Find a Virtual Assistant Archives - Virtual Latinos

5 Tips to Fully Integrate Your In-House Employees With Your Remote Virtual Assistants

Tips & How To's

As we look ahead to 2021, it’s easy to question what the world will look like in the upcoming year. While COVID vaccinations give hope of the pandemic ending, many large businesses such as Twitter and Target opt to continue working remotely indefinitely. Other businesses are not being so cautious, slowly reopening offices and storefronts around the country. Whatever your company chooses, it’s worth considering what integration of in-house employees and remote virtual assistants will look like. During the time of remote work, it’s likely that your remote virtual assistants and internal employees worked fairly seamlessly. Because all of your business existed online, it was likely easy for everyone to work together because they used the same platform. Now that things may begin to shift again, it’s time to start formulating your plan of action when employees begin to come back to work in person. There are a few simple tips to make this transition easier and use all workers to their full potential.

1. Schedule All Team Meetings

Scheduling virtual meetings that include everyone on staff is a great way to unify and organize your two groups of people. Because many of our virtual assistants are in Latin American countries such as Belize and Argentina, these meetings will likely have to occur at least partially online. However, even a mixed media meeting can create a sense of kinship and help your team check in with each other regularly. Regular meetings can:

  • Encourage brainstorming and idea creation among staff members of any position.
  • Make your business feel more personal. Though online tools are great for everyday use, they don’t exactly inject humanity into daily tasks.
  • Help you stop problems before they happen. When given the space to voice concerns, you may find that a staff member mentions an issue that would have become serious if left unchecked.
  • Lead to innovative strategies. If given a chance to problem-solve together, your team may find ways to be more efficient and work more reliably.
  • Foster a sense of community and reliability. If staff members feel like they are on a team, morale goes up, and turnover goes down.

2. Be Extra Communicative

Because your in-house employees and your outsourced latino virtual assistants might be using different platforms and have distinct tasks, it’s imperative to give extra information and detail when making assignments. Let your in-house employees know what your virtual assistants are in charge of and vice versa. Be clear about who is responsible for which tasks and where to go for extra help. Make team roles and email addresses accessible to everyone on the team. These types of communication strategies have multiple benefits, including:

  • Fewer questions asked of the wrong people.
  • Your staff is empowered to take charge of their position.
  • Collaboration can happen between departments when needed.
  • Knowing who’s on staff creates a sense of community.
  • It’s easier for employees to ask others for support on large projects if they know who on staff can help them.

Creating a staff directory with as much information as possible is a key step in blending your in-person and virtual staffs.

3. Include Everyone in Communication

With online culture, it’s easy to send information to small groups of people rather than the entire staff. The days of staff-wide memos and conference room meetings are dwindling, and there are times when it’s not possible or feasible to gather everyone together. When using virtual assistants or virtual personal assistants, this is especially true. There is no way you can have your assistant from Brazil join an in-person meeting. However, including everyone on your daily updates or emails can be a great way to make your staff feel unified. Hiding information in exclusive Slack channels does not.

4. Plan Regular Team Bonding Opportunities

While holding in person team bonding activities may not be currently possible, it is a great time to start planning future in person events that can take place when it is feasible. Incorporate regular virtual team bonding events into the work schedule in a few ways. Choosing non-work-related activities provides an organic team building experience, which is likely to translate into a stronger team bond. Activities such as online happy hours, chocolate tastings, virtual pasta making events, or virtual games based on classic TV shows like Jeopardy, or Family Feud, all bring virtual staff closer despite not being able to meet in real life. This will strengthen bonds between outsourced virtual assistants and your in house team.

5. Prioritize Combined Staff Training

Staff training is key to maximizing the return on your company’s greatest asset – your employees or contractors. Over the past year, the way employees work has evolved. With that evolution, the necessity for training staff to adapt to newly merging work styles has also emerged. Staff training must now become more collaborative in nature. By making training programs interactive, they provide a social-learning experience that is beneficial to both onsite and remote workers. One of the benefits of having virtual assistants on your team is that they already possess many of the soft skills you will need to access for training team members who are new to virtual working environments. Virtual assistants can offer insight on ways to stay engaged and motivated while working virtually. Their strengths can help your team maintain high productivity levels in hybrid work environments.

