Virtual Assistant Archives - Virtual Latinos

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

Tools & Resources

How the Healthcare Industry has Changed in 2021

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

What is a Medical Virtual Assistant?

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

How Can Medical VA Help Physicians, clinics, etc?

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

1. Save Time and get help with administrative tasks

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

2. Save Money

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

3. Increases efficiency

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

4. Bilingual

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

What Can a Medical Virtual Assistant Do for Healthcare Professionals?

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

1. Calendar Management and Appointment Setter

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

2. Data Entry and CRM/EMR Entry

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

3. Gather Necessary Information and Documents

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

4. General Administration Help

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

5. Insurance and Billing

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

6. Live Interpreting and Translation

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

7. Bookkeeping and Financial Management

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

8. Patient Tracking and Project Management

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

9. Calling Leads

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

10. Collect Leads

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

Where Can You Find the Best Virtual Medical Assistants?

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

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

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

1. Entry Level: $8-10 per hour

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

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

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

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

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

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

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

How to Determine if Remote Work Is Right for You

Tips & How To's

Could Remote Work Be Right for You?

If you’ve ever considered remote jobs as a potential option for your future, there is no better time than now to get involved in work within the virtual medium. Companies all over the world are looking for vetted individuals who show the initiative to contribute to their work remotely. Virtual Latinos connects businesses from North America with virtual professionals in countries from Mexico to Argentina.

Choosing to start your career as a remote worker has numerous benefits, such as working on a schedule that makes sense for your lifestyle, potential opportunities to connect with people all over the world, and working in a field that you are naturally able to thrive in. Consider looking into the different remote work opportunities available in different fields that you may be interested in.

What Is Remote Work?

Remote work is essentially any work that is done outside the traditional office environment and has been known by numerous different names within different communities. Folks may refer to remote work as telecommuting, telework, or mobile work.

Remote Work Myths & Facts

As remote work becomes more and more popular, popular myths and stigma have also been raised accordingly. Funnily enough, people who seem to have such opinions are not remote workers, or just blindly agree with what others have said. Likely, they identify with that opinion without any experience or have used what others have said to justify not getting into remote work. Let’s take a look at some of the most common myths:

  • It’s hard to stay engaged if you’re not in the office.

For some people, this is true – and with good reason. We have become accustomed to commuting into the office for work and it is engrained in our culture and our psyche. However, for some, working from home may be relieving from many stressors including commuting and scheduling, and may be extremely beneficial to mental health.

The reason we are so habituated to office jobs or other work styles that occur at a centralized location is that in the past, we have not had any other option. As technological advancements have created the opportunity to contribute to work environments in numerous locations from the comfort of our home, our work culture is evolving. Who knows what the professional world will look like as we adapt more to the benefits of virtual work!

  • There’s no workplace culture working from home.

Workplace culture is all about the environment you create through connection and communication with your co-workers. With the technology available today, you can make a genuine connection with someone across the globe through video conferences and digital communication. All that is required is that you are content with forming those relationships and are open to connecting with folks in that way. Many digital opportunities have fun, integrated ways that staff can connect and feel part of a remote team.

  • Remote work is distracting.

Working from home may have distractions, but in many ways, there may be fewer distractions in your life overall if you work from home. For example, if you are commuting to work every day, then your schedule revolves around time spent in the office and the other aspects of your life may be more distracting. Furthermore, research has shown that productivity in employees who work from home is more than one-third greater than those who remained in the office.

  • Remote workers lack commitment.

In truth, any worker who lacks commitment is a poor worker, and there are poor workers in different fields all over the professional world. A successful remote worker is a driven individual who has decided to take the opportunity for more flexible work options as a benefit to their lifestyle. A recent survey showed that those with options for remote work were also more likely to express loyalty to their workplace.

Why Do People Work Remotely?

There are numerous benefits to choosing remote jobs over jobs that require your physical presence on a regular schedule. Remote work allows for the opportunity to tailor your work to serve you in the ways you need for your unique lifestyle to thrive.

Flexible Schedule

With the ability to work remotely, productivity is no longer always demanded between the hours of 9-5 on a regular schedule. You can have more fluidity in your schedule, allowing you to accomplish other things in your life and be more integrated into your community of friends and family.

Unique Opportunities

Working a remote job gives you the chance to connect with individuals all over the globe who have similar goals as you. The more variety in the individuals you work with, the more diverse your experience becomes and the more likely you are to build lasting professional relationships and have access to unique opportunities.

