You’ve made the decision to hire a Virtual Assistant…and you’re excited. You are finally going to be able to free up that precious time and really get your business going. But you still have some questions that are burning in the back of your mind, like:
- What is the best form of communication for a quick response?
- How do I know what my VA is working on?
- How do I know how much time is spent on each project or task?
- What if I need an update and can’t reach my VA?
Well, there are apps for all that! And if you’re not the most tech-savvy person out there, you can always use a more traditional plan. The key to a successful virtual relationship is to have a plan in place allowing for some flexibility and be sure that it’s communicated well.
The digital age we’re in today lends many options for a successful and productive virtual relationship. When looking into sharing apps to keep a steady workflow, be sure to discuss all options with your virtual assistant or team first, and decide which applications will work best for both sides (taking into consideration the MAC/PC compatibility issues).
Successful virtual teams need to be transparent…you need to be able to check on things at any given time without having to wait for an update or response. Having a daily or weekly check-up call is a great way to stay on task and in touch, but sometimes you need information in between those times. Try these sharing apps to stay productive and in the know:
- Progress Tracking. I put this one at #1 because I feel it’s the most important. This is one that is instrumental in building a healthy virtual relationship from the start. It helps both sides understand how much time is being spent on a task or project. This not only allows you to see where the most time is spent but can also help you plan better in the coming months. You can try Process Street to manage recurring checklists and procedures, or a time & project tracking system like My Hours.
- Instant Messaging. This is a big plus when you’re working with a virtual assistant or team. If you’re waiting on a text or email response, which can easily get buried throughout the day, having an instant messaging system that is used solely for your virtual team is a great way to be able to get a quick message out or response back. You can try Slack or HipChat, which can both be used on mobile devices, and for free international messaging you can use Whatsapp or FB Messenger.
- Document Sharing with Google Docs. This is a great way to share, edit and collaborate with your virtual assistant or team. By sharing the files, you have access at all times.
Whether you’re working with a Virtual Assistant or an entire Virtual Team, planning, communication, and organization are keys to a successful relationship. If you have a hard time with any of these areas in general, utilizing one or all of these systems will help you stay at the top of your game.
If you’re currently working with a Virtual Assistant or Team, what types of systems and apps are working for you?