Training your virtual assistant isn’t just a task-oriented process; it’s capturing the specific nuances of how you do things in your business.
Most business owners know how to carry out the tasks they want done – that doesn’t mean that they know how to train someone effectively for the long term!
Follow this simple 4-step process to maximise time and productivity from your virtual assistant.
Key Takeaways
- Break down simple and complex tasks into bite sized chunks.
- Capture your process and procedures
- Understanding the short-term limitations.
- Understand that VA’s don’t always ask questions.
Regardless of whether your virtual assistant (VA) has previous experience working in your specific type of business, they don’t have experience of ‘you’ or ‘your’ specific business practices. They still need to be shown what you want done and how you want it carried out.
Common sense dictates that no VA will hit the ground running on day one. Tasks have already been defined earlier by Setting your Clear Goals (Step 1) – consider breaking them down into bite sized chunks for your VA to practice, test and complete. Previously completed customer files are best for this (not live ones) so you can manage and understand your VA’s initial productivity and knowledge – it highlights any short-term limitations they, or you, have and these can be ironed out early.
Testing and managing are crucial in these early stages – do not skip it and jump straight in – these are the foundations of the house you’re aiming to build. Take it from us that virtual assistants are not always proactive in asking questions to understand what you want them to do – too often we hear “…Well, I told them how to do it, I thought I was perfectly clear what I was asking for – it’s just common sense really!” (…if you’re hearing or saying these words then your house is already on shaky ground).
If you are showing a VA what (and how) you want carried out – then get them to document it, creating processes and procedures – air-tight enough that anyone can follow them…this is how to ‘replicate’ yourself and your methods. By creating your procedures, you are not tied to a VA’s knowledge or experience should they exit your business in the future. Should you need to replace a VA for any reason you will have documented procedures for them to follow so they can start executing tasks more quickly.
Be mindful that you are not likely to have the same virtual assistant forever – when they leave, how easy is it for a new person to integrate into your business without taking up your valuable time?
Show and capture what you want done ONCE or you will be forever training again and again.
If you are working with a VA service provider that wants you to use specific software or programs to fit their workflow model, then make sure you are happy with this before you choose them. It might be efficient for them but disruptive to you or your team.
