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How To Find a Virtual Assistant For Your Small Business and Not Die Trying.

Tips & How To's

Getting Started: Why Hire a Virtual Assistant for Your Small Business?

Running a small business is no small endeavor. Especially in the first few years, there is a lot to be done and little budget to support you. Many small business owners end up doing most everything themselves and can easily encounter professional burnout, exhaustion, and increased stress as a result. One simple and affordable way to alleviate the pressure is to hire a virtual assistant. Virtual assistants can assist with many tasks that take up your precious time, freeing you up to run your business with a focused mind and a clearer schedule. In many cases, virtual assistants may hold skills necessary for tasks you would need to hire multiple full-time employees to complete, like social media management, data entry, administrative tasks and digital marketing. This means that you save money and have more valuable resources at your disposal.

Virtual assistant services can also help to keep you organized, ensure that you stay on task and guarantee nothing falls through the cracks or gets forgotten. The superior organization provided by your VA increases productivity, putting money back in your pocket. Best of all, you can tailor your executive assistant to your unique needs, giving you the maximum help with the least investment. However, many people don’t know how to find a virtual assistant, which is why we’ve outlined the steps necessary to make the process easier for a small business owner.

Step 1: Determine What Type of VA You Need

Not all virtual assistants are the same. When looking for small business assistance, it’s essential to be specific about what kind of help you are looking for and begin your search from there. Here are just a few examples of the types of virtual assistants we can provide:

  • Admin. This category of assistants can help with many general administrative tasks essential to the operation of an office, such as bookkeeping, scheduling, research, CRM management, data entry and more.
  • Marketing. A marketing VA is trained in basic marketing skills and can help with standard marketing tasks such as lead generation, social media management, and graphic design.
  • Customer Service/Sales. These professionals can assist with cold calling, lead check-ins, generating leads, and upselling.
  • Writing. You can delegate essential writing tasks to your VA, including blog management, copywriting, social media posting, and more.
  • Web Design. A web design virtual assistant can create a new website, refresh your current page, add features, improve its layout, and perform other essential tasks.
  • Project/Operations Management. Virtual assistants trained in project management can help you coordinate your current staff, manage your existing resources, design contracts, communicate with stakeholders, and much more.

Step 2: Determine Which Tasks You Need Help With

Next, it’s important to decide which of the above tasks you’ll benefit from delegating to your virtual assistant. Fortunately, there are virtual assistants trained in industry-specific applications of the above categories, including healthcare, law, property management, real estate, and more. No matter what area you need help in, there is a virtual assistant that can meet your needs. Highly trained assistants can provide essential services to your small business, freeing you to focus on your areas of expertise.

How a Virtual Assistant Company Can Help With Choosing VA Tasks

For some small businesses, a virtual assistant could be hired for several of the listed tasks. In these cases, working with a virtual assistant agency is a good idea. Pros of working with an agency include:

  • Pre-vetted, professional assistants who are ready for the workforce
  • Replacements or substitutes if you find your assistant doesn’t match your needs
  • Verified training and schooling
  • Long-term work relationship with your assistant
  • No Ghosting guaranteed, VAs will show up on their work scheduled hours

Working with independent assistants means spending more time and resources trying to find the right person. With an agency like Virtual Latinos, you’ll find we have already recruited the best assistants in all fields and can provide you with several options that may fit your needs.

Step 3: Determine Your Budget

As a VA can comprise a portion of your overall entrepreneur budget, it is important to establish your budget goals before beginning your search. Fortunately, hiring a virtual assistant is likely more affordable than you realize. When working with Virtual Latinos, pricing is straightforward. If you’d like to work with our agency, we will handpick an assistant for you. We will handle the entire process and find the best options for the right match. Our fully-vetted professionals cost only $8/hour to hire. Alternatively, if you’d like to search our directory on your own and work directly with your chosen individuals rather than our agency, you will pay about $5 per hour. Take a look at your business’s finances and assess your options. Once you’ve set a budget, even if it’s a tight one, you will begin to feel more confident moving forward in the hiring process.

