Tips & How To's Archives - Virtual Latinos

5 Pro Tips on How to keep your virtual assistants motivated

Tips & How To's

Are you looking for ways to motivate your VAs and keep them happy?

At Virtual Latinos, our goal is to create long-term relationships between our Clients and our virtual assistants. We know how much time and money you’ve invested in training and teaching your VA about your business and how it works, getting them to be more productive, and keeping up with their tasks.

We want VAs to be a part of your team and your growth for the longer term.

There are many ways to keep your virtual professionals motivated, so we’ve created a list of perks and benefits we suggest and that you may consider offering to your VA or team of virtual assistants:

  1. Give them a Raise: Any raise you want to give to your VA will go 100% to them, Virtual Latinos will not take any additional commission from this. There is no limit on how much you can increase your VA’s rate. An economic incentive is always a good way to keep your VAs motivated with their daily tasks.- Pro tip: Clients who offer a raise, usually give a $1 to $2/hr raise.
  2. Offer Bonuses and Incentives: You can offer your VA a bonus based on their metrics, productivity, and others. In case you don’t know, 100% of the bonuses you award to your VA will go to them, Virtual Latinos will not take any additional commissions from bonuses or raises.- Pro tip: Bonuses can be offered up to once per month. Our existing clients have given bonuses that range from $50 to $2,000.
  3. Consider offering paid time-off or vacations: We all need some time for ourselves to recharge and rest. Another way to motivate your VAs is by offering them paid time off. You can decide if you want that time off to be on certain holidays or a specific number of days off depending on their seniority. It’s up to you, we’re super flexible. Although paid time-off is optional, it’s a good idea!- Pro tip: The majority of our clients offer Christmas Day and/or New Years Day as a paid day off. While a few offer 5-10 days of paid vacation (1-2 weeks).
  4. Offer some simple perks: Coffee, snacks, paid subscriptions such as (Spotify, Netflix), gym memberships, etc, are always a good way to pamper your VAs. You can get as creative as you want! This is a good way to keep people happy.- Pro tip: Our internal team at VL gets a yearly stipend to pay for Coffee, snacks and some, based on their years of work with our team, get a paid subscription of their choice.
  5. Send them some of your branded merchandise: You can also send them any promotional items you may have to make them feel part of your team. This may include t-shirts, notepads, mousepads, keychains, pens, etc.- Pro tip: We, Virtual Latinos, have sent 350+ T-shirts and mousepads to every country represented by our VAs, and have distributed them to our VAs. Additionally, we sent special boxes with additional swag to our internal team of 20+ VAs. Check out the photo of what we sent them.

These are just some ideas for you to consider, offering benefits to your team is not mandatory, but as we’ve experienced ourselves at Virtual Latinos, ensuring a long-lasting relationship with your VAs depends on how appreciated they feel within your company, especially if they are doing a great job!

We practice what we preach, all of our team members are working remotely in different parts of the US and Latin America and we offer a benefits package to each of them based on their tenure and role.

Our goal is for your VA to feel part of your company, and an appreciated team member working towards the same goal… Your success!

If you are interested in offering some of these benefits to your virtual professionals but don’t know where or how to start, Contact us today to find the right virtual assistant benefits package.

How to Train Your Virtual Team and Why It Is Crucial for Business Success

Tips & How To's

Challenges of Remote Teams Training

If there is one business practice that will stick around in the post-pandemic world, it is that virtual work will remain an integral part of the workplace. Less reliance on a physical workspace can mean finding and retaining the best candidates you can find, regardless of location and accessibility. This is great news for any business looking to expand its search for talent and a new means of acquiring top-quality team members.

However, training a remote team comes with its own set of challenges. When training virtual professionals, new and innovative ways need to be utilized so that the quality of work from every new remote employee remains the same, across the board. When virtual employees are working from remote places, it can be difficult to make sure that everyone on a team is working toward the same goals. Without proper planning, ideas can get convoluted and there can be confusion on how to meet outcome goals or even confusion as to what the outcome goals are in the first place.

Without face-to-face (f2f) interaction, there are challenges to convey a shared workplace culture during the virtual team training period. When people work in the same physical space, it is easy to foster the idea of the kind of work setting managers and administrators want to run, including the tone, style, and dress codes. Defining if the culture of a company is a relaxed, fun environment or one of a more professional and conservative setting can be easily done in person, but not so much over the internet. There are subtleties in communication that must be conveyed in different ways in a virtual setting.

The process of onboarding in a virtual setting will need different kinds of mentoring and different means of providing feedback to a new hire are needed when an employer is at a distance from a new team of employees. It can be hard to pick up on the specific training needs of a virtual worker if there is a barrier of communication between the two parties.

Effective communication among employers and their virtual team members can be especially difficult to foster in a virtual environment if everyone is relying on more traditional means of communication, such as email. For people working across large distances, time zones may need to be considered. The newest and most innovative technologies should be used to enhance communication.

New employees simply getting to know each other must be addressed in new ways in a virtual environment. Team members developing a sense of trust with each other and discovering what each employees’ strengths are will help a project reach its goals successfully, as well as foster a sense of camaraderie, which is easier done f2f than remotely.

Training a quality remote team can mean the difference between your business maintaining the quality of its products and services across the board, or a team that is chaotic and unproductive.

During the pandemic, virtual learning has undergone massive improvements, as it was necessary to remotely train new hires.

Why Is Training Your Virtual Assistants So Crucial for Your Business Growth?

There are many benefits to training virtual assistants that can lead to substantial growth in your business. Virtual training sessions have standardized and streamlined training so that, across industries and cultures, a high-quality level of performance is maintained and the goals and expectations of a virtual assistant in training are clear. Even one client having a bad experience with a virtual assistant can tarnish your company’s reputation.

Another benefit of virtual training is that it can save travel costs and time, as there is no need for trainers and mentors to travel. Furthermore, a virtual assistant doesn’t need to leave their current location to be trained.

How to Train a Virtual Team? A Step-by-Step Walkthrough of Remote Training

While virtual training may look different than Face to Face training, the goals are the same: to produce a standardized high quality of production from every virtual assistant that is hired. In a virtual setting, there are specific steps that you can take to ensure that each new employee receives the most efficient types of training. The steps to this are as follows:

Step 1: Define a Role

Defining the role of each member of the team ensures that all parties will know what their purpose is within a remote team and what outcomes are expected of them. Beginning by defining a role gives a virtual assistant a concrete place to start as they move on in the training program.

Step 2: Prepare Learning Materials

As stated above, one of the benefits of virtual learning is that the training materials can be standardized and accessible, anywhere a virtual assistant may be located. These learning materials may include pre-recorded lessons and step-by-step training guides.

These learning materials benefit when they include real-life examples and scenarios the virtual assistant will experience when working for clients. Furthermore, experienced team members talking about their own experiences, challenges, and accomplishments they have had while assisting their own clients help encourage and inspire the new hires to work hard to reach their full potential.

Learning materials may also include live training screen shares. This training takes advantage of many of the interactive elements that benefit from f2f training, and when there is a mix of live video feed and text, it helps ensure that everyone’s voice is heard, and questions can be asked and answered in multiple formats.

Step 3: Develop a Timeline/Training Schedule

Developing a timeline and realistic schedule is one of the most important steps of online training. This sets clear goals for both the employer and the remote worker. These schedules must be carefully planned so that the knowledge and training can be given to a new virtual assistant efficiently, but not in an overwhelming way.

A great aspect of virtual training is that all training information can be revisited when needed by the new remote worker. Even online live sessions can be recorded so that someone can always rewatch the live feed if they missed something the first time.

Step 4: Define How to Provide Ongoing Support and Measure Success

In a physical workspace, when a question arises, it is not uncommon for a new hire to stop by a colleague or supervisor’s office and ask a quick question. It is beneficial for a business to train new employees to simulate that access in a virtual environment. Policies that could be put into place could have a “virtual open door” policy, where new employees use technology to have quick access to colleagues during business hours. Furthermore, managers might have virtual hours where they are available to immediately respond to questions from new hires.

