If youre feeling bogged down by aspects of running a business that youre not great at and/or dont love, outsourcing these to a VA can free up serious time and brain space for small business owners and entrepreneurs. The advanced search will find in seconds any stored doc.
While these screenshots may not be needed after the first few tries, they will be invaluable if someone needs to step in for your Virtual Assistant in an emergency situation. Should Your To-do List Be on Paper or in Your Phone?
If none are available, you may check Delta. Answer a few questions and your document is created automatically. Thinking about hiring a virtual assistant?
At the end, you receive it in Word and PDF formats.
Time Management Tip: Do the Work Now to Save Time Later, Time Management Tip: Do ONE Thing You Were Going to Put Off. This Canva template is ready for you to customise fully to show your clients exactly what you do, takes them through the process of working with you & instills a level of confidence in them that you are the perfect solution to their needs. Test the procedure before you share it with your virtual assistant. #Virtual Assistant, The more you try to do, the less you get done. Some states may consider this attorney advertising (although it isn't intended to be). This spreadsheet allows you to add in your own figures & comes out with a neat base hourly rate at the end, giving you confidence that you're not undercharging and ensuring that you're building a sustainable business. You may discover that the majority of your processes require communication with external vendors and partners. Once you have written out all the steps to this process, it is important to outline how often this task needs to be completed. Share this article now to get your instant download: In this article, we're going to cover the importance of documenting and outlining the various tasks and processes your new virtual assistant is going to be responsible for. #Time management 31 Days, 31 Ways: Daily Tips for Time Management Mastery. Psssstwant a free copy of my book The Hard Work Myth? Be sure to include any log-in information they may need to complete a step and the contact information of the best person to talk to if they have any questions. #Achieve More The offline option is only available on Google Chrome. How long do I have access to the templates for? The last thing you want is a crucial task being delayed because you didnt have the time to explain something. This type of behavior increases the probability that your Virtual Assistant will make a mistake that could cost the company both significant time and money. #Productivity I also cringe when I, I make my green smoothie each morning in a fancy glass blender, which reminds me of my old job every time. Take Action: Craig recommends eaHelp; a reliable source for finding a Virtual Assistant. Each of our templates come with a short tutorial showing you exactly how to make the most of these stunning templates. Regular insights on how to achieve more, sent to your inbox. It is ideal as a key place to create and edit documents that you can both access and view, providing a great place for collaboration on any work. Automated completion of your business docs. You can access files wherever you are too; whether using your computer, phone or tablet, files are synced across your devices whenever the internet is connected. In todays social media age were often told that the Internet is a powerful medium for building brands, both personal and corporate, but what if you dont have time to dedicate to social media? We suggest creating each process in its own separate Google Doc. Sam is an attorney licensed in NJ and PA, but is not practicing law or establishing an attorney-client relationship with you, ever. Convert Files -With Google Docs growing in popularity all of the time, you may begin to find that many people will share documents with you as a Google Doc file. He has procedures for each account and has either automated the process or has delegated the work to a virtual assistant. For example, a common process that should be documented for your new Virtual Assistant is how to make travel arrangements for yourself and your co-workers. This includes understanding aspects such as: how far out to book, your travel budget, the airline you prefer to fly, payment method, and travel arrangements. Take Action: Use an online tool like SweetProcess to document your procedures step-by-step. They need to provide them with a fast and easy method of reporting and documenting what they do wherever they work. No credit card is required. You get to choose who you work for and what projects you take on. If you go about it the right way, adding a virtual assistant (VA) to your teameven if youre a team of one right nowcan bring major peace of mind and help your business grow. The room should be non-smoking and include a king-sized bed. Once your procedure is documented and tested youre ready to delegate it to a virtual assistant, freelancer or other team member. If the new procedure is an improvement, reward the VA for their contributions. PS If you want to be REALLY confident youre doing this the right way, join my free workshop 5 Steps to Legally Protect & Grow Your Online Business to ensure youre standing on solid legal footing as you grow your little team and hire your first team members! (Pssst! It is also unreasonable to think they will automatically reach out whenever they have a question.
Your document is ready! It doesnt matter how organized you are if you are doing the wrong tasks to begin with.
