VA Spotlight: Ann
Featuring Ann, our 2020 VA Rookie of the Year! One of the younger ones, Ann started with her client in March 2020 and has been acing it since then. Her secret sauce? Always be communicative, honest, and helpful to your client.
Ann is an all-around virtual assistant (VA) whose tasks include doing graphic editing using Photoshop, researching, and organizing schedules for her client who is from a creative agency in Los Angeles, California.
Watch the video below and check out the following transcript of our conversation with her to learn more about Ann’s journey at 20four7VA.
What made you decide to become a VA?
Basically, I needed a career that will enable me to work and, at the same time, be with my family and to be able to take care of them, especially since I have a toddler.
What was life like before you started working with 20four7VA?
My life before 20four7VA was more stressful because I needed to send out a lot of applications in order to get just one interview. Also, I had to sort any relevant training myself.
What’s life like now?
Life with 20four7VA is much more convenient for me. When I have extra time, I can express my interest to apply for certain positions. I can have multiple clients all in one place. Very convenient!
Why did you choose 20four7VA?
I applied because of the free training, and you get matched to certain clients depending on your skill sets.
How has 20four7VA helped you grow?
I can say that 20four7VA helped me to grow my skills. Before, I can only do Photoshop editing for eCommerce businesses. But since I started working with this client, I was exposed to so much more like backlinking and lead generation, just to name a few.
What are the top 3 benefits of working with 20four7VA?
My top three benefits of working with 20fourVA are, first, the convenience of getting endorsed to multiple clients. This is the top one for me because it’s very time-consuming to apply for positions online. Second, I don’t recall any week that I didn’t receive a paycheck. And third is the training, the free training that they provide.
What advice would you give someone who’s thinking about applying at 20four7VA?
My advice for people who want to apply is just to do their best and to be honest. Skills can be learned but what is more important is your character.
What qualities should a VA have?
In terms of qualities, they should have a can-do attitude. There will be tasks that you are not familiar with and you need to learn them. This is also a fantastic opportunity to upskill.
If you were to recommend 20four7VA, what would you say?
I will definitely recommend 20four7VA to my friends and families. 20four7VA makes working from home a breeze. It’s like a one-stop-shop — it has free training, they match you with the right clients with your skill sets. They also take care of the billing, and they have dedicated managers for every concern you may have. In one word, 20four7VA is convenience. You will never go wrong joining the family.
We’re definitely glad that Ann chose to work with 20four7VA and ecstatic that she’s having a stellar time here. Want to have an experience like Ann’s? Follow our official Facebook page to get the latest news and updates.
Want to be featured in your very own VA Spotlight article? Click the link below to launch our VA Spotlight Intent Form.
READ MORENeed a VA? Why You Should Always Hire from a Virtual Assistant Agency
If you’re looking to hire a virtual assistant (VA) to help you save time and grow your business, where should you look? Should you hire through a virtual assistant agency or take your chances with a freelancer?
Today, there are dozens of online job marketplaces where you can browse through thousands of freelancer VA profiles. There are also virtual assistant agencies that match you with a remote worker with the experience and skills to help you with your tasks.
If you’re thinking of hiring a VA, you should definitely consider getting one through a virtual assistant agency. Let’s get into why hiring from a virtual assistant agency is your safest bet.
What is a virtual assistant agency?
A virtual assistant agency is a company that provides business process outsourcing services to other businesses or individual clients. Simply put, they help you find the virtual assistant or remote professional that best matches your needs. Virtual assistant agencies have a pool of remote workers with a wide variety of skills and different levels of experience. It’s the job of the agency to find a virtual assistant from their global workforce that meets every criterion set by a client.
What services do virtual assistant agencies provide?
A remote virtual assistant agency does practically everything for you from start to finish. The end-to-end service begins with the agency gathering information regarding what you need out of your potential hire. They will then craft a job description based on the details provided.
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Screening
The pairing service starts with screening qualified candidates. The VAs in an agency’s talent pool have all gone through a thorough vetting process. During the screening, the agency will sift through the resumes and portfolios of the VA applicants. The shortlisted candidates will then undergo interviews and background checks. The virtual assistant agency will communicate directly with the VAs during this whole process.
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Training
The job of the agency does not end once a virtual assistant is chosen. They are also responsible for training and onboarding the VA. The main purpose of this step is to make sure the remote worker is 100% ready and can start working with the client as soon as possible. No time is wasted because the VA is ready to take on the client’s tasks on Day 1.
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Ongoing support
The agency provides assistance to its VAs throughout the client-VA relationship. If the virtual assistant needs help with a particular task or tool, the agency has subject matter expenses that can guide the VA. The agency also provides support by mentoring, coaching, and upskilling its VAs. HR specialists are available 24/7 to help address any issue. Most agencies also have an IT helpdesk that lends their expertise with regards to tools, internet connectivity, and other tech-related concerns.
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Performance monitoring
The firm monitors its virtual assistants to make sure performance and work output are up to par. They use time-tracking software to monitor attendance and make sure that the hours logged are accurate.
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Virtual assistant incentives
To improve employee performance and retention, some staffing firms offer incentives like performance bonuses, online courses, health benefits, and agency retreats. If you’re considering hiring from a virtual assistant agency, company culture and VA incentives are two things you need to take a look at.
