The Thousand Solutions Blog

Where can you locate virtual assistants? An Entrepreneur's Guide for Outsourcing

Apr 21, 2022

Finding a virtual assistant that makes up a portion of your organization is one of the very first employees you'll need to make in the case of an entrepreneur. If there's no one on your team you are competent to delegate certain tasks to, then you'll be spending the time and effort performing tasks that won't help in the growth of your business.

Solopreneur vs Entrepreneur

One of the main difference among the primary distinctions in the distinction between an "solopreneur" (someone with a business who's sole or sole proprietor of their own business) and also a business owner/entrepreneur is the fact that they're members of a team. They don't have to handle everything. They are able to design their own processes and let employees take care of everything on their behalf. They're crucial to creating an organization that's capable of growing even when they're running.

The role of a team member is vital for changing from being a sole-preneur into being the sole proprietor of a company. Michael E. Gerber, editor of one of the top-rated business publication "The E-Myth" suggests that it is possible to switch from an employee in your company to becoming the employee of your company. It is beneficial to have employees from other companies. This can help to simplify your job so you can be in a position to concentrate your energy and time towards the activities which have the greatest influence on the company's earnings.

In this piece, I'll take you through hiring virtual assistants. I'll offer tips as well as instruments to assist you in run your virtual assistant in a way that is efficient.

Jump into:

Once you've hired your Virtual Assistants it is possible to follow the same process to decide on other tasks to assign and create assignments for your organization, and also invite team members to join until you've reached only holding one job in your business and that's the position of the CEO.

In the meantime, we'll look at the steps needed to employ the first Virtual Assistant.

The advantages of hiring virtual employees

If you employ one Virtual Assistant, or create a whole virtual team, which is outsourcing remote employees, it can be a huge influence on the efficiency of your business as well as the expansion of your company.

These are the main benefits that come with hiring Virtual Assistants

     Does not require office space, that is located physically    

The location of the office is determined by the area where you're located along with the area your home is depending upon the region you reside in. It's not cheap to hire offices. Virtual assistants could help you begin building your team as well as ensuring that your expenses are kept at a low level. Apart from the use of some software applications for working with virtual assistants and monitoring their tasks, the most significant expense for hiring virtual assistants is the amount they are charged for their services.

Virtual Assistants don't cost a fortune

Virtual Assistants could be an effective alternative to employing regular employees. Virtual Assistants usually work as freelancers. Their work is contingent upon their place of work and the work they do, however, their hourly rates are usually considerably lower than that of is charged by an employee in the location you live in will charge the client. Virtual assistants based in the Philippines could be an instance which typically cost a fraction of the amount the cost of the virtual assistant located in North America costs for the identical tasks and responsibilities.

HTML0 does not have any limitations based on local knowledge (hire an individual at the top level)

Entrepreneurs aren't often able to be able to access local talent via those possessing the skills needed for the task. Virtual assistants work from any place in the world provided that they're connected to the internet. Working remotely without the need to hire someone in the same location could increase your odds of being an applicant for specific positions considerably.

ConvertKit Remote Team

Delegation helps prevent burnout

Delegating specific tasks and responsibilities on others is significant in getting rid of burnout. However, there are plenty of entrepreneurs who believe that they can handle it all on their own. This is the case. It can lead to the need to work all day long, an inability to focus or a heightened feeling, as well as a lack of time to other aspects of their lives, such like hobbies, exercise and families.

HTML0 It is possible to become more active in the areas that you are strong in.

There is no way to become the supreme master of everything. There's no need to try to be. Every job you're required to complete is vital for the success of your business (including ones that you do not enjoy or aren't skilled at! ) But, there are experts who have mastered their area and enjoy the work they do. Employing experts for the delegating of chores allows you to focus on tasks that you are interested in and have a an understanding of.

     Make sure you focus on income-generating opportunities with high-value and high-value activities    

If you choose to hire assistance of a virtual assistant, it will free you up to concentrate on projects that will benefit your business more than the tasks you assign to the virtual assistant. That means you can free up time to concentrate on initiatives that have a direct impact on the bottom line of your company.

"Your most important resource as a person (not only a sole the owner of a business) is the time you spend. If you're not committed to this, the more your attention is focused upon. More focused, the greater outcomes you'll be in a situation to achieve from your time. This is the reason why you must at a the very least hire a Virtual Assistant."
Matthew Turner

Virtual assistants of various types

One of the primary issues you're likely to be thinking about as you consider the hiring of an online assistant are their offerings.

There's almost absolutely nothing.

If they've had the appropriate expertise, training, and knowledge and have the right tools, Virtual Assistants can handle all things that don't need the assistance of an assistant. If you think about it, is actually quite.

