How to Manage and Train Your Virtual Assistants | 7 Tips For VA Success
HTML-код
- Опубликовано: 30 июн 2024
- Just hired your first virtual assistant? Or maybe you've had a virtual assistant but are struggling to manage your team members to do what you want them to do? Then watch this video as we go over 7 tips on how to manage and train your virtual assistant.
By the end of this video, you'll have an easy way to train your virtual assistants any new task, while also building a playbook of SOPs, and better understand how to build a good working relationship with your VAs.
📥 DOWNLOAD my free Virtual Assistant Jumpstart Kit to better manage your remote team → www.growwithwill.com/va-jumps...
☕️ Did I help you out? Buy me a coffee: ko-fi.com/growwithwill
🔔 Remember to SUBSCRIBE to get new videos every week:
www.growwithwill.com/subscribe
🎥 VIDEOS YOU MAY LIKE:
9 Places to Find Your Next VA 👉 • Where to Hire a Virtua...
5 Signs It is Time to Hire a Virtual Assistant 👉 • When Is It Time To Hir...
🙋♀️ Find your next VA on Onlinejobs.ph: www.growwithwill.com/onlinejobs
0:00 - Introduction to How to Manage and Train Your Virtual Assistants
01:18 - Tip 1: Always teach the how and the why. Record everything with a screen recorder.
If you don't teach how to do something, you shouldn't expect anything to be done the way you like it to be done. Always talk about why this is an important task -- people love following leaders who lead with why. These leaders help them understand how the work they're doing fits into the bigger picture.
03:57 - Tip 2: Convert everything to a text-based form of instructions.
Imagine you had to write 10 steps out for the actions of stocking, ringing up, or bagging -- what are those 10 steps?
You can auto transcribe your video if you hate typing with a service like Otter.ai or Rev.com's free transcription trial. The purpose of this is so that you have written instructions your VA can reference in case they don't want to watch your video.
05:00 - Tip 3: Build up to your true task. Start with mini-actions for practice, and then scale up.
One time I had to schedule 300 Pinterest posts because I had a backlog of content. Rather than just tell my VA to schedule 300, I asked her to review my instructions and try to do 5. This way, I could give her feedback about the first 5. Then from there, I gave her 10. When she built up her confidence there, I gave her the remaining 285.
When training your virtual assistant, you have to do it piece by piece.
06:29 - Tip 4: Always cover the time and date when you'd like something done.
If you've ever had a bad boss or asked a friend why they don't like their boss, one of the commonly cited reasons is because their boss doesn't give them clear direction or clear timelines. Timelines help VAs prioritize every task in relation to one another.
08:20 - Tip 5: Treat your VAs with respect.
There are so many ways you can show you care, but it's easy to forget this when you're working with VAs because sometimes people don't think of them as part of their team.
10:02 - Tip 6: Make it easy for them to write a daily recap.
People sometimes mistrust VAs when getting started because they "can't see into what they're doing". An easy way to improve this and build your relationship is to just create a spreadsheet with three columns: date, hours worked, and summary of work.
This allows you to also have a written record so you can understand how your VAs are developing in your systems and workflows.
11:30 - Tip 7: Maintain your SOPs every quarter or after every major sprint.
Build a master document based on platform that outlines every written instruction and set of videos you've given your VAs. This should have a Table of Contents and be easy for anyone to reference, in case you lose a VA.
13:18 - Two Big Takeaways to Remember:
1. Whether or not your VAs succeed is up to you. If your VA fails at something -- 9/10 it's you, not them.
2. Be easy to work with, but fair and stern with expectations. People like working for leaders who are clear in their communication, knowledgeable, and empathetic.
✍️ COMMENT BELOW:
What's your own tip for how to manage and train your VA?
Grow with Will is all about helping you grow your business, get more customers, and hone your business acumen. I teach you the real-world business skills you didn't learn in school to help take you from zero to self-starter.
🔔 If you find this helpful, SUBSCRIBE for new videos every week:
www.growwithwill.com/subscribe
📸 My RUclips Gear: kit.co/GrowthWithWill/my-yout...
Disclosure: Some links and products are affiliate links, meaning Grow with Will will earn a commission if you make a purchase through our links, at no cost to you.
