benefits Archives - Virtual Latinos

Client Highlight: Q&A with Productivity Expert Marcey Rader

Tips & How To's

We’re happy to start this new series of questions and answers with some of our Virtual Latinos Clients. For our first guest, we got the honor and privilege to chat with Marcey Rader from Raleigh, North Carolina, founder of Work Well. Play More! Marcey shares some of her wisdom on being able to reach and live a productive, clutter-free, healthy lifestyle, as well as tips on how to help other business owners and entrepreneurs to grow their businesses

Q&As:

  1. Please share a brief description of your business, how you got started, and why you chose it?
    I own a productivity and health coaching and speaking company. Before starting my business seven years ago, I worked in pharma/biotech clinical research for fourteen years and was a corporate trainer and training manager. People were always asking me how I did it all – work, ultra-race, have a relationship and shut down with inbox zero every night. It made sense to do what came naturally!
  2. What types of businesses or people do you work with?
    Many of my clients are in the pharma/biotech space, but I’ve worked from manufacturing to finance, from North Dakota to Dubai. People in all businesses want boundaries, better focus, and healthy behaviors in their lives. I work with small business owners as well as corporate professionals, typically manager level and above.
  1. What are the top 3 keys to your business success?
    I surround myself with key people. When I was starting, I thought I couldn’ afford a virtual assistant. I firmly believe that because I hired one early on, I am much farther along than other people that started at the same time. It allows me to focus on the big picture. I’m also very persistent, but not in a pushy way. I have systems for follow-up that work well for me. Lastly, I take time for myself. As much as I love what I do, I know that the creative part comes from being away from the business.
  2. Who would you consider your key team members or key roles for your business success? (Marketing, Sales Specialist, Admin, Cold-callers, etc?)
    My full-time virtual assistant has been with me for five years. She does all of my website, marketing materials, and administrative tasks. I know how to do these things on my own, but they are not an effective use of my time. I recently hired a concierge for client-facing activities. A concierge means my clients receive an even higher level of service, and I can focus more on coaching and speaking than program logistics.
  3. What unique value propositions do you offer your clients?
    We declutter the mind, body, and business one habit at a time.
  4. How do you measure your business success, and how do you try to improve it?
    My client’s success is our success. I have a strong track record of promotions, business growth, and health improvements with all of my clients. I also have eight Specialists on my team, all of whom own their own business. Being able to give them work means I’ve been successful. And of course, there is always revenue. Tangible success is also paying all your bills and having plenty of money to sock away and even play!
  5. If you could go back in time 10 or 20 years, what would be the #1 tip of advice you’d give yourself?
    At 36, I was starting to hit a low point where my job was killing me, I had gone into early menopause from a high-intensity, high-stress lifestyle, and my marriage was suffering. I was the primary breadwinner and thought there was no way I could leave my job behind. I would tell myself to walk away. Your health and marriage is a priority. You’ll find a way to make money, and you’ll be happier doing it. It won’t be easy, but you’ll be more fulfilled in your life.
  6. What’s the #1 tip you’d give other entrepreneurs or business owners looking to grow their business?
    Hire a virtual assistant! Don’t wait another day.
  7. Would you recommend others to hire a virtual assistant (VA)? and if so why?
    I recommend it several times a week. I am a strong advocate of working in your line of genius and giving others opportunities they may not have. That’s why I like working with Virtual Latinos, because I know I am giving someone work in a country that isn’t as economically strong as the US.
  8. What are the best tools and systems you recommend for working with a VA?
    I like Asana for project management, Google Chat for instant message, and Voxer for voice and text messaging.
  9. Do you have any tips or advice for anyone who’s starting to work with a VA for the first time?
    Start capturing video screen shares of all the tasks you are doing to handoff. The video makes the training more accessible, and since you are doing it anyway, it doesn’t take up much more time.
  10. What do you think about the future of businesses in regards to hiring VAs as part of their team?
    I don’t like the term virtual assistant because it’s underwhelming. They are so much more than assistants. I think COVID-19 has put to rest the fear of hiring people remotely because so many people had to go remote. It doesn’t matter if they are down the street or a time zone away! Anyone can hire and feel confident with a virtual assistant.

Here’s Why You Should Consider Hiring a Virtual Assistant to Grow Your Cleaning Services Company

Hiring

If you run a cleaning business, you have probably noticed that as your business grows, it becomes increasingly difficult to keep up with some of the details and menial tasks involved. You may be overwhelmed by tedious work that you don’t have the time for, work that’s necessary to keep things running smoothly. You have likely realized that you need more help, but hiring local help for these duties can be expensive and impractical. If you haven’t considered it before, it may be time to think about hiring a small business virtual assistant. These experienced professionals are a cost-effective choice that you can hire to perform part-time services to reduce the workload on your full-time staff. This increases your employee productivity, and in turn, improves your bottom line.

