virtual assistant documents

2022.07.31
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virtual assistant documents

In this Virtual Assistant Agreement, the parties agree to the terms of the relationship between them, including what work the virtual assistant will actually be doing for the client.

However with Google Docs, you can simply set up offline access. 2016 Worldwide101. For example, writing legal templates and sharing my voice and perspective on social media are at the heart of my business, so Im not outsourcing those anytime soon. #Time management If you want to send it on to someone who isnt yet using Docs, simply convert it to a Word file without a hitch. Thats a procedure hes tested. Answer a few questions and your document is created automatically. NOTE: If the economy and/or aisle seat are the only options, check with CEO John Smith before booking. Another option is to hire a virtual assistant company also called an agency who will help match you with a VA who is a good fit for you and your business. Oh, and if youre considering working as a virtual assistant yourself, the job has some truly great perks. Google Docs offers an extensive list of add-ons. Each of our templates come with a short tutorial showing you exactly how to make the most of these stunning templates. This file should include the following columns. Well thats exactly what Im covering in this blog post the documents you need to onboard a Virtual Assistant the legally legit way. You can still view your files and edit documents. Owen is the co-founder of, Click to share on Twitter (Opens in new window), Click to share on Facebook (Opens in new window), 5 Steps to Documenting Processes for Your Virtual Assistant, How a Virtual Assistant Helps Me Get More Work Done, documented the procedures for his social media accounts, Link Love 24: Virtual Assistance for Therapists - Kat Love, 6 Easy Steps on How to Delegate Tasks Like a Pro Live Sidekick, 10 Reasons Clutter Makes You Less Productive, Time Management Ninja Podcast #20: 7 Reasons I Ditched My Apple Watch, 5 Tips to Prevent Little Tasks from Disrupting Your Entire Day. Rating: Once you have created your process documents, you want to make sure they are all stored in an easy-to-find place. Having a documented procedure is the first step to having a successful virtual assistant experience, but you need to ensure you hire the right person to handle the task. I appreciate to you. Time Management Ninja book now available! Comments can be made within the document itself and chat initiated if youre in the document at the same time. If you go about it the right way, adding a virtual assistant (VA) to your teameven if youre a team of one right nowcan bring major peace of mind and help your business grow. Complete with question prompts, preparation pages, a checklist and a scale to record how you fell the call went. Fastboss voice assistant saves you up to 97% time and money on document workflow for your mobile teams. Ive Increased The Flexibility Of My Business! From that list determine the tasks you can delegate to a virtual assistant. This way, you or your Virtual Assistant can update the document whenever needed and you will always have the most up-to-date version. veshal madan optometry nibm enclave undri pisoli for free, and gain recognition by showcasing this button on your website! Essentially, you are asking your new assistant to wing it when it comes to executing the important tasks you hired them to complete. 100% of profits from our Key Document Templates purchased in March will be donated to the Red Cross Flood Appeal. When writing out steps, do not assume your Virtual Assistant will know how to do something, regardless of how simple or easy you may think it is. Additional information, such as required hours, can be included if applicable. Once your procedure is documented and tested youre ready to delegate it to a virtual assistant, freelancer or other team member. I will be tweeting about this. I sent them some instructions of what I needed done, and they lightened my burden tremendously so I could focus on growing the company and getting more sales done to new customers. Should Your To-do List Be on Paper or in Your Phone? No, if you are a VA Start Up student you will already have access to these templates (except the client service agreement which you can purchase separately) - please email me at [emailprotected]if you don't have access. There are thousands of images, fonts and tables available completely for free for your projects. You fill out a form.