Step 4: Begin The Search

Once you’ve determined your needs and budget, it’s time to begin looking for your assistant. Working directly with virtual assistants is your first option. In this category, you are entirely responsible for searching job boards to find, interview, and hire your assistant. This option often costs a little bit less but requires much more work from you. About 7% of our customers utilize this option. The second option is to work with the Virtual Latinos agency throughout the process. In these circumstances, our professional agents assemble assistants that may fit your needs. We discuss your needs at length with you and present you with all the information available, including the pros and cons of each applicant, cost, training, and more. Approximately 93% of Virtual Latinos customers prefer this option.

Prepare For The Interview Process

Before you begin the search for a personal assistant who truly meets your needs, it’s important to know how to interview them. Asking the right questions and having the right conversations means that you will find someone on the first try. Here are some ways to ensure that you’re prepared to conduct interviews with potential assistants:

  • Be specific about your needs. Spelling out your assistant’s future tasks in detail allows your interviewees to assess if they have the ability to work for you. If you are clear and detailed about your expectations from the beginning, there is no confusion later, and you will weed out assistants who would be a bad fit.
  • Filter out resumes. At Virtual Latinos, we complete this step for you. However, if you are working alone, be sure to scan all applicants for red flags such as frequent job changes, non-specific experience, and resume typos.
  • Prioritize communication. While you can certainly find an assistant who has the skills to work well with your company, keep in mind that every business is different. Know that you will still have to train your assistant to meet your specific needs.

Being comfortable interviewing is the first step to finding the right virtual assistant for your company. Once you master the process, it’s time to move forward.

Step 5: Begin The Interview Process

When you have a collection of potential assistants, it’s time to begin the interview process. It’s important to recall your interview preparation and make sure you stick to your needs. If you choose to use the Virtual Latinos agency for this process, we can help walk you through the interview process, so you feel more at ease and confident in your choice.

Depending on what you’re looking for, it may take a few interviews to find the right match. Be patient; it’s better to spend extra time upfront to find the right person than have to restart the interview process after hiring someone who ends up being a bad fit. If you are choosing between a few applicants, consider how you communicated with each of them. The ability to communicate can easily fill any gaps in knowledge through training and mentorship.

Why Virtual Latinos?

When it comes to the virtual assistant industry, no one has more qualified, professional options than Virtual Latinos. We pride ourselves on taking the time to thoroughly vet each and every one of our assistants, so you can rest assured your chosen VA will be a professional and knowledgeable addition to your business. While other agencies employ workers from the other side of the world, presenting numerous collaboration and communication issues, we hire our skilled virtual assistants from Mexico, Central American countries like Costa Rica and South American countries like Colombia and Argentina. For example, this means that Guatemalan virtual assistants will be in a time zone very close to your own. Similarly, virtual assistants from Peru can achieve seamless collaboration on day-to-day tasks.

Virtual Latinos’ prices are competitive compared to the cost of finding a virtual assistant on your own, and our service is unmatched. To begin the process of finding your perfect virtual assistant, reach out to the Virtual Latinos team. Fill out our online form today, and a representative will be in contact with you shortly.

5 Email Marketing Tools Your Virtual Assistant Can Learn & Manage

Tools & Resources

5 Email Marketing Tools and How Your Virtual Assistant Can Manage Them

As the world constantly changes, it can be hard for business owners to feel like they’re keeping up when it comes to marketing. Marketing is one of the fastest-changing industries in the world, with tactics, trends, and algorithms constantly in flux. Despite these changes, digital marketing has dominated the industry for many years, and though the details may change, the benefits of moving marketing efforts online have not.

Email marketing is one of the most widespread and cost-effective tools when it comes to digital marketing, and many businesses thrive while using it. However, many business owners find it difficult to stay on top of email marketing efforts, making them less effective. Here are some tips and tools to help make email marketing seem easier and four ways that a virtual assistant can be a valuable part of the digital marketing strategy.

