How To Find And Leverage A Virtual Assistant (Or Two) In Your Business

1. HOW TO FIND AND LEVERAGE A
VIRTUAL ASSISTANT (OR TWO) INYOUR
BUSINESS
Russell Cummings
Strategic Business Development

2. MY EXPERIENCEWITH
VIRTUAL ASSISTANTS
 Overall, my experience is excellent…
 I’ve used VAs in a variety of situations:
 Graphic design, iPhone App
Development, Translation Services,
web development and as a Personal
Assistant
 I now have 2 full time VAs (web
developer and a personal assistant)
plus a small team of adhoc VAs for
different tasks

3. VIRTUAL ASSISTANTS
Are they right for you?

4. WHAT IS AVIRTUAL
ASSISTANT?
 A Virtual Assistant provides a range of online
administrative, secretarial and clerical support, as
well as creative and/or technical services for
clients.
 They are usually "home-based" and can be located
anywhere in the world with an internet connection.
The client will often have no physical contact with
their VA.
 They can be employed on a project, casual, part-
time or full-time basis.

5. WHAT CAN AVA DO?
 General business support – typing, email, travel arrangements…
 Blog and Article Writing
 Data Entry
 Webmaster & SEO
 Graphic Design
 Video design and editing
 Bookkeeping
 Social Media
 The choice is yours as there are plenty of options

6. HOW DO I ENGAGE AVA?
 Hire Full or Part-Time, Hourly or Salaried
Comprehensive guide to Virtual Assistant Salaries in the Philippines:
Accountant - US$375
Transcriptionist - US$315
Link Builder - US$350
Customer Support - us$400
Graphic Designer/Artist - US$375
Virtual Assistant - US$375
SEO Specialist - US$400
Copywriter - US$400
Web Designer/Webmaster - US$485
Video Editor - US$550
Software/Web/App Programmer - US$750
• Part-time rates would be approx. 50% of full-time rates
• Rates are in US$ and are paid monthly. Rates at July 2016
Rates at current
exchange rate of 75c
are between
AUD$420 to
AUD$1000 per
month

7. WHAT ARETHE BENEFITS
OF HIRING AVA?
 No additional costs for infrastructure and
employment
 Flexibility in employment arrangements
 Access to specific skillsets
 Time Zones – offset in time zones can be
helpful
 Doing good – for some employees, often
providing access to employment at rates,
locations and times that improve their
quality of life. VA work is often highly paid
compared to local options. Support for the
whole family.

8. WHAT ARETHE DISADVANTAGES
OF HIRING AVA?
 No physical tasks
 Different holidays, climate & events
 Internet access-dependent
 Language, customs and
understanding
 Time difference
 Forex rate

9. TIPS ANDTRICKS FOR GETTINGTHE
MOST OUT OFYOUR
RELATIONSHIPWITH AVA
1. In terms of tools, you need to make sure
you got some effective tools:
Collaboration Tools, Task Management
Tools, Business Tools
2. Communicate regularly
3. Give detailed instructions – no slang
4. Set the “ground rules” – work hours,
exclusivity, holidays, sick leave, public
holidays, etc.

10. WHAT IS THE RECRUITING
PROCESS?
10 Steps to Recruiting a VA

11. THE PROCESS

12. STEP 1: DEFINETHE ROLE

13. STEP 2:
EVALUATETHE ROLE
 Review your Role Profile
 Is this a role that can be delivered effectively in a virtual
environment?
 How much time will you require? Full time, part-time,
project-based?
 Do you want a VA who is locally based or is an
international VA ok?

14. STEP 3:
FINDYOURTALENT POOL
 Australian based – www.virtualassistantaustralia.net.au,
http://thevirtualassistant.com.au, www.virtuallyyours.com.au
 Filipino – www.onlinejobs.ph, http://99designs.com/, http://www.guru.com/,
www.199jobs.com, www.myoutdesk.com.ph
 International and Project based – www.Freelancer.com, www.fiverr.com,
www.upwork.com
 VA Firms - www.virtualstafffinder.com, www.taskbullet.com,
http://remoteworkmate.com, www.virtualdonewell.com,
www.peppervirtualassistant.com
 Specialist Outsourcing firms – Accounting Industry – www.backoffis.com and
www.odyssey.com

15. STEP 4:
RESEARCHYOUR POSITION
 Go to your preferred talent pool and do some
research into current postings: Jobs and Employees
 Look for: key words, wage rates (Jobs and
Employees), how many applicants will match your
Role Profile