While these screenshots may not be needed after the first few tries, they will be invaluable if someone needs to step in for your Virtual Assistant in an emergency situation. To work out additional details its good to have someone else look it over as well. You can modify it and reuse it. In the event that you are not in the office, your Virtual Assistant will have a much better chance of figuring it out on their own if they have a document to refer back to. Step #8: Use the following e-mail template to send information to CEO John Smith. A legit contract protects you and the business you have put your blood, sweat and tears into building. No credit card is required. Great product, Owen. So you, Is a swipe file inspiration or just strai, A lot of people throw around the word millionai, Time to get your legal ducks in a row , A lot of people wonder, "Is the Ultimate Bundle, It's time to make sure your legal ducks are fully. Not everyone has a good experience with a virtual assistant. A 5-10 minute tutorial with hot tips and tricks touse these templates to their full potential. With camera close-ups and a, Lifestyle JournalsVirtual Assistant LovingEssential SkillsMust-have Tools, Pro ConnectSkill to ProfitThriving Spotlight It is unreasonable to expect someone to excel at something without giving them documentation to refer to when they have questions. For example, lets say you write out ten processes and you discover that almost every single one requires advanced knowledge of a specific tool such as Microsoft Excel or Salesforce. Never choose the middle seat. In todays social media age were often told that the Internet is a powerful medium for building brands, both personal and corporate, but what if you dont have time to dedicate to social media? Get access to industry expertise and resources in a user-friendly and engaging format, and learn the systematic approach to building a profitable virtual assistant business. If this happens more than once, you may begin receiving negative reviews on Google and your social media pages. Convert Files -With Google Docs growing in popularity all of the time, you may begin to find that many people will share documents with you as a Google Doc file. PS If you want to be REALLY confident youre doing this the right way, join my free workshop 5 Steps to Legally Protect & Grow Your Online Business to ensure youre standing on solid legal footing as you grow your little team and hire your first team members! In-house: Which Is Best for Your Business's Tasks? Take Action: Craig recommends eaHelp; a reliable source for finding a Virtual Assistant. In the previous example, Guy Kawasaki had detailed procedures for updating his social media accounts. This will now become a key requirement you will look for when scanning through the applications that come in. Always select more legroom. Share this article now for your instant download: Start doing more, achieving more and earning more with a Virtual Assistant. 7 Ways A Virtual Assistant Can Help You Work Smarter, Why "Keeping Busy" Is A Problem For Entrepreneurs (And How To Solve It), 3 Ways Your Calendar App Can Make You More Productive Every Day.

You can always test out a VA for a one-time project or fixed period of time, like 30 days, as a trial run. For example, a common process that should be documented for your new Virtual Assistant is how to make travel arrangements for yourself and your co-workers. You will be able to modify it. The second step is to document the exact procedure for each recurring task. Again, this defeats the purpose of hiring a Virtual Assistant in the first place. (Pssst! But things can go south for all sorts of reasons, some of which are total surprises or personal emergencies they dont have control over. Before, I had been spinning my wheels, but I started using VAnow.net which has some very talented assistants who are certified and fast. Its very possible that you have been doing some of these tasks for so long, they have become second nature.