Disclaimer: Grow with Will does not provide tax, legal, or accounting advice. This video, and the ideas presented in it, are for informational purposes only, and is not intended to provide, and should not be relied on for, tax, legal or accounting advice. 
Хобби
✍️ COMMENT BELOW: What's your own tip for how to manage and train your VA? Or what'd this video make you think about when it comes to your virtual team?
🍿 Thanks for watching! I appreciate you for stopping by.
🎥 Watch next: my playlist on virtual assistant tips and tricks - ruclips.net/p/PLUladymTCyLaHO-pJ9U30avTehumAI0ga
// Timestamps //
0:00 - Introduction to How to Manage and Train Your Virtual Assistants
01:18 - Tip 1: Always teach the how and the why.
03:57 - Tip 2: Convert everything to a text-based...
05:00 - Tip 3: Build up to your true...
06:29 - Tip 4: Always cover the time...
08:20 - Tip 5: Treat your VAs with respect.
10:02 - Tip 6: Make it easy for them to...
11:30 - Tip 7: Maintain your SOPs...
13:18 - Big takeaways
Can you recommend a good VA log? Also, in terms of paying... do you use PayPal to pay your VA’s?
@@blancaash8807 PayPal is an option; so is having them set up on Upwork and paying through there. VA log depends -- Upwork has one built in. You can also just create a simple spreadsheet or download a tracker. I use a spreadsheet I made for my own team.
@@GrowWithWill thank you
@@blancaash8807 sure thing
Indeed, VA are like superheroes who can help us fight procrastination 🖖
Old Dudes Wisdom - Life requires Wisdom Channel yup, great point. If we set up our teams for success, our systems can work for us, not against us.
This is such a great video topic because most people that are considering hiring a VA don't understand what's needed to get the most out of them. Great video!
Glad it was helpful, Dan! I'm hoping from the little mini-series I've put together here that more people can get a grasp of thinking about how they might start using VAs to grow their projects and businesses.
Respect reallyyyy goes a long way. If you treat people well, they will want to do better work for you. I've found even if someone's doing alright, but I want them to make more decisions, saying something like "I trust you" builds confidence and thus agency.
Inner Core Ari yes. People want to do good work. There’s no reason not to treat them well!
When I saw your comment section and then number of subscribers, for a moment, I thought it was 273K instead of 2.73K unbelievable.
Great conversations between you♥️ and your viewers♥️♥️♥️♥️♥️, fully engaging 5 out of 5.
Cheers from India!
Thank you! Welcome to the channel.
I don't have a VA, but I can definitely vouch for having an active feedback loop! The more feedback that's provided, the more refinements can take place and that will ultimately lead to more satisfaction and efficiency on both ends. With everything going online, a VA is a great idea for boosting productivity. Thank you for the tips and thorough explanations Will!
Thank you for watching and following along this little mini-series, Ryan! You may find yourself needing one in the future with the way your channel is growing so fast. Glad to hear you've seen the benefits of having active feedback loops.
That sounds like a valuable video! Managing and training virtual assistants effectively is crucial for a successful and productive working relationship. These 7 tips are sure to be helpful in achieving just that. 📹🤝
Absolutely!
Ever since I read the 4 hour work week and was exposed to the idea of virtual assistance I've always wanted to have this luxury. Although the down side is effectively training and instructing the virtual assistance to actually make it so you have less work in the end. Amazing tips that I will be sticking in my back pocket for the day when I hire one! Thanks for making the video.
EllaEstateRealty try it out with just a few hours a week and see what you think! I’ve made a complete playlist going over the essentials from start to finish to help out.
So helpful,being able to get along with aother including work related is a good quality to have
Yup. Getting along with others is key. Thanks for sharing your thoughts!
Great video. Thanks for taking the time to make it. Really high quality. Cheers
Glad you enjoyed it!
Love the idea of creating a master SOP document - that would save so much time onboarding new VAs! Definitely going to try that out.
Glad it was helpful!
Yes!! Thank you so much. This is the exact video I wanted and needed right now. So much value here 🤩
Glad it was helpful!
This is seriously great content! Haha listening to you makes me want to work with you, you seem like you'd be a great boss!
