virtual assistant services Archives - Virtual Latinos

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.

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.

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!

Expert Tips for Avoiding a Hiring Process Failure

Tips & How To's

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

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

Why Is the Hiring Process So Crucial?

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

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

Why Virtual Latinos’ Virtual Assistants Are Ideal Choices

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

Streamline the Onboarding of Your Virtual Assistants

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

Narrowing Your Hiring Pool Effectively

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

Evaluating Candidate Experience and Skill

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

Making Obligatory Training More Effective

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

Maintaining Clear Communication

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

Take the Stress Out of Hiring With Virtual Latinos

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

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

Hiring

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

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

Affordability of Virtual Assistants vs. Independent Contractors

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

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

Effective Communication and Individualized Attention

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

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

The Importance of Having a Professional Hierarchy to Streamline the Process

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

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

Get Reliable, High-Quality Work With Virtual Latinos

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

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

18 Tips to Improve Your Communication Skills With Your Clients

Tips & How To's

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

What Is the Best Tactic for Effective Communication?

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

Consider These Tips To Promote Communication Skills

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

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

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

3 Basics of Outsourcing in the Real Estate Business (and Why to Consider a Latino VA)

Tips & How To's

How Latino Virtual Assistants Prove to Be Important in Real Estate

Imagine if, as a real estate agent, your primary job was just to sell properties. No hours spent every week managing online marketing and social media, no scheduling cleaning services, photographers, or landscapers, no booking all of your property showings on your own. If that makes it sound like your life could get easier overnight, that’s because it can. Outsourcing all this work to a real estate virtual assistant would give you just that, so you can turn your focus to where it’s best concentrated: selling.

If you have the opportunity to hire virtual assistants as a real estate broker or agent, it is highly recommended that you do so. They can streamline your business for you and provide true growth potential on many different fronts. If outsourcing some of your workload is starting to sound more enticing, there are three big basics you should consider, going in.

The 3 Big Basics of Outsourcing in Real Estate

1. Identify which of your daily, weekly, or monthly tasks could be outsourced. This may be a matter as simple as figuring out which aspects of your agency do not need to be handled by a licensed real estate agent. For example, a real estate virtual assistant could manage your social media, marketing, client scheduling, landscaping, or other service coordinating, in addition to any number of other activities.

Why hire a virtual assistant from Latin America for your outsourcing?

    • We offer fully bilingual services. At Virtual Latinos, our entire team is fully bilingual. This means they are also able to reach out to a wider range of clientele in the real estate world. Most real estate agencies have a high percentage of clients who speak Spanish. Imagine being able to better engage with and serve a whole new demographic, overnight. A virtual assistant from Latin America can help you achieve that.
    • Latin American professionals working remotely are generally in your time zone. This is a huge benefit that most overseas virtual assistants are unable to offer to real estate businesses in the US. When you work with real estate virtual assistants working remotely from Costa Rica, Mexico, or Peru, time changes are simply not an issue. It ensures the virtual assistants from Virtual Latinos will always be available during your “normal” hours of operation. This means that we are always ready and able to handle any day-to-day real estate tasks that need tending to.
    • The majority of the experienced virtual assistants we work with through Virtual Latinos have spent significant amounts of time in the United States. This speaks directly to their firsthand understanding of American English, and common business practices here, in addition to the nuances of everyday life. In other words, they are uniquely aware of the differences in property types, like condo vs. loft, for example. Our virtual assistants have the necessary experience, not just scripts and theory, to inform their real estate skills.

2. Consider using specific workflow software for coordinating with your virtual assistant. There are many options available for real estate workflow software. Other, more general workflow software is also available, which can help simplify all your communication with your virtual assistants, rather than using texts, emails, and other types of messages on separate platforms to try to coordinate efficiently on a daily basis.

Latin America and the United States share many values, in business, technology, education, and otherwise. When you hire a real estate virtual assistant through Virtual Latinos, you can be assured that they not only understand the culture of the US, but that they’re also familiar with the technology. 90% of our virtual assistants have university degrees, making them among the most tech-qualified in the world. If you need suggestions for workflow software, for example, our virtual assistants can provide you with recommendations tailored specifically to the needs of your agency. They are professionals, after all.

3. Determine the best means to hire a real estate virtual assistant.

Not all virtual assistants can both meet the needs of a real estate agent and do it in two languages. The virtual assistants at Virtual Latinos are able to provide bilingual real estate services in digital marketing, content creation, social media platform management, reception, booking, and scheduling, among many others. Virtual Latinos can help you expand your agency’s reach in ways you may have not even yet considered.