How Do You Know if You Need a Virtual Assistant?

When you are trying to decide if you should hire a virtual assistant, it is vital to look at the duties your assistant could take on to make your job easier and give your staff more time to focus on their priorities.

Look at the Duties a Virtual Assistant Can Perform

  • Answering phone calls and providing quality customer service, including special service requests, rescheduling, sales, quote callbacks, and handling complaints
  • Advertising your business on social media
  • Focusing on high-priority tasks
  • Answering customer questions on your website chatbox
    Managing your accounts receivable, invoices, payments, emails, and following up with clients who are behind on payments
  • Managing your payroll
  • Checking with customers on their satisfaction and encouraging them to leave positive reviews, and in the case of poor reviews, working with the client to see how you can improve their experience
  • Sending customer surveys to gain additional feedback
  • Implementing new software programs and assisting with training staff on these systems
  • Assisting with your hiring process by listing open positions, collecting applications, and scheduling interviews
  • Scheduling customers next cleaning appointment
  • Ordering new cleaning supplies
  • Tracking cleaning supplies inventory
  • Scheduling cleaning staff
  • And more!

How Do You Train a Virtual Assistant to Meet Your Needs?

Every business is different, and it is vital to have a plan for preparing your virtual assistant for the tasks you expect them to perform so that they can help your business become more efficient and bring in more revenue.

Training Tips for Your Virtual Assistant

  • The first step in ensuring that your virtual assistant will handle the jobs you expect of them is to list the tasks you want them to perform. Create a task list and prioritize the more important items, so they know which items should be completed first. It may benefit you to choose the daily tasks that take up the most of your time that you could spend on more meaningful endeavors. Be sure to pace your training program so that your assistant doesn’t feel overwhelmed right off the bat.
  • Train your virtual assistant on the specifics of the way you like your phone answered, and prepare them with a list of commonly asked questions and the responses you wish them to provide to clients. It is easier to have this information in a well-organized folder than asking them to memorize responses right away.
  • Be sure that your virtual assistant knows what you expect of them in terms of phone call response time and how quickly you expect them to respond to emails, text messages, and other communications. Be careful not to set unrealistic expectations—your virtual assistant is human, so don’t expect more than you would from any other employee.
  • Take time in the first few weeks of working with your virtual assistant to get to know them and build a trusting employer/employee relationship. Have weekly meetings to check in and see how things are going with them. Monitor them from a distance so that they don’t feel that you are micromanaging, and be understanding if they make a few mistakes at first.

Call on Virtual Latinos to Help You

Once you see the benefits of hiring a virtual assistant for your cleaning business, doing so will help your business to grow. Virtual Latinos is one of the top virtual assistant services that can connect you with college-educated, bilingual virtual assistants from countries like Uruguay, Argentina, and Mexico. Our company has built a reputation for trustworthy, cost-effective virtual assistants that improve customer service, employee productivity, and help businesses grow. Call us today at (619) 317-1198 or visit our website to find out how we can help your cleaning business.

Physicians! Increase Your Bookings and Show-up Rates by Hiring a Latino Virtual Assistant

Hiring

Your priority as a physician is helping your patients get well, but you can only help them when they show up for appointments. On top of that, you have payroll and overhead costs to meet to keep your practice running. If you are not staying fully booked, there will be less money coming in to ensure the success of your office. There is a great, cost-effective solution, however, that can help improve your bookings and make sure your patients are there for their appointments. Latino virtual assistants from countries like Argentina, Chile, Uruguay, Bolivia, and Nicaragua are ready to help you succeed. These professionals are college-educated and bilingual, a huge plus in the United States, where nearly 17% of the population is of Latino descent. As you set out to find a virtual assistant, keep these details of how they can help in mind.

How Do Virtual Assistants Bring in More Patients?

There are various ways that Latino virtual assistants can help manage your medical practice and increase productivity effectively. Still, the most important benefit that they can bring to your office is increased bookings and show-up rates. Consider the ways that they can affect your patient schedule.

Satisfying Patients so They Come Back Again

Patient experience. If patients are not happy with their first visit to your office, chances are they will not return the next time they need medical attention. To make the doctor’s office visit more pleasant, virtual assistants can ease patients’ worries about seeing the doctor. Many people are anxious about medical appointments, and long periods in the waiting room only add to their fears and frustrations. Virtual assistants help streamline the scheduling and patient load from outside the office so that your waiting room is not full of people, and all necessary paperwork is taken care of before the appointment. When the clerical work is out of the way, and the schedule is not too busy, patients get more one-on-one time with the doctor and feel more at ease.

Increasing doctor-patient communication. When you only have time for a brief visit with your patients, it is difficult to gain a grasp of their unique circumstances and needs. This often makes patients feel that they are not getting the best care available. A virtual assistant can improve this experience for both doctor and patient by gathering information and documents beforehand, which allows you more time to get to know your patients and their specifics. When patients feel that you truly care about them, they are more likely to return to your office.