Thank you! Glad you found it helpful.
This is great, Will! It makes the VA process seem so much more manageable and the tips for organizing the process are super helpful! Really appreciate you sharing the different tools you use as well
Glad it was helpful!
Great tips on training VA! Looking forward to the next video!
Thanks! It's releasing in a little under an hour so stay tuned :)
Thank you for taking the time to make this video. I had to pause every couple of seconds because it's so loaded with information. Excellent Video!
Thank you so much! Glad it was helpful :)
This is a really good video! I love how you talked about creating the Playbooks or Standard Operating Procedures as well as Setting Expectations - that's SO important to be able to properly delegate tasks to effectively get them off your plate as an entrepreneur and business owner. Really helpful information for folks who want to hire VA's to grow their business who may also be new to managing others 😀
Glad you enjoyed it, Cristina! Yes, SOPs are the keys to success. I hope this mini-series has been helpful to you and other business owners. I'll be wrapping it up in the next week or so and jumping into some content marketing 😎
This is the most helpful video I have found on the topic! Thanks ❤
Glad it was helpful!
Another great video on virtual assistance. Thanks for sharing!
Thanks, Angus; what was your biggest takeaway?
Well now I understand a little bit more about using VA's and what I can require from them. Thank you for your insight!
Happy to help! Are you thinking of bringing a VA onto your team? If so, what do you have in mind for what they could help you with? I have my VAs help with all the SEO optimization of my videos, behind the scenes prep work, and more :)
I know this is an older video but I just want to say this an excellent plan. This is so helpful. Thank you. New sub
Glad it was helpful!
Very true! You need to show your VA the upmost respect and treat them right to have them on your side and eager to help you and your business. Great content Will!
Thanks Carlos, hope you learned something new.
This video is incredible. Thank you for your insight!
My pleasure!
Hey Champ!! You are the real MVP! Just wanted to say thank you for this video! Have a blessed day!
You're welcome!
Thank you, this was very helpful - I'm in the process of actually hiring my first full VA
Awesome! Congrats!
So helpful!! Being able to get along with others including work related is a good quality to have!! Thanks for sharing Will!! 👩🏫👍
Thanks for watching; hope you're able to use this when scaling your team out.
@@GrowWithWill I'm working on it!!🙌
@@makesaveinvest1401 Do you have any questions I can help you with?
Absolutely agree! Respect and good communication should be the utmost priority when training your VA to ensure the quality of a task. SOPs are essential to make sure things are done right and to speed up the training process.
Agreed
Thank you Will. I really appreciate your excellent tips that seem to come from specific knowledge that you have actually used or deeply understand! It seems that many are not communicating or training with their VA’s as they would in an actual office setting. Your analogies were excellent in helping one understand the challenges & improve. Liked, subscribed & look forward to learning more 😎👊
Unboxing Jobs you’re welcome! Glad it helped. Which analogy stood out most?
Grow with Will - Level Up Your Business Skills the one about the actual store with the different role. I also really like your reminder on showing appreciation to VA’s as we should to anyone that works with us being virtual or not.
Spot on! Glad that analogy resonated with you. Yes, it's so important to show appreciation for your team! Thanks for watching -- you may also like: ruclips.net/p/PLUladymTCyLaHO-pJ9U30avTehumAI0ga
Thanks for great video. Found you at time when I am trying communicate with my VA better. As you said, it's on me if she is not successfully completing task😮
You got this!
Super helpful!! Thanks so much
Sure!
Wow, thanks for the great video and idea's - from someone who is looking at being a VA, this is valuable information. Cheers, :)
Happy to help - thanks for watching!
This is super helpful!
Glad it was helpful; welcome to my channel, Jason!
Thanks for Will for the tips to manager virtual assistant. I always wonder how to train VA as they usually may be from a different country and need a simple plan for them to follow. thx 👍😘
JIM INCOME sure Jim. No problem. You can hire anyone from any country as long as you speak the same language.
Great video
Thanks for the visit
perfect!
Thanks!
Don't have a VA yet Will but this is something that I'll be looking into very soon. I can imagine communication is key with having a VA, so maybe setting up a clear schedule and smooth workflows to avoid disruption and the too much back and forth (due to confusion). Thanks for creating this video dude! :D
Yes! Communication is always going to be very important with a VA. Check out my other videos in my playlist for VAs for more on that!