Virtual assistants can utilize their experience with remote learning to develop content such as live streams and interactive blog posts. They can also host question and answer sessions during training. Having remote and in-house team members exchange information during training builds leadership skills and supports team engagement. By incorporating more virtual training and staff development methods into your business training model, you provide more flexibility to workers on-site and for those who work remotely.

Why Virtual Latinos

When it comes to a sense of community and kinship, Latin American cultures have the process down. It’s part of the culture to be genuine and friendly with coworkers and hold our communities close. If you’re looking to foster a stronger sense of community while still needing a virtual assistant, let us know. Our staff is fully vetted, completely professional, and bilingual to boot. We offer virtual assistant services ranging from marketing virtual assistants to sales virtual assistants to virtual assistants for the healthcare system. No matter what your business or what you’re looking for, Virtual Latinos is here to help you create a stronger work environment, a deeper sense of community, and higher levels of productivity at your company. Don’t wait; contact us today!

How Delegating Your Email Management Can Benefit Work-Life Balance

Tips & How To's

Being overworked is a familiar sight these days. It’s increasingly common to see a parent ignoring children, a husband on a date with his smartphone instead of his wife, or a stressed-out millennial using their bus commute to catch up on emails. It’s no longer weird or unexpected to work through the weekend or not take time to breathe and reset. Though this seems to happen with increased frequency, the consequences of neglecting to strike a work-life balance are depressing. No matter your occupation, family situation, marital status, or age, reaching a healthy equilibrium between your job and your home life is imperative to your overall health and happiness. However, it’s often hard to find this balance when your email is constantly full of time-sensitive messages. Sometimes taking a break seems more overwhelming than simply pushing through your inbox, no matter what personal activities you have to sacrifice. If this sounds familiar, it’s probably time to hire a virtual assistant.

Ignore Your Inbox

A dedicated virtual assistant can make your life easier in many ways, but a major asset to work-life balance is their ability to manage your email inbox. With so many projects and deadlines on your plate, emails can be a less-important distraction that keeps you from getting your work done while you’re in the office. This distracted kind of productivity leaves many workers feeling overwhelmed, as they are not accomplishing their tasks efficiently. Upon leaving work, the situation can feel even worse. Though many tasks are easy to leave at the office, email is an aspect of work that follows you around. With smartphones and constant notifications, it’s hard to ignore incoming emails with time-sensitive questions or business inquiries. By hiring top virtual assistant services to handle your email inquiries and inbox, you have more free time to finish your tasks during business hours and arrive home without thoughts of unfinished business or unanswered emails.

Why Email Management?

Again, the best virtual assistants for hire will help your business in numerous ways, so why is email so important? According to Forbes, email is a major out-of-office stressor for most millennial entrepreneurs and employees. Emails that seem quick to answer or inconsequential add up quickly, causing the majority of free time to be still connected to work. Not maintaining a work-life balance is linked to chronic stress, leading to medical problems such as hypertension, digestive issues, cardiovascular issues, and poor mental health. Maintaining healthy boundaries between work and relaxing is imperative to overall health and wellbeing. Hiring a virtual assistant to manage and maintain your email eliminates one of the prime culprits of a broken work-life balance.

Personal Benefits of Hiring a Virtual Assistant

Searching for a good virtual assistant is ultimately a selfless act. Though taking advantage of virtual assistant services benefits your company, more importantly, it has widespread and profound impacts on your personal life. Depending on your lifestyle, having a personal assistant leads to benefits such as:

  • More rest and quality sleep
  • Extra time for family and friends
  • Freedom to explore hobbies
  • Deeper personal relationships
  • A stronger sense of community
  • Fewer stress-related medical conditions
  • Better mental health

If hiring a virtual personal assistant to manage your email can have such profound effects with few downsides, why wouldn’t you hire one? It is impossible to work at your full potential when you’re overstressed and overworked. Nurture your personal life, so you are better poised to perform well in your job and make advances for your company.

