There are several things that you can do to hinder your virtual assistant from giving you the best service possible. This bears discussion, as there are many business owners who have the wrong idea about virtual assistants. A virtual assistant is not an employee. They are a business owner, like yourself, who needs a clear vision of the services you are requesting.
Time Spent In Clear Communication Is Time Well Spent
If you communicate properly with them, you will be pleased with the results. Clear communication is essential, because it provides them with the tools that they need to give you the best customer service possible.
This can include a form, that they will provide you with, which lays out the project(s) you need performed, whether they need to be done on a daily, weekly, or monthly basis, or if there is any deadline to be met.
It can include a weekly meeting to discuss your goals. During these meetings, be sure to welcome questions from your VA. If they have a clear understanding about your project, they can give you their best work.
You need to discuss what you want and don’t want. I don’t mean long drawn-out conversations or micromanaging. A competent virtual assistant can be left alone to do a job. In fact, this is why you are hiring them; to help to lighten your load. Therefore, it is imperative to give them clear instructions.
Provide Clear Details
Clear communication involves providing the right details that are needed to complete the task at hand. Imagine getting a simple email: “Please get on my email; there’s a guy named John. I want you to email him for me.” If your assistant has emailed John many times before, and knows exactly what you want them to say, there is nothing wrong with this request. Nevertheless, this email is way too broad. If you hit send, you may be inviting three or four more emails asking for clarification.
Let’s look at another example: “On my email, you will find a message from John Doe. He asked if we could meet on Thursday. However, I don’t really have time on Thursday. I will meet with him if this is the only day that he can meet with me. Aside from Thursday, I have Monday morning, Friday afternoon, and Tuesday, around noon, available. Would you see what you can do?” In this example, can you see how you have just saved yourself time? Your VA can write back and forth to John Doe, get a specific appointment for you, and place it on your calendar. This has just cost you a minute of your time.
The time spent in clear communication with your virtual assistant is time well spent. It is time that benefits you and your business and time that saves time. Still, there is a point where your communication might just work against your best efforts as in micromanaging. It is a time waster and costs your business money and time. You will be frustrated, your virtual assistant will be frustrated, and nobody wins in this scenario.
When working with a virtual assistant, take a moment to clearly explain what tasks you need completed and you will be delighted with the results.
We would be happy to discuss how your business might benefit from the services of a virtual assistant. Please contact us for a consultation. All it will cost you is one hour of your time.
This is the third of a four-part series covering “How to Retain and Maintain the Services of a Virtual Assistant.”
Part 1 How to Retain and Maintain the Services of a Virtual Assistant
Part 2 Preparing for Your Phone Consultation with a Virtual Assistant