Whether it is step-by-step instructions on how to do tasks or simply teaching your VA the basics of your business, you should be prepared to offer some training to your new assistant. How you offer this training is up to you and may depend on what tasks the assistant will be doing.
If you are training them on the general aspects of the business, you might consider self-recording an audio or video for them to listen to. If you send out brochures and information packets to your customers, you may want to send one to your assistant as well. You might want to create an FAQ or simple checklist for them to refer to as needed.
For more in-depth tasks that require step-by-step training. You can do this by using screencast software and creating simple tutorials that walk them through each step. Essentially you will be recording your screen showing them how to do the task. This is perfect because you can also talk while recording and include tips along the way.
If you don’t have the ability to record things, you can still document each step in a Word document and take screenshots of the different steps so they have visual cues to go by. Be sure to include any log-in details that they might need to complete each task.
There is more to training your assistant than just creating instructional material. In the beginning, you and your assistant will be learning how one another work. It can be a high-stress time for everyone while you work out any kinks. While your assistant is learning the ropes and easing into her new position, it’s important that you do what you can to help make the transition a smooth one. Here are some simple ways you can help out:
Rather than assigning several projects at once, delegate only one or two to start with. Once those are complete, assign a few more. This allows you time to check the work and address anything that needs to be changed. How you delegate your tasks is something that you and your VA need to discuss during your initial meeting. Some have project management systems and some prefer to use email, Skype or phone.
Replying to email is time consuming and most virtual assistants charge for this time. Rather than fire off a new email for each thought you have, take a few minutes to gather your thoughts so you only have to send one.
Offer Clear Instructions
The more clear and organized you are with your instructions, the faster the VA can complete the work. Take care when writing these out and ensure you include all login details and other necessary information.
Assign Tasks Well in Advance
Procrastination may cause your projects to be delayed. Most VAs have multiple clients and busy businesses; therefore, they plan their schedule weeks in advance. If you wait until the last minute to assign work, your assistant may not be able to meet your deadline, or possibly help with the project at all. If they have to rearrange their schedule to complete your work, you should expect to pay a higher rate.
To avoid being charged a higher rate for rush or weekend work, try to plan your projects a month or more in advance. This allows your assistant to set aside time for you.
At the same time, it is also important to let your assistant know if there are delays in an upcoming project. The more forewarning you give, the easier it is for them to adjust their schedule to meet your needs.
Offering feedback benefits everyone. Positive feedback is easy to give, but many find it hard to speak up when something is wrong. If your assistant is not doing a task right, let them know. Take a few minutes to explain again how you would like the work completed, and then ask them to go back and fix any mistakes. Do not feel bad about asking! By going back and redoing the work, they become more proficient at the task. That in turn, is beneficial to everyone.
Following these small steps along with creating your custom training material will go a long way towards creating a long-term, profitable Client-VA partnership.
Hi and welcome to Virtually Done. I’m Leslie and it’s a pleasure to meet you! If you are an online entrepreneur or small business owner struggling to find enough time in your day to concentrate on the tasks you are passionate about, I can help you!
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