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Payment processing
A virtual assistant agency handles payments to their VAs, so that’s one less thing for the client to think about. Virtual assistant agencies also offer payment plans and customizable packages to cater to the client’s budget.
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Replacement VAs
VA agencies typically provide backup virtual assistants so that if your primary VA gets sick or goes on vacation, there will be no disruption to your business processes. The backup VA will have been trained with the tasks that your primary VA does.
Recommended reading: 5 Freelance Virtual Assistants You Need For Your Business
Virtual assistant agency vs. freelance VA: pros and cons
Not all virtual assistants are created equal. Some are more skilled or remote work-ready than others. The difference in virtual assistant quality is often dependent on the source. For instance, a virtual assistant agency has a much more stringent vetting process than an online job marketplace. This means that when you hire from an agency, you can be sure that the skills, knowledge, and work experience indicated in the VA’s resume are accurate. Read on for more about freelance VAs vs. agency VAs.
Freelancer pros and cons
A freelance virtual assistant is a remote worker that is independent of any agency. As a freelancer, a VA can directly negotiate and sign contracts with a client. Freelance VAs can usually be found in a variety of freelance hiring platforms and marketplaces. They may also have their own websites, where you can peruse their resume and portfolio.
Pros:
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Specialized skillset
Freelancers usually have a specific set of skills. Most independent contractors hone a particular skill or skillset in order to become an expert in that field. If you need someone with specialized skills, like a Xero specialist or a paid social media ads strategist, a freelancer is sure to give you your money’s worth.
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Good for hands-on managers
If you prefer to be hands-on from the hiring process and throughout your working relationship with the VA, you can opt for a freelancer. You will directly communicate with the prospective virtual assistant and learn firsthand if they are the most suited for the job. Since you are in direct contact with the candidates, you also get a better feel and understanding of them as a person. This should give you an idea of whether or not they will fit with the rest of your team. And if you don’t mind personally managing and monitoring your virtual assistant, you’ll do well with a freelancer.
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Lower rates
Another benefit of hiring a freelance virtual assistant is the cheaper rate. Independent freelancers generally have a more affordable rate for their services compared with those from a virtual assistant agency.
Cons:
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Time-consuming hiring process
One likely reason why you’re hiring a virtual assistant is that you have your hands full and need help with the operations side of your business. If you’re already that busy, you may not have the time to go through the hiring process yourself. If you insist on a freelancer, you will be forced to do everything from start to finish and that includes creating a job post, interviewing the applicants, and choosing the right person.
The danger here is that there is a tendency to just get it over with since you have other things to attend to. If that is the case, there is a possibility that you end up hiring someone who’s not up to the task. That mistake may haunt you later on if it eventually affects your business.
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Haphazard onboarding
Another disadvantage of hiring a freelance VA is that you still have to handle the onboarding process. This includes introducing the new hire to the rest of your team via virtual meeting. It’s important to explain what each member does so the virtual assistant knows who to approach if they have particular inquiries. You also have to provide the VA access to all programs and files they will be using.
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Lack of training
Aside from onboarding, you may also need to train the new employee in case they lack experience in certain skills or tasks. If the VA is not familiar with an app or program that your business uses, for example, you will have to train them. Training usually lasts for two weeks so this will eat up time and resources. You can ask another employee to oversee the training and mentor the newbie but this may affect their work, too.
Most of the issues raised so far have become problems because they require time, effort, and resources. Spending all these on the hiring process, onboarding, training and other aspects of hiring a virtual assistant can be taxing. For one, you could have used them for more important business matters. Plus, you need some much-deserved time with family, friends, and your hobbies. Ironically, these problems can be solved by hiring a virtual assistant.
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Time zone issues
It’s safe to say that a virtual assistant agency has remote workers from other countries. If you hire a VA from a different time zone, you have no choice but to use your personal time to get your new employee on track.
Virtual assistant agency pros and cons
A virtual assistant agency gathers the best professional remote workers they can find and offer their services to different businesses. Like freelancers, hiring through an agency has its advantages and disadvantages.
Pros:
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Pre-screened and skill-tested VAs
One of the pros of hiring from a virtual assistant agency is that you are assured of getting your money’s worth. Each virtual assistant under an agency has undergone scrutiny. That means they have been screened, interviewed, and vetted.
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End-to-end outsourcing solution
While hiring a freelancer is cheaper, the virtual assistant agency offers more services free of charge. The pairing service or VA-client matching itself is free. Plus, you don’t have to pay for the skill vetting of the candidates.
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Cost-effective services
The training that the virtual assistant receives from the agency to prepare them for their new job is also free. Since there are no upfront, hidden, or additional fees, the client saves money. Lump-sum payments are also not required so you won’t be burdened with releasing a huge amount in one go. Looking at the larger picture, hiring a virtual assistant agency is more cost-effective.
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Scalability
Virtual assistants are not required to sign long-term commitments. You can hire a part-time or full-time VA depending on your need. Contracts can also be project-based. This gives both the VA and client some flexibility since you’re not tied to each other.
