How to Manage and Train Your Virtual Assistants | 7 Tips For VA Success

Just hired your first virtual assistant? Or maybe you've had a virtual assistant but are struggling to manage your team members to do what you want them to do? Then watch this video as we go over 7 tips on how to manage and train your virtual assistant.

By the end of this video, you'll have an easy way to train your virtual assistants any new task, while also building a playbook of SOPs, and better understand how to build a good working relationship with your VAs.

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🎥 VIDEOS YOU MAY LIKE:
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🙋‍♀️ Find your next VA on Onlinejobs.ph: https://www.growwithwill.com/onlinejobs

0:00 - Introduction to How to Manage and Train Your Virtual Assistants

01:18 - Tip 1: Always teach the how and the why. Record everything with a screen recorder.

If you don't teach how to do something, you shouldn't expect anything to be done the way you like it to be done. Always talk about why this is an important task -- people love following leaders who lead with why. These leaders help them understand how the work they're doing fits into the bigger picture.

03:57 - Tip 2: Convert everything to a text-based form of instructions.

Imagine you had to write 10 steps out for the actions of stocking, ringing up, or bagging -- what are those 10 steps?

You can auto transcribe your video if you hate typing with a service like Otter.ai or Rev.com's free transcription trial. The purpose of this is so that you have written instructions your VA can reference in case they don't want to watch your video.

05:00 - Tip 3: Build up to your true task. Start with mini-actions for practice, and then scale up.

One time I had to schedule 300 Pinterest posts because I had a backlog of content. Rather than just tell my VA to schedule 300, I asked her to review my instructions and try to do 5. This way, I could give her feedback about the first 5. Then from there, I gave her 10. When she built up her confidence there, I gave her the remaining 285.

When training your virtual assistant, you have to do it piece by piece.

06:29 - Tip 4: Always cover the time and date when you'd like something done.

If you've ever had a bad boss or asked a friend why they don't like their boss, one of the commonly cited reasons is because their boss doesn't give them clear direction or clear timelines. Timelines help VAs prioritize every task in relation to one another.

08:20 - Tip 5: Treat your VAs with respect.

There are so many ways you can show you care, but it's easy to forget this when you're working with VAs because sometimes people don't think of them as part of their team.

10:02 - Tip 6: Make it easy for them to write a daily recap.

People sometimes mistrust VAs when getting started because they "can't see into what they're doing". An easy way to improve this and build your relationship is to just create a spreadsheet with three columns: date, hours worked, and summary of work.

This allows you to also have a written record so you can understand how your VAs are developing in your systems and workflows.

11:30 - Tip 7: Maintain your SOPs every quarter or after every major sprint.

Build a master document based on platform that outlines every written instruction and set of videos you've given your VAs. This should have a Table of Contents and be easy for anyone to reference, in case you lose a VA.

13:18 - Two Big Takeaways to Remember:
1. Whether or not your VAs succeed is up to you. If your VA fails at something -- 9/10 it's you, not them.
2. Be easy to work with, but fair and stern with expectations. People like working for leaders who are clear in their communication, knowledgeable, and empathetic.

✍️ COMMENT BELOW:
What's your own tip for how to manage and train your VA? Or what'd this video make you think about when it comes to your virtual team?

Grow with Will is all about helping you grow your business, get more customers, and hone your business acumen. I teach you the real-world business skills you didn't learn in school to help take you from zero to self-starter.

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Disclaimer: Grow with Will does not provide tax, legal, or accounting advice. This video, and the ideas presented in it, are for informational purposes only, and is not intended to provide, and should not be relied on for, tax, legal or accounting advice.

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