You’ve realized that you need help to grow your business and have decided that I’m the right person to help you. And you’ve spent some time deciding which tasks or projects can be passed my way. Are there specific steps I’ll need to follow in order to complete them? Or are they new tasks/projects that I will need to determine the steps for? Will you need me on a regular basis? Or just on a temporary basis to handle one-off projects? How will we work together remotely?
To answer these questions, let’s delve into things a bit more…
TIP:
During my on-boarding process I will send you a client information questionnaire that asks you these questions.
Step 1: Determining How I Can Help You
Understanding Your Processes
If you know that there are going to be key pieces of information (e.g. passwords) or specific steps that I’ll need to follow to complete a task or project efficiently, you’ll need to share those with me.
Are there any login details for software or systems that I’ll need to access?
Are there any templates that I’ll need to use?
Is there a specific time of day, day of the week, day of the month, etc. when a particular task needs to be done?
Are there specific steps that I’ll need to follow in order to complete the task (i.e. your procedures)?
There are a number of options for how you might like to capture the details I’ll need, including:
Writing down each step.
Using pen and paper
In a Word or Google Doc
In an Excel spreadsheet or Google Sheet
Using a flowchart
Adding them to a project management system
Taking screenshots of each step.
Paste the screenshots into a Word or Google Doc and add notes
Paste the screenshots into a PowerPoint or Google Slides presentation
Recording video sessions showing me how you do things.
Using Loom (https://www.loom.com/)
Using Zoom (https://zoom.us/)
Using Screencast-o-matic (https://screencast-o-matic.com)
Using other screen sharing software
While you’re documenting your processes, make a note of how long it took you to accomplish each task (as tracked in Step 1 of my Deciding What Your Virtual Assistant Should Do blog post). This will give you a reasonable idea of how long it should take me to do the same task.
TIP:
Focus on documenting your procedures for any tasks or projects that you have placed on your virtual assistant ‘to-do’ list first. THEN, as you have time, continue documenting procedures for all tasks and projects that you only you can do. Once you’ve documented all of your procedures, you’ll have drafted Standard Operating Procedures for your business! (I’ll explain why that’s important in an upcoming blog post.)
Understanding Your Wish List
If you know that you want to pass some of your “I’ll get to that one day” tasks or projects to me:
Will I need to set up any software or systems on your behalf?
Will I need to research different types of software or systems for you so that you can decide which one you’d like to use?
Will there be a subscription cost involved that you will need to pay for up front or at regular intervals?
Is there specific information that you’ll need to provide me with?
For example, client details or how you search your computer.
Will I need to transfer information from an old system to a new system?
Will I have access to the old system?
Will we need to maintain both systems during the transition?
Are there steps we’ll need to take before I can begin work on your new project?
For example, you want me to organize all of your digital files, documents or photos, but first someone needs to collect everything saved on 2 USB sticks, your old laptop and your cell phone and save them to a cloud-based account so that I can begin organizing them for you.
When would you like the task or project to be completed by?
Step 2: Determining If You Need Me on a Regular or Temporary Basis
Retainer vs Ad hoc
Will we need to work together:
On a regular basis for an agreed upon number of hours or deliverables per month on an ongoing, retained basis?
The perfect choice for you if:
You have a variety of recurring tasks that you need help with on a regular basis.
You want ongoing, long-term virtual assistance.
You want to develop a relationship with me so that I understand your business. The more familiar I am with your business, the more efficient I can be.
You want to know exactly how much to budget each month (i.e. you want a monthly fixed-rate).
You want to ensure that I have reserved a block of my time for you each month (i.e. you want to be assured of ongoing virtual assistance without disruption).
OR
On a temporary basis where I handle one-off projects for you on an as-needed, ad hoc basis?
The perfect choice for you if:
You only need help with a few things every once in a while, so that you can get caught up and/or stay on top of things.
You know exactly what you need to have done and when you need to have it done by (i.e. you have a clearly defined project scope and end date).
You want the flexibility of only paying for help on an as-needed basis.
You don’t mind getting help on a “first come, first served” basis and understand that may mean you have to wait before a spot clears in my schedule.
Step 3: Determining How We’re Going to Work Together
Set-up/Preparation
Now that you’ve decided what you need me to do and how many hours you’d like me to work with you, let’s take a little bit of time to co-ordinate how we’re going to work together remotely. We will need to put some systems in place.
What, if any, systems do you already use that I’ll have access to?
Remote desktop access?
Customer Relationship Management (CRM) system?
Task/project management system?
How will you assign new projects/tasks to me?
Any cloud-based filing systems for file sharing?
Do you have any existing naming conventions that I’ll need to follow?
TIP:
Don’t worry if you don’t have any of the above in place. I do and will happily provide systems and processes for your task/project management as we work together.
Will I need to make or receive phone calls or emails on your behalf?
Will I have access to your email?
Will you be providing a separate email address for me to use on behalf of your business?
Do you need to be cc’d on emails sent on your behalf?
Will you be providing a phone or separate phone number for me to use on behalf of your business?
How often do you want me to check in with you?
Will you require regular updates?
When should we schedule regular updates for?
Will regular communication through a project management system be sufficient?
Do you want a quick email or phone call once a week to keep you updated/provide an opportunity to discuss any issues?
Would you prefer a 10-15 minute face-to-face conversation once a week or monthly using Google Hangouts or Zoom?
If I have questions, how/when would you like me to ask them?
Should I ask questions as I have them? By phone, email or text?
Should I batch them into one email a day?
Should they be asked/answered through a project management system?
Do you have specific deadlines for each task or project?
Will I be setting up and/or using any automation tools to manage your tasks?
As I become familiar with the tasks/projects that you’ve assigned to me, are you willing to have your procedures ‘tweaked’ if I have suggestions for streamlining them?
Step 4: Working Together
Now that we’ve coordinated HOW we’re going to work together remotely, let’s get started!