Hiring your virtual assistant: What (and how) to delegate

In our first post on hiring your virtual assistant we walked through every step of the process, including where you can go to find a virtual assistant, what the interview process is like and finally, how to feel confident in selecting your top candidate.

This second post in our 3-post series is going to talk about bringing your virtual assistant on board, deciding which tasks you’re going to delegate to them, and going through the training process.

Bringing them on board

I would estimate around a 3 week on boarding period with your virtual assistant to really train them on the tasks you’re handing over and having them familiarize themselves with your business.

Step 1: Have a list of tasks ready for them. Ideally, you’ll have the tasks broken down into daily, weekly and miscellaneous tasks so they are clear on what they need to do, and how often they need to do it.

Step 2: Create a shared Google Drive folder where you can put different tracking spreadsheets and videos that walk them through each task they’ll be handling. You might also sign up with a teamwork tool like Asana to track team progress on individual tasks and projects.

Step 3: Create videos that walk through each task so that your virtual assistant has a reference that they can go back to again and again if they have questions.

Step 4: Be available. All this entails is you being logged in to Skype and available if your virtual assistant has questions or concerns about a task. This is especially important in the beginning to be sure they understand their tasks.

Step 5: Require daily task recaps, where your virtual assistant sends you an email showing the time spent on different tasks. This is a great way for you to review the time they’re spending on different tasks. If they are spending too much time on one thing and not enough on another, then that’s feedback for you in how you’re training them on that task.

Step 6: Continue to build and grow your relationship with your virtual assistant. Bring them in on different things you have going on and really make them feel a part of the business – because they are.

Tasks to delegate

The first thing I recommend when people are trying to figure out what to delegate to their VA is this:

For one week straight, write down EVERYTHING you do in a day.

I think this helps because everyone’s business is different and everyone focuses on different tasks. Having a list written out of everything you do in a given week will help you identify which tasks you’re spending time on that you don’t want to be spending time on, and also what tasks you’re repeating over and over again throughout the week.

The types of tasks that we delegate to JM and Jess are typically repetitive tasks that can be easily taught with a video and/or Skype call, including things like:

  • Scheduling social media posts (using a tool like Hootsuite)
  • Gathering data from our episodes (recommended books and resources)
  • Creating quick redirects (our short links for every episode)
  • Bringing people into our Private Facebook groups (checking membership status)
  • Handling customer service concerns like missed payments or password resets for our communities
  • Updating our membership sites with content we provide
  • Transcriptions

Some other greats things that virtual assistants can help with:

  • Inbox management (replying to repetitive emails that ask the same types of questions using a canned response)
  • Inbox management (sorting emails so that when you go in to read them you know which are urgent and which can wait)
  • Creating images for your social media posts, your podcast episodes and your blog posts
  • Formatting your blog posts (includes show notes and/or blog)

Training your Virtual Assistant

 

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