Assigning mentors is also a great way to bring new employees on board, and this is no different in a virtual setting. Mentors and mentees can have specified virtual meeting times to work together in the mentee’s training.

There should be clear outcome goals to measure the success of new hires as they proceed through the training process. Not only do outcome proficiency goals give the new virtual assistant a clear path through the onboarding process, but they help the company bring into focus its values, responsibilities, and aspirations. Especially thought-out outcome goals benefit all parties involved.

Step 5: Go Over the Standard Operating Procedures (SOPs)

A standard operating procedure (SOP) offers concise and detailed instructions for how a new hire should perform tasks specific to their business. This document explains, step by step, the procedures to successfully execute and reach goal outcomes of the specific tasks presented.

An SOP will help a trainee understand how to adhere to their required business practices, make these processes more efficient, and minimize the risk of errors. A successful SOP will maintain premium productivity by providing support accountability, and foresee potential misunderstandings while keeping virtual communication between team members open and productive.

Introducing and reviewing SOPs with new employees can significantly reduce the training time necessary to be competent, top-quality virtual assistants. Videos and FAQ documents can enhance the SOPs and make them the go-to documents for both new and veteran assistants.

Main Takeaways to Consider When Training a Virtual Team

The main takeaways to consider when training a virtual team include producing training materials that thoroughly explain training outcome goals so that the process of onboarding is thorough, successful, and time-efficient.

Mentoring programs can help give trainees individualized training, as well as convey such things as company culture, values, and learning from personal experiences.

Successful virtual training includes many opportunities to give the trainee specific, specialized feedback to help maximize their potential. In turn, the employers should also give the new hire ample opportunity to give their feedback as well, so that each party can assist and learn from the other. Be sure to address the trainee’s concerns before and after the training process.

Virtual Latinos

Virtual Latinos provides the best virtual assistants out there to help you create, implement, and maintain successful virtual training programs. We are the top virtual assistant companies that offer bilingual professionals from all over Latin America. We will find the right virtual assistant for you and then provide the support you and your assistant need as you do business together. If you are looking to hire a virtual assistant, contact Virtual Latinos today!

How to Determine if Remote Work Is Right for You

Tips & How To's

Could Remote Work Be Right for You?

If you’ve ever considered remote jobs as a potential option for your future, there is no better time than now to get involved in work within the virtual medium. Companies all over the world are looking for vetted individuals who show the initiative to contribute to their work remotely. Virtual Latinos connects businesses from North America with virtual professionals in countries from Mexico to Argentina.

Choosing to start your career as a remote worker has numerous benefits, such as working on a schedule that makes sense for your lifestyle, potential opportunities to connect with people all over the world, and working in a field that you are naturally able to thrive in. Consider looking into the different remote work opportunities available in different fields that you may be interested in.

What Is Remote Work?

Remote work is essentially any work that is done outside the traditional office environment and has been known by numerous different names within different communities. Folks may refer to remote work as telecommuting, telework, or mobile work.

Remote Work Myths & Facts

As remote work becomes more and more popular, popular myths and stigma have also been raised accordingly. Funnily enough, people who seem to have such opinions are not remote workers, or just blindly agree with what others have said. Likely, they identify with that opinion without any experience or have used what others have said to justify not getting into remote work. Let’s take a look at some of the most common myths:

  • It’s hard to stay engaged if you’re not in the office.

For some people, this is true – and with good reason. We have become accustomed to commuting into the office for work and it is engrained in our culture and our psyche. However, for some, working from home may be relieving from many stressors including commuting and scheduling, and may be extremely beneficial to mental health.

The reason we are so habituated to office jobs or other work styles that occur at a centralized location is that in the past, we have not had any other option. As technological advancements have created the opportunity to contribute to work environments in numerous locations from the comfort of our home, our work culture is evolving. Who knows what the professional world will look like as we adapt more to the benefits of virtual work!

  • There’s no workplace culture working from home.

Workplace culture is all about the environment you create through connection and communication with your co-workers. With the technology available today, you can make a genuine connection with someone across the globe through video conferences and digital communication. All that is required is that you are content with forming those relationships and are open to connecting with folks in that way. Many digital opportunities have fun, integrated ways that staff can connect and feel part of a remote team.

  • Remote work is distracting.

Working from home may have distractions, but in many ways, there may be fewer distractions in your life overall if you work from home. For example, if you are commuting to work every day, then your schedule revolves around time spent in the office and the other aspects of your life may be more distracting. Furthermore, research has shown that productivity in employees who work from home is more than one-third greater than those who remained in the office.

  • Remote workers lack commitment.

In truth, any worker who lacks commitment is a poor worker, and there are poor workers in different fields all over the professional world. A successful remote worker is a driven individual who has decided to take the opportunity for more flexible work options as a benefit to their lifestyle. A recent survey showed that those with options for remote work were also more likely to express loyalty to their workplace.

Why Do People Work Remotely?

There are numerous benefits to choosing remote jobs over jobs that require your physical presence on a regular schedule. Remote work allows for the opportunity to tailor your work to serve you in the ways you need for your unique lifestyle to thrive.

Flexible Schedule

With the ability to work remotely, productivity is no longer always demanded between the hours of 9-5 on a regular schedule. You can have more fluidity in your schedule, allowing you to accomplish other things in your life and be more integrated into your community of friends and family.

Unique Opportunities

Working a remote job gives you the chance to connect with individuals all over the globe who have similar goals as you. The more variety in the individuals you work with, the more diverse your experience becomes and the more likely you are to build lasting professional relationships and have access to unique opportunities.

Work environment

Being able to work from home means having the ability to tailor your work environment to best serve your comfort, productivity, and confidence. The more of these things you have in your work, the more likely you are to be successful. You no longer need to adapt your work style and mental attitude to a specific workplace and can create whatever workspace best serves you.

Work and Family Balance

Working from home likely means you are closer to your family while you are working, and thus you are more easily able to contribute to the lives of those around you. Tied in with the flexibility in your schedule, you can optimize your time to best achieve that needed equilibrium.

Business Benefits of Remote Workers

As an employer looking to hire remote workers, there are some great benefits. You do not need to provide physical office space and can manage a more integrated schedule with the needs of your business and employees. Also, you can work with individuals from all over the world who have a range of experiences and are vetted by other businesses or third-party companies.

Especially in the realm of virtual assistants, there is a pool of individuals who are experienced and willing to contribute their skill set to your operations. That pool is growing and the diversity in candidates can help you to find individuals who are best suited to join your team.

How Do I Know If Remote Work Is the Right Decision?

You are a unique individual, and what you need for your professional life is unique as well. There are things to consider when it comes to deciding if remote work is right for you at this time in your life. It has to be a great fit! There are incredible perks to consider, too, such as potentially making a higher wage than in your home country or local area, getting the flexibility to work from anywhere (not just home), and building an international network of professional connections.

If you feel that you are independently motivated and able to manage your time, then remote work offers the opportunity to have a career and successfully work from home. You need to be able to feel focused and productive while working from home, so picture yourself working from home and see what you would need to feel successful.
Becoming a virtual assistant is a great option for remote work. If you have great communication skills, access to technology, a good internet connection, and can speak Spanish and English, becoming a remote assistant could be the perfect option for you.

How Do I Find the Right Remote Job for a Virtual Professional?

Because remote work is becoming more normalized, the avenues available to get connected with a business as a remote worker have increased. You can find remote positions on numerous job-posting websites. As you apply to these jobs, consider that because they are popular websites for finding work, the number of applicants is quite high as well.

Some websites are more directly geared towards helping businesses find remote workers and virtual assistants. These websites provide the opportunity to get connected with businesses looking to hire remote workers or virtual assistants, but due to their high traffic, they often have a poor retention rate. If you are more interested in getting a job as a medical or business virtual assistant, Virtual Latinos is the best for finding a fitting position.

Project-Based jobs and Long-term Remote Jobs

There are two types of remote work that are the most common – project-based and long-term remote jobs. Essentially speaking, project-based jobs are short-term and commonly known as freelance opportunities. These types of positions will hire someone remote who they believe can help them with the completion of a specific project – and that’s all. Long-term remote jobs may have you working on numerous projects which may also have some project-based workers, but do not hire individuals on a short-term basis with the expectation of them leaving the project after their allotted time. Both have their perks and depending on the style of work or field you are the most interested in, you may find yourself finding preference one way or the other.

