If you’re a busy business owner or entrepreneur, working with a virtual assistant is a cost-effective way to manage your tasks and free up your valuable time so you can focus on your core business strategy. However, handling a virtual team or employee requires a working strategy to maximize the most of out this business setup and avoid costly mistakes.
For many business owners, getting started with your first virtual assistant can be the hardest step. Who do you hire? How do you train them? What is the most effective way to manage them? Typically, the general principle of better input equating to better output applies and sets both sides up for long term success. But once the training wheels are off for both the virtual assistant and the manager, you also need to find ways to effectively manage them, their tasks, the workload, and ensure that deliverables are being met with (hopefully) as minimal involvement as possible from yourself.
Here are some useful tools to help you manage your virtual assistants better without spending too much time on micromanaging them:
Hubstaff is a widely-used time tracking and project management software that is very easy to use. You can use it to store all the files, manage tasks, set due dates, and facilitate discussions per project. It also comes with remote staff monitoring features, such as URL tracking and program usage.
This is one of the most popular file-sharing tool you can use for exchanging files with your team. Aside from storing your files in the cloud, you can also create a shared Dropbox folder that you and your VA can access. All files are synced automatically so it also serves as a great backup system.
• Google Calendar
If you need your VA to manage your schedule or take care of some events, sharing your Google Calendar with the team is the most effective way to do it. You can even break your calendars into sub-categories and share them on a need-to-know basis.
Can’t remember all of your passwords? Do you need to share your passwords to your accounts without letting the other party view it? LastPass is not just a great password manager because it can automatically save all your passwords, it also allows you to securely share them with your team.
Communication is a crucial component of working with virtual assistants. Though emails can be great, real-time communication can only be achieved through Skype. Aside from sending messages, you can also do audio or video calls, send files, do group calls, share screens, and record the session if you need to.
Giving instructions can be troublesome, especially if you’re trying to explain concepts, designs, or ideas that can’t be articulated with words. In these cases, SnagIt can be a huge help by sending screenshots or screencasts with your team.
Business owners who work with virtual teams should employ the best practices, practical procedures, and the best systems when working with a VA. Virtual assistants are a great addition to your business and can allow your business to scale. However, sometimes you have to take a step back to get an overview of the process.
Need help getting started? Have questions about how a Virtual Assistant can help your business? Contact Global Strategic at info@GlobalStrategic.com and we can walk you through it.