There are many kinds of virtual Assistants. It is important to select the Virtual Assistant is the best fit for the task you're trying to outsource.

A General Virtual Assistant

The most popular type that is a Virtual Assistant is known as an General Virtual Assistant (aka a General VA). General VAs can manage all the routines and chores that are required for managing your company, but they do not focus on enhancing their tasks.

The duties you assign an General VA usually will be routine and specific such as arranging your schedule for travel and emails in addition to scheduling meetings. Information entry, research posting on social media, and many more.

Virtual Assistant Particularized in the Virtual Assistant Particularized

A skilled virtual assistant an individual who is gifted with particular skills and abilities, as well as adept in managing specific processes within the business. The possibility exists to be more expensive than standard VAs due to their ability to be proficient and require only some instructions from you.

Jobs like customer services, editing and recording video for bookkeeping along with managing projects, such as perfect tasks for a professional VA.

HTML1 jobs outsourced. What are the outcomes?

In the case of General VA General VA, it's best to contract out certain processes and tasks to give them the necessary training they can complete their tasks and make sure that the tasks are processed properly.

If you can employ a professional VA it is advisable to work together to attain certain outcomes. Experienced VA is more efficient than you (that's why you should hire them!) with regards to the methods and tasks they execute in their work. As you're depending on their expertise and experience on the job, make sure that you clearly explain the steps you're looking to achieve, but don't just talk about how you'll accomplish the job.

The growth in Twitter followers by 10 % each month, for illustration, is a consequence. Importing blog content through Google Drive to WordPress, in this case, could be an process. What is the distinction?

What do you need to know about becoming the chief executive officer for your company?

If you're not hiring staff right away after you've established your business, it's likely that you're responsible for various responsibilities. That means you're wearing different kinds of hats. Due to the fact that your time and energy are split between a variety of duties and tasks.

You can be the business's CEO, and devote your efforts solely on the specific areas the CEO has to devote his energy and time to. The CEO must assign specific assignments and duties to other people.

It is the most important factor that is the mathematics.

You want to make more than 100,000 dollars per year, and this is quite a bit of cash needed to achieve this target with the aid of work, which is around 20 dollars an hour. If you're incapable of working for more than 5,000 hours within the course of a year (unlikely) and the figures do not add up. You should concentrate your efforts in jobs that pay more rate per hour.

One reason people may be unable to hire employees is due to the fact that they think of hiring employees as a expense rather than as an investment. If you've experienced this dilemma while making a hiring decision, this method should help those who are.

Set your daily target rate

The hourly target (THR) is the length of time spent by the CEO, as the chief executive officer of your business is worth so you're able to meet your goals for income.

To determine what you'll make in the year you earn your Target Hourly Pay, you need to calculate your monthly (or the annual) budget, then divide it by the total number of hours that you'll be required to put in during the time period.

In the following example: $250,000 (annual income objective) multiplied with two thousand (number of hours worked) equals $125/hour.

"Personally I started hiring before when I thought I was ready to employ an assistant. Additionally, I encouraged other employees to follow this same procedure. A lot of companies don't hire staff until they've made certain profits, or have been operating for a specific time. There isn't a "magic" period when employing assistance and only when it helps you focus on the areas you're greatest in. You don't have to get into financial debt to do this. in the same time as it is important to focus on things that will make money. The right time is now."
Trivinia Barber

Every single task that you accomplish in your company will be evaluated to calculate the price in dollar

If you're an entrepreneur, then your responsibility is to pinpoint the areas that add value to your business and to devote most of your efforts to work that is most important to you. Anything that doesn't match your hourly rate must be assigned to another employee.

If you're experiencing difficulty meeting your budget, the reason is that you're not investing enough time and energy into activities that have a high return.

     task of minimal and valuable job    

The tasks that are of little value to your business however they don't always bring greater income. Low-value tasks are the processing of accounting as well as the management of customer service the design of graphics for project, along with editing.

High-value tasks boost revenue directly. The most lucrative jobs are those that involve sales of lead generation and marketing. They also include the introduction of innovative products or services or the formation of strategic alliances and .

One of the most effective ways to boost the amount you earn as a owner is outsourcing lesser-important tasks  as well as to make sure you have access to as many highly-value jobs as you can. Use the money earned through jobs with high value to cover the cost of outsourcing work that's not worth the effort.

What's the method or task that is delegated?

The business world is filled with an array of procedures and tasks that are essential to run the business. For you to know what tasks to delegate and that you'll have to do, it's crucial to categorize the procedures and procedures.

     HTML0 Each task and method within your business is categorized into any of the categories listed below:    

1. Engaging in activities that you love and feel in love with and you are proficient in.

2. Tasks that you should not do: work which don't require your attention or offer the most efficient utilization of your time regardless of whether you're skilled at them or like doing the kind of work. (These are among the toughest tasks to outsource!)

