Virtual Assistant Business Outsourcing

When individuals or businesses are unhappy with the services provided by their virtual assistant (VA), it is usually for one of two reasons; they either chose the wrong virtual assistant (or VA service) or they gave vague and unclear directions to their virtual assistant for the tasks they wanted accomplished.

Let’s start with choosing the right virtual assistant for you.  There are two types of VAs to choose from; independent entrepreneurs who work from home and virtual assistants who work for a VA service company.

Although there are many home-based virtual assistants who are both talented and reputable, many individuals who have used VAs in the past recommend using a VA company or service as opposed to a single person. Michael Port, author of  “Book Yourself Solid,” asks the question “What happens if this individual goes down?” Although the question may seem a bit harsh, it is a perfectly legitimate one for potential clients to ask.

Do some research!
Doing some research on the virtual assistant or VA service you are thinking of hiring is always a good idea.  For instance, if you are planning on having a VA perform search engine optimization (SEO) work on your website, be sure to check out the search engine positioning of their website.  If the virtual assistant website is buried deep in the pages of Google for their targeted search terms, chances are they won’t be effective in gaining positioning for your website.

Questions to ask yourself when examining a virtual assistant services website:

• Does the site present a credible and professional business image?

• Is the concept of the services offered and the pricing structure clearly explained?

• Is the site well organized and easy to navigate?

• Does the site offer lots of useful and informative content?

• Is the content free of errors in grammar, punctuation and spelling?

• Does the site list contact information such as phone numbers and email addresses?

• Does the site provide evidence of credibility and transparency by belonging to reputable organizations like the Better Business Bureau, Dun & Bradstreet or VA associations?

The importance of details!
After you have found a virtual assistant or VA company that you feel comfortable with, the next step is to describe what you want the VA to do for you.  The importance of providing your virtual assistant with directions that are clear, concise and detailed cannot be emphasized enough.

If you provide vague instructions about the tasks you want performed, chances are you’ll be disappointed with the results.  Virtual assistants can do many things, but reading minds is not one of them. Explain what you want done in great detail and provide examples of previous work if possible.

It is vital to be aware of your style of communication.  Don’t be vague or generalize the tasks you would like the VA to perform.  Be specific and detailed about your requirements and project deadlines.  If the tasks you want performed have several elements, take the VA through the process step-by-step.  It may take a few more minutes of your time initially; but it will make your VA more efficient and eliminate needless follow-up communications to get it right.  Also, describe any special software or hardware that your project requires.

When you submit your detailed request for VA services, do not use the phrase “If you have any questions, please contact me.” Have the VA rephrase your instructions in an email to you so you can make sure you’re both on the same page.

Be precise!
Tim Ferriss, author of the acclaimed book “The 4-Hour Work Week” does a great job of describing his experiences with outsourcing work to virtual assistants.  In the book, Ferriss examines one of the most common problems associated with using VA services; imprecise directions from the client.

Giving imprecise or unclear directions can lead your virtual assistant to make assumptions about what they think you want instead of doing what you really want.  This can lead to misspent work hours, frustrating both the client and the VA.  Tim Ferriss recommends that clients request a status update after a few hours of work on a task.  This ensures that the task is both understood and achievable.

Using virtual assistant services can be a big saver of both time and money.  By following the few prudent steps listed above you can help ensure that you’re getting the quality of work and value that you expect from your virtual assistant.