@@GrowWithWill Will definitely check those out! Appreciate it dude.
@@GrowthVertical sure thing. Happy to help.
You can contact me through my contact form on my site by the way~
Hi sir i'm a VA from philippines just wanna know if you're hiring one thank you
Great tips thanks for sharing
Mansour Norouzi what was the best pointer from the vid for you?
A VERY GOOD VIDEO!
Thank you!
thank you
You're welcome!
Great tips
saiba art thank you! What was your favorite one?
Hi from England, I like your video, very well done. Liked 15 and subscribed your channel!
Thanks. What specifically did you like?
This is nice! I hope I could find a boss like you
Thanks! Glad you liked it
Great tips Will👍
I do the same: Writen SOPs always go along with a VIDEO SOP to complete it.
I use OBS to record my screen and do my LIVE streams as well. It's free and easy to use. You record and then upload to RUclips just like you said.
Cheers Boss🍺😉
Thanks for sharing, Boss! OBS is great -- I like using Loom/Screencastify mainly because of how easy it is to incorporate them into direct links to share out to my team.
@@GrowWithWill I agree. I use Loom as well for a quick video. It's easier than firing up all tbe tools :) (but OBS is free to do as many videos as you want -if you are on a budget)👍
@@HastaLaVistaBoss Spot on!
Great my dear friend
A.K.B MUSIC thanks. What’d you learn?
Thank you this is an awesome video. I have a question: I currently perform all tasks with my business with the exception of editing my RUclips videos. Is it reasonable for me to hire a virtual assistant who does Podcast editing, research, and calendar maintenance/scheduling? Or are these items so different from each other that it will be hard for me to find someone who does all three? You mentioned presenting a small amount before hitting them with the mother load could I hire someone that does all three but introduce each on a different week?
Yes, you could find someone that does all three; I'd layer it one thing at a time though when onboarding them.
VERY helpful. Here's another tip for cultural competency: Learn VA religious or cultural holidays and honor them with time off.
Love it!
Hi...just found your channel 🙂 not had to use VA so far. Nice video though and looking forward to your next vids 🙂🙏👍
What did you learn from the video?
New Subscriber
Welcome!
@@GrowWithWill I am currently building my e-commerce business through Shopify and I am looking to hire my first VA in a week from now. Do you offer mentorship? If yes, I would love to learn more about that. -Paul
Hi Paul - I do but very limited (time is limited as I'm sure you know). Here's my coaching form and details: www.growwithwill.com/coaching/
If you have general questions, feel free to leave them in the comments as well and I'm happy to help should your budget be tight. Cheers!
Would you recommend Hubstaff for my 1st va
No, I'd recommend Onlinejobs.ph -- you can check out my recommended tools on my site.
I need a va to do everything he’s say we need to do for the va 😂😂
Lol
Do you have a program your recommend for SOP’s?
I don't but might make one in the future :)
I can make free videos for that later.
Going to have to implement a few of these right now, just hired my first VA last week. What do you think is a reasonable wage? This VA, we're trying $20/hour, she's saying I need 15 hours a week ... sounds rough?
Where are they based out of? As I go over in the video series, you can get a solid VA for $4-5 an hour from the Philippines.
@@GrowWithWill Oh wow thats not bad, they're right down the street from me in Toronto :p
Bassem Zahili - Finance, Investing & Real Estate ah yeah. That’s the difference. If you’re open to it, I’d recommend trying out a true VA. It’ll cut your costs significantly so you can more help than just the one. What are you trying to have them help with?
By the way, here's the playlist for more breakdowns: ruclips.net/p/PLUladymTCyLaHO-pJ9U30avTehumAI0ga
@@GrowWithWill I'm trying to create an IG to promote my YT and my real estate business. I'm a realtor who is pure garbage at social media. I'm struggling to find out what to create for IG to push people to my YT.. the YT videos don't fit on the 1x1 square, plus you can only have 60 seconds max.
how do i protect my computer when i allow the VA to access it to work?
Why would they need access to your computer to work if they're a VA?