It is also helpful to have these documents stored in one central location in case someone needs to cover for your VA and you do not have the time to walk them through the process. Sometimes, this means they just have to give you a heads-up, but if youre scaling, they might need to reach out to a finance department or your accountant. Below is a list of the potential processes you can document for your new Virtual Assistant. It is a great tool to use as a Virtual Assistant. Step #7: Send flight, transportation, and hotel information to Jane Smith in the finance department. Below is a sample of what this type of documentation could look like: Step #1: Confirm both arrival and departure dates as well as desired flight times from CEO, John Smith, NOTE: Do not book any flights that leave before 9 am or after 7 pm unless directed otherwise, Step #2: Confirm the location of where the event or meeting is taking place, NOTE: Do not book a hotel that is more than 15 minutes from this location. However with Google Docs, you can simply set up offline access. This documentation should also include who needs to be contacted and what types of approvals theyll need to secure before booking. Systems and processes allow companies to automate, delegate and scale. Tell us below! #In-house Not only does proper documentation of your processes avoid mistakes, but it also saves you and your team valuable time. Even if you feel youre the only one that can do a certain task, chances are if you can provide a documented procedure, someone else can complete the task. When they have a document to reference, the number of questions they ask will drastically decrease. If I am a student of the VA Start Up Program, do I needto purchase these? After this document is filled out, it should be printed so that both parties can sign it. This will give the relationship the best chance for success. Get your free copy of the book, Managing your inbox including answering lower level e-mails and bringing important ones to your attention, Sending internal and external meeting invites that include time, date, location, call-in information, and meeting agenda, Keeping track of receipts, paperwork, and additional expenses that need to be documented and shared with your finance department, Arranging your travel including flight, hotel, town car, and trip itinerary, Tracking and submitting all expense receipts into your designated system, Gathering status reports from your department heads and compiling them into one condensed report, Staying on top of all internal and external invoices and ensuring they are processed in a timely manner, Communicating your updates with the department heads, Answering customer questions and concerns, Planning events such as birthdays, employee appreciation events, and conferences. Thanks Craig for featuring my guest post and I look forward to answering any and all questions from your TMN community. With camera close-ups and a, Lifestyle JournalsVirtual Assistant LovingEssential SkillsMust-have Tools, Pro ConnectSkill to ProfitThriving Spotlight Never book Spirit Airlines. Especially in the beginning, its better to err on the side of overcommunication. This proposal template will be the final step in getting your clients across the line to start working with you! Never choose the middle seat. From that list determine the tasks you can delegate to a virtual assistant. Oh, and if youre considering working as a virtual assistant yourself, the job has some truly great perks. Great product, Owen. Sacrifice vs Selfishness: Which Is More Important For Success?
But how exactly do you go about onboarding this brand new hire for your business, and doing it in a way that protects your business and has all your (legal) bases covered? This will now become a key requirement you will look for when scanning through the applications that come in. Share and collaborate your documents with others, Comment on files and suggest edits where needed, See revision history to see any changes made, Research within the document, using Google, Download documents in other formats (such as Microsoft Word). Use this guide to learn more about the benefits of each model so you can make the right choice for your business. Process documentation is a good business practice in most any professional setting. 100% of profits from our Key Document Templates purchased in March will be donated to the Red Cross Flood Appeal. Reach out and tell them what tasks you need help with. Sorry, comments are closed for this post. Work for Hire Agreement, Assistant Agreement, VA Agreement, Agreement for VA, Virtual Services Agreement, How to Legally Protect yourself when Hiring Service Providers, Important Clauses to Review before Signing A Service Agreement. Therefore, you want to include as much information as possible. We simply provide legal information & education for you to customize and use on your own and have reviewed by your own local attorney. Identify business processes that can be recurring tasks for someone else to execute. View them here. Take this free assessment to find out! You get life-of-the-product access to the bundle, this means you also get any updates/changes we make them as part of our commitment to continually improve and update our products, courses & memberships. What do you find is the most useful feature of Google Docs as a virtual assistant? Step #6: Book a hotel room within 15 minutes of the event location. Ready to save time and effort in creating documents for your business from scratch? Remember you cannot improve what you do not measure. What platforms do I need access to to be able to use these templates? Curious how product your daily workflow is? If your Virtual Assistant is not supplied with this information, they may feel inclined to attempt to answer the customer themselves and end up saying something that is incorrect. Now, with the smartphone, they may do any document in seconds! Visit us at : http://www.livehelpindia.com/, Thanks for shearing with information.. your style is unique compared to other virtual assistant.. It is unreasonable to expect someone to excel at something without giving them documentation to refer to when they have questions. Do your business documents once, and share them with the entire team. Time Management Ninja book now available! Take Action: For every recurring task that you delegate to your Virtual Assistant find a meaningful way to track and verify the results being delivered. 