{"id":44695,"date":"2021-03-16T11:14:16","date_gmt":"2021-03-16T03:14:16","guid":{"rendered":"https:\/\/zegal.com\/?p=44695"},"modified":"2024-01-06T22:42:47","modified_gmt":"2024-01-06T14:42:47","slug":"virtual-assistant-for-business-operations","status":"publish","type":"post","link":"https:\/\/zegal.com\/en-hk\/blog\/post\/virtual-assistant-for-business-operations\/","title":{"rendered":"How to Hire and Manage Virtual Assistant for Business Operations"},"content":{"rendered":"<h1><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-large wp-image-44696\" src=\"https:\/\/zegal.com\/wp-content\/uploads\/2021\/03\/stefan-stefancik-5p_7M5MP2Iw-unsplash-1280x854.jpg\" alt=\"\" width=\"1280\" height=\"854\" srcset=\"https:\/\/zegal.com\/wp-content\/uploads\/2021\/03\/stefan-stefancik-5p_7M5MP2Iw-unsplash-1280x854.jpg 1280w, https:\/\/zegal.com\/wp-content\/uploads\/2021\/03\/stefan-stefancik-5p_7M5MP2Iw-unsplash-320x214.jpg 320w, https:\/\/zegal.com\/wp-content\/uploads\/2021\/03\/stefan-stefancik-5p_7M5MP2Iw-unsplash-768x513.jpg 768w, https:\/\/zegal.com\/wp-content\/uploads\/2021\/03\/stefan-stefancik-5p_7M5MP2Iw-unsplash-1536x1025.jpg 1536w, https:\/\/zegal.com\/wp-content\/uploads\/2021\/03\/stefan-stefancik-5p_7M5MP2Iw-unsplash-640x427.jpg 640w, https:\/\/zegal.com\/wp-content\/uploads\/2021\/03\/stefan-stefancik-5p_7M5MP2Iw-unsplash-1024x683.jpg 1024w, https:\/\/zegal.com\/wp-content\/uploads\/2021\/03\/stefan-stefancik-5p_7M5MP2Iw-unsplash-1200x801.jpg 1200w\" sizes=\"auto, (max-width: 639px) 98vw, (max-width: 1199px) 64vw, 770px\" \/><\/h1>\n<p><span style=\"font-weight: 400;\">Have you ever thought of employing a virtual assistant? As an entrepreneur, you have to deal with a lot of different tasks within your business. Some of those may be outside your skillset. This can go well until you get so much overloaded that you miss some of the core business activities.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Even if you are a multi-tasker, running a business without anyone\u2019s help is next to impossible. <\/span><span style=\"font-weight: 400;\">If you are on a tight budget, you might not dare to hire employees in the early stage of your business.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is where virtual assistants can help.<\/span><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\"><a href=\"https:\/\/www.wishup.co\/\">Virtual assistants<\/a> work independently, mostly from their own office, and provide various administrative services to clients. <\/span><span style=\"font-weight: 400;\">Virtual assistants are skilled in one or more business tasks. They also know how to use various software for <a href=\"https:\/\/campus.edu\/online-associates-degree-in-business\">business administration<\/a>.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Now let&#8217;s go through the tasks virtual assistants can take care of for your business.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Tasks_to_Outsource_to_a_Virtual_Assistants\"><\/span><span style=\"font-weight: 400;\">Tasks to Outsource to a Virtual Assistants<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">As a rule of thumb, entrepreneurs can outsource every business activity that needs to be performed repetitively.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, businesses can easily outsource tasks like &#8211;<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Clerical and bookkeeping work<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Travel arrangements<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/trafft.com\/best-appointment-scheduling-software\/\"><span style=\"font-weight: 400;\">Appointment scheduling<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Data entry and files handling<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Social media management<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Writing blog articles<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Data research<\/span><\/li>\n<\/ul>\n<p>One of the tasks that entrepreneurs can easily outsource to virtual assistants is travel arrangements. This includes managing\u00a0<a href=\"https:\/\/www.travelperk.com\/blog\/best-corporate-travel-booking-websites\/\" target=\"_blank\" rel=\"noopener\" data-saferedirecturl=\"https:\/\/www.google.com\/url?q=https:\/\/www.travelperk.com\/blog\/best-corporate-travel-booking-websites\/&amp;source=gmail&amp;ust=1689655599323000&amp;usg=AOvVaw0G33taxtElbmC72zwRAYwH\">travel booking for companies<\/a>, such as making flight and hotel reservations, organizing transportation, and handling any necessary paperwork. By entrusting this responsibility to a virtual assistant, business owners can save time and ensure efficient travel planning for their company&#8217;s employees. This outsourcing option not only saves time and effort but also ensures that companies can benefit from cost-effective and well-organized travel solutions.