Work environment

Being able to work from home means having the ability to tailor your work environment to best serve your comfort, productivity, and confidence. The more of these things you have in your work, the more likely you are to be successful. You no longer need to adapt your work style and mental attitude to a specific workplace and can create whatever workspace best serves you.

Work and Family Balance

Working from home likely means you are closer to your family while you are working, and thus you are more easily able to contribute to the lives of those around you. Tied in with the flexibility in your schedule, you can optimize your time to best achieve that needed equilibrium.

Business Benefits of Remote Workers

As an employer looking to hire remote workers, there are some great benefits. You do not need to provide physical office space and can manage a more integrated schedule with the needs of your business and employees. Also, you can work with individuals from all over the world who have a range of experiences and are vetted by other businesses or third-party companies.

Especially in the realm of virtual assistants, there is a pool of individuals who are experienced and willing to contribute their skill set to your operations. That pool is growing and the diversity in candidates can help you to find individuals who are best suited to join your team.

How Do I Know If Remote Work Is the Right Decision?

You are a unique individual, and what you need for your professional life is unique as well. There are things to consider when it comes to deciding if remote work is right for you at this time in your life. It has to be a great fit! There are incredible perks to consider, too, such as potentially making a higher wage than in your home country or local area, getting the flexibility to work from anywhere (not just home), and building an international network of professional connections.

If you feel that you are independently motivated and able to manage your time, then remote work offers the opportunity to have a career and successfully work from home. You need to be able to feel focused and productive while working from home, so picture yourself working from home and see what you would need to feel successful.
Becoming a virtual assistant is a great option for remote work. If you have great communication skills, access to technology, a good internet connection, and can speak Spanish and English, becoming a remote assistant could be the perfect option for you.

How Do I Find the Right Remote Job for a Virtual Professional?

Because remote work is becoming more normalized, the avenues available to get connected with a business as a remote worker have increased. You can find remote positions on numerous job-posting websites. As you apply to these jobs, consider that because they are popular websites for finding work, the number of applicants is quite high as well.

Some websites are more directly geared towards helping businesses find remote workers and virtual assistants. These websites provide the opportunity to get connected with businesses looking to hire remote workers or virtual assistants, but due to their high traffic, they often have a poor retention rate. If you are more interested in getting a job as a medical or business virtual assistant, Virtual Latinos is the best for finding a fitting position.

Project-Based jobs and Long-term Remote Jobs

There are two types of remote work that are the most common – project-based and long-term remote jobs. Essentially speaking, project-based jobs are short-term and commonly known as freelance opportunities. These types of positions will hire someone remote who they believe can help them with the completion of a specific project – and that’s all. Long-term remote jobs may have you working on numerous projects which may also have some project-based workers, but do not hire individuals on a short-term basis with the expectation of them leaving the project after their allotted time. Both have their perks and depending on the style of work or field you are the most interested in, you may find yourself finding preference one way or the other.

Why Virtual Latinos Is the Best Company to Find a Virtual Job in Latin America

It is important that you genuinely care for the success of the company you work for to be a successful remote worker. At the time being, Virtual Latinos is the most specialized and effective company in connecting workers from Latin America with businesses looking for remote workers and virtual assistants. The recruitment process is tiered to ensure that clients end up working with individuals who are vetted and likely to have a positive lasting relationship with them. Virtual Latinos gives special attention to getting to know the businesses and remote workers on a personal and operational level to facilitate a strong relationship.

For those in Latin America looking for a virtual job, Virtual Latinos is leading the charge in helping professionals from Mexico, Central America, and South America to connect with businesses in need of virtual assistants and other remote workers. Learn more about our team and recruitment process in this video!

Top 17 questions to ask when interviewing your next virtual assistant

Tips & How To's

Hire the Perfect Virtual Assistant With the Right Questions

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

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

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

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

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

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

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

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

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

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

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

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

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

4. How would you describe your own working style?

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

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

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

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

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

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

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

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

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

9. What excites you most about this position?

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Have a Stress-Free Hiring Process with Virtual Latinos

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

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

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

Tips & How To's

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

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

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

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

What Is an Outreach or Lead Gen VA?

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

Why Outsource Your Outreach Strategy?

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

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

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

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

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

How to Hire a Lead Generation VA

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

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

Why Hire From Virtual Latinos?