6 email templates including, job lead response, reach-outs, referral & testimonial requests. Our web dashboard is easy to use as a drag and drop template builder for routine documents. We created a digital assistant to fulfill this job for your sales team. Sam does not provide you or your company legal advice. In the previous example, Guy Kawasaki had detailed procedures for updating his social media accounts. Before your virtual assistant starts, you need to document any task or process that involves multiple steps. Sure, I *could* tackle them myself. First, you may have to end up honoring whatever your Virtual Assistant promised in her response. When writing out steps, do not assume your Virtual Assistant will know how to do something, regardless of how simple or easy you may think it is. Handing off day-to-day tasks means you can focus on the big picture things that matter to you and move the needle forward on your business. Then, you can store the link to each document in one master Google Sheets file. But before you roll your eyes and think I dont have time for a contract, I need my VA to start working for me like, yesterday! let me explain *why* you really do need that document signed before they begin working for your business. 
#Time management, If you're looking to boost your productivity, use this simple guide to make the most of your calendar. This is not a law firm. Sometimes a document can look bland when you want to make it stand out, but this feature can give your work the edge. Edit Offline - One of the main concerns of having a word editing document thats technically online, is not being able to access files when you dont have the internet, such as on the plane. For example, lets say your Virtual Assistant is responsible for handling customer questions that come in through your website and social media channels. #Time management The second step is to document the exact procedure for each recurring task. Required fields are marked *. You will receive it in Word and PDF formats. We created a digital assistant to fulfill this job for your sales team. 
Comments can be made within the document itself and chat initiated if youre in the document at the same time. A Virtual Assistant acts just like an executive assistant but at a fraction of the cost. Store and manage your docs with full access any time and anywhere. We have created a platform that includes a mobile app in the form of a smart assistant that unites all the essential solutions of a business administrator. Virtual Assistant Agreements are normally subject to individual state laws, governing general and commercial contract principles. Your email address will not be published. If this happens more than once, you may begin receiving negative reviews on Google and your social media pages. Love the key docs bundle, everything looks so good! If you want to send it on to someone who isnt yet using Docs, simply convert it to a Word file without a hitch. It isnt just word files either that you can convert to Google Docs; other files types include html, plain text and rtf files. On the other hand, design, scheduling, and copywriting are areas where I definitely go to experts for help. Owen is the co-founder of, Click to share on Twitter (Opens in new window), Click to share on Facebook (Opens in new window), 5 Steps to Documenting Processes for Your Virtual Assistant, How a Virtual Assistant Helps Me Get More Work Done, documented the procedures for his social media accounts, Link Love 24: Virtual Assistance for Therapists - Kat Love, 6 Easy Steps on How to Delegate Tasks Like a Pro Live Sidekick, 10 Reasons Clutter Makes You Less Productive, Time Management Ninja Podcast #20: 7 Reasons I Ditched My Apple Watch, 5 Tips to Prevent Little Tasks from Disrupting Your Entire Day. Planning out and documenting your VA hiring and outsourcing process on the front-end is crucial. Time to seal the deal! The math behind this is a mind boggling experience when done manually. This is a guest post by Owen McGab Enaohwo. We are Virtual Assistants is a community of talented, and inspired virtual assistants who harness the power of opportunity and experience renewed focus and motivation. This defeats the purpose of hiring someone so you can get back your time and assign it to more important tasks. They may be hesitant to reach out with questions out of fear of being seen as someone who cannot retain information or do their job properly. 4.9 - 388 votes, Start by clicking on "Fill out the template". NOTE: If the economy and/or aisle seat are the only options, check with CEO John Smith before booking. However, simply having systems and processes isnt enough. Thats a procedure hes tested. Every single action you want the Virtual Assistant to take must be written out in its own step. To help you make everything automated and your team more independent in running tasks. #Tips, Thanks so much for sharing my article. Its very possible that you have been doing some of these tasks for so long, they have become second nature. I appreciate to you. You can modify it and reuse it. Thus, excluding any litigation. This interactive spreadsheet allows you to review current income goals & forecastfuture income goals by breaking down your clients/services & other income generating activities to give yourself clarity & direction on your pricing & services. In the event that you are not in the office, your Virtual Assistant will have a much better chance of figuring it out on their own if they have a document to refer back to. (PJs are a bonus.) Remember, itll take even the very best VA some time to get up to speed, and thats okay! #Outsourcing Guy Kawasaki has documented the procedures for his social media accounts. Creating the necessary documentation helps you understand what you are looking for in a virtual assistant. You also want to consider including screenshots to accompany every step to ensure they are doing it correctly. Thank you! @83e41a14ff11b50182b51cf7ba3476c6:disqus thanks for your compliment and I am glad you enjoyed reading the article.