Why Virtual Latinos Is the Best Company to Find a Virtual Job in Latin America

It is important that you genuinely care for the success of the company you work for to be a successful remote worker. At the time being, Virtual Latinos is the most specialized and effective company in connecting workers from Latin America with businesses looking for remote workers and virtual assistants. The recruitment process is tiered to ensure that clients end up working with individuals who are vetted and likely to have a positive lasting relationship with them. Virtual Latinos gives special attention to getting to know the businesses and remote workers on a personal and operational level to facilitate a strong relationship.

For those in Latin America looking for a virtual job, Virtual Latinos is leading the charge in helping professionals from Mexico, Central America, and South America to connect with businesses in need of virtual assistants and other remote workers. Learn more about our team and recruitment process in this video!

Top 17 questions to ask when interviewing your next virtual assistant

Tips & How To's

Hire the Perfect Virtual Assistant With the Right Questions

The days of being able to hire a virtual assistant are here. With the advancements in technology, people are now able to work from home as their primary job or supplement their income with some work-from-home tasks. Virtual assistants have many different responsibilities and it is important that you know what your needs are before you start interviewing them for any position.

It’s time to make sure that the next person who works for you can get things done!

Interviewing a virtual assistant is not as easy as you might think. There are many factors to consider before making your decision on who to hire.

Asking the right questions can help you find the perfect candidate for your business needs. I’ve been lucky enough to interview a few of the best team members I’ve come across and having a good interview outline has been really helpful.

I recently talked to one of our clients, Aleksandra Gontaryuk. Her company AG Law Firm is a boutique law firm that concentrates on immigration and family law, among certain other general civil areas of law. Their tech-forward efficiency approach as well as the individualized attention they provide to each one of their clients is what makes them stand out as a Law Firm.

Aleksandra hired an admin virtual assistant from Virtual Latinos and she did an amazing job interviewing Mario from Colombia. I found all the questions she asked so incredibly interesting that I had to share them to help other small business owners find their perfect match!

Here are 17 questions Aleksandra shared with us which I believe every small business owner should ask when interviewing their next virtual assistant:

1. What one skill makes you the most qualified for this position?

This is a great way to start, it allows you to identify if the candidate is aware of the position and the skills required to perform it.

2. To date, what professional achievement are you most proud of?

This is a good way to get to know your new potential VA, find out their achievements and what they did to make that happen.

3. Can you tell me about a time when you overcame a challenge?

This will help you see how past experiences have shaped the candidates as a professional and how well suited they will be to make good decisions.

4. How would you describe your own working style?

This question will help you decide whether the candidate fits in well with the company culture and the requirements of the job.

5. What three words would you use to describe your ideal work environment?

This is a complementary question from the one above, it will give you a hint of the candidate’s personality and if he/she is a team player or not.

6. If hired, what is the first thing you would tackle in this position?

What you’re looking for here is the candidate’s creativity in his approach to adding value to the company.

7. Why did you leave your last employer/your current employer?

This question is very important, you’ll discover more about what’s important to the candidate in a job and how they handle undesirable situations.

8. What’s one skill you would like to improve?

The important thing here is the candidate’s honesty about their improvement path, nobody is perfect and we always have room to learn. So, it’s an opportunity to know what their plan is for improvement.

9. What excites you most about this position?

With this question, you can ensure the candidate understands the job position they’re applying for, their comprehension of the key requirements and skills to do the job. You will be able to see if they did good research of the company’s product/services.

10. Is it better to be perfect and late or good and on time?

This answer is useful in understanding where a candidate may thrive or fail and their attitudes to their own work. Normally, the best answer is good and on time, as perfection doesn’t really exist and punctuality is normally very important for a business, but that will depend on what you’re looking for.

11. In five minutes, could you explain something to me that is complicated but you know well?

You’re just looking to see what the candidate considers ‘complicated’ and how well they can communicate and explain complex ideas.

12. Who is the smartest person you know personally? Why?

This question aims to make the candidate think about what intelligence is and how it’s used, without thinking of someone famous.

13. What is something you’d be happy doing every single day for the rest of your career?

This question emphasizes areas of strength, as well as areas of personal interest. What makes the candidate happy and what they enjoy about their career.

14. What’s the biggest decision you’ve had to make in the past year? Why?

The main point here is to let the candidate talk through how they handle a difficult or stressful situation and this is a good way to predict how the candidate will face similar situations in the future.

15. What surprised you about the interview process so far?

This is a good way to receive feedback from the candidate, have they felt the interview process challenging and exciting or difficult and tiresome?

16. Tell me about a time you disagreed with your boss and how you handle it?

A question that will give you great insight into how the candidate handled a disagreement demonstrating their maturity level, communication skills, and willingness to speak up against authority figures.

17. What was a time you received negative feedback from your boss? How did you handle it?

You are looking at their ability to handle disappointment, rejection, and criticism, and how they respond to feedback.

Interviewing your next virtual assistant or professional is the time when you get to dig deep and ask as many questions as you see fit to determine the candidate’s skills, cultural fit, and intelligence. With this, you’ll be able to discover if they are a good fit for the job they’re being interviewed for and your company. Each of these questions serves a purpose, the more you get to know your candidate the better. Choose the ones that are more relevant to you, add some new ones if you’d like, and start hiring high-qualified professionals. Who knows, your next virtual assistant might be right around the corner!

Have a Stress-Free Hiring Process with Virtual Latinos

Many clients have hired their first virtual professional with us. We know that doing something for the first time can be stressful & also scary. Have no doubt that the Virtual Latinos team makes sure every client has a quality experience with our virtual assistant services at the beginning, during, and after they hire their remote assistant or professional.

Contact Virtual Latinos today to learn more about the hiring process we have developed and how it can improve your hiring experience and interview processes while saving time!

How an Outreach Virtual Assistant Can Help You Achieve Valuable LinkedIn Leads

Tips & How To's

Your Guide to Hiring an Outreach Virtual Assistant to Generate LinkedIn Leads

Since its inception in 2002, LinkedIn has developed a massive base of over 750 million users, hailing from more than 200 countries worldwide. LinkedIn is not just another social platform-a genuinely savvy professional or business owner recognizes the enormous potential LinkedIn holds. Researchers point out that over 84% of small business owners and professional users say they’ve generated “several business leads” with the help of LinkedIn. Generating leads via LinkedIn holds multiple benefits for any small business owner, including:

  • Targeting certain types of clients
  • Expanding your client base
  • Boosting your conversion rates
  • Increasing sales
  • Product promotion opportunities
  • Building brand credibility
  • Build high-value relationships

So, what is the best way to take advantage of the above benefits? For most small businesses, a lead generation virtual assistant can help.

What Is an Outreach or Lead Gen VA?

A virtual assistant is an independent contractor who works remotely, assisting small business owners with any number of the tasks needed to operate a business. As you might have guessed, an outreach or lead generation virtual assistant specializes in sales prospect lead generation, targeting and filtering client prospects via several marketing techniques. The goal of these VAs is to supply your sales funnel with a continuous stream of qualified leads.

Why Outsource Your Outreach Strategy?

As a busy professional or small business owner beginning outreach efforts on LinkedIn, you’ll likely find that doing LinkedIn outreach well takes a great deal of time and effort you may not have due to the increasing demands of your growing business. Fortunately, outsourcing your outreach strategy to virtual assistants provides numerous benefits to alleviate the pressure and help facilitate continued growth:

  • Virtual assistants can reduce your outreach workload. The best virtual assistant services can free up your time and allow you to return to other important tasks.
  • Small business virtual assistants can help you reach more people. A dedicated lead generation virtual assistant has the skill set necessary to find qualified leads and guide them through the sales funnel.
  • Virtual assistants can ensure you attract the most qualified leads. Too broad a focus can lead to time and resources wasted on leads that don’t convert- a VA can filter out non-performing leads to ensure your resources are spent well.
  • Outsourcing to lead generation virtual assistants broadens your marketing capabilities. With the help of an outsourcing partner, you can explore new markets or target new audiences without diverting from your primary sources of profit.
  • Outsourcing can help reduce your overhead. Instead of hiring new in-house staff or training your current staff on lead generation, hire a virtual assistant to boost your team while dedicating more of your budget to getting results.