Why Virtual Latinos is Right For You

When looking at top virtual assistant companies, it’s important to consider all your personal and professional needs. Virtual Latinos is the foremost agency for virtual assistants, giving you the perks of all other major agencies plus more. We pride ourselves on our diversity, with agents from El Salvador to Chile to Venezuela. Our Latin American foundation puts us in the unique position of being entirely bilingual, perfect for businesses and individuals with Spanish-speaking clientele. Due to Latin America’s proximity to the US, it’s easy to find an assistant in your time zone, eliminating a common outsourcing confusion. All our assistants are thoroughly reviewed and come highly recommended by our company. The vast majority of our assistants are college-educated, while their services remain significantly less expensive than competing agencies. We offer direct hiring options and agency-assisted hiring, so there are options to fit everyone’s preferences and comfort levels.

Why wait? Don’t waste another minute being less happy than you should be. Get your life back and take charge of your career with a Virtual Latinos virtual assistant today!

How to Improve Your Customer Retention Strategy by Hiring a Virtual Team

Tips & How To's

Virtual Hiring Offers Incredible Potential for Your Customer Retention Strategy

One of the most important parts of operating any customer-focused business is ensuring your customers want to keep coming back to do more business with your team. One bad experience can completely spoil a customer’s image of a brand. Customer retention rates typically climb when a brand’s customer service department cannot provide positive experiences to customers who encounter problems with their transactions.

While many businesses invest in creating and maintaining internal customer retention departments or teams specifically assigned to resolving customer service disputes, hiring virtual assistants is a more cost-effective and reliable option for improving customer retention. Top virtual assistant services like Virtual Latinos can help business owners handle their day to day tasks, or break into a new market serving both English and Spanish speaking clients. This can instantly bolster an internal customer service department, enabling the entire customer-facing side of the organization to provide better experiences to their client base.

How Can Dedicated Virtual Assistants Improve Customer Retention Rates?

Many variables influence customer retention rates, from market competition to the efficacy of marketing campaigns. Some of these factors are well outside of a company’s control, so companies need to focus on improving customer retention rates actively in every way they can. One of these areas includes the interactions between customers and company representatives. A skilled virtual assistant can help your business achieve this in a variety of ways:

  • Follow-ups with clients
  • Offering email and/or phone support to your clients and potential clients
  • Re-engaging lost or inactive clients
  • Determining opportunities to upsell products or services
  • Preventing potential issues by being proactive
  • Ensuring customers feel heard and valued

Customers may need to reach out to a company representative to handle simple questions about the products and services offered. When they do, they must have positive experiences to ensure they want to keep doing business with the company. Virtual Latinos offers both English and Spanish speaking virtual assistants, which are extremely helpful when companies need to ensure solid customer experiences.

Hiring a small business virtual assistant based in Latin America makes it much easier for any company to handle the customer service challenges that often arise. Hiring a top virtual assistant agency like Virtual Latinos is far more affordable than hiring and onboarding one or more new full-time employees, many of which may require entry-level training. Virtual Latinos can take the stress out of hiring and strengthen your customer retention strategy by providing fully trained virtual assistants who can assist with any business needs.

Onboarding Your New Virtual Assistants

Hiring a virtual assistant will entail some degree of training and onboarding to get the new sales virtual assistant accustomed to your systems. Still, this option is far simpler than investing in and maintaining an entire internal department focused solely on customer retention. This is especially true when a business owner leverages online virtual assistance services to their fullest potential by choosing a virtual assistant agency like Virtual Latinos.

A virtual assistant service like Virtual Latinos is especially valuable to any customer-facing business that deals with English or Spanish-speaking clients. Virtual Latinos find and pre-vet professional virtual assistants for companies that want to ensure solid customer retention in any market. Once your virtual team members get to know your systems, they can provide your customers top-tier service and support, regardless of your geographic location or timezone.

Improve Your Customer Retention Strategy With Virtual Latinos

Every business has a unique customer retention strategy built around its market, goals, and average customer types. A customer retention strategy must identify the points of contact most likely to result in customer service issues and opportunities, solving the former and capitalizing on the latter as swiftly as possible. When customers have problems that are solved quickly and painlessly, this is a positive experience. When customers are provided even more value than they originally expected thanks to great customer service, this is an even better experience.

These are just a few examples of how the right customer service agents can make a tangible difference in your customer retention rates. For companies serving diverse markets, Latino virtual assistants from Virtual Latinos are especially valuable in enhancing new customers’ experiences in different areas, strengthening the brand, and giving the business a firm foothold. Virtual Latinos has a solution for every business.