3. This isn't something you'd like to do: something you're not a fan of, or work that you don't believe is something that else does.

4. There's no way to complete the job. There is no skills or knowledge required necessary to complete it.

If you're not sure, ensure that you've downloaded the Worksheet for Outsourcing. The table allows you to classify and track the actions and procedures within the organization.

"The things you don't like doing or would rather not perform should be at the top of your list of duties that you should be assigned. Some of the most challenging assignments to delegate are those which you are able to finish even if they seem to be something you like performing, the reality is that they shouldn't be done."
Nick Loper

What should I do to locate a virtual assistant

The hiring process for virtual staff members for specific posts on your team might be different than hiring people to fill specific positions.

If you choose to hire a freelancer for this specific project the task will likely be a beginning and an expiration date. Because freelancers typically deal with a lot of clients, they are not necessary to be the primary client.

If you choose to hire virtual assistants they'll be an additional element of the team. While the tasks that you give them could be changed over time, they'll be able to continue the role of an independent member of the team. However, this doesn't mean that they cannot be an option on any online marketplace which allows freelancers to work such as Fiverr or Upwork. There are a lot of virtual assistants seeking work on these websites and who fulfill your specifications.

The steps to become an assistant on the internet

     1. Step 1. List the items you'd like outsourced

Start by making a list of the tasks you'll be assigning an assistant virtual. If the tasks are ones you've done on your own Create training documents (aka the Standard Operating Procedures) for the specific tasks you're assigning to your virtual assistant. If you're looking to learn how to create effective Standard Operating Procedures (SOPs), go through this tutorial.

If you're using a virtual assistant, make a list of your goals for what you want the virtual assistant achieve instead of specific methods or tasks.

2. Make an outline of the job

Once you've created the tasks that you'd like delegated You must prepare a description for what the role is and explain the individual who is accountable for these duties.

Tasks that require specialization do not appear in the descriptions of the tasks of the General Virtual Assistant. Your tasks assigned by your General Virtual Assistant were accomplished in the same manner that you have used with the same capabilities and at the same speed.

Your job description should include:

  • Information about your background regarding your company (your company, your industry, the product you offer and your clients who are either your customers or clients)
  • Experience or education or essential capabilities
  • Obligations and duties
  • A listing of all the software and other tools that they'll be using

Below is an illustration of a professional created Virtual Assistant job description that was adapted according to the guidelines of Shopify to recruit Virtual Assistants:

3. Upload your job description onto the web.

After you've finished the job description in writing, you must put it online and start inviting potential candidates. One alternative is to publish the details of your job directly via Craigslist (post your job description within the country or the city you're looking to recruit for). An alternative is an online service called the Virtual Assistant hiring service or directory.

There are many other directories and websites that look for virtual Assistants

"It's vital to prepare an elaborate job description in order that you're able to fulfill the requirements from both sides. You can ask the individuals I've met to recommend. Virtual assistants should be able to give specific examples of the jobs they complete. Calling them is a fantastic opportunity to get more details about the person , as and to assess whether they are the right match."
Sue Canfield

Step 4: Review the forms and prepare for the interviews

Examine the resumes you received. Make appointments for interview with 5-10 candidates. It is suggested to conduct video-based interview with the most desirable candidates. Interviews that are conducted via video could yield better results when compared with chatting in person. It is possible to feel the joy of the conversation and chat with them through video chat. If someone doesn't want to have a video chat with you, that's an indication that they're not keen and should avoid hiring them.

When you interview each possible candidate, it's important to go beyond their knowledge of their area of expertise as well as their experience. It is crucial to find out about their dreams such as what they like and the things they'd want to accomplish in the future, along with their ideal locations to work from and what targets they'd prefer to accomplish. Also, you can ask your potential employee to take an assessment of their character for no cost. The test can aid you in getting insight into the character of the candidate along with their weaknesses and strengths, as well as their abilities.

"We are able to provide a set of questions on personality which will decide how people are treated by a person. We also have "automatic disqualifiers" that remove individuals immediately from our screening process depending on the type of interview they've taken. There is a way to not have interviews with applicants who are not in line with our values, and we are not going to be impressed with their resumes. It has saved us from numerous hiring errors. Also, it makes the process of screening significantly more efficient."
Trivinia Barber

5. Take your best candidates to the test with by taking a test

In the process of deciding which candidate to choose a certain candidate, you should choose three candidates who are the most suitable for the task that is a test for the candidates. Select a task that is an aspect of their everyday duties in all cases and evaluate the performance of candidates throughout the course of the work. The process of giving candidates directions about how to finish the project in a realistic environment can help you determine which one is the best applicant.

