Category: Articles

Virtual Assistants: The Secret To Social Media Marketing

Posted on by matttompkins

Virtual Assistants Are the Secret to Social Media Marketing

Business owners like us don’t have the luxury of extra time, which is why virtual assistants have been a game-changer for how we manage social media marketing!

It’s important to have a strong online marketing presence to reach and engage with customers. However, managing multiple social media accounts can be time-consuming and overwhelming.

You’re likely trying to do everything for your business yourself, including creating and scheduling social media posts, responding to comments and messages, and analyzing performance metrics. It becomes too much and we struggle to keep up with the demands of running the business.

virtual assistants for social media management

Hire a Remote Professional to Manage Your Social Media Channels

Hiring a virtual assistant, or remote professional as we refer to them, is a true game-changer for small business owners. You can find an experienced social media manager or digital marketing virtual assistant who is just as capable as any ‘in-person’ employee but at a fraction of the cost.

Remote professionals will fully understand your business’s needs and help you create a social media marketing strategy tailored to your target audience. With their help, you can free up time to focus on other important aspects of your business.

virtual assistants for social media management

What is Social Media Management?

Social media management involves creating, scheduling, and posting content on social media channels like Facebook, Instagram, and Twitter. It’s essential to have a consistent social media presence to engage with your audience and stay top-of-mind.

Social media tasks can also include responding to comments and messages, analyzing performance metrics, creating social media profiles, blog posts and developing a social media strategy.

Why Hire Social Media Virtual Assistants?

Let’s face it; social media management is a full-time job. We think that we can do it ourselves because we spend enough of our personal time on social channels, but effectively managing a social media marketing strategy is completely different. Managing just one social channel is challenging enough, but most businesses are on an average of 6 different social platforms. That means it takes 6X the amount of time to manage (time that you already didn’t have to spare).

Hiring a social media virtual assistant can help save time and improve your social media strategy. They are trained in social media marketing and can help you manage your platforms and create engaging content. A virtual assistant can also help you keep up with the latest social media trends and best practices, which can be hard to maintain and track on your own.

remote professionals for social media management

Virtual Assistants Can Manage Multiple Social Media Accounts

Managing multiple social media accounts can be overwhelming, but there are tools that can help. Social media management tools like Hootsuite, Buffer, and Sprout Social can help streamline the process by allowing you to manage all your social media accounts in one place. These tools also allow you to schedule posts in advance, which can save you time and ensure consistent posting.

Scheduling out your posts and video content is one half of the equation, while the other half is responding and engaging with your tribe. Think of each social platform as a digital storefront for your business. Each represents your company, which means that each must have full-time attention dedicated to it.

Creating Engaging Social Media Posts with Virtual Assistants

Creating engaging social media posts is key to attracting and retaining your audience. Social media virtual assistants can help you create relevant content that is tailored to your audience’s interests. They can also help you incorporate multimedia elements like images and videos into your posts, which can increase engagement.

The algorithms are always changing, but today they are based on one simple metric: engagement. If your posts are not getting likes, comments, and shares, social channels like Facebook and Instagram will not put you in front of more people. This means that you must dedicate the time and resources to creating truly engaging content that your target audience wants to see.

For most businesses, hiring a virtual assistant is the best option for quality content that fits their budgets.

virtual assistants for social media management

Developing a Social Media Strategy

Developing a social media strategy is crucial for the success of your social media efforts. Your strategy should target your audience and be aligned with your overall marketing goals. It should also track the success of your efforts, so you can make adjustments as needed. Social media virtual assistants can help you develop a social media strategy tailored to your business’s needs.

Tracking metrics is the only way to know what types of content is working for your digital marketing. Consider the first 6 months as merely data collection. Trial and error, testing different lengths of videos, styles of videos, graphic content vs video content, etc. is the only way to discover what your specific audience wants more of – so that you can deliver that to them for ultimate social media success.

Hiring a Social Media Virtual Assistant

Hiring a social media virtual assistant is the most cost-effective way to improve your social media marketing efforts. Virtual assistants are experienced in social media management and can help you with a variety of tasks like creating content, scheduling posts, and responding to comments. They can also help you stay up-to-date on the latest social media trends and best practices.

What About A.I.?

Artificial intelligence platforms like ChatGPT, Google’s ‘Bard,’ and a long list of other options look like a perfect solution for small business owners at first but they often don’t deliver the results your business needs. A.I. platforms are merely tools; they are not humans.

Google, along with every other social media platform, weights quality content as the highest value with the biggest rewards for your marketing. People engage with quality content. A.I. platforms aren’t yet able to connect with, resonate deeply with, or relate to human beings because they aren’t people.

Should you use A.I. platforms to streamline certain aspects of your business? Absolutely! However, marketing is not one of those areas for one big reason: Marketing is all about feelings. People decide to hire your business based on the emotional connection they have. Do they trust you? Do they like you? Will they remember you?

