all tasks are completed within the allotted timeframe and that the virtual assistant can stay on track and task.

2. Communicate effectively

Communicating effectively with a virtual assistant is essential to ensure a smooth workflow and successful project completion. Here is a step-by-step guide for how to effectively communicate with your virtual assistant:

• • Utilize Messaging Tools: Set up communication channels on messaging tools such as Fleep and Slack to discuss work assignments, provide project management updates, and send and receive files

• • Utilize Video Calling Tools: Use video conferencing tools such as Zoom and Skype for detailed project reviews and walkthroughs, task planning, and building rapport with your virtual assistant.

• • Designate Responsibilities: Designate who is responsible for communicating tasks and tracking projects to ensure that everyone is on the same page.

• • Assign Tasks: Assign tasks to your virtual assistant according to their range of skills and be specific about them when posting the job.

• • Establish a Budget: Establish a budget before engaging with a contractor and negotiate if necessary.

• • Establish a Schedule: Negotiate a deadline for tasks and project milestones, as well as a corresponding payment plan.

• • Leverage Social Media: Leverage social media by assigning tasks to a virtual assistant dedicated to creating engaging content and maintaining an online presence.

Following these steps will help you communicate effectively with your virtual assistant, resulting in successful project completion.

3. Provide detailed instructions

Providing detailed instructions can help with working with a virtual assistant by ensuring that the tasks and expectations are clearly defined and communicated. Detailed instructions help to set expectations, clarify the scope of work, and set deadlines and priorities. Having the right level of detail will also help to provide the virtual assistant with the necessary context and resources to successfully complete the tasks.

4. Invest in the right tools

To work efficiently with a virtual assistant, there are several tools that you should invest in.

Firstly, consider investing in time tracking and project management tools that allow you to keep track of tasks, due dates, and progress. This will help you to ensure that your virtual assistant is on track and that tasks are being completed on time. Additionally, communication tools like video conferencing, instant messaging, and email are essential for remote teams. This helps you to stay connected with your VA and ensures that project requirements and deadlines are communicated clearly.

5. Set realistic expectations

Realistic expectations for working with a virtual assistant include:

• • Understanding the budget for the job and negotiating payment options, if necessary.

• • Setting clear deadlines and a payment plan for tasks and project milestones.

• • Being specific about the range of skills required for the job.

• • Setting up an interactive interviewing process to test the candidate’s skills.

• • Establishing communication channels and procedures for delivery of work, payment issues, briefing, check-ins, and more.

• • Utilizing email scheduling functions to stay in touch with the assistant.

• • Prioritizing tasks and clearly communicating what is expected of the VA.

• • Creating estimates for how long each task should take, and how much it will cost based on the VA’s rate.

• • Negotiating an agreed-upon schedule that fits with the company’s and the VA’s availability.

• • Taking the time to carefully consider which VA is the right fit for the business.

• • Providing monthly or quarterly reports to the VA to address strengths and opportunities for improvement.

6. Utilize a system of checks and balances

A system of checks and balances can help with working with a virtual assistant by ensuring that tasks are completed on time and that there is accountability. By having clear expectations, project management apps, and communication, businesses can be sure that their virtual assistant is completing their tasks. Furthermore, through budgeting, project tracking, and self-tracking, businesses can also ensure that their costs don’t go out of hand. A system of checks and balances can also help with time management, which is a key factor in efficiency. By scheduling meetings, delegating tasks, and utilizing email functions, businesses can ensure that there is a balance between tasks completed by the virtual assistant and tasks completed by permanent employees, thus maximizing productivity.

7. Have a trial period

• • Set clear expectations and goals. Before starting the free trial period, you should clearly define the tasks you expect the virtual assistant to complete, any deadlines they need to meet, and the criteria you will use to evaluate their efficiency.

• • Monitor progress. During the trial period, ensure that you are regularly checking in with the virtual assistant and providing feedback about the progress that has been made. This way, you can ensure that the tasks are being completed in a timely and efficient manner.

• • Ask for feedback. Ask the virtual assistant for their feedback on the work they are doing and any changes they think could improve the experience. This can help you gain valuable insight into how efficient they are being and how they can improve.

• • Discuss the results. At the end of the trial period, discuss the results with the virtual assistant. This will allow you to give them feedback on their performance and also discuss any changes that could be made going forward.

• • Make a decision. After the trial period, you should have a good understanding of how efficient the virtual assistant is. Make sure to weigh the pros and cons before deciding on whether or not to hire them permanently.

8. Utilize a variety of skills

Clients can use a variety of skills when working with a virtual assistant by thoroughly screening their options and choosing one that best meets their unique requirements. A good virtual assistant should have strong organizational, communication, and technological skills, be familiar with social media channels, and demonstrate empathy, honesty, accountability, and responsiveness. They should also be resourceful and willing to take on new tasks.