What Types of Tasks Can You Delegate to Your Outreach Virtual Assistant?

Generating more qualified leads can help your small business’s sales team increase its success rate and thus increase your business’s profitability. To do so, generating all the benefits above, your virtual assistant can help you complete a wide range of outreach tasks. While your lead generation virtual assistant’s task list is fully customizable depending on your needs, common LinkedIn tasks small business professionals delegate to outreach virtual assistants include:

  • Maintaining a high-quality profile. Your LinkedIn profile should serve as your business’s virtual business card, designed to influence connections. Virtual assistants can ensure that your LinkedIn profile features quality images, headlines, business descriptions, and copy built to attract more leads.
  • Sharing quality content. Like other social media and content marketing tools, LinkedIn allows you to share quality content designed to connect with readers and influence them to interact with your brand. Your lead gen virtual assistant can help create unique text, photo, video, and mixed media content designed for sharing-boosting your brand’s reach-or select curated content that will influence readers to learn more about topics relevant to your business.
  • Creating LinkedIn ad campaigns. One of the quickest and most effective ways to generate leads is to ensure your business is in front of the eyes of as many LinkedIn users as possible. If your virtual assistant is experienced in lead generation and marketing tools, they can create image or video ads that build brand awareness and drive clicks to your business website.
  • Engaging in data mining. Your business cannot rely on organic traffic to your LinkedIn profile to develop leads. Your LinkedIn lead generation virtual assistant can access your LinkedIn followers, other social media prospects, website remarketing opportunities, and a host of other analytics tools to build a list of potential leads.
  • Developing client personas. One of the advantages of LinkedIn is that you can target potential clients based on your existing marketing data. Your virtual assistant can identify the traits that make a user most likely to convert and filter your leads list to target those leads.
  • Creating saved searches within LinkedIn Sales Navigator. After your virtual assistant has developed the ideal client personas, they can utilize LinkedIn’s feature-rich Sales Navigator to hone your outreach capabilities. By creating a saved search, the VA can sort leads by title, industry, skill set, and more and create a Linkedin Connection campaign.
  • Sorting and downloading search lists. Of course, a lengthy list of potential leads is helpful for your sales team, allowing them to dedicate more time to developing a sales-client relationship and creating revenue for your business. However, your virtual assistant can download and sort lists by several factors, creating a more accessible, detailed list your sales team can use to your business’s advantage.
  • Importing contacts to critical sales, prospecting, or automation software. Another way virtual assistants can help improve your sales team’s access to your leads list is by importing your lead contacts to your existing software. VAs can import contacts to and from Sales Navigator, LinkedIn Small Business, Dripify, OctopusCRM, Crystal, LeadFuze, HubSpot, Drift, ZohoCRM, Salesforce, and more.
  • Creating lead generation drip campaigns. While many of the most well-known LinkedIn strategies involve nurturing the lead with quality content, email drip campaigns can help you reach your targets with a series of personalized emails over time. Your virtual assistant can create a drip campaign featuring cold emails, welcome emails, remarketing emails, and more to inspire your potential leads to click through and learn more about your business.
  • Creating follow-up emails. The work is not complete once you’ve found and engaged potential leads. Your lead gen virtual assistant can create follow-up emails to re-engage potential leads, prolonging the effects of your drip campaign.
  • Follow up with every lead through Linkedin. No matter what type of engagement your virtual assistant achieves with your qualified leads, follow-up is essential to influence action and generate conversions. Your virtual assistant can communicate via LinkedIn InMail or otherwise respond to each lead interacting with your LinkedIn outreach campaign, guiding them along the purchase funnel.

How to Hire a Lead Generation VA

When you hire a lead generation virtual assistant, you are hiring a specialized virtual assistant to act as a team member dedicated to generating leads for your small business via LinkedIn. As a result, you’ll need to exercise care to ensure you find a specialist who already has lead gen qualifications or set aside time to train them yourself. Follow these steps to find a virtual assistant to fill the LinkedIn lead gen position on your team:

  1. Build a list of tasks to outsource. While the tasks listed above are critical LinkedIn lead gen tasks, it is crucial to determine what you’d like to outsource to your lead gen VA. Compile your list, develop a training document, or set of standard operating procedures, and be sure to describe the outcomes you expect from your VA.
  2. Develop a job description. Use the information you generated above to develop a job description for your VA. Be sure to list the experience or skills required, the expectations regarding duties and outcomes, and the tools or software you expect them to use.
  3. Outline your budget. Decide how much you have available to spend on your virtual assistant services and determine how far your budget will go toward reaching the above-listed goals. Most virtual assistant companies have a pricing range based on expertise, but it’s important to remember that you’ll get what you pay for when it comes to lead generation VAs.
  4. Search for your VA. While you can certainly post listings for your lead gen and outreach VA on job listing sites, virtual assistant services offer a much better solution for many small business owners. Hiring services can offer you a directory of qualified VAs complete with references, qualifications, and more. Even more preferable are virtual assistant services like Virtual Latinos, which guide you through the process step by step.
  5. Interview your VA. Once you’ve narrowed your prospects to the top three VA applicants, schedule interviews with the prospects. Again, a virtual assistant hiring service can help you find a virtual assistant- a VA company like Virtual Latinos can guide you through the interview process for their handpicked VA prospects and even help you begin the onboarding process.

Why Hire From Virtual Latinos?

When you are looking for the best lead generation virtual assistants, Virtual Latinos provides a highly organized VA search process with help along the way. All you’ll need to do is complete a questionnaire and registration; we’ll find you the top VA prospects and interview the finalists before making your final decision. Then, we’ll follow up, providing ongoing support and guidance as you develop your VA relationship.

When you choose Virtual Latinos, you’ll gain access to bilingual (English and Spanish) virtual assistants located across Latin America, including Mexico, El Salvador, Guatemala, Peru, Chile, Colombia, Argentina, Puerto Rico, and more. Unlike other VA companies, our VAs operate within the same time zones as your business, allowing you unparalleled communication, accessibility, and flexibility during business hours. Best of all, you’ll be able to trust that your LinkedIn lead generation and outreach are handled by a professional with your business’s needs in mind, so you and the rest of your team can return to managing your business.

For more information about how our lead generation virtual assistants can improve your LinkedIn efforts, book a call with the Virtual Latinos team today.

6 Tips for Setting Up the Most Productive Virtual Office

Tips & How To's

Setting Up a Virtual Office or Workstation

As technology continues to advance at a rapid pace, a wide variety of tools have become available to empower businesses of all sizes and industries and facilitate the growth of their companies. Businesses increasingly utilize such tools to reduce their costs, save time, and increase the speed and efficiency of their processes, and failure to do so can significantly impact their ability to reach customers and keep up with competitors. With the majority of business interactions already occurring online, the workforce has persistently shifted away from the traditional office space in favor of remote jobs that provide employees with greater flexibility in their careers.

A virtual office allows business owners to recruit talented professionals from all over the world by giving them the tools to perform their tasks with little more than an internet connection. If you are a virtual assistant or are considering applying for online assistant jobs, it is absolutely essential to properly set up your virtual office or workstation to promote productivity and support your career.

Why Is It Important to Properly Set Up Your Virtual Office?

To ensure you can be as efficient and productive as possible, you will need to invest some time and energy into properly setting up your virtual office. You need to create a space that motivates you to work, rather than providing the opportunity for distractions – meaning you must maintain a commitment to keeping this space clean, organized, and clutter-free. Unorganized, cluttered spaces are not only unappealing to look at and live in, they have been proven to actually hinder productivity. When your work environment is messy, your ability to focus is significantly reduced and your brain is less capable of efficiently processing information. This makes it more difficult to pay attention, retain what you learn, and access it from your working memory.