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Hiring_Virtual_Assistants\"><\/span><span style=\"font-weight: 400;\">Hiring Virtual Assistants<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Finding the best VA is somewhat tricky but once you find the right fit with someone you trust, you&#8217;ll find a huge load is off your plate.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In general, you can hire independent virtual assistants or those working with virtual assistant agencies.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Hiring_Independent_Virtual_Assistant\"><\/span><b>Hiring Independent Virtual Assistant<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">There are many home-based freelancers who provide various specialized services to businesses.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You can find freelance workers on platforms like Upwork and Fiverr.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you know what exactly you are willing to outsource, you can browse through the profiles. If you find a match, you can verify their portfolio, ratings, and charges. Lastly, you can contact and hire them directly on the website.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Hiring_From_Virtual_Assistant_Companies\"><\/span><b>Hiring From Virtual Assistant Companies<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Virtual assistant companies have a number of virtual assistants associated with them.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Once you sign a contract with them, you\u2019ll have access to all their skills. If you need experts with specific skills, you can contact them and they assign the right person to you.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Some of the examples of virtual assistant companies are &#8211; Virtual Assist USA, Fancy Hands.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Managing_Virtual_Assistants\"><\/span><span style=\"font-weight: 400;\">Managing Virtual Assistants<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">VAs are like independent contractors and work from their offices. This doesn&#8217;t mean you won&#8217;t have to manage them. The good news is it isn&#8217;t as intense as managing an office employee.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Tips_to_manage_virtual_assistants\"><\/span><b>Tips to manage virtual assistants<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Here are tips for successfully managing a virtual assistant:<\/span><\/p>\n<ol>\n<li><span style=\"font-weight: 400;\"> Assign small tasks initially\u00a0<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">It is good to assign a new VA just 30 minutes&#8217; worth of work at first. This way, you can correct them quickly if there are any mistakes. This can save you both time and energy.\u00a0<\/span><\/p>\n<ol start=\"2\">\n<li><span style=\"font-weight: 400;\"> Clear instructions<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Because you and your VA are not in the same office, it is very important to provide detailed instructions. Write down detailed steps or record a video to demonstrate how to complete the task successfully.<\/span><\/p>\n<ol start=\"3\">\n<li><span style=\"font-weight: 400;\"> Instant feedback<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Provide instant feedback for the work done by your VA. This can be your opportunity to correct for mistakes and also to encourage them.<\/span><\/p>\n<ol start=\"4\">\n<li><span style=\"font-weight: 400;\"> Collaborate effectively<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Use cloud apps to store all the work and files. If you change the VA, the older resources will always be available.<\/span><\/p>\n<ol start=\"5\">\n<li><span style=\"font-weight: 400;\"> Communicate frequently:<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Check on the progress and be in touch with your VA on regular basis. In fact, organizing quick online meetings can be a good option to connect with your VA.\u00a0<\/span><\/p>\n<ol start=\"6\">\n<li><span style=\"font-weight: 400;\"> Fire fast<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">It is highly recommended to spot the negative signs and let your VA go as soon as possible. An inefficient, unresponsive VA is a liability to your business. Plus it may be a time-waster for you to constantly check for progress and wait for the outcome.<\/span><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Tools_to_Manage_Virtual_Assistant\"><\/span><b>Tools to Manage Virtual Assistant<\/b><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Luckily, due to advancements in technology, there are many tools available to ease remote collaboration and management.