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

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

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

6 Tips for Setting Up the Most Productive Virtual Office

Tips & How To's

Setting Up a Virtual Office or Workstation

As technology continues to advance at a rapid pace, a wide variety of tools have become available to empower businesses of all sizes and industries and facilitate the growth of their companies. Businesses increasingly utilize such tools to reduce their costs, save time, and increase the speed and efficiency of their processes, and failure to do so can significantly impact their ability to reach customers and keep up with competitors. With the majority of business interactions already occurring online, the workforce has persistently shifted away from the traditional office space in favor of remote jobs that provide employees with greater flexibility in their careers.

A virtual office allows business owners to recruit talented professionals from all over the world by giving them the tools to perform their tasks with little more than an internet connection. If you are a virtual assistant or are considering applying for online assistant jobs, it is absolutely essential to properly set up your virtual office or workstation to promote productivity and support your career.

Why Is It Important to Properly Set Up Your Virtual Office?

To ensure you can be as efficient and productive as possible, you will need to invest some time and energy into properly setting up your virtual office. You need to create a space that motivates you to work, rather than providing the opportunity for distractions – meaning you must maintain a commitment to keeping this space clean, organized, and clutter-free. Unorganized, cluttered spaces are not only unappealing to look at and live in, they have been proven to actually hinder productivity. When your work environment is messy, your ability to focus is significantly reduced and your brain is less capable of efficiently processing information. This makes it more difficult to pay attention, retain what you learn, and access it from your working memory.

6 Tips on How to Set Up Your Virtual Office

  1. Choose the Right SpaceWhen you work from home, your space should be quiet, comfortable, and free of distractions, so you can fully direct your focus to your job tasks. You need a desk large enough to accommodate your equipment, a chair you can spend hours in without developing a backache, lighting to illuminate your workstation, a door to close to minimize noise, and a trashcan to keep your space clean and tidy. Pay attention to how you spend a typical workday and arrange your furniture to encourage productive habits. Keep the tools you use closest to your desk so you will not be forced to spend time searching for what you need. Your space should be comfortable enough to spend your workday in, while also being professional enough that you can conduct video meetings if necessary.
  2. Secure the Essential EquipmentWorking a remote job requires certain essential equipment to perform tasks and support your success. You will need a computer with sufficient memory and storage, a fast processor, and a camera, in case you will be conducting video calls. Mobile devices are also necessary tools that keep you connected and can be synced to your computer to provide constant access to data. Some remote workers find that they can enhance their productivity with additional equipment, such as multi-function printers, cameras to host video calls, or even color-coordinated filing systems to make it as easy as possible to keep track of important documents.
  3. Use Cloud Storage to Secure Your DataCloud-based file storage gives you unlimited access to your work data from any device and helps keep this data secure from potential hackers or unexpected losses that result from computer failure or hard drive issues. Services such as Google Drive, OneDrive, and Dropbox feature both web-based and mobile-optimized apps that allow you to easily save, organize, and share files with your team without experiencing unnecessary delays or compromising the security of sensitive information.
  4. Stay Connected With Reliable Internet and Phone ServicesA reliable Internet connection is vital to your remote job, so ensure you have a fast connection with sufficient bandwidth to support your regular tasks. You should be able to download files, read emails, and use project management software at the same time without experiencing delays. If your employer uses a virtual phone system, you will need to understand how to handle voicemails, conference calling, and other functions you may use to communicate with your team and your customers.
  5. Choose the Best Tools for Communication and OrganizationHaving the right tools is necessary to help you work smarter, finish tasks quicker, and achieve the best results. There are a number of effective tools you can use to communicate and collaborate with your colleagues, including email providers, instant messaging services, and video conferencing platforms. A project management tool allows you to organize your assignments, track your progress, and manage your time effectively. You can sync your information to your computer and your phone, so you never have to worry about neglected tasks, missed deadlines, or forgotten appointments.
  6. Regularly Clean and Declutter Your SpaceHome offices are particularly vulnerable to clutter, from stacks of unopened mail to scattered pens and dirty coffee mugs. Create a regular routine where you clean up your workspace at the end of each day to avoid clutter from accumulating, such as opening all incoming mail the day you receive it. Designate specific spots for tools you use frequently, and always return them to where they belong.

Where Can I Find the Perfect Remote Job in Latin America?

Virtual Latinos is widely regarded as one of the best companies in the nation for virtual assistant services. We provide a number of valuable benefits for our virtual assistants, including higher pay, flexible schedules, and the opportunity for continuing professional education, all while remaining at home to spend time with your loved ones.