What Other Tasks Can Virtual Assistants Do?

When you are looking for the best virtual assistant, keep in mind that there are many ways they can benefit your daily operations. Many physicians find that they save a great deal of money by hiring virtual assistants to perform clerical work because they are typically part-time and offer affordable hourly rates. Look at some of the other tasks that a Latino virtual assistant can perform for your medical practice.

  • Online research
  • Live Interpreting & Translation
  • Data Entry & CRM/EMR management
  • Posting on social media
  • Organizing files and photos
  • Managing email accounts
  • Health Insurance Claims, Billing & Coordination
  • Patient tracking
  • Editing, writing blog posts
  • Creating presentations
  • Organizing spreadsheets

Virtual assistants have a wide range of skills and are often ready to jump in and help in any capacity. These are just a few of the many office tasks that they can handle when you are looking for an extra hand without hiring another in-house staff member. Best of all, virtual assistants are always on task. Since these assistants work remotely, they tend to be very focused while they are on the job. Without the distractions of the office environment, they are adept at getting a great deal of work done in the hours they put in.

Virtual Latinos Can Help

If you are wondering how to find a virtual assistant, Virtual Latinos is here for you. Visit our website or reach out to us at (619) 317-1198. From answering phone calls and scheduling daily tasks to manage data and billing, there are many ways our assistants can help your practice grow. Our virtual assistants are educated and experienced professionals who can increase your office productivity, get more bookings, and ensure that patients show up for their appointments. Call us today to find out what we can do for you.

Four Ways VAs Can Help Your Law Firm

Tips & How To's

If you operate a successful law firm, you’re fully aware that the day-to-day operations of a law firm require much more than court appearances and important meetings. As a lawyer, you face an enormous amount of clerical work and other time-consuming tasks that can take you away from crucial meetings and bog down your schedule if you can’t delegate correctly. Fortunately, hiring a virtual assistant (VA) for your law firm can relieve much of the burden by outsourcing many essential law firm tasks.

A VA can provide much more than the surface value of completing the tasks assigned. A VA’s influence can improve multiple internal aspects of your firm, which can help you improve your efficiency and grow your company. We’ve compiled the most important unseen benefits a VA can have for a law firm here.

Benefit #1: Time and Money Savings

One of the primary reasons lawyers give for hiring VAs is the time saved by delegating non-core tasks to a virtual legal assistant. Client Jeff Craig (DC Law) says, “Regarding the reason why I hired the VAs in the first place, which was for intake calls and retaining clients, I have seen how my numbers have increased with the help of the VAs I hired through Virtual Latinos.”

Besides, compared to the cost of hiring a legal assistant locally, the relative price of an affordable virtual assistant is remarkably lower. For smaller firms and solo lawyers, the ability to pay a VA for a variety of smaller tasks is much more cost-effective than hiring in-office personnel to perform smaller jobs throughout the day. In addition, lower cost can be attributed to the reduction in overhead that results when you limit in-house personnel, including:

  • Reduced use of infrastructure
  • Reduced use of resources
  • No responsibility to offer employee benefits

Benefit #2: Enhanced Services for Your Firm

When you hire a virtual legal assistant, you’ll reap the benefits of an experienced VA, readily equipped with the software necessary to work with you. In most cases, there’s no need for extensive software training, setup, or other clerical duties upon hiring. Instead, a quality VA will invest in the resources necessary to perform the job efficiently.

Client Kalani Hawks (Hawks Villafranca Law) says, “My VA is phenomenal; she’s so self-motivated and able to provide the support I need, so I can focus on my business without being bugged out in administrative details that will prevent me from growing my business. She’s also part of [my business] as she’s constantly providing ideas and feedback for me to improve my growth as well.”

Benefit #3: Excellent Customer Service Quality

Virtual assistants can provide several top-quality customer service benefits to help keep your clients feeling satisfied with your law firm’s dedication to their cases. Your VA can remain diligent in completing many day-to-day client-facing tasks while you focus on the cases at hand or engage in firm growth. Customer service-based duties your VA can handle include:

  • Information gathering
  • Client form completion
  • Regular client follow-ups regarding their case
  • Client notification

Additionally, bilingual VAs can interact with Spanish-speaking clients, facilitating communications between client and attorney, and completing the translation of all case-related information. Client Beckie Moriello (Raleigh Immigration Law Firm) says, “Hiring a VA from Virtual Latinos has helped me achieve goals in the sense of getting staff that is more economical for me, capable, professional, and bilingual. I was able to find good bilingual people who follow directions and do as I ask them to do.”

Benefit #4: Improved Work/Life Balance

The final benefit of hiring a virtual assistant for your law firm is perhaps the most intrinsic to your firm’s success—reducing the impact the work of growing your firm can have on your personal and family life. Since many solo practitioners and small firm owners must dedicate a great deal of time to both clerical work and growth-based activities, hiring a VA can help you strike the ideal balance. Best of all, a VA can help you ensure all client work and work to grow your firm is on track while you attend to important personal business.

