Taking on a virtual assistant, especially if you have never done so before, is going to be a new territory to work around. If you have already dealt with virtuals, you will just need to get to know this new virtuals capability and work together on delegation, but if you have never dealt with an out-of-office worker, then you will also need to adjust on how to properly delegate tasks to virtual assistants.
While it may seem daunting to keep track of someone who is not right in front of you, there are different means to keep virtual assistants delegated properly so they know how to do tasks, when to do tasks, where to send them, and why it should be done a certain way.
Here are a few examples of how clients can properly delegate tasks to their virtuals and why this is an important part of a successful virtual assistant and client relationship.
Phone call delegation:
Administrative virtual assistants will fall under this category more than other virtual assistant niches. Explaining how they should be expected to pick up calls and what to say, when they should be around a phone, and other delegations are key and need to be spelled out.
Ways to do this are creating a verbal script that the virtual can go back to, to properly work with clients. Also, delegating times in which they need to be by a phone and creating a schedule will help them keep organized and not miss a call. As the client, you are responsible for filling in the gaps between what the virtual assistant knows about your company, those who may call, or anything else to ease the phone conversations and to properly disseminate this information to the virtual assistant.
Virtual assistants will be answering many emails, both from you and potentially those you work with. Being able to respond quickly and in a knowledgeable fashion is key to your business running properly and efficiently.
Ways to delegate emails are similar to phone calls, by creating a script or template to work with when sending emails, giving out information the virtual assistant will need to know to properly answer most business questions with ease and a schedule on when they should be checking and responding to emails.
Beyond just simply replying to customers, many virtual assistants will be completing clerical tasks. They will need to know how to complete the tasks–i.e font size, style, template, and length, where to place the completed work–Google Drive, email, etc. and when these assignments should be in by, depending on if the due date is reoccurring or a one time date.
Creating tutorials on how to do the tasks, explaining steps on where the files go and who to send them too, and how you would like them completed will save time for both yourself and your virtual assistant. Everyone has their own way of doing things and if you aren’t clear with your virtual on how you want it, then you are actually wasting time that could have been used for better purposes.
How to delegate tasks:
Ways to delegate tasks come down to your availability. Google Drive is a great place to store all tutorials, UberConference is a place where you could have daily or weekly check-ins with your virtual assistant to keep on tasks and discuss any questions or concerns, and simple email and phone correspondence are also easy and useful ways to delegate tasks to your virtual.
Adding a virtual assistant to your work will free you up to perform more revenue generating tasks, and relieve you of frustrating time consuming administrative work. While they are responsible for completing the tasks in a timely and complete fashion, you as the client are responsible for leveling them up and ensuring they know the who, what, where, when, and why’s of the tasks they are asked to complete.
To hire your own virtual assistant, please visit Meadows Resources for more information.