Adding a virtual assistant to your team can save you hours of work, reduce costs and get you back on track to focus on what you're passionate about. That said, there are still some key elements to keep in mind!
The secret: maximize the use of their expertise and manage your time efficiently with them.
1- Communication
" Communication is a difficult science. It's not an exact science. It has to be learned and cultivated. "
Jean-Luc Lagardière
When working with a virtual assistant, the first golden rule is communication. Effective communication is a key foundation of your collaboration.
Provide clear, concise instructions for the mandates you delegate. Don't hesitate to schedule an initial meeting to ensure that expectations are clearly understood on both sides. Ask questions and remain open to your assistant's queries.
2 - Delegate
Remember, you're working in a completely different environment from the traditional office, since your assistant isn't in the same place as you!
Be understanding and reasonable about the tasks that can be carried out remotely, and have them in place from the outset. Draw up a list of the tasks you wish to delegate. Then carefully consider which tasks could be performed remotely, while remaining moderate.
As a general rule, your virtual assistant will be able to perform a wide variety of tasks and will be qualified in her field.
3 - Delivery times
Plan reasonable deadlines when delegating tasks! It's important to share your expectations. Whether you're dealing with routine tasks performed on a daily basis or occasional requests, make sure your assistant is aware of your expectations and that she has everything she needs to successfully complete your project. If there is a deadline or several deadlines, make sure you communicate them in good time, preferably at the same time as you delegate the project or task.
Remember, your virtual assistant is only human, and there are limits to the amount of work she can produce in a limited time. By giving her a reasonable amount of time to complete the work you need, you give her the opportunity to deliver high-quality service and ensure her success.
4 - Use the right tools
Thanks to tools such as Google Drive, Slack, Zoom, Dropbox and Trello your collaboration will be made easy!
Keep it simple - too many tools can be confusing!
The right tools, used properly, will enable effective collaboration! Don't forget to make sure your virtual assistant is trained on the devices you'll be using, and is comfortable performing tasks using them.
5 - Procedures
Document procedures. This is probably the most neglected task in new collaborations, but writing down procedures will avoid headaches in the long run and make your collaboration easier! By creating detailed procedures and guides on what needs to be done and how you want her to do it, you ensure that she can work independently. She'll be able to take the initiative, because the procedures are clear and concise! The procedures will reduce the margin for error and enable rapid training for your new assistant.
Do you need a virtual assistant?
SoS Av offers a range of administrative assistance and virtual assistant services, designed to help business owners reclaim their time and grow their business. Find out more about the services we offer on our services page.