Hiring a virtual assistant frees business owners up from repetitive tasks, customer service and generally being tied to the office. A team of virtual assistants can truly institutionalize your business and take you out of the equation entirely. After all, isn’t that the ultimate goal of any business owner?
A virtual assistant can help you with repetitive tasks that can be done online or via a computer. For example, do you process agreements to be sent for e-signature multiple times a day? If it’s a repeatable process, then you can easily show your virtual assistant how to do this for you using free screen sharing tools such as Skype.
Even better, you can record the process exactly using screen recording software so you can train multiple virtual assistants at the same time, or simply so you don’t have to train a replacement again. You can take this to the next level by having your virtual assistant train new hires on company processes, or at least by having them available to answer questions.
We’ve found this to be the most efficient way to build a virtual assistant team for your business. Create precise, step by step training videos using screen recording software. Then augment this by making your existing virtual assistants responsible for training and Q&A for new hires.
Yes, all business owners who wish to stay in business love their customers, but any business owner knows that customer service can be a real energy drainer and time sink. Fortunately, you can largely eliminate this annoying problem of having to service your customers by hiring virtual assistants who will do this for you.
In fact, one of the best answers to why hire a virtual assistant is so you can free yourself from slogging through customer service inquiries, calls and requests all day. After all, how can you strategize and take your business to the next level if you’re mired in the weeds day and night?
You can take this one step further by working with an experienced business process outsourcing firm like Jobstob who already has a roster of pre-screened, vetted and ready to work virtual assistants with deep customer service experience. Many of our virtual assistants have years of work experience in call centers and other customer service roles, and are familiar with common customer support and ticketing software such as Zendesk or Freshdesk.
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They say that time is money, but we’re willing to wager that freedom is worth even more. After all, what’s the point of money if you don’t have time to enjoy it?
One of the greatest answers to why hire a virtual assistant is that by doing so, you have can free yourself from the shackles of your office and truly live freely. Just imagine how liberating it will be for you to be able to take that random flight to Nepal that you’ve always wanted, at a moment’s notice, and know that your business will still be running without you being there in person.
How can a virtual assistant make this happen? It starts with setting up your virtual assistant to answer your office phone line. The next step is giving your virtual assistant access to your business email account (this takes trust and letting go), giving them instructions on what to flag for your attention, and what they can handle by themselves.
It helps to have template responses created for standard situations that they can use. We’ve also found that it helps to have them answer with an email signature that signifies that they are responding on your behalf. We’ve found that this lessens the stress of thinking that others might think less of you if there’s a typo in your email.
Lastly, you should have all customer service inquiries routed through a support ticketing system that the virtual assistant can manage on your behalf. You can skip this if you don’t have many customer service requests, and if so you can just use your email inbox instead.
Once all of this is set up, you are free to jet and work remotely from anywhere in the world. You’ll feel relaxed knowing that while you’re in the air for half a day, your customers will still be taken care of by your virtual assistant. Now that’s freedom!
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It’s one thing to be able to work remotely, but it’s a whole another level to be able to institutionalize your business so you don’t have to work at all. Of course, most business owners will still wish to work, but institutionalizing your business means that your business will continue to run and grow without needing your daily, personal effort.
So how can you do this with a team of virtual assistants? The first step is to institute processes revolved around production. For example, do you run a digital media business that is focused on producing video, article and infographic content for millennials? Then you’ll need virtual assistants with different skills to work together, from graphic designers, video editors to WordPress virtual assistants.
You’ll need the team to be able to collaborate over the web using shared folders. To start out, we recommend using free tools such as Google Drive and Telegram. You’ll be able to set sharing and access permissions for each folder, and have your team collaborate virtually with secure messaging.
You should reduce as many roadblocks in the production process as possible, especially instances where the production cycle stops because manual review is required. Ideally, virtual assistants on your team will be able to cross-check each others’ work, taking you out of the equation entirely.
Once you have a production cycle going with as few roadblocks as possible where your attention is required, you can then let it run and only periodically spot check output to ensure quality.
Pro Tip: There are obviously many more steps involved in producing a virtual production line and institutionalizing your business. We recommend working with an experienced business process outsourcing firm like Jobstob who can hire, train and manage a team of virtual assistants for you so you don’t have to figure out all of this from scratch.