Choose Virtual Latinos to Meet Your VA Needs

When you’re searching for virtual assistant companies with dedicated virtual assistants, look no further than Virtual Latinos. Our focus on Latin American countries (Mexico, Guatemala, Honduras, Colombia, and Venezuela) means each virtual assistant is within two time zones of your law firm. This enhances their availability to handle all the duties that a legal assistant or customer service provider must provide. Additionally, each VA is fully bilingual in Spanish and English to ensure proper care of your Spanish-speaking clients. Reach out today to begin hiring your virtual assistant, and grow your law firm with the help of Virtual Latinos.

5 Ways Virtual Assistants Can Fast-Track Your Insurance Company’s Success

Tools & Resources

In today’s digital era, brick and mortar locations are quickly becoming increasingly irrelevant. After all, most clients simply check the status of their insurance policies or submit claims via mobile apps or online websites. That leaves you with staff taking up most of the real estate in your offices. But is this arrangement necessary? Or is it time for you to take your business to the next level?

If you’re looking for a solution that will cut expenses, reduce your workload, and help you become more digitally savvy, the answer is easy: Hire virtual assistants. After all, not every task in your company requires an insurance license, and once hired, managing your virtual assistant is a breeze. Said assistant can take care of all the busy-work in the office, freeing up your schedule to tackle more important tasks, and when you’re working with Virtual Latinos, they can do so at a fraction of the usual cost.

What Benefits do Virtual Assistants Provide to Insurance Companies?

1) First Point of Contact for Clients

Clients will have questions every time a policy update is mailed. They’ll have much more trust in your company if you’re able to respond to those questions promptly. But balancing other responsibilities means you won’t always be available to take that call. Hiring a virtual assistant allows you to keep the lines of communication wide open and helps your clients feel like you are genuinely invested in hearing what they have to say. Our Virtual Latinos are in places like Colombia and Honduras, which have the same time zones as the US, so they’ll have no trouble receiving calls during US business hours.

After speaking with a client, the assistant can determine if the situation has been satisfactorily resolved or if the caller needs to be redirected to the appropriate division of your company. The ability to screen these calls cuts down on the number of interactions you need to address, while still giving your clients the impression that your company is there for them when necessary.

2) Manage Your Schedule

In addition to being that first point of contact when clients call or other staff members reach out, your assistant can also take care of your scheduling. By reviewing your calendar and availability, an assistant can add meetings to your schedule as needed. Instead of wasting your time trying to figure out how to squeeze in three appointments in a busy week, you can simply check your schedule every day to confirm what’s scheduled and leave it at that.

If circumstances change and rescheduling is necessary, your assistant can take care of that too. By reaching out to the affected parties to confirm the meeting is being rescheduled, you show that you respect people’s time.

3) Research and Data Collection

While you concentrate on taking care of any urgent situation, your virtual assistant can spend time performing research and collecting data. For your operation to run successfully, it’s crucial to have access to updated marketing information. Working with a virtual assistant agency enables you to keep track of upcoming trends and industry changes and stay competitive in the field. With Virtual Latinos, most of our assistants have robust marketing backgrounds, making them uniquely qualified to handle this task.

Virtual Latinos’ virtual assistants are fully bilingual, college-educated, motivated individuals. Their skills in English are equal to their expertise in Spanish, and they can handle complex documents full of technical language with little issue.

4) Data Entry

In the insurance industry, there are large amounts of information you will collect from clients during their time with you. Most of this is submitted via filled out forms. And while a lot of the process is becoming more automated, there are still quite a few things that a machine can’t do. A dedicated virtual assistant can take the time to pore over paperwork and perform the necessary data entry services for quotes, claims, and other such processes.

5) Social Media Management

Social media is the ultimate tool when it comes to promoting your company and your brand. But using social media properly involves a lot of time and commitment. What users love about the platform is the interactivity, which entails ensuring they have a constant cache of fresh, relevant content prepared and can respond to comments to your posts regularly. Virtual assistants can take care of providing these updates and scheduling posts to prevent your page from becoming stale. They are also able to take the time to respond to comments, as well as take note of any trends across social media that might have an impact on your company.

Hiring the Right Virtual Assistant for You

With so many choices for virtual assistants online, it’s easy to get overwhelmed. We help simplify that choice by providing a unique service within the industry. Not only are the assistants on our team thoroughly vetted and hand-picked to ensure they are incredibly qualified for the task, but they’re also far more affordable than any alternative. Given the differences in costs of living between the US and, say, El Salvador, the same dollar amount that would be considered extremely desirable for a paycheck in Latin America is simultaneously extremely affordable in the US. With Virtual Latinos, you can hire virtual assistants for as little as $5 per hour, though we have multiple pricing options for whatever your needs may be.

