outsource virtual assistant Archives - Virtual Latinos

Why Follow-Ups Are Important for Maintaining a Good Relationship Between Clients and VAs

Tips & How To's

Keep Your VA and Client Relationship Strong By Following Up

If you have a virtual assistant, you know the value of hiring a VA for your business. You might also have realized the importance of communication between you and your assistant.

Follow-ups are an important part of maintaining good communication with your virtual assistant and should be scheduled regularly, so they become a routine and comfortable part of your interaction. Follow-ups provide an opportunity for clients and VAs to share feedback, discuss goals and, and develop clear strategies for future success.

Schedule Follow-Ups with Your Virtual Assistant

A great way to avoid problems with your virtual assistant is to establish clear communication habits, and build trust is to make sure everyone is on the same page at all times. This can be achieved by scheduling regular follow-ups between you and your VA. It’s a good idea to schedule follow-ups frequently, especially:

  • After a work-related training or course
  • Upon completion of a large assignment or project
  • End of the quarter
  • End of the year

Reasons for Providing Follow-Ups

Providing regular follow-ups is a good idea when managing your remote employees. Having follow-up appointments with your virtual assistant builds trust, fosters client/VA understanding, and, most importantly, helps maintain and promote good performance. As an employer, you might think of yourself more as a coach and mentor to your employees than as someone who manages them. Making sure your virtual assistant feels heard and that they receive the proper support and guidance will motivate them to improve.

During follow-ups, you and your virtual assistant can discuss the elements of a project or task that you and your VA think went well, as well as the parts that went poorly. It’s also a great way for you and your VA to communicate your individual thoughts about what was learned and how best to move forward and tackle future projects most effectively.

Reinforce Employee Performance

Two major reasons for providing follow-ups are to maintain good performance and improve poor performance. This can be achieved through regular follow-ups in several ways:

Post-Project Follow-Ups

Providing feedback on a recently completed task or project reinforces good performance and lets your virtual assistant know what they did well and what you’d like to see more of. This is also an opportunity for your VA to provide you with feedback of their own about how they thought a project went, what challenged them, and how they think they performed.

Post-Training Follow-Ups

If you assign your virtual assistant a training or special course to complete, it’s a good idea to schedule a follow-up appointment afterward. This gives you a chance to hear what your VA learned and what they think of their newly acquired skills or knowledge. Together you can discuss how those new skills can be implemented in real-life and what support or resources your VA might need from you to do so.

Improving Performance

Follow-ups provide a great place to help improve performance and clarify goals and expectations. If you aren’t happy with the way a project was handled, initiating a follow-up soon after can help you reach an understanding with your virtual admin assistant and maintain a productive relationship. During the post-project follow-up, you can reiterate the specific project goals and how you think they were or were not met. Allowing your VA to share their thoughts here is also important. If you aren’t happy with how a project went, it’s a good idea to hear about it from your VA’s perspective. You can learn about areas they struggle with and help eliminate obstacles for improved performance in the future.

Building solid communication habits between you and your VA is even more critical than with your face-to-face employees. Working short follow-up sessions into your schedule is a great way to ensure expectations and needs are met and understood by both client and VA.

Why Choose Virtual Latinos

When you’re ready to find a virtual assistant for your business, Virtual Latinos is the place to look. Virtual Latinos offers the top virtual assistant services on the market. Our highly trained marketing specialists work remotely from a variety of Central and South American countries, including Peru, Colombia, Venezuela, Guatemala, and more. Our virtual assistants work in American timezones , and all of the top virtual assistants who work for Virtual Latinos are Spanish speaking virtual assistants, and are bilingual. When you’re ready to jump-start your productivity and success by hiring your own VA, contact Virtual Latinos and let us get started finding your perfect match.

How to Prepare Your Business to Hire a Virtual Assistant

Tips & How To's

What To Know Ahead of Hiring a Virtual Assistant

Is your business rapidly growing and requiring more of your time and effort? Do you catch yourself wishing you could find a qualified professional to assist you in everyday tasks? The best decision you can make for your business is to hire a virtual personal assistant. Virtual assistants perform a wide range of duties in a number of essential areas such as business administration, customer service, and marketing, freeing up your time and allowing you to concentrate fully on the important aspects of your business that only you can handle.

To find the best virtual assistant for your business, partner with the right company. At Virtual Latinos, one of the top virtual assistant services, we maintain a staff of talented, experienced professionals with an extensive range of skills and knowledge valuable in a number of industries. Our motivated, hardworking virtual assistants allow you to delegate responsibilities with the assurance that they will meet your standards. Consider the following advice on how to prepare when hiring a virtual assistant, then contact us to choose the best virtual assistant for you!