6 Tips on How to Set Up Your Virtual Office

  1. Choose the Right SpaceWhen you work from home, your space should be quiet, comfortable, and free of distractions, so you can fully direct your focus to your job tasks. You need a desk large enough to accommodate your equipment, a chair you can spend hours in without developing a backache, lighting to illuminate your workstation, a door to close to minimize noise, and a trashcan to keep your space clean and tidy. Pay attention to how you spend a typical workday and arrange your furniture to encourage productive habits. Keep the tools you use closest to your desk so you will not be forced to spend time searching for what you need. Your space should be comfortable enough to spend your workday in, while also being professional enough that you can conduct video meetings if necessary.
  2. Secure the Essential EquipmentWorking a remote job requires certain essential equipment to perform tasks and support your success. You will need a computer with sufficient memory and storage, a fast processor, and a camera, in case you will be conducting video calls. Mobile devices are also necessary tools that keep you connected and can be synced to your computer to provide constant access to data. Some remote workers find that they can enhance their productivity with additional equipment, such as multi-function printers, cameras to host video calls, or even color-coordinated filing systems to make it as easy as possible to keep track of important documents.
  3. Use Cloud Storage to Secure Your DataCloud-based file storage gives you unlimited access to your work data from any device and helps keep this data secure from potential hackers or unexpected losses that result from computer failure or hard drive issues. Services such as Google Drive, OneDrive, and Dropbox feature both web-based and mobile-optimized apps that allow you to easily save, organize, and share files with your team without experiencing unnecessary delays or compromising the security of sensitive information.
  4. Stay Connected With Reliable Internet and Phone ServicesA reliable Internet connection is vital to your remote job, so ensure you have a fast connection with sufficient bandwidth to support your regular tasks. You should be able to download files, read emails, and use project management software at the same time without experiencing delays. If your employer uses a virtual phone system, you will need to understand how to handle voicemails, conference calling, and other functions you may use to communicate with your team and your customers.
  5. Choose the Best Tools for Communication and OrganizationHaving the right tools is necessary to help you work smarter, finish tasks quicker, and achieve the best results. There are a number of effective tools you can use to communicate and collaborate with your colleagues, including email providers, instant messaging services, and video conferencing platforms. A project management tool allows you to organize your assignments, track your progress, and manage your time effectively. You can sync your information to your computer and your phone, so you never have to worry about neglected tasks, missed deadlines, or forgotten appointments.
  6. Regularly Clean and Declutter Your SpaceHome offices are particularly vulnerable to clutter, from stacks of unopened mail to scattered pens and dirty coffee mugs. Create a regular routine where you clean up your workspace at the end of each day to avoid clutter from accumulating, such as opening all incoming mail the day you receive it. Designate specific spots for tools you use frequently, and always return them to where they belong.

Where Can I Find the Perfect Remote Job in Latin America?

Virtual Latinos is widely regarded as one of the best companies in the nation for virtual assistant services. We provide a number of valuable benefits for our virtual assistants, including higher pay, flexible schedules, and the opportunity for continuing professional education, all while remaining at home to spend time with your loved ones.

We start our virtual assistants off at 5 USD per hour or more based on level of experience – significantly higher pay than what you could expect to make in your home county for online assistant jobs. You will enjoy the freedom and flexibility that comes with working from home, determining your own schedule, and setting the hours that work best for you. We offer several certification courses in business, digital marketing, and technology to help you earn a higher salary and increase your marketability to potential employers. As you continue working for the company and complete training milestones, you are eligible to receive raises, productivity bonuses, and various rewards for your performance.

To apply to become a virtual assistant with our company, you begin by visiting our website to take a test of your English language and communication skills and complete our application. We will review your application to decide if you are a good fit for our company. If you are selected, you will be invited to become part of our Agency or Directory programs, and we will connect you with small business owners and entrepreneurs in the U.S. and Canada who are looking for virtual assistants or remote workers.

Contact Virtual Latinos Today

If you are interested in joining the Virtual Latinos community, contact us to apply for one of our virtual assistant jobs. Our team has helped thousands of business owners and entrepreneurs streamline their processes, improve the efficiency and productivity of their staff, and grow their companies to new levels of success. We are proud of our highly-skilled, experienced, and hardworking professionals throughout Latin America, including Mexico, Honduras, Ecuador, Peru, and Chile. Visit our website today to learn more about our job opportunities and take the next step in your career by applying to work for us.

Why Creating SOPs Is Key for Business Growth and How a Virtual Assistant Can Help You Out!

Tips & How To's

What Is an SOP?

A standard operating procedure, also referred to as SOP, is a document that provides clear, concise, and actionable directions and instructions for how employees within a business should perform specific tasks. Unlike a simple procedural document that overviews the process, an SOP offers an “on the ground” explanation of the steps that must be followed to guarantee the proper execution and successful results of a specific process. It allows small business owners to streamline their processes, ensures all team members are on the same page, maintains the effective operation of their company, and facilitates long-term growth.

Why Should a Small Business Owner Start Using SOPs?

Using a standard operating procedure in your small business has a number of benefits. They:

  • Maintain adherence to best practices
  • Make processes easier and more automatic
  • Improve efficiency by reducing the likelihood of error
  • Preserve organizational knowledge
  • Support accountability of team members
  • Reduce miscommunication and misunderstandings
  • Provide instructions for addressing safety concerns
  • Eliminate unnecessary steps that do not add value
  • Improve the quality and consistency of results
  • Make it simpler to monitor and measure organizational proficiency
  • Enable onboarding and training of new hires
  • Serve as a guide for expanding your processes in new settings

Neglecting to create SOPs leaves your team at risk for not understanding their expectations, how to fulfil their responsibilities, or what to do if they encounter an issue. This not only hinders the productivity of your company, but also compromises the safety and security of your workplace and can result in being deemed noncompliant with organizational or regulatory requirements.

How to Create Your First SOP

Step 1. Define the Process

SOP generally follows one of three formats:

  1. Step-by-step list- A step-by-step list is a numbered or bulleted list of steps your employees or virtual staff can follow when completing a process, such as logging in to an online platform or providing instructions for proper, safe use of equipment. This format is simple, straightforward, easy to follow, and difficult to misinterpret, but it does not offer much detail and is not helpful for making decisions.
  2. Hierarchical list- A hierarchical list is a more detailed version of a step-by-step list in which each step requires additional details to complete a specific task. It allows team members to understand both the entire process and the specifics of each step and is best suited for tasks such as onboarding new employees or reconfiguring a workstation.

Flow chart-A flow chart illustrates a standard operating procedure in a graphic that allows employees to determine the potential outcomes that may arise during different steps of the process. This format is ideal for decision-making, as it shows a logical flow to the process and helps employees know what to expect after completing each step.

Depending on the specific procedures you are documenting, you must determine which format will be most successful in sharing necessary information with your team members. Choose the simplest format you can to meet your needs. If the chances are low that your employees will encounter difficulties or contingencies that require additional explanations, a step-by-step list is likely the right choice. However, if stages of the process could result in multiple potential outcomes, a flowchart is best suited for your SOP.

Step 2. Determine Your Goals

After you decide on the right format for your SOP, the next step is to determine your goal for creating the document. Common reasons for an SOP are allowing teams to work more efficiently, helping them better serve clients, and giving them the tools to improve the company’s bottom line. Setting smart goals ensures you can develop the best practices, anticipate how implementing the SOP will impact your organization, and know factors to consider when assessing the effectiveness of the SOP.

Step 3. Clearly Outline the Procedures

Develop detailed instructions for your employees to follow, ensuring you use clear, specific language to fully communicate information and minimize any potential for misunderstanding. In some cases, these steps will be sequential, while in other cases they will involve more detailed sub-steps, recursive processes, or other variables that require further explanation. You can include diagrams, illustrations, photos, or other visual aids to support your SOP, or combine aspects of more than one format to create the best representation of the process.

Step 4. List Needed Tools

Your employees will likely need specific tools, equipment, technology, and other resources to complete the procedure outlined in the SOP. You need to define these resources in the document and provide information to help your employees know where to locate them in your facility, how to properly use and store them, and how to report issues if they arise.