In addition to being cost-effective, our assistants’ language skills will allow you to grow your business even further, providing better support for any Spanish-speaking clients and partners. Spanish is the second most spoken language in the country, and being unable to provide services in Spanish is a considerable setback.

When you’re ready to take the next step for your insurance company, all you need to do is reach out to us so we can get started on pairing you with the best virtual assistant for your needs. Contact us today!

Three Common Problems Between Clients and Virtual Assistants—and How to Solve Them

Tips & How To's

If you’re anticipating joining the growing remote work movement to help your business succeed post-pandemic, the benefits of virtual assistants are numerous. However, as with any business relationship, there are potential pitfalls as well—and it’s essential to be aware of each to avoid issues. To help provide better insight and a clearer path to avoiding problems after you hire virtual assistants, we’ve gone straight to the source.

Virtual Latinos asked our VAs, “What are some of the most common issues between a VA and a client? How can a client go about solving them?” Here are the top three:

Issue #1: Communication

Communication is a common issue for many business relationships of all types, including VA/client relationships. The nature of remote work—with its focus on technology versus in-person contact—can provide additional barriers to communication. “Building a strong communication path since the beginning is a challenge, especially while you work with someone remotely,” says Jennifer Salazar, a Virtual Latinos VA.

To establish excellent communication from day one, Salazar recommends the following:

  • Be clear and concise. You have goals and expectations, and your VA must understand them to meet or exceed them. Do your best to communicate goals clearly from the beginning—and in a way that makes your expectations the primary focus of your communications.
  • Establish a schedule. Salazar suggests asking your VA to briefly summarize his or her activities at the end of the day. Alternatively, you could even schedule daily check-ins and check-outs, so both sides are clear regarding work completed and work outstanding.
  • Perform periodic internal follow-ups. Set a schedule to perform a formal follow-up with your VA—ideally at the one-month, three-month, sixth-month, and one-year milestones. “This will help clients and VAs to see the improvements or challenges they are facing while working together and also find a way to solve them,” says Salazar.

Issue #2: Productivity

Potential productivity issues—the ability to perform consistent, high-quality outsourced work and do so efficiently—are key concerns among professionals new to hiring remote workers. Fortunately (and contrary to popular belief), productivity tends to be even higher for many remote workers than it would be if those same workers were confined within an office setting. Still, that doesn’t mean you should simply assign project after project and then disappear until its due date.

So, how can you ensure your VA is performing as expected and working efficiently when you can’t see them working? Salazar recommends these strategies:

  • Institute a training process. If you want your VA to perform well, you’ll need to train them to do so. Make sure you provide your VA with the necessary resources and information from the beginning and enable them to learn about how your company—and the tasks they’ll undertake—needs to operate.
  • Utilize management tools. A great resource to help your VA manage time, tasks and more is the use of task management and time management tools. “For task management, some good tools are Trello, Asana, Teamwork, and Infinity; for time tracking, try Clockify, Toggl, Hubstaff, and Time Doctor,” says Salazar.
  • Hold short meetings. Often, productivity and excellent communications go hand in hand. Hold brief daily check-ins or weekly meetings to discuss which projects are finished, which are underway, and which may take more time and resources to complete.

Issue #3: Time Difference

The final barrier between a strong, productive relationship between client and VA are the issues a significant time difference between a client and a VA can cause. “Working with a virtual assistant from the other side of the globe can be pretty challenging, and that challenge typically comes in adjusting one’s body clock to a different time zone,” says Salazar. She notes that when there is a large time zone gap, VAs often need to train their bodies to work overnight or late-night hours, which can lead to a loss in productivity no matter how excellent the VA’s work ethic.

The solution is simple, according to Salazar—“Hire a VA who is closer to your time zone. Both of your schedules can be more synchronized, and your communication level will be more optimal.” For those of us in the Western Hemisphere, that means hiring a virtual assistant in Mexico, Central American countries like Costa Rica and Guatemala, and South American countries like Colombia and Venezuela.

Choose Virtual Latinos to Meet Your VA Needs

Virtual Latinos is one of the top virtual assistant services, dedicated to providing Latin American assistants for your needs. Our focus on Latin America means each of our virtual assistants is fully bilingual in English and Spanish and is located within two time zones of your own to optimize communications and productivity. Contact us today to learn more about how to hire a virtual assistant—and avoid the above VA pitfalls with ease.

10 Ways Virtual Assistants Can Help Property Managers Succeed

Hiring

Working as a property manager requires being capable of addressing a variety of issues at once. While one property faces requests for repairs to structural damage after a storm, another property may need trash removal scheduled, while a third is in need of routine maintenance after being vacated by the previous tenants.

With so many responsibilities to handle, a property manager can become overwhelmed by the more time-consuming, day-to-day tasks, interfering with their ability to do their job effectively. Hiring a virtual assistant can allow you to shift your focus from trivial, routine duties to those most worthy of your time.

