Posts

A Virtual Assistant Can Change Your Business

Modern Rules for Working With a Virtual Assistant

 

Virtual assistants are one of the relatively few industries that have benefited from the pandemic. While restaurants and exercise studios shuttered their doors, remote work grew by leaps and bounds.

 

One poll found that 70% of virtual assistants reported an increase in inbound inquiries, and 45% increased their hourly workload in 2020. Labor statistics showed a 41% increase in the hiring of virtual assistants through offshore agencies, and many agencies increased their staff to keep up with demand.

 

If you’re exploring remote support, you have more options now. However, you may need guidance to sort through your choices. Brush up on the modern rules for working with a virtual assistant.

 

Hiring a Virtual Assistant:

 

  1. Consult an agency. Hiring decisions can have a big impact on your business, so you may feel more comfortable using an agency if you lack experience. For a fee, they’ll find appropriate candidates and conduct interviews.
  2. Do it yourself. On the other hand, you can save money by managing the process yourself. Browse business publications and websites for tips on writing a job posting, interviewing online, and checking references.
  3. Use online platforms. Many virtual assistants offer their services through companies like Upwork and Fiverr. You may need to sift through hundreds of applicants, but you can find help quickly when you need it.
  4. Search locally. Your virtual assistant may live on another continent or down the street. Use local job boards and word of mouth if you want someone close to home.
  5. Think ahead. However you hire, keep your future needs in mind. Look for candidates who may be able to take on more responsibility and help you grow your business.

 

Working with a Virtual Assistant:

 

  1. Clarify expectations. Misunderstandings can arise among colleagues in the same office. Imagine what it’s like working with someone without any face-to-face contact. Be specific about required tasks and goals. Set boundaries related to spending limits and confidential information.
  2. Document procedures. How-to manuals and video tutorials can explain routine duties and complex assignments. Ask your virtual assistant to write up any new responsibilities to keep your library up to date.
  3. Invest in tools. Technology will make collaboration easier. Shop for software that lets you edit documents and manage projects.
  4. Communicate regularly. Staying in touch may require a more deliberate strategy when you don’t run into each other in the hallways and breakroom. Schedule effective one-on-one meetings at least once a week. Discuss the best way to reach you with urgent and nonurgent communications.
  5. Encourage questions. New hires may feel pressured to appear competent. Let them know that you’re happy to answer questions when anything is unclear.
  6. Provide feedback. Constructive criticism is essential for learning and high performance. Make your comments prompt, specific, and actionable.
  7. Start small. Virtual assistants need onboarding too. If time allows, introduce them gradually to their new role and help them to connect with the bigger picture. Make their first assignment something simple that they can excel at.
  8. Respect their time. Maybe your virtual assistant has limited availability or you’re one of several clients. Make the most of your time together by being prepared for the hours they spend with you.
  9. Build morale. Team spirit has more to do with the quality of your relationship rather than sharing the same business address. Create a welcoming environment and promote two-way conversations. Give your new assistant their own company email and send them a coffee cup with your logo.

 

Your new virtual assistant could save you time and enable you to focus on tasks that maximize your strengths. Make your relationship happy and productive by choosing an outstanding candidate for the job and helping each other to succeed.

If you’re looking for something more traditional, or unique for yourself, check our Job Search Engine.

/0 Comments/by
,

Too Many Meetings? 13 Ways To Cut Down

A Foolproof Formula for Cutting Down on Excessive Meetings

 

Since we’ve transitioned to so many work from home employees, meetings on Zoom, Citrix and every other platform have exploded. So many meetings can have an effect on your productivity. Are you unable to complete your work because meetings are eating up your time? One study found that the average senior manager spends as much as 23 hours of their week in scheduled meetings. The figures are even higher if you add in the impromptu gatherings that occur in most workplaces.

 

There are logical reasons for why meetings tend to multiply. They provide an opportunity to collaborate and learn from each other.

 

However, when they start to feel overwhelming or pointless, they may actually lower morale and productivity.

 

Imagine what your workday would be like if meetings were less frequent and more productive. Try these suggestions for transforming your approach to meetings.

 

Making Meetings Less Frequent:

 

  1. Consult your boss. There are steps you can take on your own to cut down on meetings. However, you’ll probably make more progress if you work as a team. Ask your boss if they’re interested in developing an overall strategy.
  2. Clear the calendar. Do you attend weekly meetings whose origins are shrouded in mystery? It may be time to start from the ground up. Review each recurring meeting to ensure that it still serves a valid purpose.
  3. Call first. Make a quick phone call to see if you can resolve the relevant issues before asking your colleagues to attend a meeting. You could also try handling it on your own or asking another employee for assistance.
  4. Create meeting-free days. Take a day off from the conference room. Some companies have made a commitment to at least one day without meetings each week. This gives employees more time for tasks that benefit from deeper thought and fewer distractions.
  5. Opt out. If you’re tactful about it, you may be able to turn down meeting invitations without causing any friction. Explain your conflict and propose an alternative like using project management tools or creating internal reference materials. It also helps to have a supportive boss.

 

Making Meetings More Productive:

 

  1. Prepare an agenda. Keep your meeting on track by circulating a written agenda. It will provide a sense of direction and help participants to stick to the main subject.
  2. Limit attendance. Most experts believe that meetings are more effective when they’re limited to about 8 participants. Larger groups often experience more difficulties with communication and decision making.
  3. Shorten the time frame. Why schedule an hour-long meeting when 45 minutes will suffice? Having less time encourages greater focus and fewer conversations about items unrelated to the agenda.
  4. Finish early. Give your colleagues an incentive to be concise. Make it a habit to end meetings ahead of time when the work is completed.
  5. Stand up. Try conducting some of your meetings standing up or walking around. You’ll be less likely to want to linger on a cushioned seat because you’re sleepy. You may also think and speak more clearly when you’re on your feet.
  6. Ban browsing. Do you want to join the ranks of companies that prohibit phones and other devices from meetings? On the other hand, you may be satisfied with a policy for muting phones and using devices only for tasks relevant to the meeting.
  7. Upgrade your technology. Then again, some technology may enhance your meetings. Use video conference calls and screen sharing applications to keep things interesting and accomplish more in less time.
  8. Provide leader training. Talk with your employer about providing training for employees who conduct meetings. It may help you to build morale and achieve your objectives.

 

Meetings can encourage collaboration and strengthen professional relationships. Work with your employer to ensure that your meetings are essential and successful.

 

If you’d like some help with finding some opportunities, check our Job Search Engine.

/0 Comments/by

Remote Work: Improving Relations With Coworkers

Read more
/by