TMN Podcast #2 Ten Travel Tips to Make Your Trip Less Stressful. But before you roll your eyes and think I dont have time for a contract, I need my VA to start working for me like, yesterday! let me explain *why* you really do need that document signed before they begin working for your business. The customer may get frustrated and think that you are an unorganized company and incapable of serving your customers. All of this could have been avoided by supplying your VA with a document that clearly outlined how to speak to customers on various topics. If the new procedure is an improvement, reward the VA for their contributions. The goal of a process document is to make it as simple as possible for the person reading it to achieve their objective in the shortest amount of time. They will assign the right VA to you so that you can delegate and begin the training process. I speak on time management, productivity tools, goal setting, and social media. You get to choose who you work for and what projects you take on. With the instant electronic signature, you sign any transaction on the device, contactless. Sam does not provide you or your company legal advice. Here are some recommended tips to ensure you find the right Virtual Assistant: Zappos CEO, Tony Hsieh said this about company culture: From the beginning, company culture was always important. He has procedures for each account and has either automated the process or has delegated the work to a virtual assistant. If neither JetBlue nor Delta is available, check back with CEO John Smith. Sorry, comments are closed for this post. In fact, many virtual assistants now have freelance businesses entirely online. #In-house All Rights Reserved. A VA is an independent contractor who works on administrative, business development, client/community relationship, or social media tasksand beyond. Document your procedures and find a virtual assistant that has the necessary capabilities and cultural fit for your business. This proposal template will be the final step in getting your clients across the line to start working with you! Virtual assistants can assist with almost everything an in-person assistant can. It was a gift from the world-renowned health and, Alli Price is a work-at-home-mum (WAHM) with a passion for networking and support. #Tips, Thanks so much for sharing my article. #Outsourcing Choose an aisle seat whenever possible. For the first time, you will see how we combined a Business Digital Assistant with a document generator tool. Guy has been active on social media for years and has tested the procedures himself. While it is exciting to make a list of all the items you are going to be delegating, you must implement a thorough and detailed transition plan. Strategically map out your goals with this practical workbook. Sometimes a document can look bland when you want to make it stand out, but this feature can give your work the edge. This could include someone in finance, shipping, or sales depending on the objective of the task. @83e41a14ff11b50182b51cf7ba3476c6:disqus thanks for your compliment and I am glad you enjoyed reading the article. It is ideal as a key place to create and edit documents that you can both access and view, providing a great place for collaboration on any work. Here is how you can document procedures in 5 easy steps. It is a great tool to use as a Virtual Assistant. With the Fastboss platform, you will adapt business documents automation by yourself. If it must be done every Friday or at the end of each month or quarter, you can suggest your Virtual Assistant put a recurring reminder on their calendar so they dont forget it. Automated completion of your business docs. #Virtual Assistant, The more you try to do, the less you get done. The best place to start is with my DIY Independent Contractor Agreement. If none are available, you may check Delta. You can access files wherever you are too; whether using your computer, phone or tablet, files are synced across your devices whenever the internet is connected. It isnt just word files either that you can convert to Google Docs; other files types include html, plain text and rtf files. A Virtual Assistant acts just like an executive assistant but at a fraction of the cost. Our book, The Hard Work Myth, is a deep dive into how to achieve more, without working harder. Take Action: For every recurring task that you delegate to your Virtual Assistant find a meaningful way to track and verify the results being delivered. Guy Kawasaki has documented the procedures for his social media accounts. It is also helpful to have these documents stored in one central location in case someone needs to cover for your VA and you do not have the time to walk them through the process. The size and structure of the virtual assistant project or projects doesn't matter, this agreement can be used for all types of these contractual virtual assistant relationships. Get your free copy of the book, Managing your inbox including answering lower level e-mails and bringing important ones to your attention, Sending internal and external meeting invites that include time, date, location, call-in information, and meeting agenda, Keeping track of receipts, paperwork, and additional expenses that need to be documented and shared with your finance department, Arranging your travel including flight, hotel, town car, and trip itinerary, Tracking and submitting all expense receipts into your designated system, Gathering status reports from your department heads and compiling them into one condensed report, Staying on top of all internal and external invoices and ensuring they are processed in a timely manner, Communicating your updates with the department heads, Answering customer questions and concerns, Planning events such as birthdays, employee appreciation events, and conferences. The advanced search will find in seconds any stored doc. The discovery call guide will have you 'walking' into your discovery call with your prospective client with confidence knowing that you have done the necessary preparations to nail this call! It can be used by either party - in other words, for a virtual assistant looking for a standard template for clients, this would be a good fit. Start your free trial. Files can be opened, converted to Google Docs and Google Docs to Word files too. Virtual Assistant Agreements are normally subject to individual state laws, governing general and commercial contract principles. They may be hesitant to reach out with questions out of fear of being seen as someone who cannot retain information or do their job properly. If your Virtual Assistant is not supplied with this information, they may feel inclined to attempt to answer the customer themselves and end up saying something that is incorrect. This type of behavior increases the probability that your Virtual Assistant will make a mistake that could cost the company both significant time and money. Next, its time to get your legal ducks in a row. You get lifetime access to the templates via our online portal + access to any updates we make as we ensure these templates always exceed industry standards! Sacrifice vs Selfishness: Which Is More Important For Success? Second, you may have to go back and apologize for sharing incorrect information. All routes are encrypted so that, finally, you get a report on the signed document. You can check out seven of my tips for how to hire a virtual assistant legally right here.). Time Management Ninja | "Winning the battle against wasted time, disorganization, clutter, and all other things evil". Never book Spirit Airlines. (PJs are a bonus.) Now, with the smartphone, they may do any document in seconds! This spreadsheet allows you to add in your own figures & comes out with a neat base hourly rate at the end, giving you confidence that you're not undercharging and ensuring that you're building a sustainable business. Planning out and documenting your VA hiring and outsourcing process on the front-end is crucial. Founder and CEO of Time etc, author of The Hard Work Myth. First, get clear on what tasks you do best. For example, lets say your Virtual Assistant is responsible for handling customer questions that come in through your website and social media channels. Congratsyoure about to take a big, exciting step in the growth of your online business! The more you have systems in place, the easier it will be to onboard your new virtual assistant and ensure that their time (and your time!) is well spent. This detailed welcome kit allows you to outline timeframes, detail the systems you require access to, set up communication methods, shared file access & task management systems as well as linking through to any instructional videos you may have for new clients! If I am a student of the VA Start Up Program, do I needto purchase these? Time Management Tip: Do the Work Now to Save Time Later, Time Management Tip: Do ONE Thing You Were Going to Put Off. I do a limited amount of coaching for individuals and organizations. Curious how product your daily workflow is? Step #7: Book necessary transportation from home to the airport, the airport to the hotel, and hotel to even location. Craig identified the tasks he delegates to a virtual assistant in How a Virtual Assistant Helps Me Get More Work Done. Nothing on this site should be construed as legal advice. The evolution of ones career is fascinating to me, and I love hearing inspiring stories of how people changed things up, or followed their passion. Take Action: Once your virtual assistant is working on your procedure, give them freedom to suggest improvements to the task theyre working on or any task they notice that could be improved. Starting with a review of the year, understand how your goals link to your business mission & purpose, use the SMART Framework to break down new goals into yearly, quarterly, monthly & weekly actions. Use this guide to learn more about the benefits of each model so you can make the right choice for your business. Remember, a good working relationship involves lots of communication. #Task ideas Welcome your new client to your business & streamline the handover of tasks & system access so that you can hit the ground running & start making an incredible impact to your clients businesses! Your email address will not be published. You also want to consider including screenshots to accompany every step to ensure they are doing it correctly. We have created a platform that includes a mobile app in the form of a smart assistant that unites all the essential solutions of a business administrator. An expert events-organiser and all-round superwoman, Alli was driven by her experience as a busy WAHM to, I recently saw a post somewhere about the eye rolling test and how it accurately measures whether or not a couple will survive their marriage. You can download this instantly (ok, the process takes about 15 minutes) to set the rules and terms for your VA and protect your business. At the end, you receive it in Word and PDF formats. We created a digital assistant to fulfill this job for your sales team. Your document is ready! Furthermore, your VA may begin to get into the bad habit of simply asking you any time they have a question instead of trying to remember what you told them for next time.