Your email address will not be published. You can check out seven of my tips for how to hire a virtual assistant legally right here.). Again, this defeats the purpose of hiring a Virtual Assistant in the first place. Youll be able to refine most of the details. You have your idea of how a task should be completed, but as your VA does the task over and over they will often figure out a way to make the task more efficient. Outsourcing vs. Now, with the smartphone, they may do any document in seconds! In this Virtual Assistant Agreement, the parties agree to the terms of the relationship between them, including what work the virtual assistant will actually be doing for the client.
A 5-10 minute tutorial with hot tips and tricks touse these templates to their full potential. Then, a best practice is for both parties to keep a copy. Additional information, such as required hours, can be included if applicable. Google Docs offers an extensive list of add-ons. Companies with outside sales representatives need to support their sales process documentation and protocol with an office assistant: daily reports, sales offers, sales agreements, and any text document outdoor team needs. Start your free trial. I speak on time management, productivity tools, goal setting, and social media. Latest posts by We Are Virtual Assistants, Always Try To Be The Best Version Of Yourself, Look For Clients Who Respect The Work You Do. Once you have created your process documents, you want to make sure they are all stored in an easy-to-find place. Take Action: Test the procedure yourself.
In this document, basic identifying information about the parties will be entered, such as names and address details. For example, lets say you write out ten processes and you discover that almost every single one requires advanced knowledge of a specific tool such as Microsoft Excel or Salesforce. He recognizes that he doesnt have time to manage each account. If first-class is not available, book business class over economy. This folder can be accessed on your computer, tablet, phone or online; everything is synced across the cloud. These email templates are ready for you to customise to any situation & communicate with confidence in emails/DMs knowing that you haven't left any valuable information outto achieve your desired result. I definitely sleep better these days than I did back when I was juggling #allthethings in my biz alone a few years ago! All routes are encrypted so that, finally, you get a report on the signed document. How I Changed My Commute From 30 Minutes To 30 Seconds. This Canva template gives you the opportunity to display your credibility & experience through a timeline of professional development, values, highlights, testimonials, client results & your portfolio. The document is created before your eyes as you respond to the questions. NOTE: Do not book any travel outside of Travel Well' without prior approval. You can customise this based on what content you have & build on this as you gain experience in your business. This file should include the following columns. Step #4: Search JetBlue flight first. You never have to worry about transferring files between computers, or emailing either. No, if you are a VA Start Up student you will already have access to these templates (except the client service agreement which you can purchase separately) - please email me at [emailprotected]if you don't have access. I do a limited amount of coaching for individuals and organizations. Once you grab the contract template and fill in the blanks (names, fees, and such), send the contract to your VA. Once they sign, you do the same, and make sure to get a complete, fully signed version for your records. He mentions that his Twitter tool posts and then re-posts the content four times, eight hours apart. Craig identified the tasks he delegates to a virtual assistant in How a Virtual Assistant Helps Me Get More Work Done. Edit Microsoft Files - One of the best features of Google Docs is that it works with Microsoft files such as Word and Excel. Before, I had been spinning my wheels, but I started using VAnow.net which has some very talented assistants who are certified and fast. You may be surprised to discover how much knowledge and information you contain that now needs to be passed on to someone else. So you, Is a swipe file inspiration or just strai, A lot of people throw around the word millionai, Time to get your legal ducks in a row , A lot of people wonder, "Is the Ultimate Bundle, It's time to make sure your legal ducks are fully. You also want to include the e-mail of any individual who needs to be contacted before, during, or after the completion of this process. Contribute. You will be able to sign in using your own login and password to access the template bundle you purchase. Time Management Ninja 2018. This detailed welcome kit