5 Ninja Tips On Training Your First Virtual Assistant | Virtuallio

5 Ninja Tips On Training Your First Virtual Assistant

 \  November 17, 2017

Time is your most valuable asset. Unlike money, you can’t get it back.

So why do solopreneurs spend a lot of time on unimportant tasks?

They try to keep track of every little part of the business. Sure, it’s fine when you’re just starting out. But eventually, it becomes very limiting.

If you want to grow fast, you need to free up your time for really important tasks – like, you know…

Making. More. Sales.

In this article, I’m going to teach you 5 ninja tips to successfully train your first virtual assistant and get your business to the next level.

Let’s get started!

1. Set Crystal-Clear Expectations

This is one of the common mistakes of solopreneurs that usually ends up with a lot of surprises later on. 😱

Remember, your VA is not a fortune teller.

They don’t know what you’re thinking. And it’s not enough to hand out a job description and let them assume what to do.

Give every new member a proper onboarding process.

By sharing what you expect from them in excruciating detail, they’ll have a solid blueprint to follow. Additionally, it will keep them focused on the right responsibilities.

And don’t worry, it doesn’t need to be a ton of work. A quick 30-minute discussion will do just fine as long as you have an onboarding checklist in place.

2. Use S.M.A.R.T. But Agile Goals

Setting goals is basic advice.

It’s simple. It’s obvious. And everybody knows how to do it. Thing is, not everyone does it right.

First, your goals need to be S.M.A.R.T.

S – Specific 

M – Measurable

A – Attainable 

R – Realistic 

T – Time-bound

For example:

For a goal to be SMART, it’s not enough to say “I need you to do Facebook marketing” to your team. Instead, try something like “We need to gain 1,000 visitors to our site in two weeks via Facebook marketing.”

You’ve clearly identified a target number and set a time-frame to achieve the goal. That’s a good start! ✅

But it doesn’t stop there. Next, you also need to be agile. One common mistake of beginner solopreneurs is they stick to the plan until the end.

You need to be able to change and improve your plan as you go. Set SMART goals, execute, learn, and adjust.

3. Identify Weekly Repeatable Tasks

When I hired my first virtual assistant, I felt really excited to get things off my plate.

Later on, though, I realized that coming up with new tasks consumed more time than it should. Worse, it stole my focus away from my top priorities. 😫

I mean, they were working fast which was a good thing. But it also meant I had to think of ways to keep them busy.

Inventing tasks on a daily basis is counterproductive.

Instead, you should be thinking about tasks that can be repeated on a weekly basis. You need to create systems and train your team to use them well.

Here are some examples you can use:

  • Researching and publishing 5-10 posts on Instagram per day (1-2 hours)
  • Writing 2 blog posts per week, 1000 words each (6-12 hours)
  • Check and handle customer emails daily (1-3 hours)

4. Provide The Best Samples In Your Market

When I was outsourcing web development, I’ve spent a lot of time explaining without using any sample mockups. Aaand, sure enough… the result was a lot different from what I expected.

Your VA needs to have sources of inspiration. They need to visualize what the end result should look like.

And keep in mind, this applies to literally anything you want them to accomplish.

My favorite word in business – which I learned from a famous marketer named Jay Abraham – is the term EMULATION. 👀

It basically means: copying or imitating the behavior of another person.

I’m not saying you should plagiarize or anything. Instead, you should learn from the smartest people in your industry. This will speed up the time it takes to master ANY skill.

Most importantly, it will prevent any miscommunication between you and your team.

5. Let Them Work On Their Own

Because it’s your first time working with a VA, chances are you’ll feel a strong urge to monitor everything they’re doing — very, very closely.

They haven’t earned your trust yet, so you can’t help but feel worried.

Yes, supervising your VA is part of your duties. But you also have to ensure a healthy and productive working relationship! 🌴

Here are some things you should avoid:

  • Spying on every little thing they’re working on, all the time.
  • Being too rigid with instructions and disregarding their suggestions.
  • Taking a project back and doing it yourself because they didn’t meet your expectations.

Remember: micromanaging is counterproductive. Every minute you spend on it can be used somewhere else that’s more profitable.

Closing thoughts

Think of your VA as an asset to your company. But before they become a real asset, you have to give them time to grow.

They’re gonna make mistakes but let me assure you… it’s just part of the process.

The fun starts after the training because it’s when real growth starts to happen.

This is the point where you’ve basically cloned yourself. Now you can focus on bigger opportunities… things only YOU can do.

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