Organizing tasks for your Virtual Assistant

Set the right expectation

 Successful communication of what you expect of your virtual assistant will prevent errors and answer any questions that may still be unresolved. One of the most important rules of customer service is to always set the right expectation. The same should be true of the task assigned to your virtual assistant.

When delegating your shop to a new person - it can be difficult to let go. Remember that the goal of delegation is to free up time for more important things, be they professional or personal. By setting clear procedures and rules with your virtual assistant, you can be a little less wary of any hidden surprises that may come about. 

A list of tasks

Define the tasks that your virtual assistant will be responsible for managing.

Depending on your shop's need, you may need your new employee to manage:

• Customer Service - answering emails, managing social media
• Order Processing - using order processing apps, communicating with agents
• Stripe/PayPal Disputes - answering disputes on time with accurate information
• Product descriptions - writing insightful and intriguing descriptions
• Page creation - creating ad pages, funnels, e-books and other content
• Translation - Modifying content from one language to another

When you have a list of the tasks that are needed - you can map out any special needs, requests and requirements for each task - and instruct your virtual assistant accordingly. 

Choose the right tools

It's important for your whole team to be on the same page. Everyone should be using the same communication tool, order management system and customer service interface. Using a variety of tools can lead to miscommunication and errors. It's easy to get overwhelmed when there are too many places to check and follow up with. If possible, look for tools that can be integrated with each other for an easier flow and quicker results! 

Set Working hours

Since you will be working with freelancers, there is a degree of flexibility to be expected. However, it's important to set clear expectations as to the working hours and delays you expect out of your staff. Should the virtual assistant be connected every day? Will he/she be off on Sundays? 

Have weekly status meetings

Strong communication and a healthy working relationship is key to your business' success. Have a quick meeting on Zoom, Microsoft Teams or whatever communication platform you have chosen to use every week. It can be quick, less than 15 min. The goal is to be sure that everything is clear, concise and that there are no lingering questions or doubts.

Once both you and the rest of your staff is clear on what is expected, let them do their thing! Remember, the goal of delegating is to spend more time on activities that are more important. 

If you're ready to delegate to a virtual assistant who can support you while your business is growing, why not consider Flyxie Consulting Services ? Head over to the Contact Page and send a message or request a call back. 

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