How to Recruit and Train your Virtual Assistants using Online Tools & Systems ✔️
If growing and automating your business is not just a goal but an ultimate priority for you, then virtual assistants are the way forward!
Five years ago, I hired my first ever virtual assistant (VA) and without taking that one important step, Life Success Engineer would not be what it is today. Suddenly there was a person on the other side of the world, who was able to help and support me in the day-to-day running of my business - helping us to grow, automate, systemise and expand much quicker and further than I ever would have been able to alone.
I now have an incredible team of virtual assistants from all around the world who help me in so many different aspects of my business. Over the last five years, I’ve learnt so much about recruiting VAs, training them and utilising them to further systemise my business, and now I’m sharing that knowledge with you - and what’s amazing is that everything can be done from the comfort of your computer!
So now that you know you want and need a VA , here’s the lowdown on best practices when it comes to the recruitment of virtual assistants, and their training...
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Once upon a time, finding the ideal employee for a specific role could be like trying to find a needle in a haystack. However, now finding a virtual assistant can be as easy as 1, 2, 3.
There are a number of different websites now that match up professionals and agencies with the businesses that are seeking them, and the one that I have had the most success on and use the most, is Upwork.
With Upwork, all you need to do is post your job description and leave the rest pretty much up to them. The right candidate will find you.
Planning your training
So now that you have the perfect person you were searching for, it’s time to think about how you’re going to plan out their training.
One online tool that has been a massive help in this area is Evernote; a note-taking application that helps you to focus on what matters most.
I use it to map out and plan what I want to train my new VA in - using it from the simplest things such as jotting down bullet points to creating modules. What I love about this tool is that everything is fully secure, you can share your notes with anyone you choose to and it syncs across all your devices, so you’re never too far away from your notes when you need them!
Recording your training
Taking the notes you’ve made regarding the training of your VA, the next step is to record the videos that your assistants will use to train.
This doesn’t have to be as complicated as you might think. You can use your phone to record, or even do screen recordings. The important thing is that you manage to capture your training content in an informative, easy-to-follow video format. You can keep your setup super simple or you can choose to go all out - whatever you use in terms of equipment, really doesn’t matter.
Hosting your training
You now need to take your video recordings of all the different modules in your training and make them available to your VAs.
The first thing you need to do in this area is just get them up and onto the internet. A great hosting platform for video that I absolutely swear by is Vimeo, where you can upload all your videos securely and then embed them wherever you need to...
...leading us here.
Now, you need to create your training course and Kajabi is king when it comes to this. I use Kajabi to host all of my online training courses, not just for my VAs, but for my clients and consumers too.
Kajabi allows you to upload a course from start to finish, and its user-friendly interface and accessibility makes it super easy for your VAs to train from. You can create categories and different modules, and the platform even allows you to lock modules to prevent people from skipping ahead.
You can also use Kajabi to create assessments for your VAs, to ensure that everything they’ve been learning through your training course is really seeping in. You can add as many questions as you want to the tests, add different formats for taking answers, and set your own pass and fail rates.
Once your VA has completed their assessment, you receive a report with their results which is super helpful to figure out where they may still need some help with their training.
Communication and Management
Finally, your virtual assistant is all trained up and ready to roll!
Now you’re going to need set up systems for ongoing management and communication, so that you’re always on the same page.
In my business, I use Slack as the communication channel between my employees, virtual assistants and I. It basically replaces email communication with instant communication and allows you to create private channels for specific people or teams, and easily enables you to send documents and attachments. It’s available as an app on your phone and your desktop too, and just makes life so much easier!
And to end, I’d like to share the task management system that we utilise here at Life Success Engineer, Asana. This is a fantastic tool for organising your own tasks and creating different channels for the different areas within your business, allowing your team to organise and manage their tasks, too.
It really helps you to organise your time and your mind, and just keep on top of everything without overwhelm and stress.
So there we have it, everyone: recruiting and training your virtual assistants 101!
I’ll say it again - anything that you’re looking for through a virtual assistant can be found online; whether you’re after a graphic designer, a writer, a purchasing manager, a content producer... literally anything.
Use the steps and tools above to streamline this process too and build a business of automation, freedom, systems and scale - allowing you to live the life that you truly deserve.
Keep taking massive action and here’s to your massive success,