We start our virtual assistants off at 5 USD per hour or more based on level of experience – significantly higher pay than what you could expect to make in your home county for online assistant jobs. You will enjoy the freedom and flexibility that comes with working from home, determining your own schedule, and setting the hours that work best for you. We offer several certification courses in business, digital marketing, and technology to help you earn a higher salary and increase your marketability to potential employers. As you continue working for the company and complete training milestones, you are eligible to receive raises, productivity bonuses, and various rewards for your performance.

To apply to become a virtual assistant with our company, you begin by visiting our website to take a test of your English language and communication skills and complete our application. We will review your application to decide if you are a good fit for our company. If you are selected, you will be invited to become part of our Agency or Directory programs, and we will connect you with small business owners and entrepreneurs in the U.S. and Canada who are looking for virtual assistants or remote workers.

Contact Virtual Latinos Today

If you are interested in joining the Virtual Latinos community, contact us to apply for one of our virtual assistant jobs. Our team has helped thousands of business owners and entrepreneurs streamline their processes, improve the efficiency and productivity of their staff, and grow their companies to new levels of success. We are proud of our highly-skilled, experienced, and hardworking professionals throughout Latin America, including Mexico, Honduras, Ecuador, Peru, and Chile. Visit our website today to learn more about our job opportunities and take the next step in your career by applying to work for us.

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

Tips & How To's

What Is an SOP?

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

Why Should a Small Business Owner Start Using SOPs?

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

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

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

How to Create Your First SOP

Step 1. Define the Process

SOP generally follows one of three formats:

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

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

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

Step 2. Determine Your Goals

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

Step 3. Clearly Outline the Procedures

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

Step 4. List Needed Tools

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

Step 5. Implement the SOP

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

Step 6. Develop a Process for Continuous Improvement

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

How a Virtual Assistant Can Help You With Your SOPs

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

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

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

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

Why You Should Hire a Virtual Assistant From Virtual Latinos

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

Contact Virtual Latinos Today

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

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

Hiring

What Is a Virtual Assistant?

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

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

Types of Virtual Assistants

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

General Administrative Assistants

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

Digital Marketers

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

Social Media Marketers

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

Other Types of Virtual Assistants

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

Benefits of Hiring Virtual Staff

Save Time

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

Save Money

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

Avoid Hassle

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

Grow Your Business

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

How Do I Hire a Virtual Assistant?

Step 1: Determine If You Need Help

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

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

Step 2: Select Tasks for Your Virtual Assistant

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

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

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

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

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

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

Step 3: Establish Your Budget

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

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

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

Step 4: Find Virtual Assistants

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

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

Step 5: Create a Job Posting

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

Step 6: Interview Virtual Assistants

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

How We Help You Hire a Virtual Assistant

Our Clients’ Recruitment Process

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

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

Behind the Scenes: Virtual Latinos Recruitment Process

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

Why Hire From Virtual Latinos?

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

Tips for Managing Your Virtual Assistant

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

Top Tools for Outsourcing and Managing Virtual Staff

Communication

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

Document Sharing

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

Project Management

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

SEO and Analytics

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

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

Improve Your Business Today by Hiring a Virtual Assistant

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

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

5 Security Best Practices When Managing Remote Teams

Hiring

What Is Cybersecurity and Why Is It So Important for Remote Work?

There is so much use of technology in our lives right now from email to smartphones and tablets, entertainment, shopping, transportation, and even medicine in the form of electronic charting and medical records. All of this makes cybersecurity more important than ever before. Cybersecurity refers to the process of keeping information confidential while protecting networks, devices, and data from unauthorized use or criminal access.

With the overwhelming amount of daily technology used for those of us who own a small business or remote working, as well as those who just simply store personal information on their phones, computers, tablets, etc., the risks of having poor cybersecurity puts everyone in some level of danger. These risks include things such as having your entire system erased, files altered, identity stolen, and unlawful access to your financial accounts. The cost of a cybersecurity breach is huge and can cause stress beyond just general annoyance. This is especially true when your small business is at stake. Cybersecurity efforts should not be taken lightly and luckily, there are ways to prevent cyber-attacks from occurring.

Unfortunately, it is not possible to completely avoid having these things happen to you, however, being aware of the most common threats and how to protect yourself from the dangers associated with them is a good start towards risk prevention.

What Are the Most Common Network Security Threats?