Choose Virtual Latinos to Boost Customer Retention Instantly

Are you ready to start providing your customers with better, more valuable experiences with your brand? In that case, Virtual Latinos is ready to help you improve customer retention by providing virtual assistants in Latin America who can assist with helping you meet and exceed your customer service needs. Contact Virtual Latinos today to find a virtual assistant ready to provide your customers with better experiences.

Expert Tips for Avoiding a Hiring Process Failure

Tips & How To's

The hiring process you implement in your organization has a dramatic impact on your future growth and success. Hiring is more expensive and time-consuming than most business owners realize, and without a streamlined hiring process, you could be spending much more than you should on hiring new employees.

Virtual Latinos is one of the top virtual assistant companies operating in the Americas. We understand the pain points facing modern business owners working across multiple international markets. We have streamlined our processes to ensure our clients can hire virtual assistants who can meet their needs and enhance their operations.

Why Is the Hiring Process So Crucial?

Hiring and onboarding new employees for your company is a more complicated process than you might expect. First, it’s essential to advertise your open positions effectively to attract top candidates. Second, you must have an internal human resources system ready to handle the application review process, candidate assessments, and interviews. Third, you must have a solid interview system in place and a firm understanding of the qualifications a candidate must possess to reliably fill an open position.

Virtual Latinos offers an alternative to the typical demands of hiring and onboarding, providing top virtual assistant services to companies of all types thanks to the matchmaking process we have developed. The virtual assistant services we provide are particularly useful to American companies attempting to break into Central and South American markets like Mexico, Costa Rica, El Salvador, and Colombia.

Why Virtual Latinos’ Virtual Assistants Are Ideal Choices

One of the most difficult aspects of hiring for any company is matching your open positions with the best applicants. Virtual Latinos will start your hiring process by providing a list of the best virtual assistants with the skills and experience to meet your needs. We pride ourselves on providing quality candidates, not on speed or quantity.

Streamline the Onboarding of Your Virtual Assistants

Instead of attempting to navigate a sea of job applications and investing the time into evaluating each candidate and arranging interviews, Virtual Latinos can narrow your pool of potential virtual assistants to the best possible choices. We take the time to get to know our clients to provide more accurate results in this first phase, and most of our clients wind up with virtual assistants who work for them for quite a long time.

Narrowing Your Hiring Pool Effectively

We begin our matchmaking process by assessing your needs as a client. We have virtual assistants with both part-time and full-time availability, and this is one of the first criteria we evaluate when placing potential virtual assistants with your company. Our virtual assistants are fully trained to clarify assignments, work closely with their client employers, and learn their new job duties as quickly as possible once they have accepted a position. While it’s easy for some employers to have reservations about productivity and working remotely, dedicated virtual assistants from Virtual Latinos know how to deliver on their job responsibilities while supporting your company from home.

Evaluating Candidate Experience and Skill

Virtual Latinos has become one of the top virtual assistant companies because of the quality of the virtual assistants we provide to our clients. Every virtual assistant we employ has years of practical experience and finely honed skills, including fluidly adapting to new job duties and work relationships as they shift between assignments. We will determine the skill level required for your open positions and help you hire a virtual assistant who can deliver on your expectations.

Making Obligatory Training More Effective

One of the most common issues many employers have with new hires, both onboarded and contracted alike, is the time required for a new employee to complete job training and learn the employer’s systems. Part of our matchmaking process involves skill and experience assessment for every virtual assistant that can potentially meet a client’s needs. All our virtual assistants are accustomed to challenging jobs and changes, and we work closely with clients to ensure the initial training processes proceed as smoothly as possible. You can expect your new virtual assistant to be diligent as they complete training and onboarding, and we can address any issues that arise, as necessary.

Maintaining Clear Communication

Communication is the cornerstone of any healthy and productive work relationship. Good communication systems can also help smooth over common conflicts between virtual assistants and the companies that employ them. Virtual Latinos believes in clear communication between our clients, our management team, and our virtual assistants. Working remotely can be isolating, but we have cultivated an open, professional community that thrives on transparency and trust.

Take the Stress Out of Hiring With Virtual Latinos

Many of the clients who come to Virtual Latinos for virtual assistant services have never worked with virtual assistants or remote employees before, and this transition often comes with some light pain points. Rest assured, the Virtual Latinos team strives to ensure quality experiences with our online virtual assistance services from the beginning of a new relationship with a client. Contact Virtual Latinos today to learn more about the hiring process we have developed and how it can improve your hiring and onboarding processes.