9. Take advantage of technological advances

Utilize the latest advancements in technology to make the most of a virtual assistant. Communication is key, and the most important aspect when managing a virtual team. Using tools such as video conferencing, instant messaging, and email, a virtual assistant can easily be managed remotely.

Utilize virtual assistants to help manage customer support. This can help to ensure that all customer inquiries are handled on time and that customers are given the best service possible.

How do Virtual Assistant Employees Increase Business Productivity?

Virtual assistants are becoming increasingly popular among businesses, as they offer a cost-effective solution to scaling a business quickly and efficiently. Their implementation has been proven to increase overall business productivity in several ways. Firstly, they provide companies with an effective system and framework to structure their workflow and delegate tasks. This ensures that all projects and employees are managed efficiently, with minimal mistakes and oversights. Secondly, virtual assistants enable companies to hire talent on a project-by-project basis quickly, allowing them to handle sudden scope increases without rushing the recruitment process. Lastly, virtual assistants free up in-house employees from mundane, non-core tasks, allowing them to focus on tasks that need to be done in person. Ultimately, virtual assistant employees can transform the way a team operates and increase business productivity.

How do Virtual Assistant Employees Help with Customer Engagement?

Virtual assistant employees help with customer engagement by providing customer service 24/7 and responding to customer inquiries, scheduling content, creating social media accounts, analyzing social media performance, researching and finding relevant content to share, and managing social media advertising campaigns. Having virtual assistants who can step in for unexpected manpower shortages is also a bonus for companies. By providing customer service 24/7 and addressing customer inquiries, complaints, and requests quickly, companies can ensure customer satisfaction and build brand loyalty.

How do Virtual Assistant Employees Help with Social Media Engagement?

Virtual assistant employees can help with social media engagement in several ways, including:

• • Content creation: Virtual assistants can create social media posts and schedule them at optimal times to reach the target audience. They can also curate content from other sources that align with the brand’s values and goals.

• • Community management: Virtual assistants can manage social media accounts, respond to comments and direct messages, and engage with followers to build a loyal community. They can also monitor brand mentions and respond appropriately.

• • Analytics and reporting: Virtual assistants can monitor social media metrics, track engagement rates, and analyze the performance of social media campaigns. They can provide insights on how to improve social media strategy and identify new opportunities for engagement.

• • Influencer outreach: Virtual assistants can identify relevant influencers in the industry and collaborate with them to promote the brand’s products or services. They can also manage the communication with the influencers and track the results of the collaboration.

What are the Benefits of Hiring Virtual Assistant Employees?

The benefits of hiring virtual assistant employees are numerous. They provide businesses with cost-effectiveness, expertise, and time savings. Virtual assistants are generally cheaper than domestic and full-time employees and can provide the flexibility to multi-task across many aspects of a business. With a virtual assistant, businesses don’t have to worry about managing non-core activities internally, such as sending emails and newsletters, handling customer queries, or doing internet research. Additionally, businesses can scale up quickly and easily, using virtual assistants to cope with sudden scope increases without rushing recruitment processes. Furthermore, virtual assistants are skilled professionals who work remotely and cost up to 90% less than hiring a full-time assistant. Finally, outsourcing online engagement tasks can free business owners and employees time to focus on other essential tasks and responsibilities.

Tips to Consider When You Hire a Virtual Assistant

Hiring a virtual assistant has several advantages however you will need to consider the following tips when hiring a virtual assistant.

Budget

Find out the different payment options your contractor offers. Check back with your budget and negotiate if necessary. Of course, you want to go for the best quality but you also do not want to hire somebody your company cannot afford!

Schedule

Negotiate a deadline for tasks and project milestones, as well as a corresponding payment plan.

Skills

Consider the range of skills you’re looking for and be specific about them when posting the job. You want to attract the right people. It’s also great foresight to include skills you might need in the future that match your current vacancy. For example, maybe you’re hiring a copywriter but may need a social media writer soon. Perhaps you could hire the same person and save time and resources searching for a whole new virtual assistant.

Hiring Process

As you will not be training the candidate, it may be a good idea to set up an interactive interviewing process. Test the skills they will need for the job to see if they will be able to complete the necessary tasks.

Communication

Dealing with a virtual assistant is worlds away from engaging with full-time employees. You need to have communication channels and procedures in place for the delivery of work, payment issues, briefings, check-ins, and more.

