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Outsourcing Work to a Call Center vs. Virtual Assistants: Pros & Cons

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The Rise of Virtual Professionals

Over the years, outsourcing has built up quite a bad name in the world of American business. When most of us think of “outsourcing,” we’ll typically envision the archetypal overseas call center — however, is this really the only way a company can outsource work? In reality, call centers aren’t the only (or even the best) means to outsource services. Instead, it’s time to consider virtual assistants as a positive alternative to traditional call centers.

That being said, virtual assistantship has become an increasingly popular method of outsourcing, in recent years. More and more American companies are seeing the many benefits to hiring virtual assistants, over outsourcing to call centers, or simply not outsourcing at all.

What Does Outsourcing Look Like in 2021?

Before we get into the ins and outs of hiring a virtual assistant, let’s take a quick step back. By hiring a VA, you’re outsourcing a portion of your company’s work, bringing in an individual who isn’t a full-time employee of your business.

At its core, outsourcing is a pretty simple concept: Rather than having your internal team tackle a duty or a particular project, you’ll bring in workers from outside the company. As a business grows larger and larger, outsourcing can begin to look like a more favorable tactic. The bigger your operations, the more likely it is that you’ll need to handle a substantial number of highly specific and often very repetitive tasks.

Instead of taking on an overly large volume of internal employees — or even putting excessive pressure on your current employees to get huge quantities of work done — outsourcing offers companies a much more practical alternative.

While outsourcing comes with a myriad of different benefits, a few of them are:

  • Improved flexibility
  • Better organizational effectiveness
  • Lower overheads
  • Greater efficiency
  • Better HR management (that’s far more strategic and focused)

In the year 2021, specifically, outsourcing can look like an especially desirable business strategy. After all, well over a year since the start of the COVID-19 pandemic, work has become increasingly remote. More people than ever are gravitating towards remote positions, over traditional in-person work. Not only does this mean more individuals have been drawn to outsourced work, but it also means that hiring remote workers has been normalized. Outsourcing is no longer a last resort, for all kinds of companies — instead, it’s a logical option worth considering, no matter the nature of your business.

3 Types of Outsourced Work

Of course, outsourcing is a broad descriptor of this type of work. There isn’t just one form of outsourcing — instead, businesses can choose from several prominent forms of outsourced work.

1. Local Outsourcing

When a company locally outsources duties, they’re working with individuals in the same region. Still, these workers aren’t full-time employees, and they typically aren’t obligated to make an in-person appearance.

Whenever work is domestically or locally outsourced, companies can expect to see a few particular benefits. For instance, this way, it’s far more likely that your outsourced team will reside in the same (or a similar) time zone, as well as speak the same language. This can make the communications process far more straightforward, compared to if there was a language barrier or a significant difference in time zone.

For instance, maybe your company provides an outsourced worker (non-local) with simple outlines or instructions before leaving a particular task in their own hands. Then, you step back and allow the worker to tackle the project without intervention. This is easy to do since it’s more difficult to moderate an employee who isn’t physically available.

However, a language barrier can complicate these situations. Even if the worker you’ve hired is competent and an independent worker, it’s far easier to misinterpret instructions if a language barrier is in the way. In the end, the need for revision can slow down the process of completing a project or assignment. With local outsourcing, it’s simple to avoid these kinds of communication issues.

If any issues come up, and your company would like to bring a locally outsourced worker into the office, this is a viable option. It often isn’t necessary, of course — but many companies find it reassuring, knowing that this is on the table.

2. Offshore Outsourcing

Like the name would imply, when companies engage in offshore outsourcing, they’re working with individuals overseas. Typically, this involves bringing in workers from Asian nations, such as India.

When some business owners see the cost of offshore outsourcing, it can quickly seem like a tempting option. More often than not, offshore outsourcing is going to be the cheapest option available, if you’re looking to outsource work.

Nonetheless, before you jump straight into offshore outsourcing, it’s important to take the stipulations into account. When your new team is so far away, it’s much easier for communication issues to come into play. Maybe you give your outsourced workers a project to work on, as well as clear guidelines and expectations — or, at least, what you believe are clear guidelines and expectations. Then, once you receive the finished project, you’re surprised to find that it isn’t what you were looking for — not at all.

When it comes to the world of outsourced work, communication is one of the barest necessities. If this communication is at all strained, the entire relationship is bound to collapse. Not only will you face language and cultural barriers with offshore outsourcing, but the sheer size of the distance is also only going to make the situation worse. If there’s an emergency, and you need to work with your outsourced team, an in-person meeting is rarely an option. Traveling overseas is anything but quick and easy — it’s also expensive, and not every company can handle those kinds of travel costs.

3. Nearshore Professional Outsourcing

If you’re seeking out the middle ground between local and offshore outsourcing, nearshore is generally the way to go. Rather than bringing in workers from faraway regions, nearshore outsourcing allows companies to keep things just a bit closer to home — without actually being at home.

For example, outsourcing work to certain European countries would be considered nearshore outsourcing, if you’re an American company.

Or, you could welcome Latin American workers onto your team — this is another popular form of nearshore professional outsourcing. That’s where Virtual Latinos comes into play. Whenever you work with one of our highly qualified Latin American VAs, you can expect the following perks:

  • Virtual assistants who have undergone digital marketing certification and training, through U.S.-based courses
  • The chance to work with a VA who is in either the same or a similar time zone
  • The knowledge that your Latin American VA is a college graduate
  • Lower costs than if you hired a domestic virtual assistant
  • No more language barrier — our VAs are tested in English and are fully bilingual
  • The option to choose between either direct or assisted hiring
  • A wide selection of VAs with strong marketing prowess and experience, hand-picked by us

Outsourcing Solutions Come in Different Forms

Not only can the proximity of your outsourced team vary, depending upon the needs and preference of your business — it’s also possible to choose between several forms of outsourcing solutions.

Call Centers or Contact Centers

While call centers and contact centers aren’t exactly the same, they’re similar modes of outsourcing.

A call center is exactly what it sounds like: a department tasked with handling inbound and outbound customer or client calls. It’s certainly not unheard of for companies (especially larger corporations) to outsource their call centers. Often, these centers can be found in India, which is a top pick for large-scale, offshore outsourcing.

Traditionally, the individuals you find in a call center are customer service professionals, focused primarily on answering customer inquiries. Still, this isn’t the only kind of call a representative may be faced with. Call center representatives can also handle debt collection, telemarketing, billing, and more — it all depends upon the needs of your business.

While it is possible for call centers to exist internally, it’s often the case that they’re outsourced.

A contact center, on the other hand, has some similarities to call centers — just with some added advantages. Much like a call center, a contact center is tasked with managing both inbound and outbound interactions between customers and your company.

However, contact center workers aren’t limited to phone calls alone. Instead, these centers take advantage of the many modes of digital communication, now available to the wider public. Contact center workers might use channels such as apps, messaging, email, texting, social media, and other forms of online interaction. Of course, they’ll also handle phone calls.

Like a call center, a contact center can be an internal fixture of a business — still, this often isn’t the case. It’s common for contact centers to be outsourced as well.

Virtual Assistant Companies

So, we’ve already drawn attention to virtual assistantship — but what does it entail, exactly? What sets virtual assistant companies, such as Virtual Latinos, apart from other outsourcing solutions?