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Large talent pool
A virtual assistant agency provides you with access to a wide selection of skills. You are not limited to freelance VAs with only a particular skill set to offer. You and the agency can come up with a contract that allows you to work with different virtual assistants from their talent pool depending on the task at hand.
If you prefer working with a dedicated virtual assistant, you can surely find the right one through an agency. Remote assistants from a staffing company are well-rounded so they can handle different tasks from taking calls to writing blogs to bookkeeping.
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24/7 support
Virtual assistant agencies typically provide 24/7 human resources and IT support so that your VAs can get the assistance they need as soon as a problem arises.
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Done-for-you payment processing
The virtual assistant agency can provide support with the payment process. These companies usually have a weekly or monthly payroll-processing service that makes it easier to settle your fees.
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Dedicated client support
The virtual assistant agency will provide you with a dedicated account manager. Account managers look after your relationship with your virtual assistant. They help ensure that the relationship between the VA and the client is problem-free. They also perform daily monitoring and coaching of the VA and conduct regular check-ins and performance reviews to make sure all is well.
Cons:
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Higher rate
The main argument against VA providers is the higher rates. But think of it this way. Training usually lasts at least a couple of weeks. If you were to train your virtual assistant yourself, you’ll spend more resources than you would if you hired an agency VA who is ready for work on Day 1. Those two weeks of training and onboarding, in addition to the time you already spent sourcing and screening applicants, could have been spent on revenue-generating activities. In the long run, you actually end up saving more money because you save time by hiring a VA from a virtual assistant agency.
Why hiring from a virtual assistant agency is the better (and safer) option
When you hire someone from an offshore virtual assistant agency, that means you are willing to trust other people to find the right person for your business. That trust is reciprocated by service that goes beyond what you’ll get from going the freelancer route.
If you are a newbie in the world of business, there are some aspects that you’re still learning. Hiring a remote assistant will help you accomplish more in a cost-effective manner. But hiring remotely isn’t without its dangers. One potential problem is hiring someone who may take advantage of your lack of experience, particularly with the way virtual assistant services work.
Another potential issue is miscommunication. If you fail to relay your ideas or instructions clearly to the virtual assistant, they may end up not meeting your expectations, which means you’ll be wasting time and money.
Final thoughts
Hiring from a virtual assistant agency helps you avoid these possible pitfalls. An agency VA may seem more costly at the outset, but once you start working with virtual assistants who are pre-screened, pre-vetted, pre-trained, and come with a dedicated support team, you’ll find that the additional benefits and safeguards (and your peace of mind) are more than worth it.
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A Definitive Guide to Hiring and Managing a Virtual Assistant
If you’re an entrepreneur, there’s a big chance that you’ve considered hiring a virtual assistant (VA) at some point in your business journey.
It’s pretty common knowledge that as your business grows, the responsibilities and work also increase.
Some entrepreneurs say that they don’t need additional help from qualified staff.
Yes, it’s possible to juggle additional tasks while you run your business. But at some point, you may need to hire someone who can take on specific day-to-day duties so you can focus on scaling your business.
This is where VAs come into play.
Before we delve into the basics of hiring a virtual assistant, let’s first define what a VA is.
What is a virtual assistant (VA)?
A VA performs administrative tasks such as email management, customer service, and basic bookkeeping. VAs are similar to office assistants or executive secretaries — the only difference is that they work remotely.
While most VAs focus on clerical work, some have specialized skills such as web development, content writing, and social media management.
So it’s no wonder that businesses and entrepreneurs invest in VAs instead of full-time office employees. Aside from having a wide variety of skills, VAs are more cost-efficient and scalable. You don’t need to provide office equipment such as a desktop computer and a phone, or even stationery and other office supplies, because VAs already have these wherever they’re located. And because VAs work remotely, you get to cut out operational costs such as office space rental and utility bills.
VAs are able to fulfill tasks efficiently despite not being in a traditional office setup. They’re pretty much adept at using online tools such as video conferencing apps and calendar management software that help them do their job effectively. However, not all VAs have the same set of skills and abilities. Even though most virtual assistants know basic office systems or tools, each of them has a specific skill set that they specialize in.
Before even considering hiring a virtual assistant, you have to determine what type of services or work you need from a virtual assistant to get your business up and running.
Types of virtual assistants
If you’re considering hiring a virtual assistant, the first step is to identify the tasks you will delegate. Are they all admin tasks? Or is there a more specialized job such as search engine optimization that you need help with?
You wouldn’t want to hire someone who isn’t qualified for a specific job, would you?
To hire a suitable VA for you and your business, you need to know which type of VA will best fit your workforce needs.
Currently, there are numerous types of virtual assistants in the job market. Let’s discuss the most in-demand ones:
1. Administrative VA
Administrative VAs, also known as General VAs, help you take care of clerical or administrative duties such as answering emails, file and record management, and basic customer support, among many other tasks.
They usually handle the day-to-day operations to help owners and entrepreneurs focus more on the essential aspects of running a company.
2. eCommerce VA
If you run an eCommerce business and have a lot of things on your plate, then you need to hire the services of an eCommerce VA.
eCommerce VAs have are knowledgeable in online selling platforms such as Amazon, eBay, Shopify, and Etsy. From creating product listings and addressing shipping concerns to order fulfillment and keyword research, an eCommerce VA can help you manage your online business efficiently and effectively.
