Hiring & Working w/ a Virtual Assistant: Onboarding and Long-Term

Onboarding your Remote Worker for Success

In a different post, I covered knowing when to find a remote worker such as a Virtual Assistant (VA) and or a freelancer. Be sure to check out that post here.

This post will cover how to successful onboard and set realistic expectations for yourself and your remote worker.

Start with the Project ‘Why’

Freelancers can provide more support if they understand the end in mind and why of the project.

This might seem like an unnecessary step, but in fact it is quite underrated. This can determine your project success because it allows your remote worker to really understand your intentions and the project’s goals.

What to Share

The size of the project should determine how much information you give. If it’s a logo creation, copy writing, video editing or a translation project, you want to give highlighted pertinent details for your specific brand and the project.

For example, if your project is writing email newsletters (by the way, be sure to sign up for my newsletter community to get exclusive tips and resources for free!), some details you can share with your freelancer are:

• Sharing information and updates

• Providing free content

• Creating a feeling of a community/tribe

• Should be written and sent out every week

If you’re hiring a project manager, VA or some other type of remote worker who is going to represent you to the public while being immersed in your business, sharing what makes your business tick specifically will only benefit your business.

Sharing your mission vision or values can give important guidance and guardrails for the freelancer to provide more value.

But, now you might be asking: “Who is this person that is so valuable and beneficial to my business?”

Hiring & Onboarding Questions

Like I describe in part 1 of this series, who you hire is very important. You cannot hire any old remote worker. Even if you have 2 candidates who do the same thing, they are still different.

Why?

Because no business, no person, is the same! We are all unique.

As a review, here are some questions you can ask yourself to help you discover your ideal worker.

Who You Hire

• Who is your ideal client?

• Who is your target market?

• Who will this person work with?

• Who will the VA/remote worker communicate with?

• What is your expectation of the communication style, follow-up and reporting status updates to you?

What will They Do

• What do you do?

• What will they do?

• What are the specific tasks?

• What is your desired outcome working with this person?

• What is the importance of what they are doing?

• What does this person need to be able to access:

  • Drives, Dropbox, email, calendar, Quickbooks, PM Tools?

• What accounts do you need to set up for this person:

  • Drives, O365, Asana, Monday.com, email address?

• What training resources would you recommend?

When will They Work

• When do you expect this person to be online?

• Do you have specific needs at a specific time (email reviewed at 1:00 daily)?

• Do you care when they complete the task? Is the preference get it done and let me know?

• When is each task due?

• When do you want to review the progress?

How will They Work

• How are you going to train this person:

  • Screen share, record and transcribe notes for future use, recordings?

• Will you have how-to documents:

  • Compile documents into a project / company where you or your worker can go when you need help thinking?

• Time to shadow and watch you online?

How are you going to stay in contact with progress

• Schedule regular meetings

• Be available for screen sharing when needed

• Create and use an ongoing meeting document that can be updated.

  • Example: I have an update Google Doc to use internally between myself and the SPP Coordinator. We are able to track updates, add questions, and be on the same page in 1 place.

• Be intentional with communication tools to determine where to communicate:

  • Update Slack, Google Hangout, Telegram, etc.

• When to respond to email

How are you going to provide access to this person

• Lastpass or password sharing program

• Set-up a time to use the screen sharing function when the person is onboarding to show specific details and or programs

Providing Feedback & Working Together Long-Term

Ongoing Improvement