Generally, VAs will assist businesses with routine tasks — duties that are important to a functioning company but can be tedious and time-consuming to perform. Depending on the type of business and its current needs, virtual assistants might handle business development, administrative tasks, marketing, social media management, and more.

The tasks virtual assistants can handle are vast. Maybe you’ve learned that scheduling and coordinating appointments is the bane of your existence — and not only that, but due to your lack of experience or efficiency, these calls end up consuming several hours of work, each and every week. This could all be remedied simply by hiring a virtual assistant, who can handle these phone calls with experience and ease. Just like that, you’ve freed up several hours of your time to focus on other areas of growing your business.

By working with a virtual assistant, it’s easier than ever for your business to focus on what matters most: Providing services or products to your clients. Whenever you’re bogged down by monotonous tasks (such as administrative work or keeping your social media up to date), it’s too easy to lose sight of your strategic goals. Instead, you’re devoting most of your time to these background details, rather than focusing on the actual core of your business. Virtual assistants make it far easier to grow your company, much more quickly.

In fact, it’s even possible for your virtual assistant to directly aid you in growing your business. For example, your assistant might utilize LinkedIn to help you research potential leads. This is especially useful if you’re the owner of a B2B company and need to keep a list of prospective clients. Then, if you’re looking to enhance your proposals, your VA can take care of designing clean, effective presentations.

Small businesses, especially, can benefit from working with a virtual assistant. At this stage, your biggest goal is likely to grow and expand your company — this growth is going to be far more sluggish if you’re distracted by routine tasks. Plus, your small business might not have the funds to hire full-time employees or provide training and a physical workspace. Hiring a VA solves this issue, as it is far less costly than bringing in full-time employees — and although you’re saving money, it’s still possible to receive professional work of the highest caliber. It’s a win-win.

Project-Based Outsourcing

Project-based outsourcing has also been steadily gaining popularity, thanks to the internet. Maybe you’ve heard of sites like Fivver and Upwork — both of these services fall into the “project-based outsourcing” category.

When a worker is brought on to tackle project-based outsourcing, they’ll generally only be responsible for a single project. Once this project has been completed, they’ve finished their duties. While virtual assistants manage routine tasks over extended periods of time, the writer you just hired on Fivver will provide you with the specific copy you asked for — generally for a one-time payment.

Sites like Fivver have a variety of other uses, however. If you’re in the process of designing your new company logo, but lack sufficient experience in graphic design, it’s easy to hop on over to a project-based outsourcing service. This is especially useful when you lack someone on your team who has the necessary skill set, but you need the task performed, urgently.

Or, maybe you’re hoping to create a short video to help showcase your company and its services. This is another type of instance where you might turn to a project-based outsourcing service. All you need to do is find a video editor with experience in creating advertisements and other professional videos.

Keep in mind that, rather than handling duties that might be part of a larger project, project-based outsourcing gives workers responsibility for the entire project. From start to finish, the outsourced worker will take care of the project at hand — rather than honing in on specific components or details.

Contract Vs. Full-Time Outsourcing

Finally, it’s possible for outsourced workers to work with your company on a full-time basis, or to take the role of contract employees. Sometimes, outsourced workers will be hired based on a project-based contract — much like we described above, with project-based outsourcing.

Still, it’s also possible for workers to become full team members, taking on a long-term role within the company structure. This is often the case for virtual assistants, for instance.

Contract-to-hire is another option, in which the outsourced worker starts out as a contractor, before becoming a full-time team member, later down the road.

How Outsourcing to Call Centers Can Impact Your Business

Let’s take a look back at call centers. Like we’ve mentioned, call centers have been a popular option for outsourced work — however, in more ways than one, they’re becoming a less favorable system. After all, call centers tend to neglect some of the core duties of modern-day business interactions.

The Pros of Outsourcing to Call Centers, as a Business

You’ll Save Money

Typically, call centers are going to be outsourced to regions with a significantly lower cost of living — India is the most common option when corporations are looking to outsource their centers.

If you’re going to manage a call center, you’ll pay less money when you opt for offshore outsourcing. Alternatively, internal call centers necessitate that you pay for full- or part-time employees — this will almost always be the pricier option. Outsourced call centers allow companies to save on infrastructure, operational, labor, and overhead costs.

Call Volume Will Be Easier to Manage

When you experience periods with high call volumes, it’s useful to have an outsourced team to help you out. This way, overflow calls can be more easily answered — this is just one way to begin improving business-customer relations, if that’s a concern for your company. Your internal workers are going to be placed under considerably less pressure, as well — all these phone calls will be taken out of their hands, so that they can concentrate on other duties.

It isn’t unheard of for businesses to experience an unexpected surge in calls, which their current staff might be unable to handle. For instance, maybe you’ve just released a new product or service, and word has spread quicker than you’d anticipated. Missing calls from potential customers can be detrimental since these individuals likely don’t have any existing loyalties to your business. If they can’t get through to you, the potential client might simply give up. In this case, a call center could handle the overflow.

You Can Focus Less on Staffing Hassles

With an internal call center comes the need to address all the typical hassles of hiring. You’ll need to handle the hiring process, as well as training, managing, and scheduling.

On the other hand, the external provider you work with will likely take care of all these responsibilities, if you choose to outsource your center.

The Cons of Outsourcing to Call Centers, as a Business

Although benefits do exist, outsourced call centers come with their fair share of flaws. Here are just a few key examples.

Limited Company Knowledge

Every company has its own unique culture, as well as values and practices. If your call center is run by individuals within the company, they’re going to be deeply familiar with this culture, and all that it entails — after all, they’re a part of it.

Outsourced agents, however, aren’t going to have this strong connection to your company. When an outsourced call center worker lacks dedication, there’s a fair chance that the customer service they provide will be lacking. Their service might not match the standards set by your company, and it could be an inaccurate representation of the company culture.

The Agent Isn’t Focused on Your Business

Issues of divided attention are also common when it comes to offshore call centers. Agents might be responsible for the calls of several clients — not just your own. This can lead call center workers to put less of their attention and effort toward your business’s inbound and outbound calls.

You’re Sacrificing Control Over Core Business Functions

By handing over call center operations to someone else, you’re sacrificing much of the responsibility for how the center functions. Some companies may see this is as a benefit — less work for them.

Still, there’s a lot of trust that must be involved for this process to run smoothly. For instance, you could be losing the ability to keep tabs on quality assurance, or the ability to create policies that promote customer satisfaction.

Currently, it could be the case that the call center workers are answering the phone in a way that feels uninviting to callers. If the call center was internal, it would be far simpler for you to directly receive customer complaints, so that adjustments could be made. However, if the call center has been outsourced, these issues are more likely to go unresolved.

Cultural or Linguistic Barriers Are Likely

Seeing as many outsourced call centers are offshore, it can result in cultural and linguistic barriers, between the workers and your customers. If the call center agents lack key cultural knowledge, or if they’re not fluent in English, this can make it more difficult for them to clearly communicate with customers.

How Outsourcing to Call Centers Impacts Employees

Businesses aren’t the only ones impacted by outsourcing call centers. Whenever an employer decides to take this leap, they should first consider how their own employees will be affected.