How Virtual Latinos Can Help Your Property Management Company

Though working remotely, virtual assistants can handle the same workload as in-person assistants, without the need for office space. However, our virtual assistants go a step further. As one of the top virtual assistant companies, we take care to pre-screen all our applicants to ensure they are qualified for the position. Only 7-8% of our applicants make it into our Virtual Latinos community, and only 2-3% become agency certified. Those selected are educated professionals, tested, and ready to help you get a leg up in the business.

We are prepared to help you find a virtual assistant perfectly suited for your needs. However, you might be wondering how adding an assistant to the team can actively help you improve your business.

What Can A Virtual Assistant Do For A Property Manager?

Our assistants are skilled and flexible and can be placed in a variety of positions to help streamline your operation. Here are just a few of the things one of our assistants could do for you:

1. Handle phone calls
Spend less time answering phone calls. Our assistants live in countries like Nicaragua or Mexico, with very minimal time difference from the US and can handle minor questions, prioritize important requests, and schedule callbacks when necessary.

2. Book property viewings
Keep your properties visible by allowing assistants to handle booking, ensuring you get as much exposure to potential tenants as possible.

3. Maintain a social media presence
Nowadays, prospective renters often turn to social media to find properties in their area, and they are far more likely to engage with an active site than one that is seldom updated. Assistants can keep your social media sites updated with fresh content.

4. Increase points of interaction
Employing a dedicated virtual assistant allows you to expand the ways in which someone can contact your company, such as through a live chat on your site or direct messages on social media pages.

5. Offer bilingual services
In an increasingly multicultural world, it is crucial to be able to effectively communicate in multiple languages. Our assistants are fully fluent in English and Spanish, and they can help clients navigate the intricacies of contract language in a renter’s agreement.

6. Schedule routine maintenance
Though some maintenance operations may require more involvement, routine repairs can easily be handled by an assistant.

7. Handle bookkeeping
Assistants can provide basic accounting services to ensure your staff is taken care of.

8. Process bills and invoices
Get organized by allowing an assistant to keep track of the various contractor and maintenance worker invoices, and stay ahead of your payments.

9. Gather information
Given the nature of their work, virtual assistants can note trends in the types of questions and feedback received. This can, in turn, help you optimize your website or make changes to the information your company provides online.

10. Keep track of renters’ status
In addition to recording responses online, virtual assistants can also maintain a record of the various renters’ statuses, ensuring all rent and fees are paid on time, then sending out late payment notices when necessary.

Other Advantages Of Working With Virtual Latinos

Not only are our services top quality, but they are also extremely affordable. Because of the differences in the cost of living in various countries, a young professional living in Ecuador can earn a stable income at a much more affordable rate for US employers. In fact, our virtual assistant services are 40-75% less costly than those who do the same job in the US, and 30-50% less costly than US freelance marketers or in-house employees. The money saved can then be invested into rising property values.

Looking to save money and improve the quality of your services? We’d be more than happy to help you hire a virtual assistant today and give yourself the time you need to focus on what really matters.

How A Virtual Assistant Can Help You Manage Your Ecommerce Store

Tips & How To's

4 Steps to Hiring a Virtual Assistant Can Help You Manage Your eCommerce Store

When you first started your ecommerce store, you were likely managing every aspect of the business, from fulfilling orders, responding to customer queries at all hours, scheduling and managing social media posts, and keeping track of stock. There are many things that make being a small business owner gratifying but being in charge of it all isn’t one of them.

Whether you operate a sole proprietorship or have 10 employees or more, a virtual personal assistant can help. VAs offer an extra set of “hands” without the extra legwork associated with having an employee.

How to Hire a VA for Your Business

No matter what your small business is or how busy you are, you need time to keep it moving forward and growing. If you are looking to hire some help, a VA could be a perfect and affordable solution. Here’s how you hire your own virtual assistant for your ecommerce store and earn back some of those precious hours in your day.

Step 1: Decide What You Want Your Virtual Personal Assistant To Do

First, make a list of what you want your virtual assistant to do. Will they take on general tasks such as order fulfillment, customer service, or social media management? Or do you require a virtual assistant for more specialized tasks such as marketing, video production, project management, or digital advertising? Specialized VAs require less training, but generalized VAs can help take on repetitive tasks and free up more time in your workday. To determine which type of VA is right for you, spend some time documenting all the tasks you want to outsource, and the types of outcomes that you want your VA to achieve (for example, if hiring a VA to increase sales, what sales targets do you want them to reach?)

Step 2: Create a Job Description

To hire a virtual assistant right for the job, you will need to create a job description based on the types of tasks you wish to delegate. A job description includes:

  • Information about your ecommerce store (i.e., your target customer, the industry you target, what you sell, etc).
  • Desired level of experience, education, and skills
  • An outline of duties and key responsibilities
  • Specialized apps, tools, or software that the VA will be required to use (i.e., CRM systems or proprietary applications, WordPress, etc).

