VA's please reply! How can clients make your job easier?

I am not a VA, I am one of the guys hiring folks, but I can tell you what one VA I hired a year or so did.

The first time I hired him for a small job. Something probably about $50. He sent me a questionnaire to fill out to make sure we were on the same page. My eyes lit up, because at that point, I was pretty sure I had just found someone who was very serious.

That fellow still works for me today. Now, I have a short but simple little worksheet I use to hire new people. It helps me remember to include all the little details about timing, progress, communication,....

Being a VA for almost 3 years already I can say that having a good working relationship with the client is a great help for me to do a better job.

Approachable, understanding and supportive client make me feel inspired to do the best for my job.

Thankfully I've been working for clients before and now that are so good to me because if my first impression of the client I'm applying to seems to be unapproachable, I easily get discouraged and won't be interested to pursue the job anymore..

The only thing I keep on reminding myself is to love my job and make my client happy with my work. Definitely a WIN-WIN situation..

Hi Jerry Roberts,

Actually, it varies from one employer to the other as well as from one VA to the other.

I am not sure with the other countries, but for us, Filipinos, we are thrilled and delighted to work with Foreigners especially the Westerners.

I have been here for a couple of years now and I have read lots of great tips on how to find great Filipino VA's especially on the interview process.

Regarding your questions, here are my answers: (I am talking about the Full-time VA(s))

Do we give bad instructions?
I think you can really sense that whether you give good or bad instructions. Sometimes, using videos to give instructions and show things the way you want it done can make a big difference.

It depends also on the English level (I am not sure if it's the right term) of your VA's. As much as possible, please try to use simple English words. Filipinos are not used to those slang words.

I have quite a few friends who are really good when it comes to web development and graphics but their English is not that very advance. However, they can easily understand instructions related to their tasks. Their written English is good but they are uncomfortable to converse via voice call.

If possible, try to find sometime to converse/chat with your VA(s) preferably via skype/Gchat. Ask them if everything makes sense.

Do we expect too much?
I really can't tell. I have tried working with someone who just started learning IM and he was very confusing for he was not that organized. He expected me to do everything for him to earn a decent income. We finally separated ways for it didn't work out.

I have already lots of experience working with someone with different level of experience with respect to Internet Marketing. I have learned to adjust.

The most ideal is that, the employer knows the marketing side and has already a plan in place. He/she will then give tasks to his/her VA's.

Do we misunderstand your qualifications and expect things you can't deliver?

Again, it really depends.

Hence, during the interview process, you should be mindful enough to determine if this guy/gal is competent. You should contact quite a few and then select the one(s) you think is/are the best. You may ask as well if they have already experience working as a VA. Ask for portfolios if they are web developers, graphic artists, or even writers.

You should be clear also. For example, if you are looking for a web developer, give him/her only web development tasks. But if you are looking for an overall VA, that's quite challenging, however at least that VA is aware that his/her tasks would vary from time to time.

So from that, we can evade misunderstanding of the VA's qualifications.

Do we drive you crazy?
Maybe yes to some degree. But you can look for ways on how to address it.

My boss and I have agreed that we will be using some checklists for a certain project for us not to miss something and that we can easily see the progress of that project.

Here are my other thoughts.

If possible, you may give them bonuses if they have exceeded your expectations or you are happy with the output.

Always let them feel that you are willing to help and if they run into some issues , they should inform you right away. You should expand a bit your patience also.

If you can provide trainings, then go for it.

Lastly, treat your VA(s) well and they will treat you well too.

More power to you all and thank you for the opportunities that you have given us. You have helped not only us but our country as a whole.

I am keen to know the replies from other VA(s) from other countries.

Thanks,
Louie Tugas

I won't open a can of worms here in regards to what the difference is between a VA and VAC, but, as a Virtual Administrative Consultant, I've had clients who've given really bad instructions in the past. Even after a contract was signed, outlining the details of projects and tasks to be done, some clients would suddenly realize that something was not right because they'd forgotten to include some other important details...

Do clients expect too much? If the VA or VAC is a generalist, I think this creates a trap for certain expectations, versus if you have a particular niche. For instance, mine is in layout/design and formatting of manuscripts and I do a little graphic design here and there. I think that many newbie VAs start out as generalists in an attempt to take on any and all clients they can get. Hence, they become overwhelmed rather quickly.