The Pros of Outsourcing to Call Centers, for Employees

Improved Scalability

Sometimes, high call volume is an issue your center will be faced with. These instances could be triggered by a number of factors, including (but not limited to):

  • Bad weather
  • Holidays
  • Special promotions

This can put a fair deal of stress on internal workers, and it can be difficult for you to bring in more individuals. However, an outsourced call center can allow you to take some pressure off your employees’ shoulders. If the number of seats needs to be adjusted (due to high volume), your contractor will likely be able to do this.

Less of a Burden on HR and Management

Outsourcing your call center can also take some stress away from those in HR and management positions — they won’t need to handle the staffing concerns that come as a result of an internal center.

The Cons of Outsourcing to Call Centers, for Employees

Increased Unemployment

Unfortunately, it’s possible (if not likely) that outsourcing a call center will cut down on internal jobs. With lower costs, it can be tempting for companies to rely entirely on offshore agents, rather than internal employees.

The Effect of Outsourcing to Virtual Assistants (on Your Business)

Deciding to outsource a call center is definitely a different experience, compared to bringing in a virtual assistant. Sure, both of these are methods of outsourcing work — in practice, however, the impact on your business (both positive and negative) is going to vary.

The Pros of Outsourcing to Virtual Assistants (as a Business)

Often, the decision to work with a virtual assistant is going to have a highly positive impact on your company — here are just a few reasons why.

Unbeatable Productivity

This is actually a primary incentive for many businesses that decide to hire a virtual assistant — it’s a fantastic way to improve productivity by a large margin. Routine tasks can be tackled by your VA, taking mundane duties out of your own hands. Instead, you’ll have more time to focus on the overall objectives and goals of your business — the tasks that only you know how to perform.

Jobs such as speaking with clients and scheduling appointments, on the other hand, can just as easily be handled by a VA. Actually, a VA will likely be able to complete these duties with greater efficiency and ease — this is where their experience lies. You also won’t need to worry about training your virtual assistant, as this will already be taken care of by the VA agency, prior to the assistant joining your team.

VAs Are Highly Trained Professionals

In a similar vein, keep in mind that virtual assistants aren’t just anyone — they’re professionals with extensive experience and training. With a VA, you can remain confident that the tasks you assign will be performed exceptionally well.

Experience Flexible Services

Virtual assistant services are also highly flexible. Your VA is working from their own home, and you’ll be able to get in touch with them at almost any time. You and your VA can work together and determine which hours of the day are most convenient for both of you. Then, work hours can take place whenever you and your VA have time. This is far less rigid of a schedule than if you were dealing with a full-time, in-person employee.

If you have unconventional hours, for instance, this could be especially beneficial. Maybe you have a busy family life during the day and need to take care of your business in the evening or night. Due to the flexibility of a VA, you can seek out someone able to accommodate this schedule. That way, you can quickly and easily get in touch with your assistant as soon as you need them.

It Costs Less Than Hiring Full-Time Employees

Hiring full-time employees is expensive — that’s no secret if you’re a business owner. You’ll need to pay their salary, benefits package, training, and more. With a virtual assistant, you’ll have considerably fewer expenses to cover, in order to receive top-notch work.

The Cons of Outsourcing to Virtual Assistants (as a Business)

Naturally, virtual assistantships aren’t perfect. So, here are a few variables to keep in mind, before hiring your own VA.

Less In-Person Communication, If Any

Some employers might be bothered by the lack of in-person communication, when it comes to hiring and working with a VA. While some companies are comfortable staying in touch through remote methods, others might be prone to miscommunication. Whenever miscommunication does occur, of course, the efficiency and accuracy of your VA’s work are going to suffer.

Technical issues can also be more difficult to troubleshoot, if you’re managing a fully remote worker, such as a virtual assistant.

Cultural Considerations

While hiring a nearshore VA can eliminate most of this issue, there’s still a risk of cultural or linguistic barriers. To be fair, this can even be a problem with domestic outsourcing — if someone’s in a different region of the country, there’s a chance that cultural or linguistic norms are going to vary. This could result in miscommunication.

The Effect of Outsourcing to Virtual Assistants (on Employees)

Your full-time employees will also feel the effects of you bringing a VA onto the team. But how are they actually impacted? Can hiring a virtual assistant truly help out your internal employees?

The Pros of Outsourcing to Virtual Assistants (as an Employee)

Lower Stress Levels

With fewer responsibilities comes lower levels of stress for your full-time workers. They won’t need to devote so much time to routine tasks, which can quickly pile up and become overwhelming.

Less Time Spent on Administrative Tasks

Along those same lines, virtual assistants can remove the need for your current employees to tackle administrative tasks, on top of their other work. It isn’t uncommon for admin responsibilities to expand as your business grows, leaving you with more than your workforce can reasonably handle.

The Cons of Outsourcing to Virtual Assistants (as an Employee)

Language or Cultural Barriers Between VAs and Employees

Again, make sure to consider the possibility of language or cultural barriers — not just between you and the VA, but also between the VA and your other workers. Collaboration is going to be considerably more strenuous and prone to miscommunication, whenever these barriers come into play.

Lack of Supervision

In a sense, the lack of supervision over your virtual assistant could be seen as a downside. Nonetheless, remember that VAs are typically highly trained professionals — not just anyone can go on to become a VA, without the proper qualifications and experience. Even without constant supervision, there’s a strong chance that your virtual assistant will be able to perform their duties with relative ease.

Determining the Best Outsourcing Solution for Your Business

So, maybe you’re interested in outsourcing work, but you aren’t sure which road to take. Taking all the information we’ve provided into account, make sure to reflect on the following factors:

  • The needs and objectives of your company
  • The current stage of your business, in its journey toward growth
  • Whether you’d like to prioritize quality services or put more importance on saving money

Why Latin American VAs Are the Best Option for U.S. Companies

Have you decided that a virtual assistant is the outsourcing solution for you? Even then, you’re going to be left with more than a few options. Seeing as it’s a fully remote position, you have the freedom to hire from anywhere in the world. Unsure where to start? Consider getting in touch with a Latin American VA, such as the highly qualified professionals at Virtual Latinos.

An important factor is the cultural compatibility between Latin America and the United States. Certainly, it’s a far narrower rift than with locations that are much further away — for instance, the United States and India. These cultural similarities can work to your company’s advantage, as it will generally be easier to stay on the same page and communicate effectively with your VA. With fewer bouts of miscommunication, comes fewer lags in workflow.

Virtual Latinos is Your Go-To Outsourcing & Virtual Assistant Company

The truth is, not all outsourcing companies are created equal — some services are certainly more reliable than others. Virtual Latinos is proud to be the best option out there, when it comes to virtual assistant services. Need more evidence? We’ll give you the rundown.

Highly Personalized Services

If you’re looking for one of the top ways Virtual Latinos stands out from the crowd, it’s our dedication to personalized services. We aren’t going to dish out VAs blindly, without considering the unique needs and objectives of your company. While all our VAs are masters of their field, they might not specialize in exactly what you’re looking for. So, we make sure to tailor our services to each individual client.

Before introducing you to your new virtual assistant, Virtual Latinos takes the time to get to know you, our client. In fact, all our clients are provided a one-on-one consultation, in order for us to get the strongest and most accurate feel for your goals.

Then, we’ll even go on to take care of the hard work for you. Using the knowledge we’ve gathered, Virtual Latinos is prepared to write the job post, as well as find, interview, and select the best VA candidates for your company.