The Perks of Choosing a Long-term Virtual Team vs. Freelancers

Hiring

Determining your staffing needs is a critical step in establishing a business. After all, one person is generally insufficient to address the many needs of a growing company. Including assistants to handle routine work and basic customer interactions is a great way to save money, freeing up the time and resources necessary to continue to expand. However, there are multiple options available to proceed in this direction. Some business owners end up working with independent contractors. These are freelance, project-based assistants who are paid for each individual assignment. Alternatively, other business owners choose to hire long-term virtual assistants. These are remotely located employees who provide continuous service. With that in mind, you might be wondering which option makes the most sense for you and your business.

The truth is that while both will ultimately be able to accomplish the same basic tasks, choosing to operate with a long-term virtual team offers unique benefits over hiring freelancers for specific project work. If you’re seeking to become a leader within your industry someday, then you’ll need dedicated, long-lasting relationships to get there. However, the advantages don’t stop there.

Affordability of Virtual Assistants vs. Independent Contractors

Both options are more cost-effective alternatives to in-house employees; however, working with virtual assistants is ultimately the more affordable option. With freelancers, prices are subject to negotiation with each assignment. As they work independently, they can opt to raise their rates at any time. When choosing to hire a virtual assistant through a long-term virtual team, you agree to a set pay scale based on hours of work.

Working with Virtual Latinos grants you access to even more affordable virtual assistants. Our assistants are in various South and Central American countries, which run on different living standards than the United States. For example, an equivalent amount of money is worth much more in Ecuador than in the US. This means that the same pay scale can be incredibly budget-friendly to employers, while still providing a sizable income to the assistants working remotely from Ecuador.

Effective Communication and Individualized Attention

A single company might employ many freelancers over the years, each with unique backgrounds, styles, work ethics, and skills. This makes it incredibly difficult to work on long-term projects and communicate effectively. When working with a virtual team, you have the peace of mind granted by the nature of your relationship. Given their experience in working with you, team members will be much more familiar with your brand, making them able to provide a more authentic representation of your company in their work when creating content or communicating with clients. A dedicated virtual assistant can oversee initial research, present a detailed report, help develop a digital marketing strategy, and implement said strategy online. This consistency is key to preventing any mishaps or misunderstandings that could negatively impact your company.

The development of this working relationship also means that you have better control over any content generated on your behalf. The ease of communication allows for smooth back and forth interactions. This means that you can quickly access content before it’s published and make any changes or suggestions as you see fit. Virtual assistants aim to accommodate your needs and prioritize your assignments, instead of simply adding you to the bottom of a long list of freelance projects.

The Importance of Having a Professional Hierarchy to Streamline the Process

When you hire a freelancer, you are working directly with that individual, and any further issues or concerns are discussed with that same person. This can lead to uncomfortable situations when your needs aren’t being met, and the freelancer is resistant or unwilling to agree. Working with top virtual assistant companies such as Virtual Latinos provides the necessary structure to remove any ambiguity. Project managers can ensure that the appropriate information and feedback are passed down to the virtual assistant working on your project. If you have concerns about the project at any time, they can either speak to the assistant and resolve the issue or delegate the task to an assistant better suited for the job.

In either scenario, you are guaranteed a level of professionalism, quality, and timeliness that freelancers cannot provide.

Get Reliable, High-Quality Work With Virtual Latinos

While it’s certainly possible to have good results with freelancers, the issue is consistency. Vetting freelancers is a resource-intensive, time-consuming process, and even when you think you’ve found the ideal independent contractor for the job, you might still be displeased with the results and left with no further recourse. When working with Virtual Latinos, you have the peace of mind of knowing that regardless of which individual assistant you end up hiring, you’ll have a fully bilingual employee with extensive professional experience, quality education, and detailed insight into any industry. Whether your assistant is working from Peru or Costa Rica, they’ll be available during your business’ hours of operation, ready to take on any task you have in mind.

If you’re ready to start the process of hiring a virtual assistant and growing your company, reach out to Virtual Latinos today. You can contact us by email, phone, or fill out our online form. A dedicated representative will be in touch with you shortly.

