Virtual Assistants: Hiring and Managing

8 replies
I'm in the need for a virtual assistant. I was looking for tips on how to qualify one (make sure they are capable of doing what they say), and how to manage them. Do you have a program on their computer so you can over look them? Also what about sensitive data like cpanel information? For my needs they will need all my cpanel logins. Tips appreciated.
#assistants #hiring #managing #virtual
  • Hi Anonymous99,

    Originally Posted by anonymous99 View Post

    I'm in the need for a virtual assistant.
    Do you intend to hire a homebased freelancer, or a trained and managed leased offshore inhouse employee (someone who works at an office, has access to office resources, tools and equipment and is guided, supervised, trained and managed by senior employees)?

    Originally Posted by anonymous99 View Post

    I was looking for tips on how to qualify one (make sure they are capable of doing what they say)...
    After looking at the credentials outlined by their CVs and selecting the most suitable ones based on their qualifications and relevant work experience: You need to assign a paid test that will simulate an hour or so of the work you need done. This test should have industry standard targets for completing the tasks included in the paid test, in terms of work output volume, overall quality and completion speed. Study their output, talk (via email, phone or IM) to the candidates with the best test output in terms of work output volume, overall quality and completion speed. Zone in on the candidate with the best communication skills and work ethics, based on the content of your conversations. Pay and hire the best candidate.

    Originally Posted by anonymous99 View Post

    ...And how to manage them.
    You must implement daily quotas so you can expect the overall level of productivity you must get from your homebased freelancer or leased inhouse employee. Again, this daily quota should implement industry standard productivity, in terms of work output volume, overall quality and completion speed. You should also have daily and weekly report templates (spreadsheets are recommended), email notification guidelines (an email notification at the start of his or her daily shift, a work progress or status report a few hours after the start of the daily shift, submission of completed work and/or daily report, emergency absence notifications sent 2 to 4 hours before the start of the daily shift and submission deadline extension requests emailed 2 to 4 hours before the end of the daily shift) and a daily and weekly and monthly performance grading system...

    Originally Posted by anonymous99 View Post

    Do you have a program on their computer so you can over look them?
    You won't need to waste your time breathing down their necks when you have everything mentioned above nicely in place. This can even give you more time to focus on other more important things...

    Originally Posted by anonymous99 View Post

    Also what about sensitive data like cpanel information? For my needs they will need all my cpanel logins.
    Have a subcontract with NDAs and NCAs. For homebased freelancers, it's much better to have a subcontract with someone local. For leased offshore inhouse employees, it's much better to have a subcontract and deal with a company that has a good, solid reputation, years and years of industry experience and a prominent clientele network, since these companies won't most likely risk their reputation, assets, viability and existing clientele network by allowing one of their inhouse employees or homebased subcontractors (along with the many others they hired to prevent such incidents) to do things they aren't supposed to do...
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  • Profile picture of the author asiancasanova
    Originally Posted by anonymous99 View Post

    Also what about sensitive data like cpanel information? For my needs they will need all my cpanel logins. Tips appreciated.
    You can use lastpass.com. It is a program that enables the other person to access accounts without knowing the passwords/usernames.
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  • Profile picture of the author magiclouie
    Originally Posted by anonymous99 View Post

    Also what about sensitive data like cpanel information? For my needs they will need all my cpanel logins. Tips appreciated.
    Absolutely if you want your VA to setup a website for you.

    Well, trust is important, however I fully understand the skepticism. Hence, you need to be very careful in hiring a VA.

    Let's assume you will be using wordpress. If you are not comfortable giving your cpanel details first to your future VA, then you can install wordpress yourself. Apparently, that will take few of your time.

    As you go along, if you feel that you can trust this person, then you can now give all your cpanel details and even any important details you have.

    When I was still working as full time VA, my employer and friend even gave me his paypal account login info. According to him, this way I could just proceed on our prepared checklists like registering domain names, purchasing premium plugins, themes, and other tools, paying a writer, etc

    In the event that you choose to venture your outsourcing business in the Philippines, there are a handful of things to be reminded of.

    Maintain a healthy and happy working relationship with your employees regardless of the nature and level of difficulty of their work. Filipinos are very loyal employees and you can gain their loyalty by treating them fairly. In fact, you can reward your outstanding employees by giving them Christmas bonus or a paid holiday. That way, they will feel that every hard work they give are equally remunerated.

    Respect your employees. Filipinos are sensitive people. So, to avoid any cultural clash, it is important to be very careful with your words especially when you wish to suggest something to them. Never create a bossy impression or you will lose your employee right away.

    Happy outsourcing!

    Cheers,
    Louie Tugas
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  • Profile picture of the author FrankMiller
    I give 4-5 potential VAs a task that is similar to what I want done. Whoever does it the best is the one I end up hiring. Works great.
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  • Profile picture of the author Social App Zone
    VAs are only valuable when you have reached the limitation of Automation. In the long run, it is worth developing ( investing in developers)
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  • Profile picture of the author CaliGuy
    VA's are awesome at automation and most of them are highly trustworthy. As stated in the 4 Hour Workweek, Tim recommends going to a professional call center/VA center rather than Joe-Shmoe VA. One is sensitive information is kept private in a place like that and they're supervised to make sure the work gets done.

    I own a VA company in India & Philippines so I am well aware of the issues going on w VA's. If you need help, let me know.
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  • Profile picture of the author interactivex
    Get them to do something directly related to the type of work they will be doing. A short test but something that is very similar to the work they will be doing for you. Give that test to several people.
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  • Profile picture of the author eugenedm
    I believe there are still a lot of VA's who are trustworthy. You just have to be sure your VA has the skills needed to accomplish the tasks that you want them to do. Give a trial period before hiring your VA full time, this will help you decide if your VA should be with your long term or not.
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