3. Specialist VA
Specialist VAs perform specialized tasks that administrative VAs can’t do.
These VAs can help you grow your business exponentially through marketing strategies and tactics such as brand management, graphic design, content writing, social media management, and website development.
4. IT (Information Technology) VA
IT VAs are skilled staff that can help you manage and run the technical side of your business, including, but not limited to, websites, apps, and internal and external software.
Information Technology VAs can also help create mail systems, maintain data security and backups, handle the setup and management of servers and domains, set up and manage DOC and file structures, and handle and resolve IT support tickets.
5. Podcast VA
Running a podcast is a full-time job, and if you try to do it all by yourself, it can be overwhelming. Just the process of editing each podcast episode can take several days (or weeks) to complete.
Podcast VAs can take the load off your shoulders so that you can focus on more critical tasks, i.e., running the business side of things. Podcast VAs can perform a wide variety of administrative, technical, and creative functions, such as researching, guest outreach, uploading new episodes, creating intros and outros, and writing show notes.
6. Telehealth VA
Telehealth VAs are similar to Administrative VAs in that they also provide clerical duties such as customer support and file management. However, administrative VAs don’t necessarily have adequate knowledge of healthcare-related responsibilities.
This is where Telehealth VAs come in handy.
If you’re running a clinic, pharmacy, or diagnostic laboratory, telehealth VAs can help streamline processes by taking on tasks like digitizing health history forms and verifying patient insurance information. They can also prepare prescription forms and answer general patient questions or concerns.
7. Construction VA
If you’re finding it hard to stay on top of your on-site duties because of never-ending paperwork and admin work, you can always hire the services of Construction VAs.
From handling customer invoices and preparing proposals to ordering construction materials and tracking payments, a Construction VA can help you manage your construction business so you can dedicate your time to managing projects.
Five factors to consider when hiring a virtual assistant
You’ve run through your options and determined that you need to hire somebody to help with your business’s day-to-day operations. But how do you select the right person for the job?
Do you hire a specific candidate because their interview goes well and they seem easy to work with? How do you choose among candidates who have similar skills and experiences? What should you look for when hiring someone for a remote position?
Before you decide to hire a virtual assistant, you need to first look at these five factors to ensure that everything goes well with your new VA and, ultimately, your business.
1. Culture fit
It’s not just the work experience that matters. Sometimes, the key to successfully hiring a virtual assistant is how well they fit in your company culture.
Most of the time, you can determine if they are a good fit by asking the right questions during interviews.
For instance, are they someone who prefers to work in a group rather than being an individual contributor? Do they work at a quick pace or do they prefer to take their time?
Their answers to these specific questions often allow you to gauge if they seamlessly fit within your organization.
2. Track record
Never ever miss doing background and reference checks during the hiring process. It’s even much better to liaise directly with the candidate’s past employers so that you have access to previous performance feedback. Most likely, what is noted in past performance reviews reflects the potential candidate’s work ethic and performance.
It may take a lot of time and effort, but at the end of the day, hiring a virtual assistant with a good track record will save you the hassle of finding out that you chose the wrong person and having to go back to square one. Remember that you will be entrusting private company or personal data with your VA, so hiring someone trustworthy is paramount.
If you’d rather skip the tediousness of running background checks and looking for past feedback on your applicants, hire through a remote staffing provider known for stringent vetting processes.
3. Ability to lead
As a business owner, it’s not always possible for you to stay online and delegate tasks to your VA each day, so it’s important to hire someone who has great leadership skills and has the ability to lead a project or a team in the future.
Let’s face it. We don’t hire employees just to get the job done. We also want to see them grow and develop into someone who can eventually lead and manage a team within your business.
4. Time management skills
In any organization, there are certain tasks that are deemed time-sensitive and crucial. It’s best to hire someone who knows how to manage deadlines and prioritize workload in order to deliver positive and timely results without compromising quality.
5. Attention to detail
Sometimes, recruiters or employers fail to consider this important factor when hiring. VAs who pay attention to detail are often easy to teach and commit fewer errors because their focus is to provide high-quality output, whether it’s in the form of email communication or something more complex like creating website code.
How outsourcing can help you
Now that you’ve read about what a virtual assistant can do for your company, let’s take a look at how outsourcing tasks to remote professionals can help you manage daily business operations more efficiently.
While outsourcing certain admin or specialist tasks may seem like no more than an added expense, in reality, delegating work you don’t really need to do yourself can be the key to your success. It certainly poses many benefits for your company, including improved ROI and an increase in sales, customers, and conversions.
Below are just some of the ways outsourcing can help your business growth skyrocket:
1. Reduce labor expenses
Training and hiring short-term employees can be very expensive compared to outsourcing tasks to a remote professional/s.
When you outsource, labor costs are converted to variable costs, which means that you only pay for the services you acquire. In that way, you can reallocate your funds to other important business expenses.
For instance, hiring a full-time web developer for a one-time project might seem a bit unnecessary. With outsourcing, however, you have the option to hire a web developer on a per-project basis or according to your present business needs.
