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Virtual Assistant Recruitment

If you are feeling overwhelmed with all of the tasks that need to be done in order to run your online business, you may want to consider hiring a virtual assistant (VA). Before we go any further, let me answer a common question…

What is a Virtual Assistant?

VA’s are independent contractors who work remotely, usually from their homes. They provide various business services such as project management, podcast and Zoom booking, calendar management, customer service, social media management, email management, write articles and reports, manage websites and so much more!

Virtual assistants can be a great asset to your business in a number of ways. One of the biggest reasons is that it relieves you from putting time and energy into those tasks – most of them recuring – that you don’t really enjoy doing, but have to be done because they are essential to your business. But more importantly, having a VA on board gives you the freedom to spend more time and effort on the areas of your business you enjoy, that bring in cash, and can’t exactly be outsourced (i.e., coaching an individual or group).

However, before you can hire a VA, you’ll want to spend some time thinking about tasks you want to outsource, your budget, what skills a VA will need, as well as if they’ll need particular software to do the tasks. And of course, there will also be some training involved too. Let’s discuss all of this in more depth.

How to Hire a VA

When you’re ready to take the plunge and hire a virtual assistant, there are a few things to keep in mind. Here are three of them:

Define the specific tasks you need help with.

First things first, you need to determine what tasks you want to outsource. If you’re not sure, the easiest place to start is think about the tasks you ‘dread’ doing, that need to be done, but you continuously put them off (or you don’t put them off but don’t exactly handle them in a timely manner).

For example, customer service. You know how important it is to make sure your customers are able to access their purchases, be responded to in a timely fashion if they’re having trouble with something or have a question … but you don’t enjoy handling the issues/questions so you don’t respond in a timely manner. This can leave customers frustrated and unhappy. And in some cases, an unhappy customer will voice their complaints publicly (a bad review, post on social media, etc.) – not exactly great for your business reputation! Handing this task over to a VA will ensure your customers are taken care of efficiently and leave them feeling good about their purchase which can turn into a domino effect – purchasing more and more from you and even becoming a raving fan.

Research different virtual assistants.

The quickest way to do this is ask your business friends and colleagues for recommendations. Be aware that if they’ve found a good VA, they’re probably hanging onto them and that VA may not have room to take on new clients.

Some people have also had success with hiring through sites like Fiverr and Upwork. And others have even outsourced to people in other countries. Whatever avenue you choose, do your due diligence and be sure to interview them (step #3).

Interview a few candidates and choose the best one for you and your business needs. Be sure to ask lots of questions and get a sense of their work style but also them as a person. Here are some key questions you’ll want to ask during each interview:

What are their rates?
How do they bill (first of month, after work is done, etc.)?
Do they have any experience with the types of tasks you need help with?
How many hours per week are they available to work? (You could also ask if they’re available on weekends if you know you’ll need work done then.)
What is their turnaround time for projects?
What is their preferred communication method – email, Zoom, or a project management system?

A note about rates: There is a huge range of pricing when it comes to VA’s. For example, specialized VA’s often charge a lot more than a VA that handles more “general” tasks. You may also find that a VA who has been in the industry a lot longer than a newer VA probably charges a higher rate.

Having said that, if a VA’s rates are outside of your budget, you can always ask them if they have a smaller package (if they work on retainers or packaged services). If they don’t and it was a VA you really connected with and got the vibe that they would be a great asset to you and your business, you could discuss your budget with them and see if there is a way to work together.

After you’ve done the interviews and hired (don’t forget to let the candidates you didn’t hire know so they’re not waiting for a response from you) a VA, it’s time to train them.

How to Train a VA

One thing to keep in mind here – a newer VA will require more handholding/training than a more experienced one. But even a more experienced VA will need some training to ensure tasks are being completed according to your wants and business needs.

Here are five things to keep in mind when training a VA:

Start with the basics.

This includes things like how to log into any necessary accounts (the URLs, usernames, passwords, etc. If possible, when sharing login details, it’s a good idea to use something like LastPass or another password manager.), where to find files or templates they may need, and what your expectations are for due dates.

Document processes.

If you have any specific processes that need to be followed, be sure to document these and send them over to your VA. This is especially important if the task is something that needs to be done regularly, like scheduling social media posts or customer service tasks.

While written word is a great way to document processes and build up a standard operating procedures (SOPs) library, video can also be used to visually show the process of completing tasks. Sometimes, it’s easier to see something done versus just reading how to do it.

Don’t micromanage, instead, empower them to make decisions on their own.

This may sound contradictory because you are training a new VA, after all. But trust me, you don’t want to get into the habit of micromanaging every little detail – this will defeat the purpose of hiring a VA. Instead, empower them to make decisions on their own knowing that you can give feedback and they can tweak things moving forward.