When to Hire a Virtual assistant for Your Company

1. When you have work that doesn’t need a full-time employee

A virtual assistant can perform a variety of tasks for your company, including administrative tasks, scheduling appointments, managing social media accounts, and more. VAs are especially useful for businesses that experience fluctuating workloads, as they can easily be scaled up or down depending on the needs of the business. VAs are also cost-effective, as they don’t require a full-time salary, health insurance benefits, 401(k) matching, or other associated costs. They can also work around your schedule, helping you to focus on other aspects of your business. Finally, virtual assistants are great for quickly scaling up your business operations, allowing you to hire talent on a project-by-project basis.

2. When there are repetitive and non-core tasks

Examples of repetitive and noncore tasks that can be better handled by a virtual assistant include sending emails and newsletters, handling customer queries, internet research, scheduling meetings, data entry, and creating monthly expense reports. These tasks are generally tactical or repetitive and involve a series of steps that can be handled remotely without the need for in-person meetings. By delegating these tasks to a virtual assistant, business owners can focus their time and energy on more pressing tasks that require their expertise and can help the business grow. Other tasks virtual assistants can handle are taking notes, submitting weekly or monthly expense reports, scheduling appointments, and conducting internet research.

3. You don’t possess the skills for a specific task

A virtual assistant can perform a variety of tasks for a company, including but not limited to scheduling meetings, filing data, taking calls and messages, organizing office equipment, word processing, researching topics and presenting them to a client, managing social media accounts, providing customer service, data entry, bookkeeping, transcription, and more. They can also provide virtual presentations and help with communication between clients and the company. A virtual assistant can help reduce the time spent on mundane tasks, allowing the company to focus on more essential tasks.

4. You find yourself turning down clients

Finding yourself turning down clients can harm the growth of your business. This can be especially disheartening and discouraging for the business owner and their team. As a result, hiring a virtual assistant can be a great way to take some of the workloads off of the business owner and their team, so they can focus on more essential tasks. This can free up more time and resources to scout and acquire multiple clients, thereby enabling business growth and increased profitability. A virtual assistant can also handle repetitive daily admin tasks, like answering emails and phone calls, efficiently, further freeing up the business owner’s time. Virtual assistants are often more cost-effective than hiring a full-time employee, and they offer a more flexible arrangement, allowing businesses to scale up and down as needed.

Are you Looking for Ways to Grow Your Business in the Digital Age?

Outsourcing virtual assistant employees may be the key to your success. In this blog, we’ll discuss how virtual assistant employees can help your business and how to hire a VA from StaffingSolutions.io.

Why Outsource to a Virtual Assistant?

Outsourcing to a virtual assistant can be a cost-effective solution for businesses. Instead of hiring a full-time employee, businesses can hire a virtual assistant employee on an as-needed basis. This can save businesses money on salary, benefits, and office space.

In addition, outsourcing to a virtual assistant can provide businesses with access to a wider talent pool. Virtual assistant employees can be located anywhere in the world, giving businesses access to professionals with different skill sets and experiences.

How to Hire a VA from StaffingSolutions.io

StaffingSolutions.io is a leading provider of virtual assistant employees. To hire a VA from StaffingSolutions.io, simply visit their website and fill out the contact form. A representative will get in touch with you to discuss your business needs and help you find the perfect virtual assistant employee.

FAQs

Q: What skills should I look for in a virtual assistant employee?

A: When hiring a virtual assistant employee, look for someone with excellent communication skills, strong organizational skills, and experience in the tasks you need help with.

Q: How much does it cost to hire a virtual assistant?

A: The cost of hiring a virtual assistant can vary depending on the tasks you need help with and the experience level of the virtual assistant employee. StaffingSolutions.io offers competitive pricing and can provide you with a quote based on your specific needs.

Q: Can virtual assistant employees work on a part-time basis?

A: Yes, virtual assistant employees can work on a part-time basis. This can be a cost-effective solution for businesses that don’t need full-time employees.

Conclusion

Outsourcing virtual assistant employees can be the key to success for businesses in the digital age. By providing support for administrative tasks, social media management, and customer service, virtual assistant employees can free up time for businesses to focus on other important tasks. In addition, outsourcing to a virtual assistant can be a cost-effective solution that provides access to a wider talent pool. To hire a virtual assistant employee, consider using StaffingSolutions.io, a leading provider of virtual assistant employees. Their team of experienced professionals can help you find the perfect virtual assistant to meet your business needs.

If you’re looking to grow your business and take it to the next level, outsourcing to a virtual assistant may be just what you need. With their skills and expertise, virtual assistant employees can help you manage your workload, improve your online presence, and provide excellent customer service.

Don’t let a heavy workload hold your business back. Hire a virtual assistant from StaffingSolutions.io today and start taking your business to new heights. Learn more about our services and find out how we can help you achieve success in the digital age.