6. The most qualified candidate should be given the chance to test for an exam

Choose the best person to do the job, and then begin your trial (30 days for example, between sixty and ninety days, as an instance). Trials will provide your virtual assistant with additional motivation to finish a quality task for you, with the hope that they will ultimately be hired as part of the team. You should ensure that they have signed a written Service Agreement to avoid any problems later.

How do you manage your virtual assistant

The search for a virtual assistant to assist you is just the start. When you've included them in the team, among your obligations as the administrator is maintaining friendly, professional and positive relations with the staff.

Evaluate performance

It is vital to determine the effectiveness of Your Virtual Assistant based on the data. In order to do that ensure that there are specific requirements or primary indicators of effectiveness (KPIs) created. If they're in compliance with your standards Do you keep records of how many breaks they have during the course of the work day?

Don't micromanage

When you set clearly defined requirements of the Virtual Assistant, and you check them over for a measure of that they meet the standards and standards, it's not necessary for you to oversee the virtual assistants. There are applications that let users "spy" at the display the virtual assistant using your personal computer, or observe the time they're on. They're not necessary If you're comfortable with your capabilities as well as the requirements of your virtual assistant. If you aren't comfortable with being controlled exactly the method you handle the Virtual Assistant, you're probably not following the correct procedure.

Schedule check-ins

Make use of a tool for communication like Slack Google Workspace, Microsoft Teams and Slack for quick check-ins via your virtual Assistant. It could be that this occurs every day between the middle and the close of the day, and sometimes every day, or often. It's up to you what's the best for your family and friends. Use this time to make certain that everyone is aware of the work they do, and that you're not a person or thing (including yourself!) that is hindering their capacity to accomplish their work throughout the day.

     Require weekly reports    

Every week, you should have your Virtual Assistant provide you with a report of their activities during the week. Include an outline of how they'll provide their summary. Below are some questions that we suggest asking to Virtual Assistant Assistant Virtual Assistants to answer during their weekly reports , as along with any other KPIs or indicators they're accountable for tracking.

  • Which projects or tasks have they completed?
  • What was the amount of time they were capable of dedicating for each job or undertaking?
  • What is their job?
  • Are they facing any issues or challenges?
  • Do they have the capacity to share ideas, thoughts, or other suggestions that you could profit from?
  • Do they require any additional instruction?

Set up a feedback mechanism

Set up an environment for virtual assistants (and any other companion you have with) that is welcoming and trustworthy in conversation. Engage in discussions or ask questions and offer them regular feedback. This can help you become an effective manager and leader. This allows you to develop connections with colleagues that will be profitable for the employees. in the morning a.m. They are huge fans of Kim Scott's work. Radical Candor as an underlying basis for offering and solicit comments. going.

The most effective tools for outsourcing and supervise virtual workers

Perhaps it's odd to employ employees you're not going to get to talk to . This may sound strange, but when you have the right technology, you could create and maintain effective and pleasant interactions with virtual coworkers.

The most important kinds of software required to be effective for remote assistants and virtual team members is communication with, managing the activities of colleagues, sharing data along with security (password secure). Here are some of software that is the most frequently used, listed below.

If you're trying to locate details about various software or tools that can assist you in managing your business Browse our extensive range of options .

Communications Tools

     Tool to manage the management of projects. Management:

     Privacy, Data Sharing and Security    

Utilize an assistant virtual that will assist you in focusing on what's most important to you.

If you're feeling overwhelmed and tired when it comes to establishing your own business, it's not just your responsibility. Many entrepreneurs are working all day long due to their inability to get maximum benefit from their work time or delegate jobs efficiently to their employees. The entrepreneurs they work with have been affected by something one of our close friends Chris Ducker, best-selling author of Virtual Freedom calls "Superhero condition".

Most entrepreneurs think that they're capable of handling everything on their own. According to this belief is exactly what they're. Although they're not necessarily the most efficient in the area of productivity but they make up for it with their methods of working and are often at danger of burning out.

If you're an entrepreneur, your tasks you undertake don't be about earning income. Self-employment as well as freelance jobs can offer you. Entrepreneurs create systems and hire people to manage their business for them.

Virtual assistants might not be the only member within your team while you grow your business, however they should be among the first. Virtual assistants can make your life easier and help you focus on things that can make the biggest impact on your business and personal life.

"One one of the ways to prevent exhaustion is by becoming more productive in delegation. It's initially difficult to leave the wheel but believe me when I say to you that once you've left the wheel, even just for some minutes then you'll have to take at the top of your game later!"
Chris Ducker

     The blog was first published in May of 2018. The blog last was updated in April 2022.

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