Step 3: Hire Your Virtual Personal Assistant

Once you have a job description outlining roles, responsibilities, and key qualifications, it’s time to do the hiring! At Virtual Latinos, we have two main ways of connecting with the perfect assistant for your needs:

  • Go through our agency. Create an account, fill out a short questionnaire outlining your needs, and let our experienced team find you the perfect virtual assistant. We’ll review your requirements and find the right assistant for your needs. We take on the interview process and choose the top 2-3 candidates for the job, letting you have final approval. Once hired, you will manage your assistant, but we provide ongoing support.
  • Hire through our Virtual Latinos directory. Sign up for our directory and browse assistants through filters like experience, key credentials, and certifications. Get in touch with them via our simple email system, and interview them like you would any other employee. Once hired, you manage them as long as your Virtual Latinos membership is active.

Our assistants are located all over Latin America, from Argentina, Costa Rica, or Mexico.

Step 4: Manage Your Virtual Assistant

Once hired, your small business virtual assistant can help you maintain any aspect of your business that you require. To keep the relationship beneficial, we recommend managing your employee with:

  • Periodic performance reviews. Using the job description and outcomes you designed at the beginning of the process, determine if your virtual assistant is meeting the expectations you have.
  • Resist the urge to micromanage. Small business owners can fall into the habit of wanting to control everything but remember this is why you hired a virtual assistant! Relax and let your new small business virtual assistant take off some of the load.
  • Schedule regular check-ins. Use easy communication tools like Slack to check in with your virtual assistant and see how they’re doing and what they plan on tackling for the day.

Call Virtual Latinos to Learn More About How to Hire a VA

A virtual assistant can help you manage several different aspects of your ecommerce store. To learn more about our process and how our virtual assistant can help lighten your business load, contact us.

3 Tips For Productively Managing Your Remote Team!

Tips & How To's

Leverage These 3 Tips for Managing Your Remote Team

Remote work is more than just a fad. As the COVID pandemic continues to sweep the globe, many experts predict that remote and virtual work will only increase in popularity, even after workers are allowed to return to the office. Employers are increasingly discovering that remote teams are often more productive. However, effective management of these teams is essential. To make the most of your virtual assistant(s), we recommend applying the following tips to effectively manage your remote teams:

1. Schedule Regular Check-Ins

There are a few different ways to check in with your remote virtual assistant, even if they’re located in Peru. Several tools can help you communicate readily with your virtual assistant, such as Slack, email, and phone. However, face-to-face interactions can also be helpful. We like tools like Google Team Hangouts and Zoom. Virtual check-ins:

  • Lead to more effective troubleshooting. When you and a virtual assistant are tackling a business task, problem-solving is much more effective face to face compared to email.
  • Create better non-verbal understanding. While Slack can be an effective form of communication, it can also be impersonal. Video platforms like Zoom can help you connect better with your virtual assistant, even if they’re located in Honduras.

Regular communication over multiple channels is essential to make sure your team is meeting your expectations. Even the best virtual assistant will benefit from direction and dialogue. Making your expectations known and tracking progress is crucial to the success of your remote team.

2. Have Measurable Objectives and Outcomes

To help your team stay on track and manage your own expectations, work to create measurable outcomes and objectives for your virtual assistant. For example, if your virtual assistant primarily helps with marketing, identify time-phased targets that they should be meeting (for example, gaining X more social media followers). Set your dedicated virtual assistant up for success by clearly delineating the tasks they are responsible for, why they are important, and make sure they understand how you will measure success. Define the scope of each task, desired deliverables, and the timeline for completing each task. This will help you all keep on track, even if you are working hundreds of miles apart.

At the same time, it’s also crucial to avoid micromanaging. It’s not possible to manage every aspect of your remote team’s work, and less stress is likely one of the reasons you hired a dedicated virtual assistant in the first place! Don’t focus on things like hours worked or online time. Focusing on outcomes and deliverables can help you manage the success of your virtual assistant and identify new tasks as necessary.

Step 3: Assure The Right Fit

Not everyone can work remotely with success. As such, it is essential to ensure that you have the right person for the tasks you are looking to fulfill. The best virtual assistant:

  • Has the ability to prioritize
  • Can readily adapt to new tasks and environments
  • Is collaborative
  • Communicates well
  • Is independent and self-motivated
  • Has superb organization
  • Is reliable
  • Has a result-oriented mindset, and;
  • A strong work ethic.