The most common network security threats are those that are often overlooked. Take a look at these 3 most common security threats that are out there and be aware that there are always others emerging:

  1. Computer VirusesComputer viruses are the most common cybersecurity threats and can affect everyday internet users. This type of threat is called a virus because it is a piece of software that does damage by spreading from one computer to another. Be cautious of unknown e-mail senders and suspicious email attachments that often contain the virus. Computer viruses can send spam, steal data from your computer, negatively affect your security settings, and even delete everything from your hard drive.
  2. Adware and SpywareAdware tracks and collects data without your consent. Everything you search for, your browsing habits, and purchase transactions can be monitored and used to flood you with pop-up ads. Adware is often hidden deep within user agreement documents and can go unnoticed until it interferes with your internet connection speed. Spyware is similar to adware and is just as dangerous, if not more. Once installed on your computer, it is able to track and record your personal information such as passwords, credit card numbers, and email addresses. Thus, posing the potential for identity theft.
  3. PhishingPhishing is another way a hacker can obtain our personal information such as passwords, credit card numbers, and usernames to steal your identity. Phishing attacks often appear legitimate at first, as they come across via instant messages or emails. Once you are tricked into opening the attachment, the malware is installed on your device, and security is breached.

Four Best Practices for a Secure Remote Team Management

  1. Set Up VPN Access to Remote WorkersA VPN is a virtual private network that allows small business owners to empower their employees to work virtually in a secure manner. VPNs provide the remote worker with access to the company’s resources by connecting their computers to a secure network. It is important to encrypt your company’s data and prevent an outsider from intercepting it.
  2. Establish Good Password Management for Yourself and Your Virtual TeamIt is important to use a different password for every account you have. Make sure it is at least 10 characters and is a combination of numbers, letters, and special characters. Use a password manager and avoid using your personal information such as your birthdate or anniversary. These types of passwords are easily guessed. It is also not good practice to use common dictionary words. Change your password often and be careful not to write it down where it can be found by someone other than yourself. Make sure your whole remote workforce knows how to create safe passwords and encourage them to change them regularly.
  3. Update Your Security Software RegularlyUpdate your security software daily, if possible. Whenever a new update is available, it is often because new malware has been detected and the update will protect your devices against it. Encourage your team to also check regularly for updates on their own devices.One of the best and easiest ways to ensure your cybersecurity software stays up to date is to use the automatic updates for the operating system you use. Using reputable web browsers such as Firefox and Chrome means security updates will be performed regularly and will be ongoing.Updating software regularly can fix and repair computer bugs and more importantly, fix or identify security holes that could put you at risk. Lastly, it is important to keep your browser plug-ins up to date as well. Common browser plug-ins include Flash, Java, Acrobat, and QuickTime. Always make sure your operating system is running the latest version of the software for optimum protection.
  4. Avoid Using Public Wi-FiUsing public Wi-Fi is risky behavior. There are definitely some privacy and security risks when you jump on the free services found in airports, restaurants, hotels, and coffee shops. Most times, your online activities are not encrypted, even when a password is used to access their Wi-Fi.This leaves your information and data vulnerable to predators who are looking to hack your accounts. In some cases, you may even be logged into a “fake Wi-Fi” created by a scammer to steal your personal information. Look out for things such as “free wi-fi” hotspots that predators wait for you to join and then come between you and your computer’s broadband request.With virtual teams, it’s important to stress Wi-Fi security, as many remote workers may utilize Wi-Fi outside of the home. Your whole remote workforce should understand the risks and what to look for.

Conclusion CTA

As you can see, cybersecurity is dangerous, and the risks affect almost everyone in one way or another. Here at Virtual Latinos, we take cybersecurity very seriously and are committed to only the safest hiring processes when looking for a virtual assistant to represent our company and yours. If you are a small business owner and are looking to hire a virtual assistant, contact us today, and let’s discuss the process of finding a virtual assistant from Latin America that is trustworthy and professional.

How to Get a Virtual Assistant Job Without Experience Working Remotely

Tips & How To's

What Are Virtual Assistants and the Perks of Becoming One?

Have you ever wanted to work for a company based in the US, but didn’t want to leave your home to do it? With virtual assistant jobs, that’s exactly what you do. Virtual assistants are talented professionals who help North American companies manage their marketing and administrative needs without leaving their home country – or even their home.

There are many reasons why professionals from Latin American countries like Guatemala, Ecuador, or Colombia might be interested in online assistant jobs. First of all, a virtual assistant job provides a great opportunity to maximize and get the most out of your education and talents.