An example of something you don’t need to micromanage would be something like formatting a document. If the VA isn’t sure your preference, they can just make a decision and move forward on the project. If they continually stop to ask you questions, it’s putting a hold on projects being completed and taking you away from putting your time into money making tasks and things you enjoy doing.

Give feedback.

The VA is not a mind reader. If they’re turning in projects with no feedback from you, they’ll think their work is up to par and to your liking. This doesn’t mean you need to give feedback on every little detail, though.Of course, there will be questions in the beginning but the better documented processes (like mentioned in #2 above) you have can help head off some of those questions before the VA even thinks to ask.

Be open to their feedback & suggestions.

Just as in #4 above where you give your VA feedback, be open to any feedback or suggestions they may have. Maybe you’ve been doing something one way but they have a different approach that is quicker and easier. Or maybe you’ve been working with a specific software but the VA knows of an alternative that is less expensive and does more than the current one.

And that’s it! By following these steps, you’ll be able to not only hire a virtual assistant but also train them so they can be a valuable part of your team.

Having said that, please keep in mind it will take time for the two of you to find a groove, a workflow, that works best for both of you. Once you get going if you find the VA isn’t a good fit, you may have to let them go – that’s ok and can be a part of the process of finding the “perfect” VA for you. One thing to remember, if you do find yourself having to let a VA go, is don’t let one bad experience stop you from continuing the hunt! I promise when you find the right one that’s when magic happens and be sure to hang onto them!

We have a VA Recruitment Planner that walks you thorugh every step of hiring and training a VA. Be sure to get a copy now!

Should You Use Single or Double Opt In?

Confirmed or Single Opt-in? It should be fairly apparent that your approach to email marketing should only involve sending e-mails to individuals who have signed up or opt in to receive them. This might be done as a sign up on your website to receive your newsletter, an autoresponder series, or some other type of information. Avoid any temptation to send unsolicited emails under any circumstances. I know I probably don’t have to say that, but just in case.

The process of getting people to sign up to receive your emails can be accomplished in different ways. The simplest way is known as “opt in” or “single opt in.” This is where you add the e-mail address to your list after someone enters their address on your sign-up form. You may decide to send a “welcome” or “thank you” e-mail to that person as soon as they sign up. This e-mail will likely contain instructions and a link for unsubscribing, and the subscriber will begin receiving your e-mails without having to take any additional action.

The other common technique is known as a “confirmed” or “double opt in” sign up. With this method, as soon as an individual submits their e-mail address in your form, you send back an automated response that asks them to click a link to confirm their subscription. If the individual does not click the confirmation link, then they will not be added to your e-mail list.

Each of these methods has its own advantages and disadvantages.

Single Opt-In

Pros:
• This is by far the simplest for prospective subscribers; they provide their e-mail address once and then they’re done.
• You can begin sending your messages to new subscribers right away; there’s no need to wait for them to click a link in a confirmation e-mail.

Cons:
• This method does not confirm that a particular email address was actually submitted by the person who owns it. Sometimes people make mistakes or write in bad addresses and you definitely don’t want to email those addresses.
• A competitor or someone else who wants to harm your business can submit third party email addresses, and those individuals could complain that they never signed up for your mailings – and get you blacklisted with spam services.

Confirmed or Double Opt-In

Pros:
• An individual who takes the extra step of clicking the confirmation or double opt in link is likely to be more interested in your marketing message than someone who fails to make the confirmation.
• It protects you from sending email to the wrong addresses or addresses that simply do not exist.

Cons:
• If you’ve never sent e-mail to a particular individual before, your confirmation or double opt in follow-up could easily be routed to their junk folder. Unless they happen to check it and notice your e-mail, they may never get the opportunity to confirm their scripture.
• Some people might simply be too lazy to actually click on your confirmation link.

What’s the Right Way?

Analyze In summary, it’s far from a clear choice on whether you should use a double opt-in method to build your mailing list. The best approach may be to analyze the sign-up, confirmation and conversion rates for whatever method you’re currently using, and use those numbers to help you decide whether a different approach may be more effective.

The same considerations apply even if you’re setting up your very first mailing list, which we’ll discuss in the next post. We’ll go through the first steps you need to do, so you’re well on your way to using the power of email marketing.

Understanding the Difference Between Autoresponders and Broadcast Emails

In our previous article we discussed the autoresponder services that can help you become significantly more efficient with your e-mail marketing efforts. It gets confusing when we use the phrase “autoresponder services” and then talk about “autoresponder messages” and “broadcast messages”, but an autoresponder service can generally send both types of messages. So don’t worry, once you have chosen an autoresponder service, you’re ready to use both of these different techniques.

Comparing Broadcasts to Autoresponders

Let’s discuss some of the differences between autoresponders and broadcast emails, so that you know what type of communication is likely to be better suited to each of your promotional campaigns.