He recognizes that he doesnt have time to manage each account. This is great for client work; you can edit work for them, and then they can view your work and make any comments if required. Other names for the document: I cant recommend VAnow.net highly enough, it really was a lifesaver. Time Management Ninja 2018. The templates are then linked through to the platform they have been created in (Canva, Excel/Google Shhets). We simply provide legal information & education for you to customize and use on your own and have reviewed by your own local attorney. To help you make everything automated and your team more independent in running tasks. Step #7: Send flight, transportation, and hotel information to Jane Smith in the finance department. Your five steps are very good Documenting Processes for Your Virtual Assistant. A lot of you might not know this, but I'm working, My honest reflections on all the buzz around Insta, ASK ME YOUR LEGAL Qs FOR YOUR BIZ! Test the procedure before you share it with your virtual assistant. In some seconds, docs are ready to be signed and shared with your customer. Take Action: Use an online tool like SweetProcess to document your procedures step-by-step. Companies with outside sales representatives need to support their sales process documentation and protocol with an office assistant: daily reports, sales offers, sales agreements, and any text document outdoor team needs. Identify business processes that can be recurring tasks for someone else to execute. #Productivity Take things slow and allow the working relationship to grow gradually, and youll accomplish awesome things as a team. This includes understanding aspects such as: how far out to book, your travel budget, the airline you prefer to fly, payment method, and travel arrangements. In an agreement like this, standard contractual clauses are also included, such as choice of law and venue. Store and manage your docs with full access any time and anywhere. Share and collaborate your documents with others, Comment on files and suggest edits where needed, See revision history to see any changes made, Research within the document, using Google, Download documents in other formats (such as Microsoft Word). We created a digital assistant to fulfill this job for your sales team. Sometimes, this means they just have to give you a heads-up, but if youre scaling, they might need to reach out to a finance department or your accountant. You will be able to sign in using your own login and password to access the template bundle you purchase. But there are only 24 hours in a day, and I wouldnt have any time for big dreams and plans (and meal prep, and gardening, and cuddling Huddy Buddy) if I were constantly in the weeds. If you do not provide detailed instructions on how to complete something, your Virtual Assistant will be forced to interrupt you or a member of your team every single time they have a question. How long do I have access to the templates for? He mentions that his Twitter tool posts and then re-posts the content four times, eight hours apart. What do you find is the most useful feature of Google Docs as a virtual assistant? To avoid confusion, you may want to create a document that includes pre-written responses or a list of people in the company to pass the comment off to. Below is a list of the potential processes you can document for your new Virtual Assistant. Systems and processes allow companies to automate, delegate and scale. We suggest creating each process in its own separate Google Doc. Step #3: Log into our corporate 'Travel Well' account using the log-in credentials shared in the locked password document. They need to provide them with a fast and easy method of reporting and documenting what they do wherever they work. Work for Hire Agreement, Assistant Agreement, VA Agreement, Agreement for VA, Virtual Services Agreement, How to Legally Protect yourself when Hiring Service Providers, Important Clauses to Review before Signing A Service Agreement. The math behind this is a mind boggling experience when done manually. Now, with the smartphone, they may do any document in seconds! Tell us below! If the answer was no, we wouldnt hire them.. It doesnt matter how organized you are if you are doing the wrong tasks to begin with. Thus, excluding any litigation. Thanks Craig for featuring my guest post and I look forward to answering any and all questions from your TMN community. Youre not offering them employee benefits like health insurance, paid leave, or unemployment, but they are free to work for other businesses. Contribute. The templates are created in Canva, Excel & Word (they can be converted to G-Suite products if you are not an O365 user). Remember, itll take even the very best VA some time to get up to speed, and thats okay! The room should be non-smoking and include a king-sized bed. This Canva template is ready for you to customise fully to show your clients exactly what you do, takes them through the process of working with you & instills a level of confidence in them that you are the perfect solution to their needs. Step #5: Book both arrival and departure flights at the same time. Have metrics to determine if the task is being completed effectively. #Time management