When you work as a virtual assistant with an American or Canadian business, one of the biggest benefits is the great wages, which are guaranteed to be higher than that of similar positions in your home country. Another reason many professionals choose to become a virtual assistant is that VAs can enjoy a higher salary along with greater flexibility and no more long commutes to the office. An added benefit of being a VA for a North American company is that your clients are in the same or a similar time zone as you, so there’s no need to stay up for any 3 am meetings.

Types of Virtual Assistants

Numerous American companies are in search of talented and competent assistants to help improve workflow. Every business owner is different, and so are their needs and expectations. Most companies hire a virtual assistant with a specific skill set, which means there are many types of virtual assistant jobs available, depending on your expertise. Some of the most common positions for VAs include:

Admin Assistants

Working as a virtual admin assistant is one of the most common positions for a virtual professional. Many company managers need someone to help with a variety of administrative tasks, including making calls to clients, managing and writing emails, scheduling appointments, and more. VAs can fulfill the job of an administrative assistant as well as an executive assistant.

Customer Service Virtual Assistant

Customer service VAs provide support to the client’s customers. This position is perfect for anyone who has ever worked in a call center, or who is familiar with the service industry. A Customer Service VA may be responsible for receiving and making calls to clients, as well as handling customer correspondence.

Sales Virtual Assistant

Many small business owners are looking for someone who can help them boost sales and grow their business. As a sales VA, it would be your job to help your client enhance their business efforts by getting more customers and boosting sales.

Social Media Virtual Assistant

Social media marketing is one of the most useful tools for generating business and getting new clients. Unfortunately, social media management effectively can be time-consuming and tedious, and most company managers simply do not feel they have the time. Social media VAs manage their clients’ social media accounts, generate content, schedule posts, and stay up to date on relevant trends.

Marketing Virtual Assistant

Marketing VAs are professionals who are knowledgeable about the marketing industry. As a marketing VA, you will handle your client’s advertising campaigns, utilize your knowledge of SEO to create more traffic, create and manage email marketing campaigns, and truly put your communication skills to the test.

VA positions are not limited to the examples on this list. Companies look for a variety of skills to enhance their business performance, including graphic designers, bloggers, project & operations managers, email and automation experts, and more.

Get Hired as a VA Even if You Don’t Have Experience Working Remotely

Most virtual assistants are hired by companies for their unique skill sets, whether in marketing and advertising, customer support, sales, or another field. As a VA, you will work closely with your client to help maximize their business efforts.

While you might think remote jobs require less interpersonal skills than in-the-office positions, this is simply not the case. Remote work needs a lot more to maintain clear, honest, and effective communication at all times, both with your client and with the client’s customers. With such emphasis on communication skills, it stands to reason that a VA working for an American or Canadian company needs to be proficient both in spoken and written English.

If you are interested in a virtual assistant job from home, here are a few steps you can take to start your career:

1. Choose the Service You Want to Offer

The first step to securing an online job is deciding which service or niche your skills are best suited for. Consider your previous work experience, education, and certifications. Do you love working with social media, and know what it takes to create a community and engage with your audience? Great. Direct your attention towards social media virtual assistant jobs. If you have experience working in a call center and are skilled at communications, perhaps working as a customer service VA is the right position for you.

2. Set Up a Good Working Environment

You don’t need to have experience working remotely to become a virtual assistant, but it is necessary to set up an efficient and productive work environment before you start. Before applying for a remote job, it’s important that you have the means to work efficiently and comfortably from home. Make sure you have a working computer, a strong and dependable internet connection, and a headset.

3. Take Free or Paid Courses

Virtual assistant jobs from home are highly sought-after, making for a competitive job market. Investing your time and resources in free or paid courses can boost your skills and your resume. You can access a variety of special courses and training at:

  • LinkedIn Learning Center
  • HubSpot Academy
  • Coursera
  • Udemy

4. Work on Your Soft Skills

Developing excellent soft skills and great interpersonal skills is especially important for professionals seeking remote jobs. You can work on your soft skills by:

  • Adopting a learning mindset
  • Encouraging self-reflection
  • Taking a course in negotiation or project management
  • Focusing on problem-solving skills
  • Improving communication skills

5. Choose the Right Platform to Find Your Clients

The final step to beginning your online assistant career is choosing the right virtual assistant company to reach your clients. There are several virtual assistant businesses you can choose from, however, one of the best on the market is Virtual Latinos.

Why Choose Virtual Latinos to Start as a VA?

