Marketing and Coach Virtual Assistants| Virtual Assistant Training

Working with your Virtual Assistant? How does this work? This is probably your next question. You will be amazed at how technology brings you and your Virtual Assistant together no matter what geographical location.

Here’s how it works:

• Communication-Communication is the key to a successful implementation of this business relationship. You will choose the method and frequency that best serves your needs. This may be by phone, e-mail or instant messaging (IM). You may require daily, weekly or simply an as needed basis. No matter what method or frequency, the flow of information must be consistent to enable your Virtual Assistant to support you effectively.
• Availability-Availability in this context means when your Virtual Assistantis available to take your phone call, answer your email or your IM. This will differ with each Virtual Assistant's practice. Some are available by appointment only. This means she may not be by the phone, return your e-mail instantly or be there to answer your IM. Some Virtual Assistants are available throughout standard business hours. Be clear on what your expectations are BEFORE you begin working with you Virtual Assistant. Most Virtual Assistants are working with multiple clients. Therefore, you should not expect instant availability every time you call.
• Turnaround Time & Deadlines-Most Virtual Assistants require 48 hours to complete task requests and of course the type of task will influence turnaround requirements. There will be times when you need immediate assistance. Most Virtual Assistants are flexible with this. If you find yourself continually operating in “crisis” mode, your Virtual Assistant will work with you to improve your time management.
• Electronic File Sharing- If you want to share documents and work with on-going projects, meeting planning and sharing calendar use a secure and convenient software program such as pbwiki, GoToMyPC or PC Anywhere. There are several secure sites for this use. Ask your Virtual Assistant what she recommends. For lesser volumes, sending files back and forth via e-mail is convenient.
• Time Tracking-Most Virtual Assistants track the time it takes to perform tasks for each client using computer software. Submitting a time report does not in any way indicate you have the right to manage a Virtual Assistant's time. They are for your records only and the Virtual Assistant remains self managed.
• Billing-You will either have the option to Pay As You Go or pay by Retainer. If you are on a Retainer Program you will pre-pay for a set number of hours. Most Virtual Assistants do not allow you to carryover unused hours so be sure you are clear on how each Virtual Assistant's retainer program is set up. The Pay As You Go program is billed at the end of each calendar month with so many days in which to pay the invoice.