Why Email Marketing Is Crucial

Though it’s been around for several years, the concept of email marketing is misunderstood and misused by many business owners. This method is incredibly powerful and really is an easy way to boost a small business. These are just a few benefits:

  • It’s cost-effective and creates a great return on investment. Email eliminates the need for paper, postage, stamps, all of the expenses needed to create a regular newsletter or advertising campaign. Yet, it has the potential to bring in as many or more customers. The ROI is exponentially higher.
  • You can expand your client base. Email can reach all areas of the world so that you can connect with potential customers from anywhere you’d like. Even if you don’t want to create an international base, you can attract local customers who wouldn’t otherwise respond to other forms of marketing.
  • Increased connection with your clients. Through email marketing, you can connect with your clients in real-time. This allows you to answer questions, form relationships, and become an active part of your customers’ lives. The more they come to expect your correspondence or newsletter in their inbox, the more they’ll consider themselves loyal customers.
  • It’s easy. With email marketing automation, creating emails does not have to be a full-time job. You can create your content whenever you’d like and then automate it when sent to your email list. No need to remember when to send or figure out the best times – it’s all taken care of.

If you aren’t taking advantage of the low-cost, high-reward practice of email marketing, there is no time to waste. Every moment you aren’t utilizing this technique, you are losing money.

5 Email Marketing Tools You Should Use

There are many options online for help with your email marketing efforts. It can be confusing to blindly search for the right site, especially when it feels like they all do different things. Here are some that Virtual Latinos recommend:

LemList. This is a wonderful tool for cold-emailing new clients or reaching out to those who are not yet on your email lists. The company offers fantastic support, and their services help you to grow your client base.

Automizy. Automizy is incredibly easy to use and inexpensive to run. This is a great overall platform and is beginner-friendly. It is what we at Virtual Latinos use for our email marketing efforts.

Active Campaign. This site provides email services, along with CRM or customer relationship management. CRM is a great tool if you are trying to determine which of your marketing efforts are pulling in new clients and building relationships that are not yielding significant results.

MailChimp. MailChimp is a great starting point, especially for small businesses. As long as your email list is under 2,000 people, the service is completely free. It is also the most recognized email marketing tool, and that reputation indicates a strong understanding of online marketing.

MailShake. MailShake is very similar to LemList, but offers some different features at a more expensive starting price. MailShake, like Lemlist, is one of the innovators for cold-email outreach campaigns that allows you to send emails directly from G-mail/Gsuite.

There are many other email marketing tools that your virtual assistant can use. Even though it is much easier to market via email, these efforts do still take time. Luckily, we have a solution for that too.

Hire a Virtual Marketing Assistant Through Virtual Latinos

When you’re strapped for time or feel stretched thin, even the concept of running an email marketing campaign can seem impossible. At Virtual Latinos, we hire vetted virtual assistants who are highly trained in marketing programs such as the ones listed above. Hiring a virtual assistant of any kind can be beneficial to your business, but choosing a virtual marketer can really bring in profits and give you peace of mind about your company’s advertising efforts. Here are some ways that a virtual marketer can help:

  • They can assist in choosing the right tools. All email marketing sites are a little bit different. If you don’t know a lot about the marketing industry, it can be hard to tell the difference. A virtual marketing assistant will be able to help you decide which platforms will work well for your unique business.
  • They can create templates. Even if you want to manage your email content yourself, your virtual marketer can help you create templates that effectively relay your information and make it easy for you to create a professional-looking email newsletter with the content that you write.
  • They can create content. If you don’t know what kind of content to put in your email marketing notes, a virtual marketing assistant has the expertise to help you create quality content.
  • They can add images to your created content to make it more visually pleasing and ready to send.
  • A Virtual Marketer can help you schedule and manage your campaigns.

These are just a few of the benefits of having a virtual marketer, and their marketing tasks can be tailored to fit whatever you need for your business.

Contact Virtual Latinos

To hire a virtual marketing assistant who can help bring your digital marketing efforts to the next level, contact Virtual Latinos. No one provides more consistent, reliable, highly trained virtual assistants than Virtual Latinos. Call us today!

How Virtual Admin Assistants Are Essential for Small Businesses

Tips & How To's

Why Every Small Business Should Consider Virtual Admin Assistants

As a small business owner, you have a lot to think about. From the moment you wake up, you are already thinking about what needs to be done for the day. You check your email, respond to requests, and look at your mile-long to-do list, and that’s before you’ve even had your morning coffee. As the day goes on, you correct others’ mistakes, communicate with clients, work on payroll, create a staff schedule, assign projects, order supplies, and manage your social media accounts.