Another great thing about outsourcing tasks to a skilled remote worker is you don’t need to spend a substantial amount of money on equipment and training.
Outsourced professionals already have their own desktop/laptop and other equipment necessary to get the job done. They also have years of experience in their specific field, such as software development or search engine optimization. Additionally, if you hire from a virtual staff placement company, your VA will already be trained to perform the tasks you require and will be ready to work on day 1, saving you tons of time and money.
2. Focus on essential business matters
As an entrepreneur, you have your finger in every aspect of your business, which means that you’ll inevitably find yourself with too much on your plate. To avoid this, you have to learn to step back. You need to learn to delegate so you can focus on the most important business functions, specifically those that only you can do.
In addition, there will be times when the tasks you need to do are ones that you’re not particularly well-versed in.
Say, for example, web development. You might know a thing or two about how to develop a website for your business, but maybe you’re not that confident in creating an effective and user-friendly website because you don’t have the necessary skills or training.
The good news is, you can always outsource this to a virtual assistant who has the skills and knowledge necessary to complete this particular job.
Let your virtual assistant focus on that specific task so that at the same time, you can focus on core business functions.
3. Hire faster
If you think that hiring an outsourced employee takes more time than hiring in-house staff, think again.
In 2017, the Society for Human Resource Management published a report stating that the average time-to-fill a position is 42 days. Meanwhile, a virtual staffing provider can match you with a pre-vetted and qualified remote professional with the skills and experience your job opening requires in less than a week.
And because virtual assistants are pre-screened and pre-trained, you save even more time. Virtual assistant providers also typically assign a dedicated account manager to facilitate the onboarding process and to provide support, with the goal of making things as effortless as possible for you.
4. Reduce turnover
A high turnover rate will hurt your business. Not only does it disrupt your operations, but it also means you’ve wasted a lot of money on employees who ended up walking out the door.
Additionally, an employee who quits in the middle of a critical workweek can wreak havoc throughout an organization and leave you scrambling to get a replacement as quickly as possible.
However, when you outsource a specific function to a virtual assistant from a provider, you are assured of a replacement in the event that your virtual assistant becomes sick or otherwise unavailable. This ensures that your business will operate without interruptions whether or not your original VA is around.
5. Improve productivity
Simply put, when you outsource, you will see a rise in efficiency and productivity.
This goes back to the concept of delegating tasks that you don’t specialize in instead of trying to learn how to do it yourself — or taking it on and getting subpar results.
When you outsource a specific set of tasks to qualified staff, you can focus more on income-generating aspects of the business and give your revenue a boost.
When is the right time to outsource your operations?
Before anything else, it’s important to assess your business and determine whether it’s time to outsource work to a virtual assistant and which aspects of your business operations can be outsourced. Here are some factors you should consider before outsourcing work to a virtual assistant:
1. Tasks that take time
When you find yourself swamped with so many tasks that you feel like you’re no longer able to keep up with your day-to-day operations, then it’s time to hire someone.
Because at the end of the day, you just can’t do it all.
In order to focus on core business matters, you need to delegate mundane tasks and paperwork to someone who knows the job and can deliver efficiently and on time.
Additionally, if you feel like your time for non-work matters, such as family or leisure time, is being compromised, you have to find someone to take care of your most time-consuming tasks.
2. Missed business opportunities
Small and other businesses sometimes miss business opportunities because they somehow hire full-time people who are inexperienced or don’t have the necessary skills and knowledge on a certain task.
Outsourcing an experienced freelancer or independent contractor compared to hiring a newbie employee gives your business an advantage and also a bang for your buck.
So, if you think that your business cannot seem to take opportunities because of the labor performance and output quality, then outsourcing someone is one option.
3. Average internal workers
It is understandable to crave more success in the business, but as an entrepreneur, having someone who is skilled in a particular field is a great asset to your company.
If you think that there is a high risk of your business going down, then try outsourcing someone who is versatile and has jampacked knowledge and experiences to blast off your business and share what he got to the entire team.
How to pay your virtual assistant
Virtual assistant payment methods:
If you’re considering hiring VAs but aren’t sure how to pay them, here are some money transfer platforms to start with:
1. Wise (formerly TransferWise)
Globally used by large companies and freelancers. There is a small fee for transactions and all charges are broken down for transparency. Wise prides itself on not having any hidden fees.
2. PayPal
One of the most widely used payment platforms, particularly with freelancers and eCommerce business owners If you are outsourcing VAs internationally, then PayPal is perfect for you. It is very easy to navigate and transactions are all recorded in case you lose track of them. Just make sure that you choose the “Goods and services” option when you pay your VA so you can secure buyer’s protection.
3. Bank transfer
This is the easiest way to pay your VA. All you have to do is get your virtual assistant’s account number, bank name, account name, location, and phone number. Transactions can be done online, either through your bank’s website or a mobile app.
Virtual assistant payment terms:
Paying your virtual assistant requires a mutual agreement between the employee and the employer. So, you better be negotiable and have your invoice prepared as always for tasks and payment accomplishment records.
Consider these payment terms for your virtual assistants:
1. Flat rate
You pay your VA a fixed salary weekly, biweekly, or monthly. For example, the company would pay the VA $200 per month but he or she is required to work 8 hours per day and 40 hours per week (five days).