Determine Your Budget and Your Needs

The first step to take when you want to find a virtual assistant for hire for your business is to determine your budget and needs. Many variables come into play when deciding how much to pay a virtual assistant. Generally, more experienced virtual assistants and certified marketing virtual assistants will cost more than less experienced VA’s or non-certified marketing VA’s.

Compared to virtual assistants in the US, hiring virtual personal assistants from Virtual Latinos is 40-75% less expensive. We offer two methods of finding a virtual assistant – hiring assistants through our Agency program tends to cost a few more dollars per hour than hiring specific virtual assistants from our Directory. However, hiring through the agency offers more support from our professionals, resulting in less work for the business owner. Consider allowing our professional team to find the perfect assistant for your needs. Check out the Virtual Latinos post on how much you can expect to pay a virtual assistant to get an idea of how much to pay for hourly work through both methods, saving you even more.

When examining your budget, be sure to consider the value of the work a virtual admin assistant will be doing against the cost of employing them. You do this by determining your specific needs and calculating the value provided by the virtual assistant in terms of time and effort, as well as finances. To determine your needs, spend at least three days of your work week documenting every single task you complete. Whether it’s emailing clients, posting on social media, or updating bookkeeping, keep track of everything. Then divide this list into four distinct categories:

  1. Tasks you don’t have time to do.
  2. Tasks you don’t want to do.
  3. Tasks you don’t know how to do.
  4. Tasks that only you can do.

Ideally, you should only have to focus on the fourth category. Inspect this list to see which tasks would benefit from the help of a virtual personal assistant. Consider which ones you could fairly easily teach another person and expect satisfactory results.

Next, determine the value of these tasks by comparing them with a reasonable benchmark. Any recurring tasks, occurring daily, weekly, or monthly, that comprise, for example, less than $30 an hour can be outsourced by hiring a virtual assistant. Spending your precious time on mundane, less valuable tasks that you can outsource means spending less time on the tasks that can help you earn substantially more money.

Define Responsibilities and Expectations

Now that you know which tasks can be outsourced by hiring a virtual assistant, narrow down and prioritize them. This ensures you focus on the most productive tasks and leave things you can outsource to a qualified professional. Instead of spending hours every day checking your email or updating invoices, you can take time to meet new clients or strengthen your relationships with existing clients. This list of tasks can create a job description that you will use when you are ready to find the best virtual assistant for you.

Just as important as hiring a virtual assistant with the ability to complete job responsibilities is hiring someone who lives up to your professional expectations. You are putting part of your business in their hands, so you must choose someone with integrity and passion as well as proficiency. The employees in our top virtual assistant company are carefully selected from a wide pool of applicants, with only around 10% of applicants accepted into the Virtual Latinos community.

As you define these responsibilities, be prepared to have an onboarding process in place. Our unique assistants are highly skilled, but they don’t know the ins and outs of your business- yet! To ensure success with a virtual assistant, have a process in place to train and introduce your outsourced virtual assistant to your company’s processes and tools.

Choose the Right Company – Hire a Virtual Assistant from Virtual Latinos

For the best results, make sure you choose one of the top virtual assistant companies. The selectivity of Virtual Latinos is apparent when you consider the qualifications of our team. Ninety percent of our assistants hold a full year college degree, and all possess verbal and written proficiency in both English and Spanish. Many clients come to us for a bilingual spanish virtual assistant. We focus on marketing virtual assistants or those in other business-related fields. We also offer virtual assistants to cover several industries, including:

  • Property management
  • Real estate
  • Technology and software
  • Entrepreneurs
  • Non-profits
  • Retailers and wholesalers
  • Law firms
  • Accountants
  • Medical and healthcare

If you’re ready to make a smart decision for your business’s future, choose the experts at Virtual Latinos. Our virtual personal assistants offer flexible schedules based on your needs. They work throughout most Latin America, including Mexico, Costa Rica, Honduras, Ecuador, and Peru. Unlike virtual assistants working in Asia or India, the best virtual assistants work in your time zone, meaning they are available whenever you need them. Contact us today to see how you can hire a virtual assistant and take your business to the next level.

10 Excellent Time Management Tools to Improve Virtual Assistants’ Productivity!

Tips & How To's

Leverage These Time Management Tools to Improve Productivity

Virtual assistants are amazingly affordable assets that can drive the growth of businesses and organizations benefiting from their skills and flexibility. At Virtual Latinos, we staff a wide variety of fully bilingual spanish virtual assistants from all over the world, including Costa Rica, Peru, and Puerto Rico. With an impeccable work ethic and extensive professional backgrounds, all of our virtual assistants operate in American timezones.

