virtual assistant services Archives - Virtual Latinos

5 Email Marketing Tools Your Virtual Assistant Can Learn & Manage

Tools & Resources

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

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

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

Why Email Marketing Is Crucial

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

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

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

5 Email Marketing Tools You Should Use

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

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

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

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

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

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

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

Hire a Virtual Marketing Assistant Through Virtual Latinos

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

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

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

Contact Virtual Latinos

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

How Virtual Admin Assistants Are Essential for Small Businesses

Tips & How To's

Why Every Small Business Should Consider Virtual Admin Assistants

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

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

What is A Virtual Admin Assistant?

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

Benefits of a Virtual Assistant

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

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

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

What Problems Do Virtual Assistants Solve?

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

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

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

What Specific Tasks Can My Virtual Assistant Handle?

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

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

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

Why Hire Virtual Latinos?

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

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

Call Virtual Latinos Today

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

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

Tax Season 2021: Why You Need a Bookkeeping Virtual Assistant More Than Ever

Hiring

Tax Season 2021: How a Virtual Assistant Can Help You Prepare

The 2021 tax season is in full swing, meaning that we’re all gathering documents, meeting with tax advisors, reviewing the best tax software, and trying not to panic. Though tax season can be stressful for anyone, it can be especially daunting for small business owners and entrepreneurs. Many people open businesses with a great idea and a plan, but without so much background knowledge on business tax law or accounting. Even if you do know how your business’s taxes run, it can be a scramble to assemble the right documents, find all of your receipts, and get everything entered by April 15th.

With the COVID-19 pandemic still a present threat, it can be hard to find the help you need with your documents, and it’s likely that your business had a rare situation or two that will need to be reflected on this year’s taxes. Now, more than ever, it is time to consider looking for help with tax prep. Though many normal sources of assistance are booked up or unavailable, bookkeeping virtual assistants are ready to help with your 2020 taxes.

Common Tax Preparation Roadblocks

For businesses, there are strict rules about what needs to be done during tax season. All deductions and expenses need to be accounted for, and the tax documents themselves can be confusing. Whether it’s your first tax season as a small business owner or your 30th, try to avoid these common tax season roadblocks:

  • Forgetting to budget time to assemble documents. Personal taxes may only take a few hours to complete, but business taxes are much more intricate. One of the biggest mistakes you can make is waiting until the last minute to begin your taxes. Assemble all of your paperwork as early as you have it, as this process often takes longer than you think.
  • Waiting to call a CPA. A Certified Public Attorney, or CPA, is one of the main sources of help during tax season. Because CPAs help with taxes, their schedules are often busy from the beginning of February until Tax Day. If you wait to call one, their services may be more expensive or unavailable altogether, and you will have to tackle your taxes alone.
  • Assuming your CPA will do everything. Many people think that hiring a CPA is all they have to do for tax season, but this is absolutely not the case. A CPA cannot search through your files to find appropriate documents. If you do not have the necessary documents and receipts ready for your appointment, your CPA will be unable to help you. Remember, assembling these documents takes longer than you think, so give yourself sufficient time before your appointment to collect them.

Avoiding these simple mistakes is only part of the battle of tax season. Now is the time to look for help with your taxes.

How Can a Bookkeeping Virtual Assistant Help?

Virtual assistance services can help you with a wide range of tasks and issues. Our trained bookkeeping personal assistants have experience and knowledge in taxes and online bookkeeping. They can be a great help during tax season. Here are some of the tasks that a bookkeeping virtual assistant can help you with during tax season:

  • Organizing accounts. Your bookkeeping virtual assistant can make sure all of your financial accounts are in order and ready for your accountant.
  • Pulling and organizing documents. Your virtual assistant can go through your online files to pull the pertinent tax documents and make sure they are ready for your CPA. If you have an online system for receipt records, your VA can assemble those as well.
  • Working with a CPA directly. If you’d like, you can have your virtual assistant be the main point of contact with your accountant. Our bookkeeping virtual assistants have extensive experience with tax season and can easily work with a certified accountant to finish your taxes. In these situations, you would only be contacted if there is an issue or missing information, making your tax season stress-free.

Bookkeeping virtual assistants can only be as efficient as allowed. If you have not retained the correct documents or do not have an efficient filing system for information and monthly expenses, they are limited in how they can help. If you are intimidated by finances or don’t have accounting software for bookkeeping, consider hiring a bookkeeping virtual assistant for year-round services. Some of the services a year-round bookkeeper can provide are:

  • Send and receive client invoices and organize them appropriately
  • Follow up with accounts that are not balanced and get appropriate payment
  • Create and send client receipts
  • Maintain receipts, including copies of client receipts for your records
  • Categorize expenses for easy access during tax season

If you don’t have a bookkeeper on hand, it’s in your best interest to hire a virtual assistant. A virtual assistant may or may not have previous experience in bookkeeping. At Virtual Latinos, some virtual assistants are experienced at bookkeeping, which includes the use of accounting software like Quickbooks Online. Although some of our virtual assistants don’t have specific bookkeeping experience, they are usually able to quickly learn the skill of bookkeeping. The process typically involves our clients either: a) Teach it to the virtual assistants themselves, or b) Clients give them access to online resources so the Virtual assistants learn on their own.