Step 5. Implement the SOP

Before fully implementing the SOP, gradually put it into action in a simulated environment so your team can become familiar with the new processes. You can create different scenarios and have team members take on certain roles or simply review hypothetical situations that give them the chance to verbally walk through the steps. Make sure they approach these changes with a growth mindset, meaning they understand that the SOP will continually evolve based on changing needs, goals, and priorities and that they must be prepared to accommodate these changes in the future. After they become more knowledgeable about the SOP and confident in their abilities, you can implement the SOP in full.

Step 6. Develop a Process for Continuous Improvement

Ask your team members to make note of positive or negative experiences they have following the SOP so you can monitor the success of the project and make improvements. Hold regular meetings to provide an opportunity for them to revisit the SOP or discuss options for moving forward. You will notice significant improvements in efficiency and productivity, while also maintaining flexibility to update your processes as factors change in the future, such as consumer needs or advancements in technology.

How a Virtual Assistant Can Help You With Your SOPs

A virtual assistant can perform a wide variety of tasks to help your business, but they can be particularly valuable in the creation and implementation of SOPs. Writing SOPs tends to be a complicated, time-consuming, and repetitive task, so the best approach is to hire a virtual assistant to handle this process.

Experienced virtual assistants understand the challenges of entering a new position without proper SOPs in place and they can explain whether or not specific procedures make sense for new staff members joining the team. They can ensure your SOPs are clear, consistent, easy to understand, actionable, and measurable. Then, they can implement SOPs throughout your company for maximum effectiveness and test them to determine if they are meeting your goals. Finally, because SOPs often become outdated without regular maintenance, virtual assistants can monitor and update SOPs to ensure they reflect important changes in your company.

Having a virtual assistant assign SOPs online allows you to enjoy several benefits compared to creating paper SOP documents:

  • Increasing efficiency- Everyone keeps their phone on hand and can easily access cloud-based storage to check SOPs, ask questions, and complete tasks on schedule.
  • Improving quality control- Employees can perform operations correctly, consistently, and quickly, leading to more reliable results.
  • Enhancing employee skills- Keeping employees fully informed, updated, and trained on new procedures allows them to be more productive and efficient members of your team.
  • Aiding decision making for operations and management- Virtual dashboards offer vital information that makes decision-making easier, such as job performance, time spent on task, and other useful metrics.
  • Saving time- You don’t need to completely reinvent the wheel when a change needs to be made to an SOP, but simply make an easy edit from your phone or computer that is immediately accessible to everyone.
  • Assisting with audits and inspections- Having your SOPs stored digitally allows inspectors to easily determine whether you are adhering to best practices.

Why You Should Hire a Virtual Assistant From Virtual Latinos

When you hire a virtual assistant from Virtual Latinos, you gain a skilled, motivated, and hardworking professional that will manage the entire process of creating your SOPs, from development through implementing and testing. Our virtual assistants have extensive experience developing these types of documents for businesses of all sizes and industries, and offer affordable, flexible services to meet the unique needs of your company. We utilize a strict selection process and accept only 7.5% of applicants to ensure our clients receive the highest quality virtual assistant services. Unlike other companies with staff members in Asia or India, our team works in your time zone, meaning they are always available when you need them, and you never have to worry about a delay impacting the successful operation of your business.

Contact Virtual Latinos Today

If you are ready to improve the efficiency and productivity of your team, contact Virtual Latinos today to find a virtual assistant that can create SOPs for your small business. Our virtual assistants work remotely from locations throughout Latin America, including Mexico, Costa Rica, Argentina, Peru, and Venezuela. Visit our website to join our community and learn more about how our virtual assistants can improve your business with SOPs.

How to Get a Virtual Assistant Job Without Experience Working Remotely

Tips & How To's

What Are Virtual Assistants and the Perks of Becoming One?

Have you ever wanted to work for a company based in the US, but didn’t want to leave your home to do it? With virtual assistant jobs, that’s exactly what you do. Virtual assistants are talented professionals who help North American companies manage their marketing and administrative needs without leaving their home country – or even their home.

There are many reasons why professionals from Latin American countries like Guatemala, Ecuador, or Colombia might be interested in online assistant jobs. First of all, a virtual assistant job provides a great opportunity to maximize and get the most out of your education and talents.

When you work as a virtual assistant with an American or Canadian business, one of the biggest benefits is the great wages, which are guaranteed to be higher than that of similar positions in your home country. Another reason many professionals choose to become a virtual assistant is that VAs can enjoy a higher salary along with greater flexibility and no more long commutes to the office. An added benefit of being a VA for a North American company is that your clients are in the same or a similar time zone as you, so there’s no need to stay up for any 3 am meetings.

Types of Virtual Assistants

Numerous American companies are in search of talented and competent assistants to help improve workflow. Every business owner is different, and so are their needs and expectations. Most companies hire a virtual assistant with a specific skill set, which means there are many types of virtual assistant jobs available, depending on your expertise. Some of the most common positions for VAs include:

Admin Assistants

Working as a virtual admin assistant is one of the most common positions for a virtual professional. Many company managers need someone to help with a variety of administrative tasks, including making calls to clients, managing and writing emails, scheduling appointments, and more. VAs can fulfill the job of an administrative assistant as well as an executive assistant.

Customer Service Virtual Assistant

Customer service VAs provide support to the client’s customers. This position is perfect for anyone who has ever worked in a call center, or who is familiar with the service industry. A Customer Service VA may be responsible for receiving and making calls to clients, as well as handling customer correspondence.

Sales Virtual Assistant

Many small business owners are looking for someone who can help them boost sales and grow their business. As a sales VA, it would be your job to help your client enhance their business efforts by getting more customers and boosting sales.

Social Media Virtual Assistant

Social media marketing is one of the most useful tools for generating business and getting new clients. Unfortunately, social media management effectively can be time-consuming and tedious, and most company managers simply do not feel they have the time. Social media VAs manage their clients’ social media accounts, generate content, schedule posts, and stay up to date on relevant trends.

Marketing Virtual Assistant

Marketing VAs are professionals who are knowledgeable about the marketing industry. As a marketing VA, you will handle your client’s advertising campaigns, utilize your knowledge of SEO to create more traffic, create and manage email marketing campaigns, and truly put your communication skills to the test.

VA positions are not limited to the examples on this list. Companies look for a variety of skills to enhance their business performance, including graphic designers, bloggers, project & operations managers, email and automation experts, and more.

Get Hired as a VA Even if You Don’t Have Experience Working Remotely

Most virtual assistants are hired by companies for their unique skill sets, whether in marketing and advertising, customer support, sales, or another field. As a VA, you will work closely with your client to help maximize their business efforts.

While you might think remote jobs require less interpersonal skills than in-the-office positions, this is simply not the case. Remote work needs a lot more to maintain clear, honest, and effective communication at all times, both with your client and with the client’s customers. With such emphasis on communication skills, it stands to reason that a VA working for an American or Canadian company needs to be proficient both in spoken and written English.

If you are interested in a virtual assistant job from home, here are a few steps you can take to start your career:

1. Choose the Service You Want to Offer

The first step to securing an online job is deciding which service or niche your skills are best suited for. Consider your previous work experience, education, and certifications. Do you love working with social media, and know what it takes to create a community and engage with your audience? Great. Direct your attention towards social media virtual assistant jobs. If you have experience working in a call center and are skilled at communications, perhaps working as a customer service VA is the right position for you.

2. Set Up a Good Working Environment

You don’t need to have experience working remotely to become a virtual assistant, but it is necessary to set up an efficient and productive work environment before you start. Before applying for a remote job, it’s important that you have the means to work efficiently and comfortably from home. Make sure you have a working computer, a strong and dependable internet connection, and a headset.

3. Take Free or Paid Courses

Virtual assistant jobs from home are highly sought-after, making for a competitive job market. Investing your time and resources in free or paid courses can boost your skills and your resume. You can access a variety of special courses and training at:

  • LinkedIn Learning Center
  • HubSpot Academy
  • Coursera
  • Udemy

4. Work on Your Soft Skills

Developing excellent soft skills and great interpersonal skills is especially important for professionals seeking remote jobs. You can work on your soft skills by:

  • Adopting a learning mindset
  • Encouraging self-reflection
  • Taking a course in negotiation or project management
  • Focusing on problem-solving skills
  • Improving communication skills

5. Choose the Right Platform to Find Your Clients

The final step to beginning your online assistant career is choosing the right virtual assistant company to reach your clients. There are several virtual assistant businesses you can choose from, however, one of the best on the market is Virtual Latinos.