Virtual Latinos can help you find the help you need to conduct your real estate business more efficiently and in fewer hours. Contact us today to invest in a real estate virtual assistant.

Our In-House Expert’s Advice: Use These Five Steps to Hire a Virtual Assistant

Hiring

Latino Virtual Assistants: the Affordable Approach to Hiring a Virtual Assistant

If you’re reading this guide, you’ve likely found – as many business owners eventually do – that you just don’t have enough time in your day to accomplish all the tasks essential to running and growing your business. While you could easily decide to shift your focus from business growth to simply staying above water with your daily operations, this isn’t a long-term solution. In fact, many business owners agree; last year, nearly 40% of small businesses already outsourced at least one business process and over 52% planned to do so by year’s end.
For many of those businesses, outsourcing means hiring virtual assistants – individuals who supply administrative, customer support, tech support, accounting, or other services remotely from a home office. Delegating tasks to an outsourced virtual assistant means you can take some of the administrative, creative, or menial responsibilities off your own plate so you can focus on the essential endeavors that can grow your business. The key is choosing the right virtual assistant, a process our in-house expert has learned well over his years in business.

An Inside Look at Virtual Latinos

Perhaps no one knows the ins and outs of hiring a virtual assistant quite like Jaime Nacach, founder and CEO of Virtual Latinos, one of the top virtual assistant services in North America. After an extremely poor experience with a Philippines-based virtual assistant company when he was beginning his own marketing firm, Jaime learned a great deal about what it takes to hire the best virtual assistants. For Virtual Latinos, he puts a great deal of focus on the skills and proficiencies of potential applicants.

First and foremost, Virtual Latinos assistants must have an excellent grasp of the English language, both spoken and written. As such, most are already familiar with the United States and have either lived here or are generally familiar with the culture – this allows Virtual Latinos to perform tasks like sales calls, customer service, tech support, marketing, content writing and more with ease. To gather this elite pool of assistants, Virtual Latinos utilizes an extensive screening process, selecting only 7.5% of its applicants into its community of pre-vetted virtual assistants, 95% of whom have a college degree in a related field. According to Jaime, all hires must be organized, self-motivated, show technological proficiency, and continue to pass frequent English-language screenings.

Hiring Your Own Virtual Latino Assistant

So, how do you go about learning how to hire a virtual assistant from Virtual Latinos? Utilize these five steps, straight from our in-house expert:

1. Gauge your virtual assistant needs

What tasks do you want to outsource? What skills are non-negotiable when it comes to the responsibilities you’ll give your virtual assistant? Spend some time outlining the tasks you’ll need accomplished and the skills you expect before making the call to Virtual Latinos.

First timer’s hiring tip: The most important first step is for you to make a list of all your needs. Create a simple Google Doc with the 15-30 most common tasks you or your team do on a weekly basis, the rank them from low, medium to high importance.

2. Choose the Virtual Latinos Directory or Agency

Based on your needs and your VA search needs, you can choose between utilizing the Directory or the Agency. The Directory is suggested for individuals with VA hiring experience (Less than 10% of our clients), as you are responsible for locating, interviewing, and hiring an assistant from our broader directory of qualified assistants. For individuals or small businesses without hiring experience (90%+ of our clients), we recommend utilizing the Agency; the Agency’s hiring experts handle all recruitment work, providing you with the top 3% of candidates for your needs.

3. Get the BEST VA for your needs: Let’s get to know you, set up a client interview

After a brief initial call to discuss overall pricing and needs, Virtual Latinos will schedule a more lengthy conversation at your convenience – we call it the “Client interview”. This call really gives us the opportunity to truly get to know you, your needs, goals, and the type of team member virtual assistant that will be the perfect addition to your team.

Depending on your needs, Virtual Latinos’ hiring experts will discuss your ideal virtual assistant with you at length, including your listed qualifications and company needs. Jaime himself will give suggestions based on his extensive experience as the two of you work together to determine exactly the type of virtual assistant you need.

4. Conduct interviews

If you’re experienced at hiring virtual assistants, this is when you’ll utilize the Virtual Latino Directory to locate and interview an assistant. If you’ll hire through the Agency, Virtual Latinos will dedicate hours to interviewing up to ten individuals who meet your initial needs. At the end of this process, the field will be narrowed to two or three finalists.