The end of the day rolls around, and you undoubtedly realize that there’s something you’ve forgotten, and before you know it, you’ve worked late into the night. Being your own boss is great, but many people don’t realize just how much it takes to be a small business owner. The tasks literally never end. The unfortunate reality is that many small business owners don’t have the ability to hire a full-time assistant to make their life a little easier. Fortunately, there is a solution.

What is A Virtual Admin Assistant?

Virtual admin assistants are a fantastic resource for small business owners, though it’s relatively common not to realize their potential. A virtual administrative assistant is someone who works for you but who does so from a distance. They can handle any administrative task, large or small, that can be performed remotely. A virtual assistant will communicate with you regularly, just as an in-person one would, but you can tailor your virtual assistant’s tasks to only cover what you really need help with. There’s no wasted time or money.

Benefits of a Virtual Assistant

Having a virtual assistant on your team has incredible benefits for your business. Here are just a few of those advantages:

  • You save money. Hiring an in-person administrative assistant requires that you have room in your budget for a full salary. With a virtual assistant, you do not have the obligation of hiring someone full-time, nor do you have to pay any additional overhead for them to be on your team.
  • You save time. So many of the tasks that take up your day can and should be delegated. With your expertise in your particular business and all that it takes to run things, allowing someone to take on scheduling, emails, or other customer service tasks is low-risk and can save you a significant amount of time.
  • Higher productivity. With someone else handling small chores and tasks, you are better able to focus on bigger items. With more energy to spare, you’ll likely find that you work faster and produce higher quality results.
  • A cost-effective solution. It’s quite possible to be in a place where you only need a little bit of help. Hiring a virtual assistant allows you to get the help you need without paying for what you don’t.

With these benefits, the potential for business growth and personal work/life balance is endless.

What Problems Do Virtual Assistants Solve?

The effect your virtual assistant will have on your business is entirely up to you. Depending on the tasks you assign, your remote assistant will be more or less impactful on your day-to-day life. However, there are some overarching issues that all virtual assistants help to solve.

  • Profit loss. Many businesses see profits dwindle when the employees are too busy for new clients or specialty services. As the business owner, freeing up your own time with a virtual assistant capitalizes on potential profits.
  • Lack of specific business knowledge. Nobody expects you to know everything about the business world; the details are constantly changing. Hiring a virtual assistant gives you someone who is an expert in certain business tasks and may be able to bridge the knowledge gap for you and your customers.
  • Time wasters. Many business owners don’t realize just how much time “small tasks” can require. Simple assignments such as email correspondence and filing can easily become a burden on your schedule and take up your valuable time.

You will be truly amazed by how much your small business can flourish without these issues, all from hiring a qualified virtual assistant.

What Specific Tasks Can My Virtual Assistant Handle?

At Virtual Latinos, we offer a large menu of tasks that our trained assistants can take on. The specifics are entirely up to you. Here are some of the most commonly assigned tasks for our virtual assistants:

  • Answering calls and emails
  • Follow up with vendors
  • Scheduling appointments
  • Data entry
  • Research

There are many more tasks that a general virtual assistant is more than capable of handling. You can fully customize their tasks based on your needs and budget.

Why Hire Virtual Latinos?

When it comes to finding the right virtual assistant company, there are lots of other options available, but each of these has some downsides. The specialists in the United States often have a high cost of living, and therefore charge a higher hourly rate for their services. Specialists in Asia or Australia tend to charge less, but the extreme time differences make correspondence difficult – it often takes a full day to complete one conversation with them.

Virtual Latinos has solved both of those issues by providing quality virtual assistant services at affordable prices in a compatible time zone. With most Latin American countries, there will be no time difference at all between you and your virtual executive assistant. This means that you can easily correspond with them and expect a response soon after you send a message. This is also advantageous for your clients, who will be able to reach your virtual assistant during normal business hours.

Call Virtual Latinos Today

Stop wasting time being less productive and less successful than you could be.

Hire a virtual assistant from Virtual Latinos today and allow your small business to reach its full potential!

How Delegating Your Email Management Can Benefit Work-Life Balance

Tips & How To's

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

Ignore Your Inbox

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

Why Email Management?