Do clients misunderstand our qualifications and expect things we can't deliver? Yes and no. If you are a solopreneur who is niche-based, then I don't see how there is a misunderstanding of the qualifications. Before hiring a VA, I would assume that the client has asked any and all necessary questions to determine if that VA is qualified or not. Peep the website and look for clues: the portfolio, affiliations, degrees, reviews, Better Business Bureau profile, Errors and Omissions covered, etc. But even still, I think that a good majority of clients (especially new ones) have expectations beyond the VAs capacity. I still get asked to do taxes or bookkeeping and that has never been a part of my services...

Much of the misunderstanding/unrealistic expectations of the client are based on the client's perception of what a VA is or is supposed to be. I can't knock India or the Philippines for charging the fees that they do because they can survive off of that. But, American and UK-based VAs operate a bit differently, and when we're approached by businesses or individuals looking to outsource, they balk at our prices as if we're unreasonable, but that's another thread/story.

What makes for a great working relationship between clients and VAs is when clients treat their VAs as counterparts and not subordinates because VAs are not employees...There has to be a certain level of respect in place, foremost.

Instructions in an ABC format always help. Using screenshots and/or videos are awesome. Asking your VA if they understand what you just asked him to do will sure make the projects work well.

Some tips on how to better work with a Virtual Assistant from the Philippines

Filipinos are typically shy. There are those who doesn't ask questions, so be the first to open a conversation, make them feel comfortable conversing with you. Be generous in using smileys when chatting, this sends a signal to them that you are happy and that you are open to their suggestions. You will be surprised how much they can contribute to you.*

Filipinos are very good in comprehension, once they understand what you want done, it will be done accordingly. In giving instructions, just as giving it to anyone, do it clearly by giving an A,B, C kind of guide. Use videos and snap shots whenever you can. Use softwares like Jing or SnagIt or anything alike.*

Filipino Virtual Assistants love feedback. As stated above, they will do anything to please their bosses. So send a word or two *either through email or chat to let your VA know how you feel about his work. Be blunt when you do not like some results but never ever throw the "F" word or anything offensive. Who wants it anyway.*

Filipinos love prizes. This is not necessary but if your budget permits, adding a little extra $$ to the negotiated compensation will make your relationship lasts longer. If you had been or planning to work with your Filipino VA for years, it will be good to put in your reminder the 13th month pay. It is a law in the Philippines that basically means paying your employee an extra month of paycheck at the end of the year. Filipinos are shy, they will not ask you about it but they are expecting it. If you do not have any plan of giving it, tell it to your VA as early as your first meeting.

Filipinos are human. Yes obviously they are but not every outsourcers know that. They are not robots or just "cheap labors". *Ask about their life, their family, their worries and cares. Spend a minute or two at least in a month to talk about this things. Vise versa tell them stuff about you as well.*

With these things in mind you are now ready to hire a VA from the Philippines. Good luck to your quest in finding the Virtual Assistant that will help you grow your business.*

Rambo Ruiz here of Your Offshore Team. If you want more ideas on how to work with Filipino VA ping me and *I am more than happy to help you. Se nd me your inquiries at info@youroffshoreteam.com or visit my website at Your Offshore Team | Virtual Assistant Philippines to know more about me.

I agree with Elluminati. I'm technically a web designer, who has been in this business since 1999; but I'm also an internet and affiliate marketer and do much more than just web design. My skills tend toward the technical side of things. Some of my clients call me a VA, others their Tech Manager; but I don't send out birthday cards, or manage your appointments - I'm not that kind of VA.

So there is a wide range of what VAs do and don't do. Always ask. I personally vet my clients before I accept them. I'm a business owner too, not an employee - so it's more of a partnership in working together.

I think one of the biggest struggles I've had in this business of providing services to others is getting the clients to understand that communication is key: they have to tell their VA what they want done, they have to be available to answer any questions that may arise so the work gets done as they want it. It can take a while to get to know the clients likes/wants/preferences to the point that you can guess or anticipate their request.

It's a relationship, and a good relationship with a VA/outsourcer takes time - best to think of it like a marriage, not speed dating.