Cost Savings

Compared to domestic virtual assistants, you can expect to pay 40% to 75% less — those savings are huge, and they’ll only add up over time. Additionally, we’re 30% to 50% less expensive than internal hires or freelance market professionals.

Build Long-Term Relationships

Virtual Latinos values professionalism and strives to build and maintain strong relationships with our clients. We’re not just in this for the short-term — we’re eager to watch your business thrive and grow, throughout a long-term relationship with us.

Time Savings

Seeing as Virtual Latinos takes care of the hiring work — and then your VA handles the duties you’ve assigned to them — you’ll find that the time savings will also add up.

The Benefits of Hiring a Virtual Assistant

By hiring your company’s own virtual assistant, you’re able to lift some of the work burdens from employees. Whenever you avoid overburdening your own staff, work is going to get done quicker and more efficiently.

If you’re hoping to see your business continue to grow, speed is one of the most valuable assets to have. However, it’s not exactly fair to put this sort of pressure on your staff, as they juggle a variety of important duties. A virtual assistant can take over this side of the job, allowing for a more reasonable balance of duties, between employees and outsourced workers. Plus, virtual assistants are often highly skilled at getting work done quickly, without sacrificing quality in the process.

Busting a Myth: Do Virtual Assistants Take Employee Jobs?

To those who are currently VA skeptics, you might even believe that virtual assistants are going to take away jobs from full-time employees. This is actually one of the most pervasive misconceptions when it comes to how VAs actually fit into the workplace. Rather than steal jobs from existing employees, having a virtual assistant on your team can make it possible to get more projects done — and, again, there’s no need to skimp on quality.

Think of it this way: Like the name would imply, the core purpose of a virtual assistant is to assist your business with some of your most repetitive day-to-day tasks. A VA isn’t intended to replace employees and the integral work that they perform for your company.

Currently, you might not have time to stay on top of your social media profiles. If you’re a small business owner, in particular, this can be detrimental to the success of your company. Even still, it’s an easy duty to neglect — after all, aren’t you busy enough managing the operations of your business, like securing sales and providing services to clients?

If you hire a virtual assistant, this is an issue that could be quickly and easily resolved. Your new VA can ensure that your social media presence is strong, while you pour all your attention into other areas of running your business. No need for any current employees to be replaced. Instead, your VA is simply taking over a routine task that was being neglected.

Virtual Assistants Are All Around the World

If you’re hiring for standard business operations, there’s a strong chance that your search is geographically limited. After all, if you’re expecting your employees to come into the office on a regular basis, this isn’t going to be feasible if they live on the other side of the world.

Still, whenever you limit your search like this, you’re probably missing out on a slew of highly skilled workers, who are perfect for the job you’re looking to get done. This is another one of the top benefits of hiring a virtual assistant: You no longer have to work around tight geographical limitations, since the job is performed remotely. Instead, you can focus on finding the individual who’s best suited to the job.

For U.S.-based companies, Latin American VAs are a popular option — and rightfully so. Not only are Latin American virtual assistants growing in numbers, but they’re also some of the most skilled and highly qualified VAs out there.

As a bonus, Latin American VAs are more likely to be within your same time zone. This certainly isn’t the case if you hire an Indian or South Asian assistant, for example. Although it’s possible to work with a VA in a different time zone, it tends to make communications and collaboration far more tedious than they truly need to be. After all, isn’t the point of hiring a VA to make things easier for your company?

Hire a Virtual Assistant Through Virtual Latinos Today

Virtual Latinos is proud to provide our clients with the most skilled and highly qualified virtual professionals available. Our VAs are from all over Latin America, including Mexico, Costa Rica, Argentina, Cuba, and many others.

Getting in touch with us is easy — all you need to do is fill out the contact form on the Virtual Latinos site, and we’ll make sure to get back to you.

5 Pro Tips on How to keep your virtual assistants motivated

Tips & How To's

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

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

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

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

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

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

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

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

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

Why Startups Should Use Virtual Assistants to Outdo the Competition

Hiring

How Virtual Latinos Can Help Your Startup Achieve Success

Startups are complicated and often risky. As you embark on a new business journey, there are many unknowns and questions that arise along the way. For example, as you build your foundation and formulate your business plan, you likely need a lot of help but don’t have the funds or the time to hire a full-time, in-person employee to help you. What’s more, your startup may not even have the space for an in-person employee. As a result, a lot of startup work occurs remotely or in a small, rented space where it is difficult to fit more than one or two people.

Though many startups struggle through the first few years, it is essential to know that this is not the only option. There is a comfortable middle ground between doing the process alone and hiring an in-person employee: hiring a virtual assistant. Virtual assistants can help manage a lot of the day-to-day tasks that keep you from being productive without acting as a drain on your limited resources. Virtual assistants don’t need an office, transportation compensation, or even equipment. All they need are tasks from you.

Why Startups Need Virtual Assistants

As mentioned, startups are often running on minimal funds. Until you know whether your product or business will be successful, few people are willing to act as funding for your project. This can be incredibly frustrating, as the process is often expensive.

What’s more, to succeed as a startup, you need to beat the competition early on. This means working hard and putting a lot of effort into your business upfront to ensure that it succeeds and stands out.

The fact is that you cannot do all of this yourself. Though you may have a coworker or two, startups often have more work than they have people. Virtual professionals act as the perfect solution for these situations. They can take tasks off your hands without becoming a drain on resources that you can ill afford.

Types of Virtual Assistants for Startups

Virtual assistant companies offer virtual professionals in a variety of specialties. So, no matter what industry you are in or what your specialty is, there is a virtual assistant who can help you.

Some startups’ virtual assistants that can help include:

  • Admin virtual assistants
  • Marketing virtual assistants
  • Sales virtual assistants
  • Customer support virtual assistants
  • Project manager virtual assistants

These individuals can help manage the projects that often get in the way of specialized startup work. For example, customer support is vital for a startup, but as a startup team member, your time is often better spent elsewhere. Instead, you can focus on your specialty with a virtual assistant while still ensuring that your customer service is covered.

The Pros and Cons of a Virtual Assistant

As mentioned, startups often operate on small staffs because money is tight, and the operation is small. Unfortunately, that leaves the executives with very little free time. Hiring a virtual assistant to help with some of your work ensures that you can focus on what you love and that you have time to see family and friends. Though your work may be your passion, it is important to have a work-life balance from the beginning to set good habits for your future career.

However, virtual assistants are not without their drawbacks. When hiring a virtual assistant, you will not meet them in person, which is how some people prefer to vet employees. Luckily, with modern technology and the 2020/2021 pandemic, virtual meetings have become increasingly effective. There are many platforms an employer can use to communicate, so you can still get to know your assistant without meeting them face to face.

How to Find Virtual Assistant Services for Your Startup

The best way to find a virtual assistant for your startup is through a virtual assistant agency such as Virtual Latinos. There are many such agencies around the world to look at. However, Virtual Latinos is the premier choice for businesses in North America.

Many virtual assistant agencies are based in Asia and Australia. This makes it extremely difficult to work with them, especially when your time is limited, and deadlines occur quickly. Because of the time difference, it can be days before you get a response from your assistant. Therefore, if they have a question during a project, you can quickly get behind schedule in the few emails it takes them to ask and for you to answer.