Robots (Artificial Intelligence) are incapable of feeling, so how can we expect them to know how to connect with people on an emotional level? This is just one more reason why virtual assistants are the true game-changer. Remote professionals are actually affordable for small businesses and their budgets. However, remote professionals are still people. They are highly skilled, highly trained, and know how to connect your marketing with your target audience.

Anequim Virtual Assistants

Remote Professionals Are The Answer For Your Business

Hiring a social media virtual assistant can be a game-changer for your business. With their help, you can create a social media strategy tailored to your target audience and save time on managing your social media accounts. They can also help you stay on top of the latest social media trends and best practices, so you can focus on other important aspects of your business.

I can personally attest to the benefits of hiring a social media virtual assistant. Since I hired a virtual assistant for my own business, I’ve been able to free up time to focus on other areas of my business.

With the help of my virtual assistant, I’ve been able to create a consistent social media presence, engage with my audience, and grow my online following. They’ve also helped me to track and analyze my social media metrics, which has helped me to make data-driven decisions about my social media strategy.

Anequim Remote Professionals For Your Business

If you’re looking to hire a social media virtual assistant, it is important to do your research to find a remote professional with experience in social media management and a proven track record of success. Fortunately, Anequim does all of that research for you, and they make the entire process seamless, from searching for top talent to making the final hire.

Anequim also has proven processes and procedures to help you clearly communicate your goals and expectations and work together to develop a social media strategy tailored to your business needs. With the right virtual assistant on your team, you can take your social media presence to the next level and grow your online presence.

Ready to take your business to the next level? Schedule a free strategy call with Anequim today. We can help you grow faster and smarter than ever before!

To get even more amazing tips, tricks, and techniques for scaling up your business, check out The Bootstrappers Podcast! Get the free advice you need to turn your vision into reality.

Anequim's Bootstrappers for entrepreneurs podcast

How To Manage Your Remote Worker PTO And Holidays

Posted on by Gwenn Aspen

How To Manage Your Remote Worker PTO And Holidays

With more and more businesses offering remote worker options, it’s becoming increasingly common for employees to work from home or anywhere remotely.

While there are many benefits to this arrangement, there are also some new challenges with managing a remote team—one of the biggest challenges is managing your remote worker’s PTO and holidays.

In this blog post, I’ll give you some tips on managing your remote worker’s PTO and holiday in a way that is fair to your employees and compliant with the law.

How to manage your remote worker PTO and Holidays

What is Paid Time Off (PTO) Mean For a Remote Worker?

PTO allows employees to take time off from work without loss of pay.

There are two types of PTO: accrued PTO and unlimited PTO.

Accrued PTO

With an accrued PTO policy, employees gradually accrue paid time off based on the number of hours they work. For example, if an employer offers 2 weeks (10 days) of vacation per year, an employee who works 40 hours per week will accrue 5 days of vacation per year (2 weeks / 40 hours = 0.05). This type of policy is common in the United States.

Unlimited PTO

Unlimited PTO policies are less common in the United States, but they are becoming more popular as companies seek to attract and retain top talent. With an unlimited PTO policy, employees do not accrue vacation days; instead, they can take time off as needed, subject to approval from their supervisor. This type of policy is more common in Europe and other parts of the world.

What is paid time off for your remote worker?

Time Off Requests For a Remote Worker

If you have a remote team, you’ll need to have a process in place for employees to request time off.

The process should be simple and straightforward, and it should be clearly communicated to all employees.

One way to do this is to use an online tool like Google Calendar or Outlook Calendar. These tools allow employees to submit time off requests online, and they also allow you to keep track of who is out of the office and when.

Another option is to use a paper-based system. This can be as simple as creating a form that employees can fill out and submit to their supervisor for approval.

Time off requests for remote workers

Parental Leave as Part of a Remote Worker’s Benefits Package 

Parental leave is another important consideration when managing your remote team’s PTO and holidays.

In the US, the Family Medical Leave Act (FMLA) grants up to 12 weeks of unpaid leave for parental leave (maternity, paternity, or adoption), caring for a sick family member, or dealing with one’s own serious health condition.

Parents working in Europe are entitled to paid parental leave ranging from 4-8 weeks, depending on the country. Ensure you are aware of and compliant with the parental leave laws of your employees’ countries if they work remotely.

How Employees Accrue Time Off with a Remote Team

As I mentioned earlier, there are two types of paid time off: accrued PTO and unlimited PTO. With an accrued PTO policy, employees gradually accrue paid time off based on their work hours. With an unlimited PTO policy, employees do not accrue vacation days but can take time off as needed, subject to approval from their supervisor.

If you have a remote team, you may want to consider implementing an unlimited PTO policy. This type of policy gives employees more flexibility, which can be especially beneficial if your team members are in different time zones. It can also help reduce distractions caused by frequent requests for time off.

Before implementing an unlimited PTO policy, consult an HR expert or attorney to understand all the legal implications.