18 Tips to Improve Your Communication Skills With Your Clients

Tips & How To's

It is essential to have impressive communication skills with your clients in today’s data-driven business environment. Effective communication is necessary to get to the point because clients are frequently flooded with information and distractions. Virtual assistant services are a great way to ensure that your information is communicated properly and that clients are kept up to date on the details of your business transactions.

What Is the Best Tactic for Effective Communication?

When your goal is to have open and fully understood messages transmitted between your business and your clientele, hiring an affordable virtual assistant can be the key to your success. The professional assistants that Virtual Latinos offers come from countries like Peru, Ecuador, and Colombia, and are experienced in handling many tasks, including client satisfaction.

Consider These Tips To Promote Communication Skills

Whether you’re a company that has hired a virtual assistant to assist with tasks, or you’re a virtual assistant hoping to improve and strengthen relationships with your clients, effective communication and feedback is the key. Consider these tips to encourage open communication.

  1. Tailor knowledge to suit both parties.
    Your staff members who communicate with clients must be adept at customizing information to meet specific needs. Some clients prefer to get their information in simple terms and others prefer technical details. Be sure to know which are which.
  2. Make it personal.
    Most communications in the business world today are carried out digitally, but personal touches like handwritten thank you notes are a handy tool in making clients feel appreciated.
  3. Consider the tone of voice.
    When a virtual assistant speaks on the phone with a client, it is important to be interested, friendly, and involved. This makes it easier to communicate, and encourages positive feedback.
  4. Listen actively.
    Anyone who is communicating with clients needs to stay focused and not let their mind wander. They must be fully involved in the conversation to communicate effectively.
  5. Prepare for questions.
    Your clients are bound to ask questions when a virtual assistant is discussing transactions with them. Virtual assistants should anticipate what the client might ask about and have answers prepared. Also, the VA should have questions prepared beforehand.
  6. Consistency is key.
    The first communication with a client establishes the tone of the relationship and the expectations that each party will have. Keep future communications in line with the original tone so that the client doesn’t feel misled.
  7. Be concise in message and formatting.
    As a VA, it is imperative to always be clear and to the point with clients and avoid lengthy or vague communications. When sending digital messages, formatting needs to be clear and readable, with bold words highlighting key points and easy-to-read lists.
  8. Work with your marketing team.
    Anyone who is communicating with clients should be briefed on the information relevant to your marketing so that their communications are on message.
  9. Understand your clientele.
    It is vital to interview new clients and gain an understanding of their needs and goals so that your company’s communication is always focused on their satisfaction.
  10. Make sure messages are easy to comprehend.
    Try to save your clients’ time by providing any information they may need to understand the topic. Sending links in emails and key points to keep in mind before a meeting are ideal ways to accomplish this. Don’t be afraid to ask questions. It is better to seek clarification to show that you are engaged, and dedicated to completing the tasks to the clients satisfaction.
  11. Always be polite.
    It is vital to make your client feel appreciated. Simple courtesies like saying “please” and “thank you” go a long way in keeping things cordial.
  12. Emphasize your brand.
    Whenever an employee interacts with a client, they must use wordage focused on your company’s mission and style. Consider essential words like “trustworthy,” “cutting-edge,” “industry-leading,” and “reliable.”
  13. Use the right apps.
    It is always important to remember that although we live in a digital world, some clients are more computer savvy than others. Determine which apps will be most beneficial to your relationship.
  14. Be professional, but relatable.
    Communicating in terms that make a client feel comfortable effectively establishes a human connection and forges a good working relationship.
  15. Don’t leave them hanging.
    Following up with clients promptly helps close the loop on communications and lets the client know that you follow through. Report back on the job status so everyone is on the same page.
  16. Ask for feedback.
    Open communication is the key to success in a business relationship. A virtual assistant should ask for feedback, and be open to any improvements or changes the client suggests.
  17. Be Transparent.
    Communicating what to expect will ensure both parties are up to date and on the same page about all expectations. Discuss timelines, tasks, and outcomes ahead of time to avoid surprises or miscommunication.
  18. Track Performance.
    If you set goals and expectations, it is important to stay on top of them. Give feedback to your virtual assistant, and let them know how well they are performing, or what areas could be addressed to improve.

