|
|
7 Top Tips for Choosing the Right Virtual Assistant (VA)
©
Tracey Lawton, 2004
In some respects choosing the right VA to work with can be harder
than hiring an employee. After all, due to the nature of virtual
working, the chances are you may never meet this person face to face,
or even have a phone conversation with them. All communication may be
carried out via email. So, given these circumstances, how do you know
that working with a VA, and even finding the right VA, will be for you?
The numerous benefits of working with a VA are well documented, and
there are many, many clients worldwide who will testify to the
advantages of this way of working. The purpose of this article is to
help you in your decision of choosing the right VA, and give you some
pointers along the way.
1. The first thing to consider is what it is you want your VA to do
for you. Ask yourself these sorts of questions:
The very nature of virtual working means that when working with a VA
location isn't an issue, after all a VA can carry out all the duties
a regular in-office secretary can do (except make you a coffee!) -
they can manage your diary, handle your emails, deal with your
correspondence, type up reports, make your travel arrangements etc.
etc. However, if you feel that working with a local VA is what you
need, then you should focus your search on just local VAs. However,
be aware that by doing this you may be limiting your options when
choosing the right VA.
2. Once you have decided on the above issues, and you know exactly
what it is you want your VA to do, then make an initial contact with
several VAs and send the same RFP (Request for Proposal) to each of
them so that you can make some initial comparisons. This should
include such things as an outline of the project details, asking
about their fees/fee structure, how they would go about doing the
work for you, how would you receive/send work etc. Basically include
anything that you have thought about and would like answers to. At
the end of this report is a useful checklist for you to use when
approaching VAs.
3. If you're not sure how to go about finding VAs that meet your
requirements, then there are several FREE searchable databases
available where you can source and then contact VAs directly. These
databases also list skills and location. These are:
Alliance of
UK Virtual Assistants
International Association of Virtual
Office Assistants
International Virtual Assistants
Association
The Virtual Business Group
Digital Women
International Virtual Women's Chamber
of Commerce
4. Once you've narrowed it down to two or three VAs, have a phone
conversation with them (rather than exchange emails), as this will
give you a good idea as to whether the VA is right for you, i.e. do
you and this person 'click'. This is very important as you will be
trusting your business to your VA and, as you are in a 'virtual'
working relationship, it is not quite the same as having someone
sitting next to you in the office - so you really do have to feel
that this person has the right experience and you can trust them to
deal with your work. Also, from the VA's point of view, they need to
feel that you are the right client for them. This is a two-way street
where you both need to feel completely happy with the working relationship.
5. Another very important consideration is does your VA's skills
match your needs? Check out their websites, view client's
testimonials, and examine their profile. If necessary ask if you can
contact either a current or previous client for a reference.
6. Always ensure that you sign an agreement before any work starts so
that you both know exactly what is expected of each other. The
agreement should set out project requirements, fees (or an estimation
of fees), VA's terms & conditions, client confidentiality policy
etc. Your VA will provide the agreement, and you should both keep a
signed copy.
7. And finally, contact your potential VA as many times as you feel
necessary to ensure that you are 100% happy with them before any work starts.
Checklist
Use this checklist when designing your RFP (Request for Proposal) to
ensure that you have everything covered.
-
Outline the project details - for example, transcription of standard
cassettes or digital files, database design, data input, newsletter
production, etc.
-
Include information on whether this is a one-off project or regular
work. As many VAs have retainer rates (which are a discount on normal
rates), this can affect how they quote.
-
Specify the timescale for your project - if you need a 24-hour
turnaround then say so.
Once you have outlined your project requirements then you need to ask
specific questions:
-
How does their skills/experience match your project requirements? You
may already know this from their Website, but it is a good idea to
get them to outline this for you so that you know exactly how they
will support you and your business.
-
What are their fees and fee structure? If you know you will need
their services on a regular basis, ask about retainer rates.
-
What is the method for sending/receiving work? Given today's
technology you'd be surprised at how many options there are for
sending and receiving work.
-
What is their confidentiality policy? This is very, very important,
as you want to ensure that anyone carrying out work on your behalf
maintains a strict confidentiality policy.
-
What payment methods do they accept? As well as cheque and direct
bank transfer, a lot of VAs now accept online payment by credit card
through such companies as Paypal.
-
When is payment to be made? This could be at the end of the project
or, if you are using a retainer service, then it may be once a month.
REMEMBER: A Virtual Assistant's role is to support you and your
business, by taking the pressure off you so you can spend more time
working ON your business instead of IN it.
~~~~~~~~~~~~
About the author:
Online Business Manager & Virtual Assistant, Tracey
Lawton, supports professional speakers, coaches, and authors to operate an
efficient, organized, and profitable business. Learn how to create an efficient
and organized office in 7 EASY steps, and receive free how-to articles at
http://www.OfficeOrganizationSuccess.com
Submission guidelines: You are welcome to publish
this article in your opt-in newsletter or on your website provided it is
published in it's entirety, including the resource box. Please
email me of your intent to publish this article.
|