Virtual Latinos is a platform preferred by many professionals because of the high level of support it gives to new and veteran VAs alike. While trying to find freelance work as a VA independently can be overwhelming, joining the Virtual Latinos community streamlines the process by finding you a virtual job that perfectly matches your professional profile.

If you’re interested in finding remote jobs, consider applying to Virtual Latinos. To get the process started, fill out the online application and submit any relevant documentation such as your college diploma, professional CV, or a link to your website. After you’ve been accepted into the Virtual Latinos community, all that’s left is to create your professional profile – and get hired by your first client! If you are interested in pursuing virtual assistant jobs from home and starting your career as a VA, apply to Virtual Latinos today.

How to Manage Raises & Rewards for Your Virtual Assistant

Tips & How To's

Managing Your Virtual Assistant or Virtual Team

As technology continues to advance at an exponential rate, business owners must navigate an ever-evolving market to remain competitive and face new challenges. The internet has fundamentally changed the way people work and incorporating an innovative workforce such as virtual assistants can enhance the operation and ultimate success of businesses in all industries. Remote work allows businesses to streamline processes, improve efficiency, boost productivity and greatly expand their reach to target audiences, so many companies have been using remote workers for years and are reaping the benefits.

Challenges of Managing a Virtual Assistant or Virtual Team

Although remote work offers a wide variety of long-lasting benefits, it does feature certain challenges that business owners must overcome. Effective, efficient communication forms the foundation for any successful small business, and it becomes even more crucial for remote teams. According to a report from 2021, 45.8 % of remote managers state that communication problems are the leading challenge they face when managing remote teams.

Clear, frequent communication is necessary for managers to provide direction to their virtual team, explain strategy, and remain updated on the progress of specific tasks. It is also necessary when multiple team members are collaborating to ensure all tasks are completed properly and submitted on time. Poor communication causes nearly every other management issue that can arise in the operation of a business. When communication fails, workers cannot fully comprehend their expectations and responsibilities, leading to decreased productivity, feelings of isolation, and lowered morale.

Other challenges faced by remote managers are scheduling difficulties, difficulty tracking employee performance, and issues with building morale and developing a positive culture within the team. When a team includes members across several time zones, coordinating times where all members can communicate and work together becomes particularly difficult. If you decide to hire a virtual assistant, Virtual Latinos offers a large selection of virtual assistants throughout Mexico, Central America, and South America, all within the same time zones as the U.S. This means you never have to wait around for hours to receive a response from your virtual assistant, saving unnecessary downtime and wasted productivity.

Impact of COVID-19 on Managing a Virtual Assistant or Team

Due to the global COVID-19 pandemic, companies that have not already made the switch to remote work have been forced to quickly adapt their operations to the current climate. Thankfully, many valuable tools exist such as Zoom and Slack that can help business owners and managers effectively communicate with their remote team members without needing to hire an entire IT team. These tools can empower workers, enhance their productivity, and support the smooth, effective operation of your business. They also make it much easier to manage a virtual assistant, even if they are located in a different country.

Even with the increased challenges of remote work, business owners report that their employees have adjusted remarkably well to their new system. In fact, a survey conducted by the human resources consulting firm Mercer found that an amazing 94% of employers report that workers have either continued the same level of productivity as before the pandemic or even become more productive working remotely than they were while in the workplace. In a separate study from FlexJobs, workers themselves have noticed the benefits of remote work, as well. 51% of employees shared that they have become more productive working from home, primarily due to increased comfort and focus, less noise, and fewer interruptions.

Why Is Remote Workers’ Retention So Important?

Worker retention refers to the ability of a business to retain its employees. Ensuring the success of any business requires a high retention rate, meaning a team member chooses to stay employed on a long-term basis rather than leaving due to challenges in the workplace. When a worker decides to quit, the amount of time, resources, and funding spent on training them is lost. Low worker retention means you not only lose everything you contributed toward making this person a part of the team, but you must also completely undergo the screening, interviewing, hiring, and training process all over again. Low retention also impacts your entire team by causing other workers to become concerned about their jobs, which harms the company culture, lowers morale, reduces motivation, and undermines their loyalty to your business.

How to Manage Raises

One of the primary methods for attracting and retaining the highest quality employees in your business is to regularly review the compensation you are offering and awarding raises based on their performance and productivity. Below we have listed a few frequently asked questions about raises and how to manage them.

Should I Have a Raise Structure?

Yes, you should evaluate the budget and needs of your business to develop a comprehensive raise structure, then inform your employees of this structure and carefully document everything to prevent potential miscommunication.