5. Select your assistant

In this final step, our expert Jaime will again act as your guide and VA hiring consultant, assisting you in conducting your final interview with the finalists. He’ll suggest essential questions to ask, qualifications to highlight, and more. In the end, you’ll select the finalist who most aligns with your brand identity and needs.

Virtual Latinos Can Save You Valuable Time and Money

Whether you’re inexperienced in hiring a virtual assistant or have undertaken the task in the past, the Virtual Latinos process can help you learn how to find the best English-language virtual assistants possible. Better yet, our process is built to help save costs as well as the extensive time necessary to hunt down the right assistant yourself. Contact us today and see the difference a virtual assistant from locations like Costa Rica, Honduras and Cuba can really make for a business like yours.

Answers From Our In House Expert: Why Should I Choose a Latino Assistant Over Other Options?

Tips & How To's

Our In House Expert Lists Four Reasons Hiring a Virtual Latino Assistant Will Benefit You

Anyone who has operated a small business is well aware of just how many daily tasks are necessary to achieve success. Between financial reports, accounting, hiring, payroll, scheduling, client meetings, and client communications, it can often seem like you don’t have time to sleep at night, let alone get started on the tasks that will actually grow your business. Worse, attempting to be a jack of all trades often leads to the other half of the old adage, “master of none.” In other words, spreading yourself too thin on too many tasks has the unfortunate effect of making you less effective in your efforts on each one.

It’s a scenario all too common for entrepreneurs and other business owners, and one that often has unfortunate consequences: 20% of small businesses fail within their first year; that figure grows to a full 50% by year five. While the reasons vary from poor customer outreach (14%) to an inadequate team (29%), it’s clear that attempting to handle everything yourself does not bode well for the future of your business. For that reason, more and more small business owners are recognizing the value of hiring a virtual assistant.

What to Consider When Hiring a Virtual Assistant

A virtual assistant can help you with any of the daily tasks of doing business – from managing customer communications and handling administrative duties to providing customer support, sales, marketing, and much more. What’s important is that you assess your strengths, your areas of need, and then determine which tasks you’ll benefit from outsourcing to a virtual assistant. Then, you’ll be able to focus on the key ventures that will help you grow your business.

While there are a number of purported top virtual assistant companies in existence, however, it’s essential to choose a legitimate, quality business. When Jaime, our in-house expert, was first starting his own marketing company, he decided to outsource some of the administrative tasks to a virtual assistant; upon a recommendation from a friend, he hired an assistant from the Philippines – a decision that had unfortunate consequences. The virtual assistant had relatively poor English skills, was all but unreachable during North American business hours, and provided almost no return on our expert’s investment. Although we’re aware this doesn’t happen to everyone working with Filipino VAs, it does happen to many (including various existing Virtual Latinos clients).

From this experience – as well as his subsequent, much more successful experiences with hiring Latin American virtual assistants, our expert has agreed to provide his insight regarding how to hire a virtual assistant as well as why you should choose a Latino virtual assistant for your outsourcing needs. Consider these recommendations when making your final hiring decisions:

1. Time zones make all the difference

As Jaime learned the hard way, utilizing a virtual assistant halfway around the world can have some unfortunate consequences; hours of operation differ wildly from those of a North American business, such as in the US or Canada, and you or your customer base may not be able to reach your virtual assistant during operating hours. Conversely, Latino assistants live and work within the same time zones as you do, allowing you full access to develop internal relations, address productivity, provide customer outreach, and more. Better yet, the entire Virtual Latino team is located in the same few time zones, allowing excellent cross-communications via phone, email, or video conferencing.

2. Excellent English skills are non-negotiable

Our experts stress the importance of full English proficiency for any virtual assistant you hire. Besides the obvious advantages of hiring an assistant with fluent, non-accented English to aid in your most crucial client or customer service communications, it’s essential to ensure your virtual assistant reads and writes English flawlessly and can adapt to English-language tech in the virtual age. Virtual Latinos hires only highly English-proficient assistants so that each can handle tasks such as cold calling, sales, tech support, customer service, blog writing, marketing, lead generation, general administrative, and more with ease.

3. True bilingualism is a selling point for your business

With over 85% of US businesses relying on Spanish-language employees to conduct business with America’s growing Spanish-speaking population, it’s crucial to recognize the importance of the business you stand to gain by including Spanish-speaking support options. While proficient in English, Latino virtual assistants can easily switch to Spanish if required in the operations of your daily business. According to Jaime, “Being fully bilingual is an opportunity for businesses to offer Spanish services – having someone who speaks both fluently and clearly is important.”