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

Personal Benefits of Hiring a Virtual Assistant

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

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

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

Why Virtual Latinos is Right For You

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

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

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

Tips & How To's

Virtual Hiring Offers Incredible Potential for Your Customer Retention Strategy

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

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

How Can Dedicated Virtual Assistants Improve Customer Retention Rates?

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

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

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

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

Onboarding Your New Virtual Assistants

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

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

Improve Your Customer Retention Strategy With Virtual Latinos

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

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

Choose Virtual Latinos to Boost Customer Retention Instantly

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

How to Improve Your Online Presence by Hiring a Virtual Assistant

Hiring

We live in an extremely fast-paced society, where companies and businesses are expected to respond to current events and user-generated content within minutes. Online posts are often greatly delayed, giving the impression that those responsible for said content are entirely disconnected from their target base. However, monitoring various social media platforms and creating dynamic, engaging content is an extremely resource-intensive task, especially for small businesses with other priorities.

Hiring a virtual assistant from Virtual Latinos can be the perfect solution. They offer high-quality work and unique skills necessary to successfully maintain a vibrant online presence, which in turn frees up you and any other staff members to focus on the bigger picture. Working with our virtual assistants is also extremely affordable, allowing you to enjoy the benefits without overextending your budget.

Why Is a Strong Online Presence Important for Business Owners?

In an increasingly global society, establishing an online presence is an essential part of running a successful business. The high volume of online traffic means that promotional efforts online are often far more effective than in-person strategies. Online platforms also present you with a unique opportunity to build relationships with your clients. Over the past several years, brands that have made themselves more personable online have seen tremendous success in increasing their customer bases. By responding to trending topics and interacting with user-generated content, they appear more human and, as such, more trustworthy to potential consumers, improving people’s perception of your brand in a powerful way.

However, you must handle your online presence with care. Marketing mishaps online can often have long-lasting repercussions. If you’re going to make yourself available on the Internet, people will expect you to be fully available. Failing to be responsive, attentive, and consistent in creating additional content can easily lead to a lack of confidence from users, making them less likely to work with your brand in the future.

What Kinds of Tasks Can a Virtual Assistant Handle?

The primary purpose of adding a dedicated virtual assistant to your team is to improve your business by allocating your resources more efficiently. While the virtual assistant takes care of your online platforms, you can focus on expanding your business, developing new products, and building new partnerships. This arrangement works because virtual assistants are armed with the tools to accomplish what you need from them without constant monitoring or hand-holding. Top virtual assistant services encompass a wide variety of tasks to help make your life easier. These include:

  • Creating social media accounts and profiles
  • Researching the interests and preferences of your target audience
  • Generating regularly scheduled content
  • Addressing user-generated questions or comments
  • Revising existing content to ensure it remains relevant
  • Monitoring external content that references your brand
  • Tracking the results of your online efforts and help you adjust your social media strategy accordingly

Where to Find Affordable Virtual Assistants

Virtual assistants are an incredible resource, but not all virtual assistants are the same. At Virtual Latinos, we pride ourselves on providing our clients with the premier team of assistants available. Our staff has personally vetted every member of the team via a detailed system that looks at each individual’s education, work experience, and digital marketing skills. In addition to being highly qualified, the fact that our virtual assistants work remotely from Latin America offers unique benefits. All our assistants are fully bilingual, meaning that they can handle all the usual demands of your business while giving you increased access to any feedback from your Spanish-speaking customers.

Hailing from Mexico, Honduras, Colombia, and several other Latin American countries, our assistants can earn a comfortable income in their local currency while remaining extremely affordable to US employers. They are 40% to 75% less expensive to hire than virtual assistants in the US. Depending on your needs, you can hire a virtual assistant for as little as $5 per hour. This arrangement is so beneficial to both parties that becoming a virtual assistant with Virtual Latinos is a highly sought-after position. Furthermore, despite the distance, virtual assistants from Virtual Latinos work in the same time-zones as US employers, so they will always be available when you need them most.

If you’re prepared to make a splash on the digital stage and revitalize your online presence, look no further than hiring a virtual assistant from Virtual Latinos. Our assistants will work diligently alongside you to help develop a winning social media strategy to promote your brand successfully. Invest in yourself by investing in a virtual assistant and contact Virtual Latinos today to get started.

