3 Easy Ways to Effectively Train Your Virtual Assistant
As an entrepreneur, starting a business or managing one can be challenging. Thus, hiring a new addition to the team or getting a virtual assistant is an effective way to lessen your workload and allow you to prioritize running your business.
However, you won’t want to dive headfirst with your virtual assistant despite seeing they fit the skills and requirements you need. Invest in providing your assistant with proper training on your business processes, expectations, and preferences to ensure that you will be satisfied with their work.
You might be worried at the thought of training a new staff, especially one that is distant, but it is not that hard. At Global OfficeWorks, we have identified three easy ways to maximize your assistant’s skills to be productive while undergoing training.
1. Understand Their Style of Learning
What is the best way for them to internalize all the information? You want to make sure that you and your virtual assistant can work as efficiently as possible without compromising productivity. Your assistant is also itching to get the work done but is still unfamiliar with the work process. To cut down on the long training time, check their learning style and do what you can to make it easier.
It will be different for everyone; learning it by experience can risk your business if mistakes happen. Thus, be prepared to kick off the training with video discussions, PowerPoint presentations, hearing instructions, written scenarios, images, or simulations. Once you get this laid down, training will run smoothly.
2. Communication is Key
Keep in mind that your new staff is working remotely or is a thousand miles away from you. Thus, staying in touch and keeping your assistant is even more important during your training process. Provide them the avenue to ask questions, seek feedback, and identify the problem to ensure that both of you are on the same page. Not only does this improve your work relationship, but it ensures that they are providing the best quality of work with your close guidance.
A project management system such as Asana is a great tool to assign, track, and give feedback on your assistant’s daily tasks. Instead of rummaging their e-mails to find your instructions, everything is on a checklist in ASANA.
Here are a few best practices you can do when assigning tasks:
Use bullet points to highlight different tasks.
Maximize your Google Drive and provide links to resources and files.
Have one clear, overall objective per task, if possible.
Give examples by providing screenshots, document links, references, and attachments.
Have your VA write the instructions back to you in their own words. It will make sure that they fully understand the tasks before completing them.
3. Video Recordings are a MUST
Even though video recordings might not be their best learning style, it would still be best to have one prepared. Explaining a task and how to complete it can be a challenge, especially if it involves complex tools and case-to-case scenarios. Talking it out with them one time might seem like they fully understand it, but when the situation arises, they end up making mistakes. When you can’t sit down and explain it face-to-face, take the initiative of recording a video on the standard processes. With your recording, they will be able to refer back to it anytime.
If that is not enough to ensure they fully grasp the workflow, you can utilize screencasting tools. It allows you to effectively show your virtual assistant your computer screen and let them see how you complete the task yourself. It is also a medium for them to throw real-time questions and build rapport.
If this is too much work, you can always check the internet for any existing training aids or just hire a Virtual Assistant from Global OfficeWorks. We have a team of highly skilled experts who will manage, train, and ensure that your virtual assistant is providing you the best service.