Autoresponder Messages

Autoresponder Messages Autoresponder e-mails are a series of messages that are sent to a subscriber at predetermined intervals once they sign up for your mailing list. The interval term is generally somewhere between a few days and a week or two, depending on the nature of your content. This allows you to build a relationship with each subscriber over time, and position yourself as a trusted source of information.

Pros:
• Autoresponder messages are relatively easy to administer. Once you’ve prepared a series of e-mails, you can use an autoresponder service to have them sent out at predetermined intervals to each new subscriber who signs up.
• Autoresponders can strengthen the relationship with your readers because they allow you to communicate with those individuals over an extended period of time.

Cons:
• Autoresponder messages may grow stale. Even though your messages can be reused for multiple subscribers over time, you still need to periodically assess whether the text of those messages needs to be revised in light of developments within your niche or industry.
• Autoresponder messages, if not drafted properly, can come off as impersonal and perhaps even having too strong of a sales message.

Broadcast Messages

Broadcast messages are those that occur outside of an autoresponder series of e-mails. One of the key features of a broadcast e-mail is that it can be highly topical and relate to “breaking news” type events. Broadcast e-mails can also make your mailing list aware of a new item or new promotion that you may be running.

Pros:
• Broadcast messages can be highly specific and targeted to some or all of the individuals on your email list.
• Broadcast messages don’t require the reader to commit to reading a series of emails over time; each message is a self-contained marketing message.

Cons:
• In contrast to autoresponder messages – where your subscribers have signed up specifically to receive them – you don’t always know when your subscribers will find a broadcast message interesting or valuable.
• It can sometimes be difficult to determine “how much is too much” when it comes to broadcast e-mails. The last thing you want to do is have one of your broadcast e-mails cause someone to unsubscribe from your list.

Now that you have a better idea of when to use an autoresponder series and when to use a broadcast message, you can decide what techniques you should use to build your mailing list and that’s exactly what we’ll talk about next time.

Attract New Customers with a Business Blog

For a business owner, a new year means putting new strategies in place to accomplish your goals for that coming year. You’re probably asking yourself how to grow your business, operate more efficiently, pay off debt or maybe even expand to a new location.

What can you do if that list of goals includes growing your business by attracting new customers online? One of the best places to start is by creating a business blog.

There are plenty of reasons to start a business blog today, but here are the ones I see as being most important.

Blogging for Traffic (and Dollars!)

The more you blog and create relevant and informative content, the more website traffic you will receive. Writing about topics important to your prospective customers casts a wider net of opportunities for your site to be found online.

Let me explain how this happens.

While your website may be found on Google by typing in the name of your business, it doesn’t guarantee your site shows up for terms related to your business that could attract new customers.

If you’re a new company that sells luxury pet items for example, web users won’t be searching for your store name, but instead for the term “luxury dog beds” in Google. (In case you were wondering, the keyword “luxury dog beds” gets searched approximately 8,100 times per month.)

If that web user sees your blog post titled “The 5 Best Luxury Dog Beds Your Puppy Will Love” in the listings, clicks to your site, reads your informative article and then finds out you sell luxury dog beds, you are on your way to securing a new customer.

Your Blog Positions You as an Expert

Updating your blog frequently with industry-related posts demonstrates you know what you’re talking about. These posts then have the ability to be shared on social media sites such as Facebook, Twitter and LinkedIn. Not only does this social sharing bring you more web traffic, the shares themselves act as endorsements that you are an expert and that your content is valuable.

Why would you want expert status? First off, it makes it easier to do business with you. If you’re trying to secure new customers who are experiencing buyer objections, you can use blog posts that demonstrate your experience and credibility as reference points to help move the sales process along.

Also, achieving expert status makes you the go-to person in your industry. When people start turning to you for questions on a topic, ask you to blog about certain industry news or to submit a guest blog post to their blog, you are creating momentum that will drive more traffic to your site that turns into leads and customers.

Customer Success Stories for More Sales

A blog can also help you make the most of your current web traffic that isn’t converting into customers. It’s possible through what we call social proof.

What is social proof? Well, it might be helpful to ask this question in a different way.

When you’re thinking of doing business with a company, do you always believe what they say about themselves? Or do you look for reviews or testimonials that feature like-minded people sharing their experience with the company you’re thinking about?

We all do those searches. This is part of the reason for the success of places like Amazon that feature its customer reviews so prominently.

Having a blog on your site creates a chance for you to write about what you have done for customers and any successes they have had. If your current website visitors read these customer success stories on your blog that establish your credibility, they are more likely to do business with you.

While your blog should focus mainly on industry topics that answer questions or provide necessary information, having posts that showcase your customer success stories with your products or services is perfectly acceptable.

Are you planning on starting a business blog anytime soon? What are your concerns about getting started? Let us know by sending in a quote request or send us a message via our Contact Page!