How To Successfully Manage Your Offshore Virtual Assistant
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How to
Successfully Manage Your
Offshore Virtual Assistant
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Managing a virtual assistant based in the Philippines takes a different approach than a team member who is only a desk away. You don’t have the advantage of in-person communication, so you’ll need to find other ways to stay connected, communicate clearly, and ensure that your VA has everything they need to succeed.
Here are the top three priorities to focus on that will help you successfully manage your offshore virtual assistant.
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Expectations and Training
Don’t expect a plug-and-play team member when hiring an offshore Virtual Assistant. Your VA will need to learn how you like to do things and what you expect in terms of communication and deliverables.
Invest a little time in onboarding & training your VA on your tools, systems, software, and processes. Give them clear instructions, especially when assigning your first task. Plan to spend extra time delegating and offering feedback in the beginning. Having experience as a VA means they will likely get up to speed quickly, but they still need this onboarding time to adjust.
Action Item: Ensure you have a system in place for both Onboarding and ongoing Training
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Communication and Patience
Working with someone new always comes with challenges. The key to successful outsourcing is to give the right tasks to the right people. In doing so, keep in mind that what might seem obvious to you might not be obvious to someone in a different location or country.
To improve communication from a distance, take advantage of accessible tools like WhatsApp, Google Meets, or Zoom. Communication platforms that offer video calls are better because they allow you to see the other person’s facial expressions and body language, which may help you learn whether you’re being understood and ensure your VA in engaged. It also supports two-way communication, allowing your VA to ask questions and share real-time feedback.
Action Item: Develop clear Standard Operating Procedures (SOP’s) with Key Performance Indicators (KPI’s) and benchmarks so your VA clearly understands their roles and what success looks like. This will support task tracking & performance.
You can also leverage online project management tools, like Asana, Trello, or Monday.com, to easily send assignments and keep projects on track. These types of programs give you an overview of what your VA is working on and when you can expect certain items to be completed.
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Building Trust & Rapport
Establishing trust and rapport is essential for a successful working relationship with your offshore virtual assistant. Take the time to get to know them personally, ask about their interests, and show genuine interest in their well-being.
Encourage open communication and create a supportive environment where your VA feels comfortable sharing their thoughts, concerns, and ideas. By fostering trust and rapport, you'll strengthen collaboration, enhance productivity, and ultimately achieve better outcomes together.
Action Item: Implement regular meetings rhythms into the business, like daily huddles, to support regular communication.
We hand-select the best VA’s with exceptional skills and communication.
Our online Success Hub provides ongoing guidance and resources for our clients & VA’s which includes a comprehensive Onboarding process and systems that will set you and your VA up for success.
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