How Often Should I Consider Giving a Raise?

Typically, you should consider giving a raise after your remote worker has been employed for a full six months, ten months, or twelve months.

What Is the Right Amount for a Raise?

You must consult your business budget to determine the right amount, but generally, a fair raise comprises an increase of $0.50 to $2.00 per hour.

What Factors Should I Consider Before Giving a Raise?

Before you decide to give your virtual assistant a raise, consider the following factors:

  • Their performance in relation to your expectations
  • The value they add to the company
  • The skills they have developed during the course of employment
  • Their willingness to complete further training
  • Their initiative and work ethic
  • Their leadership abilities
  • The interactions they have with management and colleagues
  • The results they deliver to clients
  • Their commitment to encouraging a positive company culture

How to Manage Bonuses

Rewarding your virtual staff for their performance and motivating them to continue improving usually involves creating a bonus calendar and discussing this upfront with all employees upon hiring. Remember to document everything to avoid future conflicts.

Should I Have a Bonus Structure?

Yes, you should create a comprehensive bonus structure with clearly defined criteria. You can establish sales bonuses, performance bonuses, end of the year bonuses, or any other bonus calendar you find most valuable for your business and employee engagement. You may also discuss bonus options with your virtual assistants to determine which they would prefer.

Which Roles Typically Include a Bonus or Commission?

Sales positions typically include a bonus or commission as part of their compensation package. A bonus consists of a fixed amount awarded for achieving a specific goal or meeting a predetermined mark, while a commission is calculated as a percentage of the sales they closed.

How Do I Choose the Proper Amount for a Bonus?

Deciding on the proper amount for a bonus involves considering your budget and how often you want to provide bonuses to your team. Generally, bonuses are calculated by measuring percentages of sales or end-of-the-year profits and allocating an appropriate amount based on each worker’s specific accomplishments or productivity level. You can implement an “all or nothing” strategy in which the worker must meet their quota to receive a bonus or create a system that provides a worker with a percentage of the bonus based on their performance.

What Factors Should I Consider Before Giving a Bonus?

When considering whether to give your remote worker a bonus, you should evaluate whether they met or exceeded the specific quota you set in your bonus structure.

What Is the 13th Month Bonus?

A 13th month bonus, also referred to as an end of the year bonus, is an extra payment awarded to employees at the end of December. It generally equals one month’s salary or 1/12 of their total annual earned income.

How Does Virtual Latinos Manage Raises and Rewards?

At Virtual Latinos, we understand the importance of remote workers’ retention, so we do everything we can to ensure our virtual staff feels recognized for their value and appreciated for their hard work. We offer best-in-class compensation for our internal virtual team as they progress in their careers, including providing raises for workers who complete training milestones and supplementing their earned salary with rewards, bonuses, and additional perks.

Raises for Training Milestones

After one of our virtual assistants finishes a stage of their assigned training program and demonstrates proof of what they learned, they are entitled to receive a pay increase of $0.50 per hour. Completing all five training programs adds a $2.50 increase to the hourly rate, but further raises may be awarded at management’s discretion.

Bonuses for Productivity and Goal Accomplishment

Every December, the management team will evaluate each worker’s accomplishments throughout the year to determine if they qualify for a productivity bonus. When all eligible collaborators have been chosen, the amount of the total bonus is decided, then distributed among the group. Specific bonuses are allocated based on hourly rate, billable hours per week, and the amount of time they have worked for the company.

Rewards for Tenure Based Milestones

Rewards are based on tenure, meaning milestones are set for each full year a worker has remained with the company. These perks are incremental, so they’re also eligible to receive all perks for the previous years. For example, after being employed for a full three years, you receive the perks awarded for reaching the third-year milestone, but you are entitled to the year one and year two perks, as well.

Virtual Latinos Can Help You Find the Right Virtual Assistant

Although remote work does involve unique challenges, you can significantly enhance the operation and success of your business by adding valuable virtual assistant services. Virtual Latinos can help you hire virtual staff to match your business needs and offer expert advice on how to manage your virtual assistant with several useful strategies, including offering raises, bonuses, and other rewards.

By providing a positive work environment for your employees, you encourage confidence, instill loyalty, and enhance their productivity. Maintain clear, frequent communication, utilize different technological tools to aid in this communication, establish rules of engagement to set expectations, offer encouragement, and promptly resolve any concerns. Contact us today to find the right virtual assistant for your business in Mexico, Costa Rica, Colombia, Argentina, and other countries throughout Latin America.

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