2. Per task or project
You and your virtual assistant set a fixed fee per task or for an entire project. Payment is dependent on the task or project’s completion. If you go this route, you’ll have to determine a schedule for deliverables or project completion. Should you pay before or after the task? Or, should you pay half before and another half after the task? These are the things that you will have to discuss before hiring a virtual assistant. For example, you can pay your VA seven cents for every word or agree on package deals like $300 for five tasks.
3. Per hour
Here you pay the VA per hour that they spent accomplishing a task. To keep track of the time being spent on a task, the VA will use a time-tracking app or maintain a timesheet. In this payment scheme, invoices are paid after the tasks are completed and the timesheet is approved.
Business leaders share their tips on hiring a virtual assistant
We reached out to business leaders who have worked with or are currently working with outsourced remote professionals. Here, they provide tips for hiring a virtual assistant and the benefits of hiring one.
How to hire — and keep! — the best remote workers:
1. Provide benefits that workers actually want
“Providing benefits is one of the strategies to ensure that your job receives a lot of interest and that your employees stay with you for a long time. This could include above-average income, company vacations, flexible hours, and limitless vacation, among other things. The specific range of perks may depend on the type of your business. Companies that don’t need physical meetings and can get by with only online video conferences and chats, for example, may not need to conduct business meetups.”
-Adam Garcia, Founder of The Stock Dork
2. Have an enticing company culture
“Thriving business culture is what can entice a potential recruit to join your company. Businesses that put time and effort into developing a strong company culture frequently outperform those with a shaky or ambiguous one. Make sure to mention the company’s vision, its commitment to humanitarian causes, and even its Friday happy hours in your job descriptions. All of these factors can aid your hiring process by attracting individuals that are a good fit for your firm from the beginning.”
-Dusan Stanar, Founder and CEO of VSS Monitoring
3. Adopt the right hiring strategies
“An important tip for hiring remote employees is to adopt the right hiring strategies. The first interaction you have with a remote job application will serve as the start of your evaluation process. While this is true when evaluating on-site prospects, when interviewing a remote applicant, it’s even more vital to pay attention to the following habits. Take a look at how quickly they reply to phone calls and emails. Do they communicate in writing and on the phone in a clear and effective manner? You may also need to do the actual interview through a video interview, and you should observe how well they use technology.”
-Lacy Summers, Chief Marketing Officer of Crush the PM Exam
4. Make sure you really need a VA
“Yes, it sounds obvious, but you’d be surprised how many people hire a VA to do tasks they just don’t like to do, while not actually needing someone to perform the tasks for them.”
-Jesse David Thé, CEO of Tauria
Why hiring a virtual assistant can be the secret to your success:
1. Smart spending
“Hiring a virtual assistant can help you shore up your business bottom line. While the skills of an assistant cost something, they don’t cost as much as the time spent doing mundane tasks, or the amount of money lost through wastage on a variety of ‘experts’.”
-Alina Clark, Co-Founder and Marketing Director of CocoDoc
2. Flexible staffing
“Another benefit of outsourcing is that it gives one’s business more flexibility when resourcing. For example, if you happen to be going through busy times, you may need more support in certain areas. As such, you can easily hire a VA that has the particular set of skills you need to handle the tasks on a non-permanent basis.”
-Eden Cheng, Founder of WeInvoice
3. Reduce risk
“Rather than recruiting new workers, hiring a virtual assistant can help you manage your workload without breaking the bank. If your firm grows and you want additional assistance, just engage another VA to support you through the transition.”
-Michelle Devani, Founder of lovedevani
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VA Spotlight: Jen
Meet Jen, our impressive recipient of the 2020 Most Dependable & Reliable VA award. Jen’s unmistakable passion for her job and concern for her client and her client’s company allowed her to shine as the top contender for this award. What motivates Jen to show such dedication? Well, she has been an Administrative VA at 20four7VA for almost two years now, and she sees 20four7VA and her client as the best companies she has ever worked with.
Learn more about Jen and why she found the virtual job of her dreams at 20four7VA.
Please introduce yourself.
Since I started working at 20four7VA, I have been providing administrative services to my client. I started working with my first client on July 10, 2019. He’s my first and only client since I started working at 20fourVA. 20four7VA is an awesome company and a family that you would love to work with!
What made you decide to become a VA?
Becoming a VA is the most convenient job, especially with the current situation that we have, considering that you are working within your home premises. No traffic, no hassle, and Covid-free!
What was life like before you started working for 20four7VA?
I worked at a call center before, so I would commute or even walk when there are no other means of transportation around. Since my goal was to get perfect attendance (no absences, no lates), I had to go to the office rain or shine!
What is life now that you’ve started working for 20four7VA?
When I started working for 20fourVA, that’s the only time I experienced the true meaning of life. My life became easier! ^_^
Why did you apply to 20four7VA?
It was April 30, 2019, when I saw a job post from 20four7VA while I was browsing my Facebook account. I was looking for an online job at that time. I became interested in the company and sent my application for a PPC/Sales Funnel Expert. At 4:38 PM on the same date, I got a message via Skype for the series of interviews, exams, and so on. I was referred to several clients and in July, I got hired by my first, current, and only client since I started working in 20four7VA; the rest is history.
