{"id":105123,"date":"2022-06-16T00:43:45","date_gmt":"2022-06-16T00:43:45","guid":{"rendered":"https:\/\/www.tawk.to\/?p=105123"},"modified":"2024-10-22T07:49:49","modified_gmt":"2024-10-22T07:49:49","slug":"how-to-onboard-your-virtual-assistant-for-success","status":"publish","type":"post","link":"https:\/\/www.tawk.to\/business-strategy\/how-to-onboard-your-virtual-assistant-for-success\/","title":{"rendered":"How to onboard your Virtual Assistant for success"},"content":{"rendered":"\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"has-medium-font-size\">How you onboard your Virtual Assistant (VA) can make the difference between delegating sooner and being tied up for weeks with additional training.&nbsp;&nbsp;<\/p>\n\n\n\n<p class=\"has-medium-font-size\">How can you give your VA&nbsp; a strong start as a new member of your team?&nbsp; We spoke with Aldie Pile\u00f1a and Fatti Abinal from tawk.to\u2019s Human Resources (HR) department to hear what they\u2019ve learned after working with hundreds of VAs in tawk.to\u2019s monthly subscription service.&nbsp;<\/p>\n\n\n\n<p class=\"has-medium-font-size\">Keep reading to learn how you can get new team members up and running quickly \u2014 whether your VA assists with administration, IT support, or another specialized role.<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<iframe width=\"560\" height=\"315\" src=\"https:\/\/www.youtube.com\/embed\/IRrNre44vDQ?rel=0\" title=\"YouTube video player\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen=\"\"><\/iframe>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Simplify with systems<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-style-large is-layout-flow wp-block-quote-is-layout-flow\"><p><em>Our life is frittered away by detail&#8230; simplify, simplify.<\/em><\/p><cite><em>\u2014 Henry David Thoreau<\/em><\/cite><\/blockquote>\n\n\n\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"has-medium-font-size\">Setting up systems and tools from the beginning saves you time and streamlines the entire onboarding process, says Fatti. For example, you can use pre-made templates for contracts and emails. You can set work times with an automated scheduling system. And you can keep communication simple by using only the channels that work best for your business.&nbsp;<\/p>\n\n\n\n<p class=\"has-medium-font-size\">Once a client has chosen a VA and requested their preferred days and hours, the HR team sets up a weekly schedule for the new team member. The VA receives a welcome kit with company information and guidelines for work along with instructions for logging work times and sending in daily activity reports. The VA also receives a tawk.to email address and, if requested, a phone number for international calling, so it\u2019s easy to stay in touch.&nbsp;<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<iframe width=\"560\" height=\"315\" src=\"https:\/\/www.youtube.com\/embed\/X9nMO715cBI?rel=0\" title=\"YouTube video player\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen=\"\"><\/iframe>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Be proactive<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-style-large is-layout-flow wp-block-quote-is-layout-flow\"><p><em><em>If you fail to plan, you are planning to fail!<\/em><\/em><\/p><cite><em>\u2015<\/em> Benjamin Franklin<\/cite><\/blockquote>\n\n\n\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"has-medium-font-size\">Knowing how success is measured from the start helps to keep the VA\u2019s efforts aligned and focused, says Fatti. And understanding the role they play in meeting the client\u2019s goals gives them a sense of belonging. She\u2019s found that when a VA can see their accomplishments and the difference they make, it provides a motivation that\u2019s typically reflected in the VA\u2019s behavior and productivity.<\/p>\n\n\n\n<p class=\"has-medium-font-size\">During recruitment and onboarding, the tawk.to&nbsp; HR team assists clients with time-saving tools for setting expectations, metrics, and goals.<\/p>\n\n\n\n<p class=\"has-medium-font-size\">The tawk.to team also guides VAs to be proactive during their onboarding. \u201cWe encourage the VA to reach out to the client first and let them know how excited they are to be helping,\u201d says Fatti. \u201cWe also use a daily productivity report to measure and track the efficiency of the VA and alert them if there&#8217;s any need for improvement.\u201d<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<iframe width=\"560\" height=\"315\" src=\"https:\/\/www.youtube.com\/embed\/LeVpu7yPTVU?rel=0\" title=\"YouTube video player\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen=\"\"><\/iframe>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Set clear expectations<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-style-large is-layout-flow wp-block-quote-is-layout-flow\"><p><em><em><em>Exceptional leaders are fearless in setting expectations in clear language.&nbsp;<\/em><\/em><\/em><\/p><cite><em>\u2014 Alan Willett, Author<\/em><\/cite><\/blockquote>\n\n\n\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"has-medium-font-size\">Sharing clear goals, metrics, and expectations allows you to measure your VA\u2019s progress toward daily and long-term goals.