4. Consider the cost savings

While Jaime’s first Filipino virtual assistant experience was a costly failure, yours doesn’t have to be. In fact, Virtual Latinos offers significant cost savings compared to hiring a US-based assistant. For qualified virtual assistants based in the US, the going rate is $25 an hour on average. If you compare pricing from $5 USD/hour for a Latino assistant, you see a 30 to 80% discount even compared to US minimum wage, which is a huge factor to consider!

Virtual Latinos Is Your Source For Quality Virtual Assistants

Recognizing the benefits of outsourcing some of your daily tasks of business is the first step towards shifting your focus towards activities that will grow your business and hiring the right assistant is the second. Ensure your success with Virtual Latinos – our skilled, fully bilingual and English-proficient assistants from locations like Mexico, Guatemala, and Puerto Rico provide you with expert services at an affordable rate. Contact us today to learn more about how we can serve you.

How Virtual Assistants Could be the Key to Your Small Business Staying Afloat through COVID-19

News

Why You Should Hire Virtual Assistants to Help Expand Your Reach

These are not easy times to be a small to medium business owner. In the face of the rising COVID-19 global pandemic, many of us are left with questions about what moving forward during and after this crisis means. Perhaps the biggest question of them all being:

“How do we move forward, quickly, before getting left behind?”

We get it. Many small businesses are in the process of having to completely re-structure their day-to-day operations, which is a lot of work and takes a great amount of logistical coordination. Think about some of the changes we’re seeing in so many small businesses in the past months:

  • In order to just stay open, restaurants are shifting over to online ordering with take-out and delivery only.
  • Yoga studios are moving their classes to Zoom, Skype, and other platforms.
  • Accountants are telecommuting with their clients and solely accepting digitized documents.
  • Various places of worship have begun to offer streaming services and private video counseling rather than meeting in person.
  • Many small retail shops are finding themselves jumping into online e-commerce, some for the very first time.

These kinds of expansions can feel intimidating to small business owners, even given appropriate amounts of time and under the best of circumstances. However, whether your business is considered “essential” or not right now, it is probably time for some overhauling of your processes. Our world is changing and adapting to that fact is more important than ever.

At this moment, the common thread we see in businesses that are thriving amidst the COVID-19 pandemic is the ability to adapt and incorporate technology into their daily operations and in their deliverable products. Technology is more accessible than ever before, and it’s allowing so many businesses to reach wider audiences and brand new markets.

Remote work has never seen such high numbers – and it’s not just in the U.S.; it’s around the world, and the current global pandemic has created an increased necessity for it. While there is no way to make your small business completely “pandemic-proof,” there’s one easy step you can take to keep the chaos of the moment at bay as you move forward – you can hire virtual assistants (and do it without breaking the bank).

Regardless of what kind of business you run, chances are that you need extra help right now and aren’t necessarily in a position to hire more in-house staff. Do you dream of being able to delegate tasks like email or database management? Is a ringing phone keeping you from managing other tasks? A Virtual Assistant might be the solution to many (if not all) of your problems.

What Are Some of the Benefits to Hiring a Virtual Assistant?

Probably the single most important thing a virtual assistant can do for you is provide relief from the day to day processes that slow you down from actually running your business. We are all feeling a little overwhelmed these days, but imagine if you had an assistant who could take a few tasks off your hands every day and lighten your workload? There are many benefits when you hire a Virtual Assistant, some of which you may not have even imagined (yet).

Virtual assistants already know how to work remotely

In a time when remote work is new to many, it won’t be to your virtual assistant. It’s likely that they’ve been working remotely for much longer than most. Virtual assistants can help streamline the process for you and won’t need the training or long “onboarding” time that is typical of a new employee, especially in a remote environment.

If your entire business is shifting to a remote-work model, as many are, they can also help you train your current employees to do so efficiently. This is vital in maintaining clear communication within any company, and a virtual assistant is just the kind of person who can facilitate this for you.

