So You’ve Hired A Virtual Assistant
So you’ve hired your virtual assistant, what’s next? Hopefully, a virtually smooth transition for you both. To ensure that both you and your virtual assistant start off on a great note, you should both have an onboarding system that allows each of you to get pertinent information from the other. In your case, as the client depending on the type of work that your VA will be performing for you and the software being used, there are a variety of things that you will need to get over to your VA. Here is a common list of things clients will need to supply their virtual assistant with:
One of the more common complaints that I hear from fellow VA is that clients will not provide logins to social media accounts, email clients, and software. As someone who is big on privacy and security, I understand, but your VA needs to be able to do the job that you hired them to do. So if you hire a VA to manage your social media account, they need to log into your account. Likewise, if you hire them to manage your emails or calendar, the VA will need to access said calendar and emails. If you are still on the fence about supplying your VA with this information, there is good news. Password managers now can allow people to “share” their logins without actually supplying others with the actual login. It sounds a little complicated, but it is fairly simple. Using a password manager such as LastPass, you can easily send an invitation via email for your VA to access your social media accounts, email, or software without giving them the actual username and password. I prefer this method and ask my clients to use this process when providing me with their logins.
Standard Operating Procedures (SOPs)
I am not saying micromanage your VA and tell them how to do their work, but if you use a certain software to stay compliant in your field, your VA needs to understand that. For example, if your business is in healthcare and you have to use HIPAA-compliant software, you want to make sure that your VA uses this software and not software that is not in compliance with HIPAA.
SOPs might also come into play if you have a task that needs to be completed by a certain day every week. Then you might relay to your VA that this task needs to be completed by a certain day every week. Or you might need a report pulled or ran on a certain day to get numbers for the week; if so, that needs to be conveyed to the virtual assistant. But, again, these are all examples of standard operating procedures and need to be shared with your virtual assistant.
Let’s be honest; no one knows everything. You can hire the best virtual assistant, and they may still need to be trained on your business processes. As the client, you should be available and open to ensure that your virtual assistant gets the necessary training to do their job.
Having the right tools to perform a task is crucial to the success of your business and the success of your virtual assistant. With that being said, make sure that you and your VA are using the right tools to fit your business needs.
If your VA provides social media services or professional documents, you will need to provide them with logos, brand colors, and brand fonts. In addition, all of your content, even those prepared by your virtual assistant, should be in-line and consistent so that your brand is easily recognized.
There you have it, a list of some things that I feel are important to share with your virtual assistant to ensure a smooth working relationship. Don’t be afraid to ask your VA for help in getting steps completed. Chances are they have completed these steps with most, if not all, their clients already.