&nbsp;<\/p>\n\n\n\n<p class=\"has-medium-font-size\">Aldie suggests listing all the tasks you want to delegate. Then, pick the ones your VA can do best.&nbsp; Set clear deadlines and timelines. And follow up in your preferred communication channels.<\/p>\n\n\n\n<p class=\"has-medium-font-size\">\u201cWe encourage clients to set Key Performance Indicators and we provide daily reports.\u201d Each report contains a summary of hours worked and KPI tasks completed that day. \u201cSome clients even give bonuses to their VAs when they feel like the VA went the extra mile,\u201d she says.<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<iframe width=\"560\" height=\"315\" src=\"https:\/\/www.youtube.com\/embed\/Eh3TNUhK51M?rel=0\" title=\"YouTube video player\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen=\"\"><\/iframe>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Over-communicate<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-style-large is-layout-flow wp-block-quote-is-layout-flow\"><p><em><em><em><em>The biggest problem in communication is the illusion that it has taken place.<\/em><\/em><\/em><\/em><\/p><cite><em>\u2014 George Bernard Shaw<\/em><\/cite><\/blockquote>\n\n\n\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"has-medium-font-size\">When Fatti speaks about over-communication, she\u2019s not talking about hour-long phone conversations or inboxes overflowing with email. Her focus is on keeping team members updated, encouraged, and accountable.&nbsp;<\/p>\n\n\n\n<p class=\"has-medium-font-size\">\u201cHere at tawk.to, we don&#8217;t just ask the VAs to overcommunicate \u2014 we lead by example. We over-communicate with them. And in response, they keep us posted on every activity and update.\u201c<\/p>\n\n\n\n<p class=\"has-medium-font-size\">The tawk.to team checks in regularly with each client and VA to find out how everything is going and what support is needed. In return, the VA is expected to offer daily updates for both the client and tawk.to.&nbsp;<\/p>\n\n\n\n<p class=\"has-medium-font-size\">All subscribers to our monthly Virtual Assistant Service receive a daily summary of their VA\u2019s completed activities. Each<strong> End of Day Report<\/strong> can be customized to include the tasks that matter most to your business.<\/p>\n\n\n\n<p class=\"has-medium-font-size\">Learn more about the End of Day Report <a href=\"https:\/\/www.tawk.to\/business-strategy\/end-of-day-report-remote-team-management\/\" target=\"_blank\" rel=\"noreferrer noopener\">here<\/a>.<\/p>\n\n\n\n<p class=\"has-medium-font-size\">The tawk.to team also encourages the clients to reach out to their VAs and the HR team with any wins, updates, questions, or concerns they have.<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<iframe width=\"560\" height=\"315\" src=\"https:\/\/www.youtube.com\/embed\/ouNORO82ME0?rel=0\" title=\"YouTube video player\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen=\"\"><\/iframe>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Establish trust<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-style-large is-layout-flow wp-block-quote-is-layout-flow\"><p><em><em><em><em><em>The glue that holds all relationships together&#8211;including the relationship between the leader and the led&#8211;is trust, and trust is based on integrity.<\/em><\/em><\/em><\/em><\/em><\/p><cite><em>\u2014 Brian Tracy<\/em><\/cite><\/blockquote>\n\n\n\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"has-medium-font-size\">Trust doesn\u2019t develop overnight, says Fatti. It must be planted in the beginning and then grow and develop. \u201cWhen there is trust, the VA will work with confidence and to his or her maximum capabilities.\u201d&nbsp;<\/p>\n\n\n\n<p class=\"has-medium-font-size\">Fatti encourages new clients to stay in constant and open communication with their VAs as they develop more autonomy: \u201cGuide them and offer opportunities for development.<\/p>\n\n\n\n<p class=\"has-medium-font-size\">Another way to build trust, says Aldie, is to encourage collaboration with your VA. \u201cAll the VAs that we&#8217;re hiring are professionals in their fields. And collaborating with them, hearing out their ideas,&nbsp; and giving them freedom to make their own decisions will really help.\u201d&nbsp;<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<iframe width=\"560\" height=\"315\" src=\"https:\/\/www.youtube.com\/embed\/N4SFYKhQAZE?rel=0 title=\"YouTube video player\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture\" allowfullscreen=\"\"><\/iframe>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Build a positive work culture<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-style-large is-layout-flow wp-block-quote-is-layout-flow\"><p><em><em><em><em><em><em>Culture is simply a shared way of doing something with a passion.<\/em><\/em><\/em><\/em><\/em><\/em><\/p><cite><em><em>&nbsp;\u2014 Brian Chesky, Co-Founder, CEO, Airbnb<\/em><\/em><\/cite><\/blockquote>\n\n\n\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p class=\"has-medium-font-size\">Workplace culture can make or break a team \u2014 even one that\u2019s virtual.