To be successful, even the best virtual assistants must practice careful time management and adherence to strict deadlines. Fortunately, a number of time management tools are available that can help dedicated virtual assistants track all time spent on assignments and manage their schedules with ease. Some tools offer additional features as well, such as reports that summarize your average workload.

Popular, Effective Time Management Tools

Here are some of the most popular time tracking tools readily available to virtual assistants:

1. Clockify

Clockify is an entirely free tool that offers the ability to track your time using a timer, generate reports, and interact with other members of a team. Unlike many other free time tracking tools available, there is no limit on the number of users or projects. After your time has been tracked, Clockify also allows you to log it in an organized timesheet within the appropriate category. Billable hours can be easily exported if necessary.

2. Toggl

Toggl allows users to sign up for free in order to access their time tracking via Toggl Track. Featuring multiple modes of time tracking, including timer mode, manual mode, and calendar mode, Toggl offers a decent amount of flexibility. It also supports app integrations with many popular virtual assistant productivity apps. The free plan includes access to weekly reports. Upgrading to the paid plan unlocks additional features, including invoicing, budget planning, and billing assistance.

3. Time Doctor

While Time Doctor is a subscription tool, it does provide a 14-day free trial with no credit card required, allowing potential users to try it out before making a commitment. Time Doctor offers time tracking and payroll-related features and supports app integration for many popular virtual assistant productivity apps.

4. Hubstaff

Hubstaff is another subscription tool that offers a 14-day free trial, no credit card required. Features offered by Hubstaff include time tracking, user-friendly online timesheets with integrated billing, productivity monitoring, reporting, team scheduling, invoicing, and more. Hubstaff supports app integration with over 30 business apps.

5. WorkPuls

Workpuls is a subscription tool that allows users a 7-day free trial period. The tool is built around three core priorities: tracking, analyzing, and optimizing. This is done by offering time tracking, employee monitoring, and automatic time mapping. Features allow users to use the information collected to make improvements to their schedules, increasing productivity.

6. My Hours

My Hours is available as a free tool. The free version includes time tracking software with the ability to organize projects, track hours, and generate reports. Unlike many other free time tracking tools available, there is no limit on the number of projects, team members, or tasks. The paid version of My Hours adds the ability to handle invoicing and offers priority customer support. For those interested in the paid version, there is a 30-day free trial that includes product training.

7. Paymo

Paymo is free for individual freelancers, though it does offer a paid version for business accounts. The free version offers the ability to monitor tasks, manage clients, and track time, in addition to providing file storage. It is restricted to one user and allows for a maximum of three invoices.

8. TimeCamp

TimeCamp is a free time tracking tool aimed at increasing project profitability and productivity by generating reports. This includes unlimited projects and tasks, though the tool is restricted to a single user. There are several tiers of paid options available, which add support for app integration, export the reports, handle invoicing, approving timesheets, and more.

9. Harvest

Harvest is a tool that provides time tracking, app integrations, detailed insights and reports, invoicing abilities, and more. The free plan is fairly limited, allowing only one user and two active projects at a time. For those interested in the paid version, there is a 30-day free trial.

10. Tsheets

A completely free tracking tool Tsheets is designed with versatility in mind. In addition to time tracking, Tsheets also allows for invoicing, overtime alerts, and the creation of interactive reports and business insights. The tool supports app integrations with many popular virtual assistant productivity apps. There are several tiers of paid options available, which add the ability to manage time off, generate reports in real-time, and track project progress.

Take Advantage of Tracking Technology Today

While several of these apps offer a number of the same basic features, each is unique in terms of specific app integrations, the formatting of visual reports, and time tracking methods. Whether a virtual assistant prefers a minimalist interface when focusing on the task at hand or would benefit more from a sophisticated platform full of exciting add-ons, there’s an option for everyone. At Virtual Latinos, we encourage all of our virtual assistants to reap the benefits of these amazingly convenient, effective tools, empowering them to be even more successful at their tasks.

To learn more about Virtual Latinos and the top virtual assistant services we offer, contact us today!

Virtual Latinos Country Highlight: El Salvador

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Find Your Ideal Virtual Admin Assistant in El Salvador

El Salvador is a tropical, mountainous country in Central America, situated between Guatemala and Honduras. It is home to diverse topography and landscapes, each with its own unique specialties and resources. While surfers flock to the southern coastline, the central plateaus are devoted to farming and the mountains to growing coffee.

A long history of geographical and cultural turmoil, combined with a fiercely warm and loyal nature, have helped shape a generation of young professionals who are diligent, resilient, and well-equipped to overcome challenges and find creative solutions to problems. Salvadorans’ virtual assistants are fully bilingual in both English and Spanish and are committed to fostering an efficient and friendly working relationship with clients. Hiring a virtual assistant from El Salvador could help you transition your business to a more culturally diverse environment.

