Prepare a clear and concise job description or task list. If you struggle on hiring a new employee, hire a recruiter. If you are overwhelmed with billing, hire a billing and payroll specialist. But VAs are not limited to the roles of their job descriptions, you can customize their task depending on what is required for your business. YVO has some of the popular roles that business is hired for.
During onboarding, you must introduce your company culture and expectations of your virtual workers. Inform them about your mission and values, organizational chart, human resource policies, business associate agreements and business phone number, email, etc. Which are necessities for the VAs to do their tasks.
Integrate your VA into your business processes by training them via work instructions or recorded videos which can be used to facilitate a complete orientation. This is where Lean & Six-Sigma tools are most helpful.
Sharing personal information like Email, Facebook, Instagram, LinkedIn, and other social media accounts is a necessity on certain tasks such as email management and social media management. Don’t be afraid to share information and give them access to portals because VAs from YVO have obtained NBI Clearance. Additionally, you are also protected by the Philippines Data Privacy Act of 2012.
Have a 10-15 minute daily meeting with your VAs to ensure your team is on track. Review when it is necessary to take corrective action and check past actions and improvements are being sustained. Use metrics to drive decisions, manage workload and effectiveness and other changes.
Prepare a detailed definition of the current best practices for performing and activity or process in your business. This may include instructions and useful graphics to ensure that work done by the VAs are consistent and to help them manage their time and stay organized.
Key Performance Indicator is a quantifiable measure of performance over time for a specific objective. This will provide the VAs with targets and milestones to gauge their progress.
Plan-Do-Act-Check problem solving cycle of continuous improvement. First, plan the goals of the task as well as the necessary processes to achieve it. Next, do and execute the plan. Then, check if it is working and if are you getting the output needed. Based on your observations, act. Make adjustments and start the cycle again.
Provide clear, concise, and good instructions. Even if this requires you to over communicate, do it because you can never go wrong by doing this. Also encourage VAs to speak and ask questions if necessary.