Client Highlight: Q&A with Productivity Expert Marcey Rader

Tips & How To's

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

Q&As:

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

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

Hiring

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

How Do You Know if You Need a Virtual Assistant?

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

Look at the Duties a Virtual Assistant Can Perform

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

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

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

Training Tips for Your Virtual Assistant

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

Call on Virtual Latinos to Help You

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

Virtual Assistants: The Key to Customer Service Success

Hiring

The daily routine of running a business can be very overwhelming. When you don’t have the proper support to allow you to run things efficiently, you lose track of items in your inbox, end up late for meetings, and see your level of customer service fall below your standards. If you find that you are facing these issues, it is time to consider hiring a virtual assistant. You will see a difference right away in your productivity, but more importantly, your customers will be more satisfied.

How Can a Virtual Assistant Help You Improve Customer Service?

When you want to hire a virtual assistant to improve your customer service, it is essential to consider the skill set you are looking for in your virtual support professional. Virtual assistants are experienced professionals who can take care of tasks ranging from handling the phones to paralegal assistance and project management. Here are a few benefits our clients find when they hire a virtual assistant.

External Communication Point

If you run into problems at the office or things become backed up to the point that you miss calls, a virtual assistant gives your customers another point of contact. Even if they are only able to leave a message, they will be happy to have gotten an answer.

Paperwork Organization

When you are forging new client relationships, there is always a great deal of documentation and paperwork such as contracts and proposals to track. A virtual assistant can distribute all your paperwork and gather it promptly to keep things running efficiently.

Invoicing

A virtual assistant can stay on top of your invoicing and reconciliations so that you can reach out to clients promptly and resolve any issues.

Client Relations

Virtual assistants can reach out to your clients when you are stuck in a meeting or running late, can reschedule appointments, even meet with your clients’ assistants to compare notes and ensure that you are on the same track with meetings and project plans. Your virtual assistant can also keep your client details up to date in your customer relationship management software (CRM).

Additional Point of Contact

When you hire a latino virtual assistant, you give your clientele another way to reach out with questions and concerns when you are busy. They can offer assistance with topics they are familiar with or get the client in contact with you if it is necessary. They are also able to keep track of your social media and email accounts so that urgent issues are addressed promptly.

Is a Virtual Assistant Necessary When Other Staff Can Do the Work?

Employers often don’t realize that their employees’ productivity is stifled because they feel overworked. As a business grows, many staff members take on additional hours to get their work done, but they have trouble focusing on their tasks because the overtime becomes overwhelming. The issue at hand is that most times, employees will not tell their employer that they feel overworked, so the cycle continues. Hiring a virtual assistant is a great way to stay ahead of the game, keep your employees happy, and help everyone be more productive. On top of that, you are more likely to keep your valued staff when they feel like their workload is less, and that is vital to keeping your business consistent and your customers happy.

What Is the First Step When You Hire a Virtual Assistant?

When you decide on a virtual assistant that you wish to hire, you should send them a letter that lays out what you expect from them and what their duties will be. They should sign off on the letter as an agreement to the conditions of their employment with your company. You can tailor the letter to your specific needs, but here are a few details you should be sure to include:

  • Note that they must be in a quiet place, free from distractions if they will be answering phone calls for your business.
  • Know the bandwidth necessary to access your internal systems, and inform them that they must have the internet strength to accommodate your systems.
  • Inform them that you must be able to contact them during the agreed time frame that they will be working each day.
  • Inform your new employee that work attendance is mandatory during their scheduled hours, and that missing work may result in a warning call.
  • Discuss the possibility that your virtual assistant’s power may go out, or they could lose internet access, and how this will be handled should it occur.

If you seek a virtual assistant to improve your company productivity, be sure to reach out to Virtual Latinos today at (610) 317-1198. Our virtual assistants from countries like Costa Rica, El Salvador, Honduras, and Guatemala can be a great addition to your team.

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

Tools & Resources

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

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

What Benefits do Virtual Assistants Provide to Insurance Companies?

1) First Point of Contact for Clients

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

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

2) Manage Your Schedule

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

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

3) Research and Data Collection

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

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

4) Data Entry

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

5) Social Media Management

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

Hiring the Right Virtual Assistant for You

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

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

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

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