To succeed in a virtual environment, it is also essential for a virtual assistant to be tech-savvy. Remote work technology is rapidly evolving, and your business may also rely on proprietary applications, customer relationship management software, and website software. It is essential to find a virtual assistant who, even if they don’t have relevant certifications, is open to learning about new ways of working. To discover these qualifications when hiring a virtual assistant, try holding interviews over multiple channels like email, Zoom, or Slack. Using a multitude of methods can help pinpoint a virtual assistant’s skills. Email, for example, can test their writing ability and responsiveness, while video chatting can determine a candidate’s level of non-verbal communication and cultural fit with your needs.

Find The Perfect Remote Worker With Virtual Latinos

Remote workers are productive and help you run your business more effectively. Whether you are looking for someone to take on general administrative tasks for a specialized assistant to help with marketing or sales or need help with payroll, we have an assistant who can help. Using our Virtual Latino directory, you can browse by certification, location, and more. Our virtual assistant agency can also help you find the perfect candidate for your needs. Our virtual assistants are located all over South and Central America, including countries like Peru, Mexico, Venezuela, El Salvador, and more. To learn more about the services we offer, please contact us or read about our process.

Benefits Start-ups and Entrepreneurs Can Enjoy With a VA

Hiring

Why Hire a VA – Benefits for Start-Ups and Entrepreneurs

Budding small business owners have a lot on their plate and often manage every aspect of their business. If there is one area in which entrepreneurs and solopreneurs struggle, it is with the delegation of tasks and hiring of staff. With business constantly in flux, it can be difficult to know when to hire someone to take on a new role. When your business is still growing, scalability is essential, which is why more new small businesses are turning to virtual assistants.

What Is a Virtual Assistant?

A virtual assistant, or VA, is an external “hire” that can take on as few or as many business tasks as you require. Some hire VAs as independent contractors or freelancers, but business owners are increasingly turning to virtual assistant agencies for their hiring needs. With an agency, you pay a membership fee and have access to a database of fully vetted, experienced talent. If you don’t want to go through the hiring process yourself, an agency can help you find the perfect fit for your business.

As remote work increases in the United States and around the world, so does the popularity of virtual assistance. Entrepreneurs, in particular, can stand to save time and money with a virtual assistant. Find the help they need with a virtual assistance agency.

Benefits of Hiring a Virtual Assistant

A recent study found that, compared to hiring a full time employee with benefits, a virtual assistant can save entrepreneurs almost 80% on operating costs each year. The reasoning behind this is simple:

  • VAs are responsible for all their own operating costs, such as their workspace, equipment, and internet subscription.
  • VAs are scalable. You can hire them temporarily when you need their services or adjust hours per week based on demand.
  • Save money on training, recruitment, and retention. Hire a virtual assistant based on the skillset that you require. Also, hiring near-shore represents lower costs than hiring US-based VA’s

What Can a Virtual Assistant Do For Your Small Business?

A virtual assistant can help you tackle any business task, based on the skillset that you require. Some small business owners hire a dedicated virtual assistant to manage one aspect of their business, such as social media management or project management. Others hire VAs to take over repetitive or general business tasks such as stock tracking, order fulfillment, or customer service. Hiring a virtual assistant is not only scalable but means you are able to fulfill any task that you require. When you hire a virtual assistant through an agency, you have a hassle-free recruitment process, the agency helps you find and interview top applicants for you to decide which is the best fit for your business.

Ways a Virtual Assistant Can Help You Free Up Time In Your Workday

An affordable virtual assistant can not only help save your business money, but it can also free up more hours in your workday, allowing you to focus on innovation. Use a virtual assistant:

  • To collect data. Your customer relationship management (CRM) software, social media channels, and email produces a lot of data that can lead to insight about your customers. Your VA can help identify trends through data collection that helps your business thrive.
  • To manage your inbox. Answering emails 24/7 can be exhausting, especially when your business is in its infancy. Put a VA to the task of answering email inquiries on your behalf, while sending high importance or sensitive inquiries for your personal review.
  • To manage your calendar. Networking is essential for any new business owner. A virtual assistant can help you identify and enroll in networking activities and manage your itinerary along the way, from airfare and hotel to recommended restaurants.
  • To take over your social media. A consistent social media presence is essential to your business success, and a virtual assistant can help craft posts and bulk schedule their publication. Be sure to find a virtual assistant with specific experience with social media, content creation, and other relevant skills.
  • Creating newsletters or other forms of content creation. A virtual personal assistant can help you craft content for your email subscribers or even send out handwritten holiday cards.

Find a VA to Help Your Business

The point of a virtual assistant is to free up time in your workday. Hiring help virtually can be completely scalable and affordable – a must for budding businesses. If you are looking to expand your business but don’t want to commit to a full time hire, a virtual assistant can be the perfect solution. Find your perfect virtual assistant by skill set, certification, or any other qualifications you require. Going through an agency helps ensure that you have fully vetted, qualified talent whenever you need it. Our virtual assistants are fully trained, vetted, and ready to help from locations like Ecuador, Guatemala and the rest for Latin America. To learn more about how Virtual Latinos can help your business grow, contact us.

Save Filter
×