How to use a Virtual Assistant

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I have been using a VA for over a year now and it has been is great.

I employ a virtual assistant, named Ann, who was personally recommended to me. She helps me with all things administrative for the BoneChat community. Ann is not with a service. She works by herself in UAE right now, but is from the Philippines. She is 9 hours ahead so this presents challenges with synchronous work, so we try to work asynchronously.

If you nee more real-time work, including telephone work, you should use one of the large, well-respected service firms provide Virtual Assistant (VA) services. Here are some of the most notable ones based on reputation, service quality, and client reviews:

  1. Time etc – Known for its US and UK-based virtual assistants with an average of 12 years of experience. They offer transparent pricing based on monthly hours, providing services like scheduling, research, and administrative tasks.
  2. BELAY – Originally known as eaHELP, BELAY is renowned for its exclusively US-based assistants and specialists. They cater to a wide range of needs, from administrative to social media management, with a focus on quality and a stringent vetting process.
  3. Prialto – Offers managed virtual assistant services for professionals and teams, providing executive-level support with a consultative approach. Their assistants are trained extensively, and they manage the continuity of services, ensuring productivity.
  4. WoodBows – A firm with assistants based in the US, UK, Philippines, and India, known for hiring college-educated VAs with at least ten years of experience. They provide a broad selection of services, including social media management and content writing.
  5. Fancy Hands – Offers on-demand virtual assistant services with a focus on quick, task-based solutions. Their pricing model is based on the number of requests rather than hours, making it suitable for smaller, immediate tasks.
  6. Virtual Assistant USA – Specializes in providing virtual assistant services to businesses of all sizes, with a focus on administrative and marketing support. They hire VAs with significant experience and use a proprietary assessment to match assistants with clients.
  7. She’s A Given – A premier U.S.-based virtual executive assistant agency that emphasizes work/life harmony for executives. They provide flexible support options with a focus on building genuine connections and providing tailored solutions.

Choosing and effectively using a Virtual Assistant (VA) for a busy professional involves several best practices to ensure a productive partnership. Here’s how to approach this process:

Choosing a Virtual Assistant:

  1. Define Your Needs:
    • Clearly outline the tasks you want to delegate. These could range from administrative tasks like email management and scheduling to more specialized duties like market research or social media management.
  2. Look for Specific Skills:
    • For general tasks, versatility and adaptability in a VA are key. However, for industry-specific needs, look for VAs with knowledge in your sector (e.g., finance, legal, or healthcare).
    • Excellent communication skills are crucial for a remote working relationship.
  3. Evaluate Platforms and Services:
    • Consider using reputable virtual assistant companies or platforms. They often provide pre-vetted assistants, ensuring a level of quality and reliability. Companies like VirtualStaff.ph, 20four7VA, and MyTasker offer various services tailored to different needs.
  4. Check for Cultural Fit and Language Proficiency:
    • If your business operations are language-specific or culturally nuanced, ensure your VA can communicate effectively and understands cultural contexts.
  5. Trial Period:
    • Many services offer a trial period. Use this to assess if the VA’s work style and efficiency meet your expectations.
  6. Flexibility and Scalability:
    • Choose a service or individual who can scale their hours or services as your business needs change.

Using a Virtual Assistant Effectively:

  1. Set Clear Expectations:
    • Define goals, KPIs, and deadlines for tasks. Clear communication from the start helps avoid misunderstandings.
  2. Provide Proper Onboarding:
    • Introduce your VA to your business’s culture, processes, and tools. Provide access to necessary software and resources. Ensure they understand your workflow.
  3. Use Tools for Task Management:
    • Implement tools like Asana, Trello, or Monday.com for task assignment, tracking, and feedback. This ensures transparency and accountability.
  4. Regular Check-Ins and Feedback:
    • Schedule regular meetings for updates, feedback, and to adjust priorities. Feedback should be constructive to help your VA improve their service.
  5. Delegate Wisely:
    • Start with less critical tasks to build trust and then move to more strategic tasks. Consider outsourcing tasks that are time-consuming but not necessarily strategic for you.
  6. Monitor Performance and Privacy:
    • Use time-tracking software for transparency on hours worked, but also respect privacy. Regular audits can ensure data protection and task completion.
  7. Encourage Autonomy:
    • Once trust is established, allow your VA some autonomy in decision-making for routine tasks, which can enhance efficiency.
  8. Leverage Their Expertise:
    • If your VA brings specialized skills, use them to improve areas of your business where you might not be an expert.
  9. Foster a Positive Relationship:
    • Treat your VA with respect and as part of your team. Good relationships can lead to better work and loyalty.

By following these practices, a busy professional or CEO can effectively integrate a Virtual Assistant into their operations, significantly boosting productivity and allowing more focus on strategic growth activities.