Why Choose Virtual Latinos to Start as a VA?

Virtual Latinos is a platform preferred by many professionals because of the high level of support it gives to new and veteran VAs alike. While trying to find freelance work as a VA independently can be overwhelming, joining the Virtual Latinos community streamlines the process by finding you a virtual job that perfectly matches your professional profile.

If you’re interested in finding remote jobs, consider applying to Virtual Latinos. To get the process started, fill out the online application and submit any relevant documentation such as your college diploma, professional CV, or a link to your website. After you’ve been accepted into the Virtual Latinos community, all that’s left is to create your professional profile – and get hired by your first client! If you are interested in pursuing virtual assistant jobs from home and starting your career as a VA, apply to Virtual Latinos today.

How to Manage Raises & Rewards for Your Virtual Assistant

Tips & How To's

Managing Your Virtual Assistant or Virtual Team

As technology continues to advance at an exponential rate, business owners must navigate an ever-evolving market to remain competitive and face new challenges. The internet has fundamentally changed the way people work and incorporating an innovative workforce such as virtual assistants can enhance the operation and ultimate success of businesses in all industries. Remote work allows businesses to streamline processes, improve efficiency, boost productivity and greatly expand their reach to target audiences, so many companies have been using remote workers for years and are reaping the benefits.

Challenges of Managing a Virtual Assistant or Virtual Team

Although remote work offers a wide variety of long-lasting benefits, it does feature certain challenges that business owners must overcome. Effective, efficient communication forms the foundation for any successful small business, and it becomes even more crucial for remote teams. According to a report from 2021, 45.8 % of remote managers state that communication problems are the leading challenge they face when managing remote teams.

Clear, frequent communication is necessary for managers to provide direction to their virtual team, explain strategy, and remain updated on the progress of specific tasks. It is also necessary when multiple team members are collaborating to ensure all tasks are completed properly and submitted on time. Poor communication causes nearly every other management issue that can arise in the operation of a business. When communication fails, workers cannot fully comprehend their expectations and responsibilities, leading to decreased productivity, feelings of isolation, and lowered morale.

Other challenges faced by remote managers are scheduling difficulties, difficulty tracking employee performance, and issues with building morale and developing a positive culture within the team. When a team includes members across several time zones, coordinating times where all members can communicate and work together becomes particularly difficult. If you decide to hire a virtual assistant, Virtual Latinos offers a large selection of virtual assistants throughout Mexico, Central America, and South America, all within the same time zones as the U.S. This means you never have to wait around for hours to receive a response from your virtual assistant, saving unnecessary downtime and wasted productivity.

Impact of COVID-19 on Managing a Virtual Assistant or Team

Due to the global COVID-19 pandemic, companies that have not already made the switch to remote work have been forced to quickly adapt their operations to the current climate. Thankfully, many valuable tools exist such as Zoom and Slack that can help business owners and managers effectively communicate with their remote team members without needing to hire an entire IT team. These tools can empower workers, enhance their productivity, and support the smooth, effective operation of your business. They also make it much easier to manage a virtual assistant, even if they are located in a different country.

Even with the increased challenges of remote work, business owners report that their employees have adjusted remarkably well to their new system. In fact, a survey conducted by the human resources consulting firm Mercer found that an amazing 94% of employers report that workers have either continued the same level of productivity as before the pandemic or even become more productive working remotely than they were while in the workplace. In a separate study from FlexJobs, workers themselves have noticed the benefits of remote work, as well. 51% of employees shared that they have become more productive working from home, primarily due to increased comfort and focus, less noise, and fewer interruptions.

Why Is Remote Workers’ Retention So Important?

Worker retention refers to the ability of a business to retain its employees. Ensuring the success of any business requires a high retention rate, meaning a team member chooses to stay employed on a long-term basis rather than leaving due to challenges in the workplace. When a worker decides to quit, the amount of time, resources, and funding spent on training them is lost. Low worker retention means you not only lose everything you contributed toward making this person a part of the team, but you must also completely undergo the screening, interviewing, hiring, and training process all over again. Low retention also impacts your entire team by causing other workers to become concerned about their jobs, which harms the company culture, lowers morale, reduces motivation, and undermines their loyalty to your business.

How to Manage Raises

One of the primary methods for attracting and retaining the highest quality employees in your business is to regularly review the compensation you are offering and awarding raises based on their performance and productivity. Below we have listed a few frequently asked questions about raises and how to manage them.

Should I Have a Raise Structure?

Yes, you should evaluate the budget and needs of your business to develop a comprehensive raise structure, then inform your employees of this structure and carefully document everything to prevent potential miscommunication.

How Often Should I Consider Giving a Raise?

Typically, you should consider giving a raise after your remote worker has been employed for a full six months, ten months, or twelve months.

What Is the Right Amount for a Raise?

You must consult your business budget to determine the right amount, but generally, a fair raise comprises an increase of $0.50 to $2.00 per hour.

What Factors Should I Consider Before Giving a Raise?

Before you decide to give your virtual assistant a raise, consider the following factors:

  • Their performance in relation to your expectations
  • The value they add to the company
  • The skills they have developed during the course of employment
  • Their willingness to complete further training
  • Their initiative and work ethic
  • Their leadership abilities
  • The interactions they have with management and colleagues
  • The results they deliver to clients
  • Their commitment to encouraging a positive company culture

How to Manage Bonuses

Rewarding your virtual staff for their performance and motivating them to continue improving usually involves creating a bonus calendar and discussing this upfront with all employees upon hiring. Remember to document everything to avoid future conflicts.

Should I Have a Bonus Structure?

Yes, you should create a comprehensive bonus structure with clearly defined criteria. You can establish sales bonuses, performance bonuses, end of the year bonuses, or any other bonus calendar you find most valuable for your business and employee engagement. You may also discuss bonus options with your virtual assistants to determine which they would prefer.

Which Roles Typically Include a Bonus or Commission?

Sales positions typically include a bonus or commission as part of their compensation package. A bonus consists of a fixed amount awarded for achieving a specific goal or meeting a predetermined mark, while a commission is calculated as a percentage of the sales they closed.

How Do I Choose the Proper Amount for a Bonus?

Deciding on the proper amount for a bonus involves considering your budget and how often you want to provide bonuses to your team. Generally, bonuses are calculated by measuring percentages of sales or end-of-the-year profits and allocating an appropriate amount based on each worker’s specific accomplishments or productivity level. You can implement an “all or nothing” strategy in which the worker must meet their quota to receive a bonus or create a system that provides a worker with a percentage of the bonus based on their performance.

What Factors Should I Consider Before Giving a Bonus?

When considering whether to give your remote worker a bonus, you should evaluate whether they met or exceeded the specific quota you set in your bonus structure.

What Is the 13th Month Bonus?

A 13th month bonus, also referred to as an end of the year bonus, is an extra payment awarded to employees at the end of December. It generally equals one month’s salary or 1/12 of their total annual earned income.

How Does Virtual Latinos Manage Raises and Rewards?

At Virtual Latinos, we understand the importance of remote workers’ retention, so we do everything we can to ensure our virtual staff feels recognized for their value and appreciated for their hard work. We offer best-in-class compensation for our internal virtual team as they progress in their careers, including providing raises for workers who complete training milestones and supplementing their earned salary with rewards, bonuses, and additional perks.

Raises for Training Milestones

After one of our virtual assistants finishes a stage of their assigned training program and demonstrates proof of what they learned, they are entitled to receive a pay increase of $0.50 per hour. Completing all five training programs adds a $2.50 increase to the hourly rate, but further raises may be awarded at management’s discretion.

Bonuses for Productivity and Goal Accomplishment

Every December, the management team will evaluate each worker’s accomplishments throughout the year to determine if they qualify for a productivity bonus. When all eligible collaborators have been chosen, the amount of the total bonus is decided, then distributed among the group. Specific bonuses are allocated based on hourly rate, billable hours per week, and the amount of time they have worked for the company.