A virtual bookkeeping assistant can create invaluable financial filing and storage systems for your company that will benefit you year-round. Virtual assistants are significantly more cost-effective than an in-house bookkeeper and can provide other administrative assistant services as well.

Why Hire Virtual Latinos?

Virtual Latinos is one of the best virtual assistant companies in the world. Our assistants are all highly trained and vetted, and many are college-educated and ready to work. Most virtual assistant companies operate out of Asia or Australia. Though these companies provide low prices, it is nearly impossible to work efficiently with someone who is on the other side of the world. The time difference makes things incredibly frustrating. With Virtual Latinos, you get the best of both worlds. We provide quality assistants who can meet your needs at affordable prices, all in a time zone that operates with your schedule. When it comes to virtual assistant companies, no one can better serve the businesses of North America than Virtual Latinos.

Contact Virtual Latinos

Whether you are looking for a year-round bookkeeper or a virtual bookkeeping assistant to help you this tax season, Virtual Latinos has a match for you. Contact us today to get started.

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

Tips & How To's

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

1. Schedule All Team Meetings

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

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

2. Be Extra Communicative

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

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

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

3. Include Everyone in Communication

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

4. Plan Regular Team Bonding Opportunities

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

5. Prioritize Combined Staff Training

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

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

Why Virtual Latinos

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

How Delegating Your Email Management Can Benefit Work-Life Balance

Tips & How To's

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

Ignore Your Inbox

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

Why Email Management?

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

Personal Benefits of Hiring a Virtual Assistant

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

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

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

Why Virtual Latinos is Right For You

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

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

Why a Healthcare Virtual Assistant is Key to Patient Happiness

Hiring

After the type of year that 2020 has been, it is clear that most of us could use a little help sometimes. Nobody knows this more than our frontline healthcare workers, who have sacrificed social and family lives to care for their patients during this pandemic. The healthcare industry is fast-paced and competitive and leaves everyone involved with many tasks to complete. However, there are not enough hours in a day to do everything you need to do as a healthcare worker. From patient care to billing, emails to social media, trying to do it all can be overwhelming. The more pressure that is put on healthcare workers, the more opportunities for common mistakes and the less time spent on patients. However, mistakes can be lethal in the healthcare industry, and there is no room for error.

Hiring a Virtual Latinos virtual assistant can be a lifesaver, both literally and figuratively, in the healthcare field. With assistants based everywhere from Venezuela to Argentina, hiring someone right for you is easy. Though patient care is always the top priority, small details easily slip through the cracks when you have mountains of paperwork to fill out and emails to send. Having someone pick up the slack can help immensely with the overall workload and stress and free you up for better care and time with your family. Consider hiring a medical virtual assistant to aid you in non-confidential menial tasks and give you extra time to focus on your patients.

What Can a Virtual Assistant Do in Healthcare?

In general, virtual assistants can help with a myriad of office tasks, from running social media accounts to answering client emails. Despite HIPAA laws, many daily tasks can still be delegated to a virtual assistant while remaining confidential. Especially during a pandemic, many jobs can be safely and securely done remotely, without sacrificing the integrity or operation of your healthcare business. A virtual assistant in healthcare can:

  • Patient onboarding
  • Schedule appointments and calendar management
  • Interpreting and live translation
  • Transcribe physician notes
  • Organize files and notes
  • Respond to email requests
  • Organize insurance claims and requests
  • Create and post your practice’s social media and online content

By keeping these “busy work” tasks out of your way, a virtual healthcare assistant allows you to forget about day-to-day items and focus on patient care.

How Do Virtual Assistants Help Patients?

Hiring online virtual assistant services may seem unrelated to a patient’s experience when, in reality, it has everything to do with patient care. No matter how you choose to use your virtual assistant, he or she is directly related to the amount of attention your patients receive. If you choose to task your virtual assistant with scheduling or emails, your clients may be working directly with your assistant with basic questions or concerns. The most profound impact a virtual assistant can have on a patient, however, comes from freeing doctors and nurses to spend more time on patient care. According to a study done by ICFAI, staff performance, communication, and face-to-face physician time greatly affect most patients’ level of satisfaction with their healthcare experience. Having busywork covered by a virtual assistant means that:

  • Patient communication is faster and more personalized.
  • Staff is freed to give more attention to HIPAA confidential tasks.
  • More time may be spent on patient care and questions.

Because all these aspects have been proven to greatly impact patient satisfaction, focusing on them rather than busywork should result in peace of mind for patients.

How To Hire Virtual Assistants

When looking to hire virtual assistants for a healthcare-related position, it’s important to find a company or team member you trust. Virtual Latinos is an established, trusted company with completely vetted assistants. We are ideal for healthcare businesses in many ways, but the foremost being that all our virtual assistants are fully bilingual. We can help patients of both English- and Spanish-speaking households, a necessity in our increasingly diverse world. We offer both agency-placed assistants and a full directory of trusted Latin American-based virtual assistants. With the ability to choose from any country you wish, from Peru to Uruguay, you can always be sure that your virtual assistant is in your time zone and available to work when you need them. Free up your time to do what matters: take care of your patients.

Ready to get started? Register with Virtual Latinos today, and let us get to work on your to-do list for you.

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.

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!

Save Filter
×