Trust and communication are the keys to a successful working relationship. When you need a virtual assistant agency that can meet all your needs and provide you with a virtual staff member who can communicate effectively, call on Virtual Latinos, (619) 317-1198. Our experienced personal assistants can help your business grow by taking tedious jobs like scheduling off your hands and freeing up time for the staff to focus on their priorities.

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.

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.

Attorneys: Are You Outsourcing These 10 Tasks?

Tips & How To's

Something you may not learn in law school is that attorneys face a great deal of tedious clerical work in their day-to-day office duties. Many young lawyers who are just getting started are shocked and a bit overwhelmed with the administrative duties that take up the precious time they need to meet with clients, complete their legal research, and provide quality service to those who are counting on them. If this sounds like you, let us tell you how to hire a virtual assistant.

Lawyers Face Many Time-Consuming Tasks

Attorneys do much more than meet with clients, interpret laws and regulations, and appear in the courtroom. Most people don’t consider the day-to-day tasks that come with running a reputable law practice, many of which are important but don’t necessarily need to be completed by an attorney. A respectable legal practice should manage social media, tend to customer service needs, and handle the clerical work of the office. If you have your own practice, you may not be able to afford an in-house receptionist or an assistant, especially when you’re first starting out.

Virtual Assistants Can Help Attorneys

Top virtual assistant services, such as Virtual Latinos, can connect you with an assistant who can perform the administrative office support you need online. You can customize the tasks your assistant completes based on your needs, even if those needs change week to week. Your virtual assistant can help your law office run more efficiently and save you the cost of paying salary to an in-house receptionist or aide.

Outsourcing these time-consuming tasks to a virtual assistant allows you the time to focus on the truly important element of your practice: your clients.

What Duties Can Virtual Assistants Perform for Attorneys?

If the idea of hiring a virtual assistant sounds appealing to you, consider these 10 various responsibilities they can complete for you:

  1. Conduct Legal Research. Not all legal research requires the expertise of a seasoned attorney. There are many instances where a virtual assistant can easily find the facts you need, so you can focus on something that requires your expertise.
  2. Answer Phones. The last thing an attorney needs distracting them from client work is answering office phones and prioritizing messages. A virtual assistant that resides in your same time zone can handle this task with the utmost professionalism and care.
  3. Book Appointments. Scheduling and confirming appointments is essential to keeping your practice busy and successful. A virtual assistant can take this responsibility off your hands, helping you keep your schedule full while avoiding double booking.
  4. Send Emails. Your firm probably needs to send reminders and other communications via email to many people involved in any case. A personal assistant can do this for you and free up valuable time in your day.
  5. Provide Transcription. Transcription services are one of the most tedious tasks attorneys must do. Find a virtual assistant with experience in transcription, and you can get back to focusing on your clients.
  6. Manage Your Schedule. Appointments with clients, witnesses, law enforcement, experts, judges, and various others fill the days of most attorneys. No one wants to miss a meeting and appear unprofessional. A virtual assistant can organize your calendar and help you manage your time efficiently.
  7. Manage Emails. In addition to sending important emails, you need help responding to a multitude of incoming communications. A responsible and capable virtual assistant will provide the assistance you need with email management, so no email goes unnoticed or lacks an appropriate response.
  8. Provide Bookkeeping. Accounting services are essential to any successful business, and a law firm is no different. Virtual assistants can provide an array of bookkeeping services that take the unnecessary weight off your shoulders.
  9. Complete Website Maintenance. Trust plays an important role in any relationship between an attorney and their client. Oftentimes, a law firm’s website is the first opportunity to make a positive impression. Blog posting and general website maintenance helps to build trust with clients. A virtual assistant with English writing expertise, top-notch grammar, and tech skills will keep your website looking fresh and updated.
  10. Manage Social Media. No successful business today will reach their full potential without the wonder of social media. Reaching the greatest audience in any target demographic is a goal that marketing virtual assistants can easily help you to attain.

Hire an Assistant from Virtual Latinos

Virtual Latinos provides virtual assistant services to suit the many varied needs of any law office. Whether you have a small office of your own or work for a large firm, taking the menial administrative tasks out of your daily schedule will allow you more time to focus on your clients and win your cases.

Reach out to us today to find out how to hire a virtual assistant for a law firm.

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