Oh and I have a question! if we cancel our subscription to onlinejobs.ph can we still pay them through the website? how exactly to pay them?
Hi! You will be able to log into your onlinejobs.ph account but I'm not sure you'll still be able to use their pay feature.
Typically I pay my onlinejobs.ph VAs of mine through PayPal -- which is pretty common amongst VAs.
I've had enough of these Virtual assistant services overcharging me with their hourly rates.
The inflated hours and lack of transparency are hindering my business's productivity.
Is there a service out there that values results over hours and offers fair pricing based on the actual value delivered?
You could try fixed rate contracts with VAs on Upwork as an alternative
Hi, if I want to hire a VA to build out websites and I have no clue how to do it myself how do I get around the issue of training them when I cannot do it myself. Thanks.
You wouldn't. You'd hire a consultant. Don't hire a VA without knowing how to do the task you want them to do -- that'll set yourself up for failure.
Ok..this is what I thought..just wanted to see if you had a different answer..thanks very much for reply
@@neilmccarthy5225 sure thing
Please let me know if I can e-meet with your personalized questions and coaching
Yeah, of course -- please tell me more about yourself with this link: www.growwithwill.com/coaching/
Your website doesn't allow the VA jumpstart kit to be downloaded anymore...
Will try to look into this this weekend; thanks for flagging!
Hey, I am totally overwhelmed because i dont know if i should prepare all the training materials before hiring them. Do you do one-to-one coaching in this matter
Hey! Not sure if you saw my other responses but feel free to reach out and complete the form on this page: www.growwithwill.com/coaching/
@@GrowWithWill I just went to your page. The session price is over what I was willing to pay. Can we talk first to see if you can help me with want I am looking for or not? thanks
BetterEd London BetterEd London 👋 Feel free to outline what you’re looking for here and we can go from there. I don’t offer free consultations at this time though.
@@GrowWithWill I am not sure what your coaching session's outcomes will be! Information about hiring a VA is everywhere on the internet. So I am not looking for just information! I would like hands-on help, creating a listing, helping me create the material that I need to train the VA. Hiring the best one, how to manage them! Not just one session with information, I want someone to be by my side until I hire them!
That'd really depend on you -- if you for example want the outcome to be creating a listing, then we'd set the time for that.
If you'd want help creating the material to train the VA, the time would be spent on that.
If you wanted it to be on how to pick from people you've had apply to your listing, then we'd do that.
It's intended to be action oriented.
just use OBS to screen record cmon
Sure, that's an option. Loom is great too.
I just pay my V/As by having them loom record their entire work hours. Then i pay them by the length of the loom video. Why do all the other BS? This way u can supervise what theyre doing and help course correct. Plus they cant steal hours from u. Also I can use their videos as training material
That's way too laborious; I trust my team to be working when they say they're working. I don't need to micromanage them. You should make the training videos, not your VA.
@GrowWithWill please tell me how having your V/As push the "record button" before they start working is more laborious than having them document a summary of their work on a spreadsheet like you recommened? Lol. Also im NOT micromanaging them AT ALL. I just look at the ending time stamp on the recorded video that they send to me at the end of their work day lol. The only time I review their video is if their output doesn't add up to their hours. Which is almost never. Also I've found that their output increases by over SIXTY PERCENT when they record themselves Vs "trusting them". They're not executives that thrive with autonomy. Using your approach you need to find the diamond in the rough. Using my approach I can hire an irresponsible monkey. For Repetitive jobs you need to take the McDonald's approach not the silicon valley approach. For your higher level employees you give them autonomy. Also I've found when their output DOESNT add up to the hour it's not cause they're ripping me off. It's cause they got stuck on a task. Guess what employees don't do when they get stuck or take longer than usual? THEY DONT SAY ANYTHING. Cause your definition of "important relevant information" and their definition of "important relevant information" is different. You also find alot of bugs in your systems that u can improve on by reviewing the "game tape" from their perspective because what is common sense for you is not always common sense for them. You're actually leaving alot of valuable data on the table in 100 different ways by not having them record their work that u can use to improve your business. It's not all about "micro managing".
This didn’t explained squad smh
Huh? I'm not following
Great video
Thanks!