&nbsp;<\/p>\n\n\n\n<p class=\"has-medium-font-size\">Focus on the positive by getting to know and appreciate your VAs\u2019&nbsp; strengths. Look for places they shine and keep an eye out for new ways they can contribute. Are they ultra-organized? Do they have a gift for conversation? Or do they excel in video editing?<\/p>\n\n\n\n<p class=\"has-medium-font-size\">\u201cBeing aware of their weaknesses can also help you determine which kind of tasks to assign,\u201d says Aldie. She recommends first delegating tasks in the areas of your VA\u2019s strengths. Then, you can look for opportunities for mentorship and growth.&nbsp;<\/p>\n\n\n\n<p class=\"has-medium-font-size\">Finally, there\u2019s more to life than the office. \u201cIf you want to go the extra mile, ask your VAs what they do outside of work and build rapport with them,\u201d suggests Aldie.&nbsp;<\/p>\n\n\n\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<figure class=\"wp-block-image size-large\"><a href=\"https:\/\/www.tawk.to\/wp-content\/uploads\/2022\/06\/How-to-onboard-your-VA-for-success_Second-Image.jpg\"><img fetchpriority=\"high\" decoding=\"async\" width=\"1024\" height=\"487\" src=\"https:\/\/www.tawk.to\/wp-content\/uploads\/2022\/06\/How-to-onboard-your-VA-for-success_Second-Image-1024x487.jpg\" alt=\"A team of Virtual Assistants\" class=\"wp-image-105099\" title=\"Your Virtual Assistant team\" srcset=\"https:\/\/www.tawk.to\/wp-content\/uploads\/2022\/06\/How-to-onboard-your-VA-for-success_Second-Image-1024x487.jpg 1024w, https:\/\/www.tawk.to\/wp-content\/uploads\/2022\/06\/How-to-onboard-your-VA-for-success_Second-Image-300x143.jpg 300w, https:\/\/www.tawk.to\/wp-content\/uploads\/2022\/06\/How-to-onboard-your-VA-for-success_Second-Image-768x365.jpg 768w, https:\/\/www.tawk.to\/wp-content\/uploads\/2022\/06\/How-to-onboard-your-VA-for-success_Second-Image-1536x730.jpg 1536w, https:\/\/www.tawk.to\/wp-content\/uploads\/2022\/06\/How-to-onboard-your-VA-for-success_Second-Image-2048x973.jpg 2048w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/figure>\n\n\n\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Start strong<\/strong><\/h2>\n\n\n\n<p class=\"has-medium-font-size\">Ultimately, successful onboarding allows you to start delegating tasks sooner, so you can focus on your most important priorities.&nbsp; Aldie believes getting the right start is critical for success.&nbsp; \u201cIt\u2019s important to set realistic deadlines, establish working hours and schedules, and communicate with your VA constantly.\u201d&nbsp;<\/p>\n\n\n\n<p class=\"has-medium-font-size\">How does that look at tawk.to?&nbsp; Aldie attributes the success of the VA team to creating a culture in which they update clients proactively. \u201cIt is crucial to have frequent and effective communication when working remotely, and this is something we take pride in.\u201d<\/p>\n\n\n\n<p class=\"has-medium-font-size\">Learn more about our VA subscription services and request a&nbsp; VA for your team here:<\/p>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:100%\">\n<div style=\"height:10px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-buttons alignfull is-content-justification-center is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button is-style-fill\"><a class=\"wp-block-button__link has-white-color has-text-color has-background\" href=\"https:\/\/www.tawk.to\/hire-a-va\/\" style=\"background-color:#01a850\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>HIRE A VA<\/strong><\/a><\/div>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n<div style=\"height:150px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>How can you give your Virtual Assistant a strong start as a new member of your team?  We spoke with Aldie and Fatti from tawk.to\u2019s HR department to hear what they\u2019ve learned after onboarding hundreds of VAs for the monthly subscription service. <\/p>\n","protected":false},"author":1,"featured_media":105107,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[87],"tags":[],"webinar_types":[],"class_list":["post-105123","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-strategy"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.tawk.to\/wp-json\/wp\/v2\/posts\/105123","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.tawk.to\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.tawk.to\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.tawk.to\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.tawk.to\/wp-json\/wp\/v2\/comments?post=105123"}],"version-history":[{"count":1,"href":"https:\/\/www.tawk.to\/wp-json\/wp\/v2\/posts\/105123\/revisions"}],"predecessor-version":[{"id":128989,"href":"https:\/\/www.tawk.to\/wp-json\/wp\/v2\/posts\/105123\/revisions\/128989"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.tawk.to\/wp-json\/wp\/v2\/media\/105107"}],"wp:attachment":[{"href":"https:\/\/www.tawk.to\/wp-json\/wp\/v2\/media?parent=105123"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.tawk.to\/wp-json\/wp\/v2\/categories?post=105123"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.tawk.to\/wp-json\/wp\/v2\/tags?post=105123"},{"taxonomy":"webinar_types","embeddable":true,"href":"https:\/\/www.tawk.to\/wp-json\/wp\/v2\/webinar_types?post=105123"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}