At Virtual Latinos, we operate in the same time zones that exist in the United States. Therefore, from Mexico to Colombia to Argentina, there is a virtual assistant in a time zone similar to yours. Depending on which virtual assistant you choose, the worst time change you will have to manage is about hours.

What to Expect When Hiring a Virtual Assistant

It is best to be prepared when you begin the process of hiring a virtual assistant. Knowing what to expect can make the process easier and ensures that everyone is on the same page and expects the same results.

You can expect:

  • Reduced costs compared with hiring an in-person assistant or employee
  • Increased productivity for the company
  • A more significant ROI
  • More free time
  • Less busy work
  • Team growth
  • Increased morale and a better company culture

These are excellent benefits of hiring a virtual assistant and some of the main reasons our customers flock to Virtual Latinos.

It is important to note that this is not automatic. You still have to do some training, even though your assistant is not in the office. Though our virtual assistants can meet your general needs, they will need instruction on your specific systems and preferences before they can begin to do their work. Though the training process does take a little bit of time, it ensures that you can personalize your virtual assistant’s skills to your particular needs. As a result, they will be able to perform their tasks in the way you want them to, rather than in a run-of-the-mill manner that is not what you want.

It is beneficial to put some effort into training your virtual assistant because they are not a freelancer or a temp. Your virtual assistant is part of your team and should be integrated into the company culture as such. Though they are not around in person, they can and should be seen as long-term members of your team. Make sure you give them clear instructions and adequately train them to maximize their presence as a member of your staff.

Contact Virtual Latinos

If you are ready to hire a virtual assistant and bring your startup to the next level, we at Virtual Latinos are here for you. With hundreds of small business virtual assistants to choose from and many different hiring options, you can be sure that your virtual professional is waiting for you on our website. Contact us today.

10 Signs Your Business Needs to Hire Virtual Professionals (Urgently)

Hiring

Why Every Business Should Hire Experienced Virtual Professionals

It’s no secret that our society is increasingly becoming a more virtual place. You can order your groceries through an app, receive packages from drones, and host baby showers over zoom meetings. With new technological advancements being made every day, businesses everywhere are learning how to grow with these changes and provide efficient, virtual services for their customers.

What Are Virtual Professionals?

A virtual professional, or virtual assistant is a self-employed specialist who assists companies and typically works remotely and can be from anywhere around the world. Providing a host of comprehensive virtual services, virtual professionals generally assist with administrative support, bookkeeping, customer service, social media marketing, email management, content creation, and more. Hiring a virtual assistant has never been easier and can benefit your company by providing skilled support for you and all your professional endeavors.

10 Reasons Why You Need to Hire a Virtual Professional

Are you struggling to complete daily tasks and manage projects? Perhaps you’re overwhelmed with administrative work and the never-ending to-do lists of managing several projects all at once. Hiring a virtual assistant can help alleviate the workload and provide you more time for focusing on what you want.

1. Time Is Money

Successful entrepreneurs and corporations recognize that time is a massive asset. When companies are spread too thin, there is less of an opportunity to focus on growth and corporate development. When you employ virtual assistance professionals, you begin to think more strategically. Utilizing a VA (virtual assistant) can provide you more time to forge new business relationships, create interesting and innovative products and content, and help you achieve company milestones.

Delegating administrative and monotonous tasks can help you achieve your goals much faster and make the journey more enjoyable. Successful companies are not run by a single individual, but rather a team, all working together towards a shared goal.

2. Drive Business Growth

Hiring a VA can improve your business growth mostly because it provides you an additional opinion and professional input. Collaboration is a key element for succeeding in any entrepreneurial endeavor. Bringing in job-specific VAs can help produce job structures for company necessities like customer service management, administrative tasks, and content creation. With the right team, virtual professionals can make any company flourish.

3. Reduce the Workload

Not all small business owners can be superheroes – in fact, it’s nearly impossible. Succeeding in running a startup company of any kind requires hours of dedicated work over time, and often there is still a plethora of tasks left to do at the end of each day. VAs come in handy when delegating tasks like:

  • Data entry
  • Content writing
  • Answering calls
  • Email management
  • Online marketing
  • Transcription
  • Social Media Managament
  • SEO optimization and research
  • Scheduling meetings

Having professionals with skillsets in multiple areas optimizes your company’s functions and simultaneously alleviates the workload off of you.

4. Improve Your Online Presence

Having an online presence isn’t just an optional tool anymore for modern-day companies- it’s a requirement since most of the general public utilizes the internet every day. Having a social media presence can establish a company brand and strengthen your following. Creating fun, innovative blog posts, giveaways, and other quality content can additionally provide non-follower interest and create new customers. Virtual professionals who specialize in content and media creation can help optimize your company by singularly focusing on how to build you a distinct, approachable brand.

5. Decreased Operational Expenses

When independently funding a passion project or keeping a small startup company afloat, every expense is thought out and intentional. An easy way to cut production costs is by employing a VA. This helps you save on expenses such as workspaces, taxes, insurance, company equipment, and maintenance costs. Virtual professionals are independent contractors and provide their own equipment. This can positively impact your company’s finances, as you can pay your VAs a competitive hourly wage.

6. Efficient Customer Handling

Speaking with your customers directly not only helps customer rapport, but puts a voice to your brand. Offering a call service for customers to dial is a great tool for communicating directly with your consumers. Getting feedback, tips, and hearing customer experiences altogether help company operations by improving from feedback. With VA jobs predominately being remote work, having employees in different time zones opens up your availability to answer customer calls throughout the day, making your brand easily accessible and helpful.

7. Strengthen Weak Areas

If blogging isn’t your forte, a virtual assistant can help in the areas that you struggle with. The many benefits of VA work include that there are a plethora of job-specific professionals who specialize in different virtual fields. Finding the right VA who can address problem areas in your company can help you focus on the factors you excel in.

8. Making Time for Yourself

Far too often, entrepreneurs are spread thin, resulting in less time to recover emotionally and focus on their own needs. Employing a VA allows time for you to recover and rest throughout your workweek. While time away is important and necessary, a VA can maintain your company’s presence online and continue to be accessible to customers.

9. Work When You Please

A great benefit to hiring a virtual assistance service is that work is managed and completed on the VA’s own time. No need for scheduling and worrying about time-off requests. VA work provides a ‘hands off’ employee schedule where an assignment is posted and completed by your requested due date.

10. Technology Savvy

Virtual professionals offer a wide array of expertise, but familiarity with technology is a prerequisite for any VA position. If you aren’t technologically savvy or know what kind of software to use for your company, finding a VA who specializes in software programming won’t be difficult to come by.

What Are the Top Benefits of Hiring Virtual Professional?

Virtual assistance professionals are an excellent resource for any company’s production and efficiency. While there are many benefits to utilizing a VA in any kind of business, VAs who specialize in bilingual offerings broaden the spectrum for customer possibilities significantly. VAs in Latin American countries are more easily accessible and typically more economical in terms of cost comparisons to VAs from the U.S. and Europe.

Hiring a VA on your team provides:

  • Customer connection and ultimately customer satisfaction
  • Technological and administrative support
  • Streamlined content and brand-specific marketing
  • Assistance in business gray areas
  • Open communication and reliability

How Your Business Can Use Virtual Professionals

Virtual professionals offer a variety of job specialties with varying levels of education. There are virtual administrative assistants, virtual bookkeepers, and real estate and social media marketing virtual assistants, just to name a few. Determining what specific tasks you need can help you in your search for the right VA.

