Essential Office Support

Congratulations! You’ve done your research and hired a Virtual Assistant to help you meet your business needs. Now, you are ready to start assigning tasks, but wait! Before you send the first assignment, here are some important details you should consider.

1) Gather Details

Before assigning each task, take time to gather all details. This would include passwords, special instructions, documentation, attachments, and any other information the assistant will need to complete the task. This will save time that would otherwise be wasted sending multiple emails and ensure the task is completed in a manner consistent with details you provide.

2) Deadlines

Consider the deadlines when assigning tasks. Try not to assign something that is due immediately without first consulting with the VA. Your virtual assistant most likely has multiple clients and tasks therefore it’s possible they could have other tasks due ahead of yours.

Setting a rough deadline but being somewhat flexible is always the best bet. Of course, if you do have a project due immediately, you can always check with your VA but be prepared, many virtual assistants charge extra for rush/weekend work.

3) Email & Phone Calls

In order to work efficiently, distractions must be eliminated. Emails and work tickets are typically checked on a schedule and replied to within 24 hours (except weekends/holidays). If an immediate reply is needed, please include a note in your subject heading that will tag your correspondence as, “URGENT,” or include an alert of some kind so the VA will know you have sent something that requires a speedy response.

Phone calls are similar in that many times calls are automatically forwarded to a voice mail. The assistant will then return them when they take a break or they may have set times of the day that they return calls. Ask your VA how they prefer to handle these types of communication.

4) Email Subject

When you send tasks via email, include appropriate information in the subject line. Sending a new task with a subject of “can you do this?” may be okay today but if for some reason you or the VA need to refer back to that information 3 months from now, it’ll be like finding a needle in a haystack.

If you send an audio to be transcribed for Sally Sue, your email subject could say something like “Transcribe Audio – Sally Sue.” You might even go a step farther and include the date or perhaps all the speakers’ names (Sally Sue & Jim Jones Interview 11-01-1999), especially if you expect there may be more than one with the same or similar heading.

5) Learning Curves

If you have a task that your VA is unfamiliar with, they may be willing to learn to complete it with your guidance. In this situation, make sure you’re prepared to provide some training by email, phone, or even instant messenger. You may also want to create a detailed training guide (PDF/audio/video) for their use. This could be especially handy if you need to assign the task to someone else in the future.

Take a few minutes to consider these things before you assign work. It will go a long way in establishing a good Client/VA relationship. It will also help create a sense of organization and assist the VA in quickly determining the appropriate measures to take on each task. This helps establish and maintain an organized and communicative work environment for your business.

Of course, these tips don’t just apply to working with a Virtual Assistant. They can be used for all your hired help.   :-)

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