allows you to outline timeframes, detail the systems you require access to, set up communication methods, shared file access & task management systems as well as linking through to any instructional videos you may have for new clients! Within your Google account, you can create, access, view and edit document files using Google Docs on the internet. Congratsyoure about to take a big, exciting step in the growth of your online business! It was a gift from the world-renowned health and, Alli Price is a work-at-home-mum (WAHM) with a passion for networking and support. When they do ask a question, you can refer to a specific step in the process instead of spending time explaining the entire step from scratch. Having a documented procedure is the first step to having a successful virtual assistant experience, but you need to ensure you hire the right person to handle the task. We've all wondered exactly how much we need to charge to reach our income goals while taking into account all of the business operating costs, tax, superannuation & other expenses, on top of this we need to take holidays at some point! The customer may get frustrated and think that you are an unorganized company and incapable of serving your customers. 2016 Worldwide101. I sent them some instructions of what I needed done, and they lightened my burden tremendously so I could focus on growing the company and getting more sales done to new customers. So often my clients are performing routine tasks that could be easily delegated to someone else. Guy has been active on social media for years and has tested the procedures himself. You can still view your files and edit documents. The best place to start is with my DIY Independent Contractor Agreement. They will assign the right VA to you so that you can delegate and begin the training process. While it is exciting to make a list of all the items you are going to be delegating, you must implement a thorough and detailed transition plan. For the first time, you will see how we combined a, Speak, Sign and Send Your Business Docs in seconds. All of this could have been avoided by supplying your VA with a document that clearly outlined how to speak to customers on various topics. All Rights Reserved. The layouts are so clear, simple and stylish, I can't wait to get myself organised so I can start putting all my details in and personalising it. Step #3: Log into our corporate 'Travel Well' account using the log-in credentials shared in the locked password document. By laying out the nuts and bolts of your expectations with your VA, youll be setting up both of you for success.It also details exactly how and when you can revoke their access to aspects of your business that contain sensitive information (LastPass password saver is your friend here!). Take things slow and allow the working relationship to grow gradually, and youll accomplish awesome things as a team. Of course, you hope to trust everyone you bring on to work with you. But with proper planning there is a secret to avoiding a bad situation. Ive Increased The Flexibility Of My Business! Choose an aisle seat whenever possible. is well spent. Rating:
Welcome your new client to your business & streamline the handover of tasks & system access so that you can hit the ground running & start making an incredible impact to your clients businesses! It may be tempting to skip the time-consuming act of writing all of these processes out and simply give your new Virtual verbal instructions or a basic outline of what to do. Strategically map out your goals with this practical workbook. Here are some recommended tips to ensure you find the right Virtual Assistant: Zappos CEO, Tony Hsieh said this about company culture: From the beginning, company culture was always important. You will be able to modify it. Your five steps are very good Documenting Processes for Your Virtual Assistant. Thank you for this post. You should ALSO read this blog post all the way to the end, to be sure that the business youre interested in working with is legally legit and has the proper documents in place before you start working for them. Our Key VA Documents Bundle will give you the confidence to operate your business like you've been doing it for years! Basically, this is a legally binding virtual assistant contract (or a web designer contract, or any freelancer contract) that outlines the terms and conditions of their work for you. Step #8: Use the following e-mail template to send information to CEO John Smith. The templates are created in Canva, Excel & Word (they can be converted to G-Suite products if you are not an O365 user). Always select more legroom. For example, writing legal templates and sharing my voice and perspective on social media are at the heart of my business, so Im not outsourcing those anytime soon.
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