Why Do Skilled Salvadoran Professionals Want to Work Offshore?

Whether you are looking to hire a virtual admin assistant or a marketing virtual assistant, Salvadorans are invested in this type of work for a variety of reasons.

Opportunities for Professional Growth and Cultural Exchange

Virtual assistants from El Salvador value the knowledge and skills exchanged between them and their US clients. Salvadoran virtual assistants enjoy having the opportunity to learn and adapt to a new culture and expectations. “Well, it is always a bit difficult to adapt to the culture of another country, but in general, I feel that just as I am helping them in their projects every day, they help me to grow as a professional.” Says Luis Vides, a virtual assistant from El Salvador. Vides enjoys the opportunity to learn how business is conducted in the US and adjust to new standards. “Sarah and Terry are excellent bosses. They are there to correct or teach you always in a professional and very educated way, and that is very different from how things work in my country,” says Vides.

Work-Life Balance and Sense of Independence

Working remotely offers virtual assistants the opportunity to have a flexible schedule and to work from home without diminishing their sense of personal responsibility and achievement. Peter Ayala says he enjoys working as a virtual assistant because “I feel I’m my own boss! I’m the one responsible for things to be done, and the responsibility is the same as if I was at a local work from my country.”

Opportunity to Have a Positive Impact

Salvadoran’s are not only hard-working and adaptable. They are also intensely loyal and derive satisfaction from helping your business succeed. VA Peter Ayala says that one of the best things about his work is knowing that he has positively impacted his client’s business. He says, “…my work has a real impact over my client’s business, and if they are happy with the results, I feel at ease that a good job was provided! The best part of working as a virtual assistant is that you can support clients in different areas. When you manage to have a very good relationship with the client, you can help them to improve the internal processes of the company or business,” says Vides.

Why Should You Hire a Virtual Assistant From El Salvador?

Making the move to hire a virtual assistant can benefit you or your company in many ways. VAs from El Salvador are skilled in:

  • Managing Social Media and Social Media Marketing
  • Branding and Graphic Design
  • General Digital Marketing
  • Customer Support
  • Sales & Customer Reps
  • General Administrative Tasks
  • Managing Email and Automation
  • Blogging and Writing in Spanish and English
  • Web Design

Our VAs from El Salvador have an eye for detail and take pride in delivering great work. Alex Bass / Andra Vomir explain that their virtual assistant is “… detail oriented, emotive and really careful, attentive to make sure he’s doing everything correctly, very cautious in the right way, meaning that if he’s going to be diving into something he’s not actually very sure of, he’ll be careful enough to ask for clarification before so he has everything clear about what he’s going to do.”

Terry Berglund has used multiple virtual assistants from Virtual Latinos, and described the team as being “kind and cooperative”, and “good, useful, and interesting”. Terry stated that “It has been a good experience and the VAs hired are doing ok.”

Let Virtual Latinos Help You Find Your Perfect Assistant

Choosing Virtual Latinos gives you access to the best, fully bilingual virtual assistants from Mexico, Colombia, Peru, Puerto Rico, El Salvador, and many other Latin American countries operating within the same time zones as the US. Alex Bass / Andra Vomir described their experience with Virtual Latinos as… “Awesome, It has been really easy, well organized and it saved us a lot of time, and I don’t think that we would have hired anybody if there wasn’t this process that we were just let through.”.

Whether you are looking for a virtual personal assistant, marketing virtual assistant, or just a super-efficient (virtual!) sidekick, investing in a VA could be the best decision you’ve made all week. Contact Virtual Latinos to learn more about how it works and to find the perfect virtual assistant to help you grow your business.

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

Hiring

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

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

Affordability of Virtual Assistants vs. Independent Contractors

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

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

Effective Communication and Individualized Attention

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

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

The Importance of Having a Professional Hierarchy to Streamline the Process

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

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

Get Reliable, High-Quality Work With Virtual Latinos

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

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

18 Tips to Improve Your Communication Skills With Your Clients

Tips & How To's

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

What Is the Best Tactic for Effective Communication?

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

Consider These Tips To Promote Communication Skills

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

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

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

Client Highlight: Q&A with Productivity Expert Marcey Rader

Tips & How To's

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

Q&As:

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

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

Hiring

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

How Do You Know if You Need a Virtual Assistant?

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

Look at the Duties a Virtual Assistant Can Perform

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

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

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

Training Tips for Your Virtual Assistant

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

Call on Virtual Latinos to Help You

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

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

Hiring

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

How Do Virtual Assistants Bring in More Patients?

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

Satisfying Patients so They Come Back Again

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

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

What Other Tasks Can Virtual Assistants Do?

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

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

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

Virtual Latinos Can Help

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

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.

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