Handling all of your marketing tasks just got easier.
Do you spend an inordinate amount of time writing promotions and putting together other marketing content? There are virtual assistants who specialize in this and can handle the work for you, from afar. This includes:

  • Web Design
    Many small businesses don’t update their websites as frequently as they want or need to due to lack of time and/or ability. If you hire virtual assistants, they can do this for you. They are well-versed in most standard webtools and can quickly update your website to reflect the daily changes in our lives (and your business) during a global health crisis and beyond.
  • Social Media Monitoring
    One of the major time-sinks that many small business owners lament having to worry about is social media. Whether it’s post updates, keeping stories current, comment monitoring, or responding to customer questions and reviews, it’s time consuming and not necessarily the best use of your working hours. Virtual assistants know their way around social media, since, in addition to having formal backgrounds in technology and media, most of them have grown up with it. They can help you improve your content, increase engagement on your posts, and chat with your following.
  • Blog or Newsletter Writing
    If your small business maintains a blog or sends out a newsletter, you know how easy it is to get behind on updates, especially when daily operations take precedent. Whether you’re a flower shop or a property management company, chances are, you need to be reaching out more to your clients, particularly during the COVID-19 pandemic. Let your virtual assistant help create regular blogs or newsletter posts to keep your public informed and aware of what you offer and what (if anything) is changing.
  • Branding, Graphic Design
    If you are one of the many businesses moving to e-commerce, you have undoubtedly realized how important both branding and graphic design are. Many virtual assistants specialize in these areas and can do the work for you at a fraction of the cost of a graphic design firm.

Aside from the various marketing-related tasks you can have taken care of when you hire virtual assistants, there are still many more daily and weekly items to consider being able to free yourself of.

  • Payroll
    Managing payroll can be time consuming, especially for small business owners who may not have a dedicated division or staff member to handle it. This is another task that a virtual assistant can take on, so you don’t have to.
  • Customer Support
    Virtual assistants can and do regularly handle customer support for small businesses from property management companies to yoga studios and even accountants. If your accounting firm were to go entirely online, wouldn’t it be nice to have a dedicated staff member to contact clients and prepare them for what they’ll need to have digitized before your video chat with them?
  • Employee Support
    If you are changing day-to-day operations of your business but keeping your staff on (remotely or otherwise), this is a really great way to make sure they feel supported. A virtual assistant can field any questions your staff might have and be the central hub for announcements, changes, and updates.
  • Market Research
    Even if you are unsure which direction to take your small business in during a global pandemic, a virtual assistant can find this information for you! Market research on similar business types is essential to see what is working and what isn’t in these highly unprecedented times.

Other Reasons to Consider Hiring a Virtual Assistant

Those are the most common tasks that bring businesses to seek out virtual assistants, but they are more aspects of running a business that they can take off your plate. Here are a few such tasks.

Scalability
Virtual assistants work within your budget, on short-term contracts, so there are no hidden fees or obligations. For example, if you are a restaurant owner looking for lots of tech support for the first month or two of implementing on-line ordering, your virtual assistant can help you establish a system that works for you and your staff, then decrease their hours as needed. This is a big selling point for many small businesses because it allows them to have an expert consultant involved in the process, helping to increase revenue, but with diminishing labor costs over time. Of course, once you start working with a virtual assistant, it’s entirely possible that you’ll find more for them to do, as it becomes clear what a valuable asset they are to your company.

Handle any tasks you might not know how to do, and/or don’t have time to learn
With time and study, of course, you could become a social media guru or an expert programmer, but most small business owners don’t have that kind of time, especially right now. If, for example, you need to convert your small retail storefront’s website over to e-commerce, and fast, you’ll want someone who already has experience doing this. Don’t let yourself get overwhelmed. Virtual assistants can help facilitate making this transition and set it all up for you, so all you have to do is mail your product out to your customers. They can even set up and schedule any video conference calls you may need to have but were too busy to figure out how to organize.

Increasing your company’s reach through website localization
Many virtual assistants are bilingual, which means that they can also help you to localize or translate your website and services into another language and provide support in that language – organically growing your business. With there currently being more Spanish-speakers in the United States than in Spain, this is a huge market reach that you may not have considered before. Think about being able to reach 50 million more consumers, instantly.

Whether Your Business Is Retail or Accounting, Virtual Assistants Can Help

From marketing tasks to employee support and market research, a virtual assistant could be the key to adapting and growing your business in uncertain times. Many of the businesses we see thriving during the COVID-19 pandemic are doing so precisely because of their embracing technology. Top virtual assistant services are leading in many of these technological charges, as they have the expertise that most small businesses need with years of experience in the field.

If you’re wondering how to hire a virtual assistant, Virtual Latinos can help! Our certified team is at the ready for any of your virtual needs and can help you start growing your sales today.

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