Rewards for Tenure Based Milestones

Rewards are based on tenure, meaning milestones are set for each full year a worker has remained with the company. These perks are incremental, so they’re also eligible to receive all perks for the previous years. For example, after being employed for a full three years, you receive the perks awarded for reaching the third-year milestone, but you are entitled to the year one and year two perks, as well.

Virtual Latinos Can Help You Find the Right Virtual Assistant

Although remote work does involve unique challenges, you can significantly enhance the operation and success of your business by adding valuable virtual assistant services. Virtual Latinos can help you hire virtual staff to match your business needs and offer expert advice on how to manage your virtual assistant with several useful strategies, including offering raises, bonuses, and other rewards.

By providing a positive work environment for your employees, you encourage confidence, instill loyalty, and enhance their productivity. Maintain clear, frequent communication, utilize different technological tools to aid in this communication, establish rules of engagement to set expectations, offer encouragement, and promptly resolve any concerns. Contact us today to find the right virtual assistant for your business in Mexico, Costa Rica, Colombia, Argentina, and other countries throughout Latin America.

How to Effectively Lead a Virtual Team Meeting

Tips & How To's

How You Can Ensure the Productivity of Your Virtual Team Meeting

Ask any professional you know which aspect of their job they dread the most, and chances are the answer will involve meetings. Regardless of the specific nature of the business or the industry, common complaints include that meetings last too long, they do not accomplish anything productive, or they are unnecessary. However, with the right leadership, meetings can be incredibly productive and valuable to your business. When your team consistently participates in such meetings, they will benefit from improved communication, informed decision-making, more creative and collaborative problem-solving, stronger relationships, and positive work culture. Ultimately, meetings can significantly impact the bottom line of your business.

Poor Communication & Unproductive Meetings

Consider the following example. A sales associate at a local car dealership, always complains about the meetings he is forced to attend because they are often inefficient, unfocused, and time-consuming. Yet when the senior management team decided to change an upcoming promotional event, he was furious that he was not included in the meeting. If meetings at his company were handled with the appropriate level of care they deserve, the sales associate would have prioritized these meetings and made sure to attend them. Additionally, the owner’s assistant could have prepared an agenda and circulated it in advance, giving the associate the chance to learn about the meeting and request to join.

Popularity of Remote Work

The example above illustrates common challenges experienced by workers, how these challenges arise, and how they could be prevented with proactive leadership. Ensuring meetings are productive, efficient, and valuable for all participants has never been easy but is now especially difficult as many business teams have switched to remote work. Since 2005, the number of Americans working from home has skyrocketed by 140%. Today, over 4 million workers currently work remotely, at least half of the time. With the COVID-19 pandemic continuing to keep people at home, this trend shows no signs of slowing down.

Virtual Team Communication

Virtual team communication is vital for keeping all workers on the same page, managing their responsibilities, holding them accountable, and giving them a platform to ask questions or raise concerns. One of the most effective ways to improve communication in your business is to hire a virtual assistant. A qualified, experienced virtual assistant can help enhance the quality and productivity of your virtual team meetings by handling common communication challenges that impact company morale and hinder productivity. At Virtual Latinos, our virtual assistants operate in the same time zones as our US clients, meaning they are always available when you need them the most.

What to Do Before the Virtual Meeting

Step 1: Create an Agenda

If you are responsible for organizing or leading a virtual team meeting, spend a minimum of half an hour preparing for the meeting. This involves creating a precise, time-conscious agenda with a structure of key talking points and suggestions for when and how long you want to address each point. Create a list of all the remote workers who should be included in the virtual meeting and send the agenda to all participants to review it and prepare any questions or concerns.

Step 2: Research the Best Software

Numerous remote meeting tools have been developed over the past few years, so you must consider your needs to find the software with the highest chance of supporting the success of your virtual team meeting. You can utilize a combination of videoconferencing, file-sharing, and screen-sharing software to ensure your remote team can effectively communicate and collaborate.

You can find our recommended tools & software for leading virtual teams in the best possible way.

Step 3: Set a Date

Ask participants for their availability, so you can choose a timeframe that works for everyone. Remember to confirm their time zones to accommodate for any differences. After selecting the best date and time for the meeting, ask the participants to confirm that they will be attending.

Step 4: Define Expectations

Define the rules and expectations for how participants should behave during the virtual team meeting. For example, can they speak freely, or do they need to wait for their turn to contribute? Should they mute their phones when someone else is speaking to avoid distractions? Does everyone need to keep their camera on at all times or only the person talking? All participants should know exactly what to expect when they enter the meeting, be prepared for the discussion at hand, and have clear guidelines on how to communicate.

Step 5: Log on Early to Prepare

Give yourself at least 10 minutes to log on to the virtual team communication software to ensure everything is working correctly, and you are fully prepared to begin the meeting.

What to Do During the Meeting

Step 1: Start With a Greeting

Take time to share a greeting, introduce yourself, and request that all participants introduce themselves. This reduces the awkwardness of the setting, helps them become comfortable communicating with people they have never met in person, and gives them the chance to get to know each other and learn more about their areas of expertise, this is also a great opportunity for team building. A short introduction period also allows you to familiarize yourself with the team, so you can monitor how they contribute to the meeting. These few minutes of small talk where you check-in and catch up will boost engagement, establish rapport, and strengthen relationships among team members.

Step 2: Confirm Users Can Navigate the Software

Confirm all participants are in attendance and understand how to navigate their software. Answer their questions or direct them to resources if they require additional assistance.

Step 3: Outline the Key Talking Points

Explain what you will be discussing in the meeting and update the participants on the company’s most recent news, activities, or developments.

Step 4: Give Everyone a Task

Instruct each participant to contribute to the meeting in a specific way. Give them each a task that involves contributing to the discussion in real-time and interacting with other participants, such as writing down questions that arise, taking notes on key points, or managing the presentation of supporting material. Ideally, this task is straightforward enough to easily understand and requires their participation during the entire meeting, instead of a “one and done” task they can finish quickly. When everyone feels like they bring something valuable to the discussion, they are more likely to stay engaged and contribute rather than falling into passively listening.

Step 5: Encourage Participation

Encourage all participants to contribute to the meeting with their ideas and opinions. Some people are naturally more inclined to speak up in meetings than others, and sometimes they can overshadow their more introverted team members. Make sure you are maintaining a safe environment that empowers everyone to share their unique perspectives. You can structure the meeting, so it offers equal opportunities for all participants to contribute with their ideas, such as giving each person five minutes to share their experience or unique insight on the topic.

Step 6: Employ Visual Aids

Include graphics, charts, photos, and other visual aids in your meeting to present information clearly and enhance engagement.

Step 7: End With a Recap and an Action Plan

Provide a brief recap of the topics covered in the meeting and create an action plan that outlines the next steps for your team.

What to Do After the Meeting

Step 1: Review and Share Meeting Notes

Review the meeting notes, make any necessary edits, and send the final version to participants.

Step 2: Distribute an Action Plan

Send the action plan to all participants with a description of their duties and any deadlines they are expected to follow.

Step 3: Schedule the Next Meeting

If you can, set a date for the next meeting.

Hire Your Virtual Assistant Today

If you are struggling to adapt your business to remote work, contact Virtual Latinos today to learn how your business can benefit from virtual assistant services. As one of the nation’s best virtual assistant companies, we help businesses of all sizes and industries improve their virtual team communication, streamline their processes, and increase their revenue. When you hire a virtual assistant, you can delegate a wide variety of tasks in areas such as business administration, marketing, and customer service to qualified, motivated, and hardworking professionals throughout Latin America.

At Virtual Latinos, 90% of our virtual assistants hold college degrees, and all of them have demonstrated verbal and written proficiency in English and Spanish. They work throughout Latin America, including El Salvador, Honduras, Ecuador, Peru, and Chile. In contrast with virtual assistants from Asia or India, our team operates in your time zone, meaning they are available whenever you require prompt completion of a task. Virtual Latinos can help you hire a virtual assistant that meets the needs of your business.

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