How to Hire the Right VA for You

Virtual assistants can help in any area for you and your business. Property management, law firms, marketing agencies, and healthcare companies are a few examples of the broad variety of businesses we can provide services for. At a glance, the first quick and easy steps to find the right VA for you are:

  • Determine if you need a VA
  • Determine what your VA will do
  • Figure out your budget

Once you understand what supplemental work you need for your business, hiring a VA specifically for your company’s needs will be an easy, exciting step. Latino VAs offer unique services including bilingual communication with customers. This can help diversify your corporate outreach and eliminate language barriers. If you are interested in hiring one of our esteemed virtual professionals, Virtual Latinos prides itself as a top-tier virtual assistant service that hand-selects talented assistants, capable of taking on any job successfully.

For more information on how to register and begin the hiring process, find out how it works – our helpful guide where we walk you through each step. We look forward to carefully selecting an assistant perfect for you and your company. Contact us with any questions.

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

Tips & How To's

Challenges of Remote Teams Training

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

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

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

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

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

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

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

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

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

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

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

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

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

Step 1: Define a Role

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

Step 2: Prepare Learning Materials

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

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

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

Step 3: Develop a Timeline/Training Schedule

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

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

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

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

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

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

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

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

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

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

Main Takeaways to Consider When Training a Virtual Team

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

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

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

Virtual Latinos

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

Why Is A Medical Virtual Assistant Important for the Healthcare Industry in 2021?

Tools & Resources

How the Healthcare Industry has Changed in 2021

Telemedicine, sometimes called telehealth, is the online practice of different healthcare services and publication of beneficial health-related information. Telemedicine prioritizes taking care of the patient, regardless of where they are and how far they might be from their doctor. This converted version of healthcare service became extremely helpful during COVID and has only continued to grow in popularity as people learn of more benefits it contains.

What is a Medical Virtual Assistant?

A medical virtual assistant is just like your average healthcare assistant, but they help to perform important tasks online for patients across the world. Here at Virtual Latinos, we understand how crucial a medical virtual assistant is in the world today-that’s why we have a multitude of virtual assistants specialized in different areas of the medical field, on all different levels. From optometrists to chiropractors, we have specially trained, bilingual assistants that can help your business immensely. By hiring a virtual medical assistant for your healthcare business, you can save money and precious time you would have spent on basic administrative tasks, allowing you to focus on doing what you need to get done.

How Can Medical VA Help Physicians, clinics, etc?

There are multiple different benefits that come along with having your own medical virtual assistant, while working in healthcare. Here are just a few examples:

1. Save Time and get help with administrative tasks

Think about how much time you spend performing administrative tasks every week. Now, think about how much more time you would have if you had a virtual health assistant to help you with those tasks. Administrative tasks can be incredibly time-consuming. Sending out invoices, adjusting payroll, and even translating and interpreting, can all be handled by our virtual professionals. This way you can focus on other aspects of your work, like face-to-face appointments or taking on new patients. Just think about how much time you can save if you have a healthcare virtual assistant to help you through your administrative, marketing, or minor medical tasks when you need one.

2. Save Money

Hiring a virtual professional to work as an assistant to your healthcare business will not only save you time, but it can save you money, too. Hiring a medical assistant in-house, or looking for multiple healthcare workers to split these time-consuming tasks, is expensive. Save yourself time and money by hiring one of our experienced healthcare virtual assistants who love to help people.

3. Increases efficiency

One of the greatest aspects of outsourcing your virtual assistant tasks for your healthcare business is the amount of increased efficiency that your business will experience overall. By hiring an existing, experienced healthcare worker as a VA, you can feel comfortable with the fact that your assistant is knowledgeable in their job. On top of that, having an assistant to help with administrative tasks and organization gives you more time to focus on patient care and making a profit.

4. Bilingual

Lastly, having a bilingual medical VA is an amazing addition to your healthcare business. As the world becomes more and more connected, it is important that we can understand each other. Especially in the medical world, it is crucial that doctors and patients can communicate correctly to give and receive the aid that is needed. That’s why we have assistants located all over Latin America, from Honduras to Argentina.

What Can a Medical Virtual Assistant Do for Healthcare Professionals?

There are a multitude of different tasks that a healthcare virtual assistant can perform for medical professionals. Here are some of the most common tasks our virtual professionals can do for you:

1. Calendar Management and Appointment Setter

Your medical VA can help you keep up with your busy schedule in a variety of ways. They can schedule appointments, meetings, and medical shifts as well as schedule and confirm patient appointments, too. Our VA’s have experience using VoIP, allowing them to make long-distance phone calls easily.

2. Data Entry and CRM/EMR Entry

Data entry and CRM/EMR systems are crucial to the medical field. A healthcare VA can transcribe, format, and input data on whatever healthcare system you might use. They can also help take notes on different clients’ cases and set up telehealth appointments for patients-especially if they are older and may struggle with technology.

3. Gather Necessary Information and Documents

Another great part of hiring a medical virtual assistant is that they can help with the paperwork side of things. Scheduling appointments, checking insurances claims, and gathering the personal information needed for every patient can be time-consuming and difficult. Luckily, our skilled VAs are able to collect and input patient information in online-based medical systems. This makes getting down to business a lot easier.

4. General Administration Help

Again, administrative work can be extremely time-consuming. Unfortunately, in the field of healthcare, you don’t always have much time. Hiring a virtual professional to assist you and your healthcare business will help you stay organized and keep up with work more easily.

5. Insurance and Billing

Working with insurance agencies and coordinating billing patients is another skill of our experienced VAs. Confirming insurance plans and patient information can be difficult and often requires multiple calls back and forth. Save yourself time, and help your patients by hiring someone that knows how to work with billing systems.

6. Live Interpreting and Translation

One of the greatest parts about hiring a specialized healthcare virtual assistant from Virtual Latinos is live interpretation and translation. Language barriers can be some of the biggest obstacles in the medical field. Having someone who can interpret and translate for both the patient and the physician is incredibly important, so that both of them can be assured that they are giving and receiving the care they need. Your bilingual VA can also work as a medical transcriptionist.

7. Bookkeeping and Financial Management

Preparing invoices, collecting and processing payments, providing estimates, and creating and managing reports are all part of our medical virtual assistants’ skills.

8. Patient Tracking and Project Management

Administrative work often requires a lot of organization and confidentiality. Hiring an experienced VA will help you keep track of your patients and maintain information, all the while keeping it confidential.

9. Calling Leads

Virtual assistants can also help with a variety of different calls your healthcare facility may need to make. From routine patient calls to following up with potential clients, healthcare virtual assistants can cover the communication aspect of your business.

10. Collect Leads

On top of calling potential leads, virtual assistants can also help you build a bigger client base by researching potential new customers and reaching out to them to tell them about your business.

Where Can You Find the Best Virtual Medical Assistants?

There are many virtual assistants around the world, from the U.S. to the Philippines. But, many people find themselves asking where they might be able to find the best healthcare virtual professional for them and their business. While countries across the world offer wide ranges of virtual assistants, hiring a Latin American virtual assistant has proven to be the most beneficial for healthcare workers in the U.S. for a number of reasons. Not only will your Latin American virtual assistant be working in a similar time zone as you, but they will also speak Spanish, increasing your ability to serve patients in the growing spanish-speaking U.S. population.

