Online Virtual Assistants’ Mistakes: Top 4 Reasons Why they Happen

Online Virtual Assistants’ Mistakes: Top 4 Reasons Why They Happen Virtual assistants are professionals who possess enough skills to handle tasks from business-owners, industry-builders, and other sorts of professionals all over the world. Human as they are, they may also make mistakes somewhere along the way.

They’re just like you! Here are four common reasons that every online virtual virtual assistant should take into consideration:

1. No fixed time of availability. Often times people get a virtual assistant because you hope they will work for you anytime of the day. The thing is, there are times when they are either out or they’re not at their best just like you. They may unexpectedly get sick which could result in poor or no output. They may be tasked with duties and situations requiring immediate response that can be neglected without a fixed schedule. Having no fixed time will cause failure in terms of delivery and output. It is best if you identify the time of the day when your virtual assistant should work for you. Setting a schedule gives you and your virtual assistant a smooth-flowing day — you know when to call your virtual assistant for help and they know when to deliver your expected results. Establishing time-lines and work-flow will help you get the most productivity out of your online virtual assistant.

2. Negativity towards the tasks. You may not know but virtual assistants sometimes have the feeling of negativity towards their work. “I can’t handle that task,” “I don’t know how to do this” are their common lines. This may be caused by your virtual assistant not having the skill set required by the task or they simply don’t have the interest in it. Encourage them to give it a try and keep on track with their job whatever negativity they may feel. After all, it’s their responsibility to give you the best results.

Online Virtual Assistants’ Mistakes: Top 4 Reasons Why They Happen 3. No set deadlines. No matter how good your virtual assistant is there may always come a time that they turn in their work behind schedule. This may cause your client to have a bad impression of you and your company or worse yet fire you and the company. This is one mistake that an online virtual assistant can commit. Deadlines should be agreed upon at the start of the tasks assisgnment, and expectations should be mutually agreed upon. Doing these two can help both clients and VAs avoid disappointments and frustrations.

4. Misunderstanding of instructions. When you give instructions, it is important that both you and your virtual assistant are on the same page. Encourage your VA to ask questions so that everything is clear before they begin. The clearer your VA’s understanding of the process the better output you are assured to get at the end of the day. One error can sometimes affect everything but this can definitely be avoided if you make sure that your assistant got everything right at the onset.

Making mistakes is normal. It only becomes a problem if it happens again and again. Don’t expect your virtual assistants to be always right because they won’t. There will be mistakes at some point especially if you’re dealing with new and young online virtual assistants. When mistakes happen take the time to make help them realize the error and encourage them to make necessary adjustments to correct it for future tasks.

If you need someone who can deliver results that are close to perfection look for outsourcing firms that have established a good name in the business and hire a seasoned virtual assistant!

5-Point Formula in Choosing the Best Online Virtual Assistant for Your Business

Hiring an online virtual assistant fuels your income-generating activities. You can significantly save time, effort, and money if you have a competent virtual assistant by your side. Successful client-virtual assistant relationships don’t just happen, though. There should always be a winning formula right from the very beginning of the process.

And that process starts with the selection of the best online virtual assistant among the deep pool of candidates. For you to successfully have your the right person for your business, you need to set the elements of the searching process and align them with the task you need to outsource.

If you are planning to outsource a wide array of tasks, Elance.com will give you a wide list of VAs you need. This website presents a list of experts in website design, administrative tasks, finance, etc. If you need help with specific tasks such as logo or graphic work, 99designs.com is one of the most helpful places to explore. Here, you have the opportunity to describe your project and specify your budget.

Typing the keyword “online virtual assistant” can also be a good strategy in looking for an assistant. Once you have the search results, explore the top sites and check out if they offer exactly what you need.
But before you do the search, it is imperative that you create a precise evaluation checklist. Such a list significantly trims down the number of virtual assistants that you have to choose from. Below are some points to help you effectively choose the perfect VA who can provide the things you need for your business.

  1. Previous clients’ reviews. Check the potential assistant’s background and client history. In as much as positive feedback is given weight, you should also be keen about communication, professionalism, or schedule issues. These areas are critical and shouldn’t be ignored if you want a more productive outsourcing experience.
  2. Number of repeat customers. Positive client review is a good indication that a VA is performing well. But not all clients are vocal enough to give feedback to their assistants. In cases like this, look into the duration of their working relationship. A long-term or repeated business relationship with the virtual assistant can be a manifestation of trust, appreciation, and satisfaction.
  3. Experience and initiative. While it is true that you can get cheaper hourly rates if you hire new virtual assistants, it is more advantageous if you tap the services of seasoned ones. Tenured VAs are more efficient, as they can digest tasks more quickly than newbies. This lessens the possibility of errors, hence you get a better turnaround for every task you assign. Experienced VAs are also more observant and can figure out solutions to problems faster than new ones. They have the initiative to notify you when lapses occur.
  4. Time to complete tasks. Time is an important element. In the first place, this is a major reason why you outsource because you don’t have enough time to do all the work yourself. Some virtual assistants charge lower rates for their services but if it takes them twice as long to complete a certain task, it might be more costly for you in the longrun.
  5. Communication concerns. It would be much better if the VA you choose is available during your business hours. That way, you’ll find it much easier to work, especially when last-minute adjustments or changes arise.

Selecting the right online virtual assistant is very important if you want to save time, money and effort. You just have to be wise with your decisions. Taking into consideration the five criteria mentioned above will make the selection process easier and assure you of the best outsourcing results.

Get ready with your list of tasks to outsource, and start looking for your online virtual assistant!