Edit Microsoft Files - One of the best features of Google Docs is that it works with Microsoft files such as Word and Excel. Google Docs allows you to create and edit documents, spreadsheets and presentations on the web. You never have to worry about transferring files between computers, or emailing either. Remember you cannot improve what you do not measure. Even if you feel youre the only one that can do a certain task, chances are if you can provide a documented procedure, someone else can complete the task. Take Action: Make a list of your recurring tasks. This will give the relationship the best chance for success. Be sure to include any log-in information they may need to complete a step and the contact information of the best person to talk to if they have any questions. Time to seal the deal! Including all documentation including information and confirmation numbers via a hyperlink in the e-mail where appropriate. This document can be used in any scenario in which a client would like to hire a virtual assistant. You can customise this based on what content you have & build on this as you gain experience in your business. This Canva template gives you the opportunity to display your credibility & experience through a timeline of professional development, values, highlights, testimonials, client results & your portfolio. Of course, you hope to trust everyone you bring on to work with you. By empowering them to make a suggestion you will benefit from the improved process. This is a guest post by Owen McGab Enaohwo.

Step #4: Search JetBlue flight first. #Time management, If you're looking to boost your productivity, use this simple guide to make the most of your calendar. Handing off day-to-day tasks means you can focus on the big picture things that matter to you and move the needle forward on your business.