How has 20four7VA helped you grow?
20fourVA helped me grow by allowing me to explore and do tasks that are beyond my comfort zone. Whenever my client assigns me new tasks, he’ll just give a brief explanation, and that’s it! I always learn new things for every task. Challenging!
What is your favorite part about working here?
Working here is different from all of my other work experiences. I have no regrets about working here and I won’t look for another company to work with, ever!
What are your top 3 benefits of working with 20four7VA?
I can say that my top 3 benefits of working with 20fourVA are, of course, the weekly payments, the convenience of being in an awesome team while working at home, and having a very kind, supportive, and appreciative client!
What advice would you give someone who’s thinking about applying at 20four7VA?
If you wish to apply and work at 20fourVA, be the best version of yourself. Always work with integrity, be efficient and effective. Learn to explore things and have room for self-improvements.
What common qualities do you think 20four7VA VAs have or should have?
The humility of the skilled people, the cooperation of achieving our goals from the Recruitment to the top Management, what else can I say? I’ve never been this happy and contented since I started working!
If you were to recommend 20four7VA to your best friend, what would you say?
Work with us, and you’ll experience what am talking about, just see it for yourselves! ^_^
Want to be featured in your very own VA Spotlight articles? Click the link below to launch our VA Spotlight Intent Form.
READ MORETop Virtual Assistant Tools 101: Part 5 – Time and Activity Tracking Tools
With many of the world’s employees doing remote work, organizations are adopting new ways to keep track of their time and activities. Time tracking tools ensure that tasks are completed within a reasonable timeframe. These software types provide insight into how much time is spent on projects and tell managers or business owners how much resources are required in human resources or funds.
What are Activity and Time Tracking Tools?
Time and activity tracking software are tools that are useful for recording employees’ time. They help businesses see what their employees are doing at work. The number of accrued hours can serve as a basis for client invoices for staff or freelancers working on a per-hour basis.
Time and activity tracking tools have several significant features, which include:
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Time and Attendance Entry
This is the main feature of this type of software. The introduction of remote work and computers has rendered paper timesheets obsolete even though they were once the simplest way to track time. Most time and activity tracking tools have remote clock-in options so workers can sign in using a browser or a mobile device.
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Digital Timesheet
All the recorded hours are added to an online timesheet. The digital timesheet should have all the things found in its paper counterpart, including clock in or out hours, breaks, absences, holidays, and time-offs. Some tools have daily timesheets where employees need to submit an EOD report to indicate how many hours they worked that day.
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Online Invoicing
Preparing the payroll can be challenging, especially when a business has dozens or hundreds of employees. The digital invoicing feature is helpful for accurately keeping track of and generating billing based on rates and billable times. Advanced features may include automatic wage calculators that help streamline the process and save time.
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Project Management
Some time-tracking tools can integrate with project management systems. The project management feature gives an accurate view of a particular task or project on a daily, weekly, or monthly basis. It can also track several projects for different employees.
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Reporting and Analytics
Time reports are invaluable for the future workflow and processes of the business. The analytics will help identify weak points and areas that need to be improved to bolster productivity. Additionally, reports come in handy for team performance reviews, efficient and accurate project estimation, and work distribution issues.
Benefits of Time Tracking Tools
They say time is money, and for businesses, this is often too true. When employees are underperforming, companies cannot operate as they should, and revenue falls. However, underperformance may not always be the employee’s fault.
Poor employee performance can sometimes result from an excessive workload, unclear goals, or a lack of resources needed to perform the required tasks. While businesses may not be able to do much about an employee’s personal problems (aside from providing support and a performance plan), managers can optimize systems to help employees achieve goals and expectations. The first step to helping employees achieve their goals at work is to have a clear view of how they are managing time and progressing on their tasks.
Here are some of the benefits of time and activity tracking tools:
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Employees Focus Better
It is easy to get overwhelmed when several tasks need to be done at the same time. Multi-tasking is a learned skill, but it is not for everyone. With a time and activity tracking tool, employees can perform tasks one at a time and map out what needs to be prioritized. By monitoring how much time each task takes, employees can manage workload fluctuations better and ensure that they take proper breaks. Resting is essential to staying productive, after all.
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Improved Tracking of Ad Hoc Tasks
Small tasks that are brief but essential often end up unreported. With time and activity apps, tasks like research, impromptu meetings, and communication with coworkers can be captured and included in employee timesheets. These apps can also track overtime, which is helpful for employees with fixed working hours. Having a log of days where employees are doing above and beyond to ensure project completion enables employees to be rewarded accordingly.
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Establishes Accountability
Employee productivity monitoring help create a culture of accountability at work. The transparency of time tracking reinforces responsibility and increased accountability because project managers can see which tasks were completed and how much time was spent on each. This is beneficial to employees as well, particularly if the organization has an incentive scheme in place.
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Automates Important But Repetitive Processes
No matter how dynamic the field or how challenging the tasks, attendance- and time-keeping are necessary. Time and activity tracking tools perform both of these functions automatically with just a few clicks. With these repetitive processes out of the way, employees have more time to focus on their more essential tasks.