How Much Does it Cost to Hire a Remote Medical Assistant?

Here at Virtual Latinos, we have talented assistants that can help you starting at rates as low as $8 an hour. The skill level of your assistant will determine their cost. For example:

1. Entry Level: $8-10 per hour

Our basic virtual assistants at the entry-level are not only skilled in administration, but are absolutely perfect for businesses with processes and set business administration methods in place.

2. Mid-Level: $11-15 an hour

Our mid-level virtual assistants with more experience are specialized in business and bring with them a swath of administrative skills that will help your company operate more efficiently.

3. Expert Level: $16-20virtual an hour

Our expert-level virtual assistants are specialized in a variety of different industries, making them the perfect choice for those who need a knowledgeable assistant in their field. They can strategize to help your business expand while keeping your work organized and professional.

Why Virtual Latinos is the Best Virtual Assistant Company to Choose?

Here at Virtual Latinos, we know how crucial virtual care has become. That’s why we provide some of the highest quality virtual medical assistants out there. With a multitude of assistants specializing in different fields, we can find you the perfect fit for your business and its specific needs. Hire an assistant here to enhance your medical practice today.

Top 17 questions to ask when interviewing your next virtual assistant

Tips & How To's

Hire the Perfect Virtual Assistant With the Right Questions

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

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

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

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

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

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

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

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

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

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

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

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

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

4. How would you describe your own working style?

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

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

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

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

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

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

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

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

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

9. What excites you most about this position?

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Have a Stress-Free Hiring Process with Virtual Latinos

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

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

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

Tips & How To's

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

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

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

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

What Is an Outreach or Lead Gen VA?

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

Why Outsource Your Outreach Strategy?

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

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

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

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

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

How to Hire a Lead Generation VA

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

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

Why Hire From Virtual Latinos?

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

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

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

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

Tips & How To's

What Is an SOP?

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

Why Should a Small Business Owner Start Using SOPs?

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

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

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

How to Create Your First SOP

Step 1. Define the Process

SOP generally follows one of three formats:

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

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

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

Step 2. Determine Your Goals

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

Step 3. Clearly Outline the Procedures

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

Step 4. List Needed Tools

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

Step 5. Implement the SOP

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

Step 6. Develop a Process for Continuous Improvement

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

How a Virtual Assistant Can Help You With Your SOPs

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

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

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

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

Why You Should Hire a Virtual Assistant From Virtual Latinos

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

Contact Virtual Latinos Today

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

Everything You Need to Know About Hiring a Virtual Assistant in 2021

Hiring

What Is a Virtual Assistant?

A virtual assistant provides online support services to businesses and entrepreneurs while working from a remote location. While administrative duties are the most common to outsource to virtual assistants, virtual assistant services encompass a broad range of tasks. Business owners have employed at-home secretaries since the early 1980s, but the advent of the internet a decade later caused this form of employment to soar. These professionals became known as the first virtual assistants.

Virtual assistants continue to serve as one of the most valuable tools for small business owners and entrepreneurs around the world who want to streamline their operations, improve their bottom line, and improve their success rate with prospective customers. Some people mistakenly assume that virtual assistant services are only useful for large businesses, but a small business can also utilize virtual staff members, whether for general administrative duties or specific tasks like digital marketing or management of social media accounts. A virtual assistant can fulfill all of the same responsibilities as an in-person assistant while saving you time, money, and effort.

Types of Virtual Assistants

Here are some of the most common types of virtual assistants, along with their typical work tasks:

General Administrative Assistants

General virtual administrative assistants are responsible for managing emails and phone calls, scheduling appointments, organizing your to-do list, updating your calendar, organizing important business documents, entering data into your company system, preparing reports, and any other tasks an in-person executive assistant would perform.

Digital Marketers

Virtual digital marketers focus on increasing brand recognition and awareness, conducting research into your company to determine the most valuable keywords, optimizing your content to increase your SEO rankings, setting up automated processes to improve customer experience, and generating and overseeing campaigns via paid ads, content marketing, email marketing, social media management, and other types of marketing.

Social Media Marketers

Virtual social media marketers create social media accounts, write content to share on social media platforms, schedule these posts to appear at specific times of the day that are most likely to engage customers, promote your brand, manage interactions with customers, monitor competitors, and analyze performance metrics and analytics to determine which content or website shows the most successful results in engaging and converting customers.

Other Types of Virtual Assistants

Virtual assistants can also help small business owners by acting as sales and customer service representatives, executive assistants, business consultants, project and operations managers, advertising specialists, email managers, web designers, graphic designers, branding experts, writers, bloggers, translators, video editors, and much more.

Benefits of Hiring Virtual Staff

Save Time

Hiring a pre-vetted virtual assistant saves you the time it takes to post job advertisements, complete resume screening, organize and conduct interviews, and train staff members. Because virtual assistants are skilled professionals, you do not need to perform lengthy, expensive training to get them started or involve a middleman in the process. After they are hired, you can focus on the high-priority tasks of running your business rather than wasting your valuable time on mundane tasks like scheduling appointments or monitoring your website’s SEO.

Save Money

Outsourcing tasks to a virtual professional at an hourly rate or independent contractor saves you the operation costs, training costs, and many of the other expenses required to maintain a full-time employee. Because a VA works from home, you are not responsible for providing office equipment and other tools they need to perform their tasks. If you’re hiring someone who is already an expert in their field, you’ll be saving the cost of training them. Unlike a salaried employee, you only pay a VA for the time they actually perform work for you. Finally, you avoid additional expenses associated with hiring a full-time employee, such as health care, paid leave, disability, and payroll taxes.

Avoid Hassle

Hiring in-person employees is an incredibly time-consuming and complicated process, made even more challenging if you end up with the wrong employee and are forced to start the hiring process all over again. When you hire a virtual assistant, you know they have the experience, training, and skill to effectively perform the tasks you assign to them. If you have issues with your VA, there is no need to involve Human Resources – you simply report your problem to the virtual assistant services company, and they will either resolve it or provide a new assistant.

Grow Your Business

A virtual assistant can help you streamline business operations, maximize revenue, and facilitate growth. By allowing you to delegate tasks like answering emails or monitoring marketing campaigns to virtual assistants, you can focus your attention on the aspects of your business that only you can handle, such as overseeing financial matters and building relationships with new clients. This not only provides an immediate return on investment but also helps you prepare for the future by building a solid foundation to support the long-term, efficient operation of your business.

How Do I Hire a Virtual Assistant?

Step 1: Determine If You Need Help

If any of the following situations apply to you, you should consider hiring a virtual assistant:

  • You work longer hours than you would like but you still often feel as if you are not getting enough done.
  • You feel stressed out and overwhelmed with the size of your workload.
  • You find yourself dedicating a large portion of your time to administrative work or other monotonous tasks that could be delegated to someone else.
  • You believe you could use your time more productively and experience less stress by focusing on the most high-priority tasks.
  • You want to avoid the time commitment, cost, and hassle of recruiting, hiring, and training an in-person employee.
  • You know that you need help, but your budget constraints mean you cannot afford to add another full-time employee to your staff.