<\/span><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let&#8217;s look at a set of basic tools which come in handy when managing a virtual assistant<\/span><\/p>\n<ol>\n<li><span style=\"font-weight: 400;\"> File management tools:<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">File collaboration tools like Dropbox and Google Drive enable you to share and store files easily. You can sync them across multiple locations and devices. These tools make it possible to collaborate on various documents with your VAs.<\/span><\/p>\n<ol start=\"2\">\n<li><span style=\"font-weight: 400;\"> Communication tools:<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">It is possible that you and your VA work in different time zones. This is when asynchronous communication tools help. Tools like Slack, Skype help you connect with your team asynchronously. For meetings, you can use, Zoom, Hangouts, etc.<\/span><\/p>\n<ol start=\"3\">\n<li><span style=\"font-weight: 400;\"> Whiteboards and video recording apps<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">These are essential when you want to explain the tasks to your VA. You can draw a sketch or record a video to instruct them about a task. A few of the popular whiteboard tools are Miro, <a href=\"https:\/\/www.visme.co\/online-whiteboard\/\">Visme<\/a>, MURAL, and Stormboard. While Loom is a quite popular video recording app. Tella, an <a href=\"https:\/\/www.tella.tv\/\">online screen recorder<\/a> tool, is also a great option for creating instructional videos.<br \/>\n<\/span><\/p>\n<ol start=\"4\">\n<li><span style=\"font-weight: 400;\"> Productivity monitoring tools<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Productivity apps are a must for everyone who works remotely. VAs are no exception. Productivity apps help them stay focused and also motivate them for a job done well.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Some of the <\/span><a href=\"https:\/\/biz30.timedoctor.com\/productivity-software\/\"><span style=\"font-weight: 400;\">productivity software<\/span><\/a><span style=\"font-weight: 400;\"> for virtual assistants are Time Doctor, Doist, Evernote.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span><span style=\"font-weight: 400;\">Conclusion<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">You need to identify the core activities of your business and spend the majority of your time on them. All other mundane tasks can be outsourced.<\/span><\/p>\n<p><em><b>\u00a0<\/b><span style=\"font-weight: 400;\">Vaishali Badgujar is a content marketer at Time Doctor and blogs at <\/span><a href=\"https:\/\/growthwonk.com\/\"><span style=\"font-weight: 400;\">GrowthWonk<\/span><\/a><span style=\"font-weight: 400;\">. She writes about remote work and content marketing.<\/span><\/em><\/p>\n<p class=\"p1\" style=\"text-align: center;\"><b><i>This article does not constitute legal advice.<\/i><\/b><\/p>\n<p class=\"p2\" style=\"text-align: center;\"><i>The opinions expressed in the column above represent the author\u2019s own.<\/i><\/p>\n<p class=\"p3\" style=\"text-align: center;\"><span class=\"s1\"><a target=\"\" rel=\"noopener\" data-open=\"register\" aria-controls=\"register\"><b>Start managing your legal needs with Zegal today<\/b><\/a><\/span><\/p>\n<p><a href=\"https:\/\/zegal.com\/blog\/post\/making-your-mark-electronic-signatures-in-hong-kong\/\">READ MORE: Making Your Mark: Are E-Signatures In Hong Kong<\/a><\/p>\n<p><a href=\"https:\/\/zegal.com\/blog\/post\/virtual-assistant-mistakes\/\">FURTHER READING: Ditch these 5 common mistakes as a virtual assistant<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Have you ever thought of employing a virtual assistant? As an entrepreneur, you have to deal with a lot of different tasks within your business. Some of those may be outside your skillset. This can go well until you get so much overloaded that you miss some of the core business activities. Even if you [&hellip;]<\/p>\n","protected":false},"author":143,"featured_media":44696,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_editorskit_title_hidden":false,"_editorskit_reading_time":3,"_editorskit_is_block_options_detached":false,"_editorskit_block_options_position":"{}","inline_featured_image":false,"footnotes":""},"categories":[14278,133],"tags":[],"usecases":[],"businesstypes":[],"country":[],"class_list":["post-44695","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-management","category-startup"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v20.8 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How to Hire and Manage Virtual Assistant for Business Operations<\/title>\n<meta name=\"description\" content=\"Virtual assistants work independently, mostly from 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