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Less Micromanagement
Knowing that they are trusted and valued by their employer can help boost employees’ morale. By using apps to keep track of time and activities, managers are less likely to micromanage employees and won’t feel the need to check in on them constantly. Having a manager hovering over your desk to ask how things are going is distracting, as is having a remote team manager frequently instant messaging to ask for updates.
Things to Consider When Choosing Activity and Time Tracking Tools
If you want to invest in software for tracking employee time and activity, it’s best to choose one with features that suit your organization. Here’s what you need to consider before purchasing time-tracking software:
- Budget
Some tools are more sophisticated than others, and with integrations with project management suites and other additional features, they can get pretty pricey. Small to mid-sized organizations should start with free or pay-as-needed apps. Corporations may benefit from specialized PM tools made for organizations with hundreds of employees.
- Accurate Time Tracking
These tools should begin tracking when the “Start” button is clicked. Some tools may go idle when there is no interaction from the peripherals. Some apps can take screenshots of the employees’ screen at regular intervals of minutes or hours.
- Editable and Custom Fields
Users can sometimes accidentally leave time trackers running while they take a break or after they call it a day. A good time and activity tracking software allows users to correct their time logs. Similarly, employees should be able to add manual time blocks if they forgot to turn on the tracker.
- User-Friendliness
Employees should be able to navigate the time tracker with ease. Filling out an EOD report should be easy and detailed reports of time spent working should be accessible.
- Mobile Version
Users should be able to access and use a time and activity tracking tool with ease on both a desktop and a mobile device. A mobile app can be accessed while the user is on the go and can be used alongside other mobile apps, such as to-do lists and project management tools, to monitor tasks and get reminders about upcoming due dates.
The Top Activity and Time Tracking Tools (Free and Paid)
With hundreds, if not thousands, of tools available online, it can be a little hard to comb through all of the choices. Here are some of the most popular free and paid time tracking tools that you need to know about:
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Time Doctor (Paid)
This popular time tracker has a dedicated and detailed time tracking and employee monitoring feature that generates a report of the time spent on a project, task, or client. It can also provide summary email reports for convenience. Time Doctor is popular with businesses that employ remote workers, including virtual staffing agencies. It can integrate with a wide range of tools, including popular project management suites.
Time Doctor is a paid tool, but organizations can try it for free with a 14-day trial. There are three tiers of pricing, including a Basic plan that starts at $7 per user per month and a Premium tier at $20.
Key features:
- Online Timesheets
- Payroll & Budgeting
- Project Management
- Distraction Alerts
- Offline Time Tracking
- Screenshots & Activity Levels
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Toggl Track (Free and Paid)
Toggl Track is a user-friendly cloud-based time tracking tool that is popular with freelancers and small businesses. It can integrate with over 100 apps and has an extension available for popular web browsers. You can use Toggl Track for free, but advanced features have to be unlocked by subscribing to a paid tier. The Starter plan costs $9 per month per user, while the Enterprise has custom pricing for customizable solutions for unlimited users.
Key features:
- Background Tracking
- Autotracker
- Calendar Integration
- Team Scheduling
- Team Project Management
- Reporting
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Harvest (Free and Paid)
Harvest is a flexible time tracking solution that is geared towards freelancers and small agencies. Those with flexible remote work schedules will find this app easy to use as the interface is simple and straightforward. It works on Android and iOS and for popular web browsers like Chrome and Firefox. Anyone can use it for free forever, but it has limited features. The Pro plan is $12 per user per month and can accommodate unlimited seats and projects. Those who want to try out the plan may do the 30-day free trial with no credit card required.
Key features:
- Timesheets
- Integrations
- Performance Insights
- Project and Team Reporting
- Custom Reports
- Payment Portal Integrations
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DeskTime (Free and Paid)
The main uses of DeskTime are project management, productivity analysis, and employee monitoring. The app sifts through visited web page URLs and other applications and labels them “productive” and “unproductive.” Organizations who want better insight into employees’ working habits will find DeskTime useful. There are free and paid versions of the app.
The DeskTime Pro plan starts at $7 per user, but there are discounts for bigger teams who subscribe to the annual package. The Enterprise plan starts at $14 per user, and again, a discount is available with annual plans.
Key features:
- Pomodoro Timer
- Third-Party Integrations
- URL & App Tracking
- Absence Calendar
- Screenshots
- Private Time Option
- Shift Scheduling
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TimeCamp (Free and Paid)
TimeCamp is a simple time and activity tracking tool where users can automatically track their hours or add them manually via desktop or mobile app. It can integrate with popular project management systems and other apps. TimeCamp can track all the windows open on a computer and track the total time spent on websites and other apps.
Anyone can register for a free account and use the app with limited features. For access to the advanced features, there are three pricing plans. The Basic plan starts at $5.25 per user per month. The Enterprise plan is for organizations that need custom time and activity tracking solutions, so the price varies.
Key features:
- Project Profitability Tracking
- Team Performance Tracking
- Productivity Insights & Tracking
- Reports
- One-Click Timesheet Approvals
- Invoicing
The next part will be all about how to pay your virtual assistant, so stay tuned for Part 6: Payment Portals next month! Or read the previous edition about the top project management apps for VAs.
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