Step 2: Select Tasks for Your Virtual Assistant

Professional virtual assistants can perform a wide range of tasks, so it is important that you select specific tasks that allow them to provide the most value for your business. Deciding on which tasks you will delegate in advance is essential for ensuring you choose the right person to fill this role, especially if you work in a field requiring specialized knowledge. Virtual assistants most often help with:

  • Administrative tasks. Scheduling meetings, organizing files, communicating with clients
  • Marketing tasks. SEO strategies, email marketing, social media marketing
  • Budgeting tasks. Bookkeeping, writing invoices, creating financial reports
  • Personal tasks. Organizing to-do lists, booking travel arrangements, making purchases
  • Content creation. Conducting research, writing content, uploading it online

If you are unsure about which responsibilities to delegate, spend a minimum of three workdays keeping a detailed inventory of every task you complete as part of your regular business duties. Then make a list that includes the following sections:

  • Tasks you do not want to perform
  • Tasks you do not have time to perform
  • Tasks you do not have the skills or knowledge to perform
  • Tasks that could be performed better or more efficiently by someone else
  • Repetitive tasks that consume a large portion of your time

Ideally, you should hire a virtual assistant to handle the above work so you can focus on fulfilling the responsibilities that only you can do. Prioritize these tasks to decide which ones can be accomplished by a virtual administrative assistant and which ones may require a VA with specialized knowledge or training.

If you run a law firm, health care facility, real estate company, or property management office, Virtual Latinos has virtual assistants with extensive experience in providing general support, sales assistance, customer service and support, marketing, and other tasks specific to that particular industry.

Step 3: Establish Your Budget

The next step is to establish your budget. Calculating the value of the tasks you want to delegate to a virtual assistant allows you to estimate how much you can expect to spend to hire a virtual assistant, as well as how much you can save in the long term with this service.

Several factors can influence the cost of your VA, primarily the type of service you need, the number of years of experience you would like your VA to have, the country they are located in, and the number of hours you want to hire them for. More experienced virtual assistants with specialized knowledge will generally charge more than professionals who are newer to the industry or offer only general services. Typically, virtual assistant services cost $3-$75 per hour.

We suggest creating a benchmark value and hiring a virtual assistant for any recurring tasks that can be outsourced for less than this amount. Generally, most tasks that can be completed for less than $30 an hour are best suited for virtual assistants.

Step 4: Find Virtual Assistants

Now you are ready to find a virtual assistant. Virtual Latinos offers a comprehensive comparison chart that provides vital information on the differences between our virtual assistant services, and your other main options – a U.S.-based, in-person assistant, a U.S.-based virtual assistant, and a virtual assistant from the Philippines. This comparison chart reviews the following details:

  • The amount of time it takes to hire an assistant
  • Recruitment fees
  • Whether they offer pre-vetted talent
  • Average price per hour of services
  • Whether they offer a quality guarantee
  • The flexibility of their VAs’ schedules
  • Whether their VAs are certified professionals
  • Their availability in your time zone
  • The turnover rate of the company
  • The success rate of the virtual assistants

Step 5: Create a Job Posting

Create a job posting on a reputable virtual assistant services website that describes what you are looking for. You must clearly explain the role you want them to fill, define the tasks you need them to perform, and outline your expectations for them as an employee.

Step 6: Interview Virtual Assistants

The last step is to interview these candidates individually to determine who best fits your needs, has the qualities you are looking for, and can accommodate your budget.

How We Help You Hire a Virtual Assistant

Our Clients’ Recruitment Process

To find a virtual assistant from Virtual Latinos, you will complete the following recruitment process:

  1. Register your business in our website, and select a monthly hours package that covers your needs.
  2. Fill out a short questionnaire to provide information about yourself, your company, and the services or products you offer. Explain the job or tasks you need help with and share what virtual assistant skills you are looking for, such as location, hourly rate, experience, or specific skills.
  3. Our team reviews these requirements to find the perfect assistant for you. We select the most promising three or four virtual assistants for you so you can avoid a lengthy selection process, then introduce you to them so you can choose the right fit for your business.
  4. Interview the pre-selected candidates, select your virtual assistant, and sign our agreement.
  5. Your virtual assistant will begin working with you based on the hourly package you chose and receive payment on a bi-weekly basis after completing their tasks. You will manage your assistant, but our team will supervise their performance while providing ongoing support. We guarantee the quality of our virtual assistants, but if you decide you want to replace them with someone else, we offer replacements at no additional cost.

Behind the Scenes: Virtual Latinos Recruitment Process

Our Assistant Application process directs candidates along a funnel to narrow down the absolute best virtual assistants for our company. We attract top performers throughout Latin America, perform an initial qualification round to determine their suitability for our company, carefully review every application, interview each candidate, and invite those who qualify to perform a test task to ensure they can successfully complete what will be expected of them. At the end of this process, only 7.5% of the candidates from the original pool are accepted into our community.

Why Hire From Virtual Latinos?

At Virtual Latinos, every one of our staff members has extensive work experience, demonstrates written and verbal proficiency in English and Spanish, and was hand-picked from a large pool of applicants to ensure you always receive the highest quality services. 90% of our professional virtual assistants have earned college degrees in their field, and they all work in your time zone, meaning you never have to worry about a delay affecting your customers and damaging your business. We offer all-inclusive virtual assistant services without charging access fees, setup fees, or other additional expenses required by many other virtual assistant companies.

Tips for Managing Your Virtual Assistant

  • Make the training process as easy, simple, and transparent as possible.
  • Establish a written agreement outlining job responsibilities and expectations.
  • Use a project management system to assign specific tasks and track progress without needing to keep up with endless emails and messages.
  • Maintain communication to build trust and establish a positive working relationship.
  • Schedule regular meetings to ensure you are on the same page and provide an opportunity for your VA to ask questions or request additional clarification.
  • Utilize tools to track performance and productivity.
  • Promptly address issues with constructive criticism.
  • Familiarize yourself with cultural differences so you can most effectively communicate with your VA.

Top Tools for Outsourcing and Managing Virtual Staff

Communication

Our clients primarily use Telegram for instant messaging and Zoom for video calls.

Document Sharing

The best document sharing tools are DropBox, Mega, and Google Drive.

Project Management

Our team uses Infinity, TeamWork, ActiveCollab, and Trello for project management.

SEO and Analytics

Our favorite SEO and analytics tools are Google Analytics, AccuRanker, SE Ranking, Capturly, Oviond, and BrandMentions.

For a complete list of our favorites, visit our webpage on recommended tools and software.

Improve Your Business Today by Hiring a Virtual Assistant

If you are ready to elevate your business to the next level, contact Virtual Latinos today to hire a virtual assistant. We are consistently regarded as one of the best virtual assistant companies in the nation and our expert staff has helped thousands of clients with businesses of all sizes and industries. Hiring a virtual assistant gives you the ultimate freedom and flexibility to most effectively manage your business by delegating responsibilities to skilled, experienced, and dedicated professionals in Latin America.

At Virtual Latinos, our professional virtual assistants work throughout Latin America, including Mexico, Costa Rica, El Salvador, Colombia, Ecuador, and Argentina. A virtual assistant can save you time, money, and hassle, allowing you to prioritize your efforts toward growing your business. To learn more about how you can hire a virtual assistant to transform your business, contact Virtual Latinos today.

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