You’ve made the leap and found the perfect virtual assistant.
Preparing Your Business for a Virtual Assistant
or You Hired a VA, Now What?
Your new virtual assistant is everything you could want in a VA. Smart, quick witted, familiar with your industry, worked with a company similar to yours and you connect on a personal level plus they have all the experience and relevant skills you were searching for.
Your new virtual assistant is going to be your new friend, business associate and help your company excel.
You are excited and everyone is happy. The virtual assistant has a new client (I know I get excited with every new client). You have a new virtual assistant. Your family and friends are looking forward to all the extra time you have available now (and looking forward to filling it with more stuff).
Shai, what do you mean? Now, What?
You already taught me how to use a virtual assistant in 5 Ways to Utilize a Virtual Assistant.
Yes, I did, but there are more than five ways to use a virtual assistant. Besides, hiring your virtual assistant is only Step Two. (Finding a Virtual Assistant is Step One)
Sorry to harsh your mellow. There are more Steps involved. This post is all about Step Three.
Step 3: Preparing Your Business for a Virtual Assistant
You need to prepare your business for an assistant; treat your new virtual assistant like a new employee.
What would you give a new employee to your company? An orientation about your company such as when founded, why, how, and the goals, aspirations and accomplishments of your company. Maybe even some background on you, the founder.
Then you would assign your new hire a desk, a phone, an email, business cards, a list of projects, instructions on how to complete said projects, a pep talk and even possibly take them to lunch during that first week.
You would also walk them around the company headquarters and introduce them to the other employees and explain their responsibilities. If they were working with vendors or outside clients, you would introduce them face to face, over the phone or via email.
Just because your new virtual assistant is virtual doesn’t mean they don’t deserve or need the same treatment as a new employee.
Here are several steps to preparing your business for a virtual assistant.
- First, write down every project that is Outstanding. When I say every project, I mean EVERY project whether you want your new VA to do some tasks associated with it or not. You may find during this process some additional tasks that your virtual assistant can work on reducing your work load.
- Then write down all the projects that are Upcoming in the next three to nine months. Yes, sometimes we aren’t in charge of what the future brings but it will give you a rough idea of the work that is coming.
- Examine your daily workload. What can you take off your plate and assign to your virtual assistant? The average business owner works a 60 work week.
- Do you need to Assign an email to your assistant? If you are, for example MasterChief@MasterandCommander.com then it would be a great idea to assign an email to your virtual assistant if you expect he or she to conduct business outreach or follow-up on behalf of your company.
- Create an Introductory Package for your assistant of
- important numbers
- and client names
- anything important that your assistant will need while transacting your company’s business like scripts for customers.
- Orientation Materials – all the information of when your company was founded, why, how, and the goals, aspirations and accomplishments, mission statement. I myself often ask clients to let me read their business plan or at least the executive statement. It gives me a good idea of the strategic direction the client wants to take their company in the future.
- Tell your clients/customers, business associates and other employees about your new assistant – so they aren’t cold calling people and creating confusion.