16. STEP 5:
PREPARE FORTHE
RECRUITING CAMPAIGN
 Write your Job Post – talk about the person you
want - not your Company
 Plan your process and write your email templates
for Gate 1, Gate 2 and Gate 3
 Prepare your exercises for Gate 2
 Prepare your Interview Questions and Decision
Matrix

17. STEP 6: POSTYOUR JOB
The process will vary from site to site (talent pools)
Usually:
1. Register and create a profile – sometimes there are fees involved
2. Post your Job using their templates – define salary/project range, payment
milestones, etc.
3. Wait for applications and answer any genuine questions
4. For projects – select your preferred applicant and upload Milestone 1 payment
to escrow
5. For full time applicants – goto Step 7

18. ONLINEJOBS.PH COSTS

19. STEP 7:
GATE 1 – MAKETHE INITIAL CUT
 You will potentially get lots of applications, so be prepared to cull the throng
to a manageable number.
My first cut:
 Must have answered the initial brief
 Must have good written English skills – poor grammar and spelling
 Send either Email# 1 “Sorry, but…” or Email #2 ”Go to next stage...”

20. STEP 8:
GATE 2 – EVALUATETHE RESPONSES
Depending on your criteria, evaluate responses from your applicants and
shortlist:
 Shortlist those to go through to Interviews – send Email #3 “Interviews”
 Send Email #4 “Thanks but no thanks…” email to unsucessful applicants

21. STEP 9:
FINAL GATE - INTERVIEWS
 Arrange interviews (usually via Skype) with short list
 Check interview questions
 Review Decision Matrix
 Conduct Interviews and evaluate each candidate using the
Decision Matrix
 Check references on top candidates – email and phone
 Make offer to top candidate

22. STEP 10:
APPOINT AND INDUCT
 Negotiate final Terms and Conditions and make Letter of Offer
 Appoint your VA
 Induction Process: IT access and systems, confidentiality agreements,
work hours, communication protocols, skills training, payment systems

23. THE “SMALL STUFF”
 Paying wages – use PayPal, direct deposit or
Western Union – Fees? Currency??
 13th month payment and other oddities
 Evaluation – 3 month trial reviewed weekly –
regular feedback
 Public Holidays – get access to a local calendar
 Annual Holidays – when and what is the process for
approval?
 Sick Leave policy?
 Access issues – disasters and local issues
 Exclusivity?
 Proof of work? Timeproof or similar

24. IN CONCLUSION

25. ENGAGING AVA
 Lots of benefits
 Some disadvantages
 Flexible way to employ and engage
with your Team
 Not for everyone – virtual environment
causes some communication issues
and challenges
 Can provide leverage for you and
your team – cost, timing, access
 Need to treat them like a Local
Employee

26. OUR 10 STEP PROCESS

27. THE CHALLENGE
What is stopping you from engaging a VA in the next month?

28. WANTTHE ENTIRE PROCESS MAPPED OUT
FORYOU?
We have constructed an online program that will work you
through the entire process of recruiting and engaging a VA
from start to finish.
Video tutorials and instruction that will work you through our
10 Step Recruiting process
Templates and examples of all documentation including:
emails, interview guides, agreements and decision matrix
resources.
Links to additional VA websites and resources
Email support from myself and my team of VAs to
answer your questions
Tips, tricks and tools to help you get the VA that’s right for
you

29. ENGAGING AVIRTUAL ASSISTANT
You will get:
 6 months access to our complete “Hiring a VA”
Program
 Online Training and Instruction that walks you step
by step through our 10 Step Process
 Access to our Resources for planning, recruiting
and engaging your VA
 Email access to Russell Cummings and his VA
Team to answer any questions or queries
Your Investment:
The program will normally
retail for A$249 (US$185)
However, as a special
webinar offer for the next
24 hours you can access
the full program for
A$200 (US$150)
You can access the program at www.sbdbusiness.com.au/Hiring-a-VA

30. QUESTIONS

32. NEXTWEBINAR
Our next webinar is at 5:00pm (Brisbane time)
on Thursday, 4 August 2016
and will cover
“What is your Strategy and Plan for 2016/17?”

33. THANKYOU
Russell Cummings
Business Consultant
M: 0414 929 585
W: www.sbdbusiness.com.au
E: russell@sbdbusiness.com.au