How a remote worker can achieve healthy life balance

Ways To Help Remote Professionals Achieve A Healthy Work-Life Balance

Encouraging your remote team members to achieve a healthy work-life balance is important. There are several ways you can do this:

  • Set clear expectations about working hours. Avoid scheduling conference calls or meetings outside of regular working hours if possible.
  • Encourage breaks! Just because someone works remotely doesn’t mean they shouldn’t take regular daily intervals. Encourage your team members to step away from their desks for a few minutes throughout the day to recharge and refocus.
  • Hold virtual lunch dates with co-workers. This allows remote workers to build relationships with other team members, even if they are not in the exact physical location.
  • Prioritize communication and collaboration tools. Investing in quality tools can help make it easier for remote teams to collaborate and stay connected, even when they are miles apart.
  • Allow employees to work flexible hours. This allows employees to manage their own schedules to fit in time off as needed without disrupting their productivity.

Legal Compliance and Training for Remote Workers

It’s essential to be aware of the legal requirements of managing a remote team, especially concerning PTO and holiday policies. You should consult with a lawyer or HR expert and ensure you understand applicable laws in your jurisdiction before implementing any policies or procedures related to managing remote workers’ time off.

You should also provide training and education about these policies so that all team members know how things work and what is expected of them. This will ensure that everyone is on the same page regarding taking time off.

Anequim Virtual Assistants

Remote Worker Paid Time Off & Holidays

Managing a remote workforce requires some unique considerations due to its distributed nature; one is how best to handle paid time off (PTO) and holidays for your team members.

By understanding the different types of PTO policies available, putting processes in place for requesting time off, providing training on parental leave policies, investing in communication tools, allowing flexible working hours, and understanding applicable legal requirements, you can create an environment where your remote workers can take time off while still meeting expectations.

Ready to take your business to the next level? Schedule a free strategy call with Anequim today. We can help you grow faster and smarter than ever before!

To get even more amazing tips, tricks, and techniques for scaling up your business, check out The Bootstrappers Podcast! Get the free advice you need to turn your vision into reality.

Anequim team helping small business owners find virtual assistants

What Do Virtual Assistants Do?

Posted on by matttompkins

What Do Virtual Assistants Do?

Virtual assistants, otherwise referred to as Remote Professionals, can be game changers for any business.

However, it’s important to design the role for success because it is also a job that if not done well can stress out already stressed-out professionals.

After years of designing Administrative assistant and executive assistant roles, I have some pointers so you don’t waste time, money, or stress on a position that won’t work and design the positions so it gives you exactly what you need to make your life easier, happier and less stressful.

Virtual Assistants Are The Answer For Business Owners

Most people who call us asking for an administrative or executive assistant do so because they are overwhelmed with their email, their life and their business.

They want someone to help them organize their life, their day and take the tasks that are below their paygrade off of their to do list. These are all great reasons to get an administrative assistant.

Virtual Assistants: How To Design The Right Position

Many times when we are consulting with an overwhelmed executive about the administrative professional role what we find is that the executive is doing operational tasks they should not be doing such as accounting tasks or customer service tasks and designing a position that takes care of those things in an operational way really is what will relieve the stress the most. 

When that is not the case we still try to find some operational tasks that the executive assistant can do that need to be accomplished directly by the executive.

Some tasks that should not be done in the operation but have an operational component include:

Virtual Assistants Help With Quality Control

Creating a system where when problems happen someone researches the issue, finds out the cause of the problem and determines if it was the processes and procedures.

If a problem needs to be fixed, the root cause needs to be identified first. Unclear procedures should be redrafted so they can be followed correctly.

If it is a training issue, the person executing the procedure should review the relevant documentation and make sure it is done properly in future. If there is a flaw in the process or workflow, this should be added to the leadership team’s agenda for further discussion on how to resolve it.

Quality control is ideal for executive assistants when they are not performing their normal duties.

Remote Professionals Can Do Sales Team Auditing

Sales teams are notorious for not following protocols or taking notes.

This can oftentimes lead to operational issues because the operational side of the business gets blindsided when the sales funnel operates in the dark.

This creates tension between sales and operations. It has the potential to create crisis situations on the operations side if they cannot fulfill the business coming in. 

Having your executive assistant audit the sales pipeline and enforce rules for follow up and utilizing reporting tools as outlined in your processes and procedures can be a huge help to both the operations and sales team.

Virtual Assistants Help With Process and Procedure Auditing

Clean processes and procedures end up always being a moving target if you are growing really fast sometimes the processes and procedures don’t scale with the business and have to be reworked.

Any new introduction of software means a change in the documentation and the workflow of the operation and it seems like to be successful they have to be constantly audited, organized and managed.

This is often a part time job and has to come from leadership which makes it the perfect operational task for an executive assistant while there is a lull in personal tasks or while their work load in other areas wanes. 

Remote Professionals For Financial Auditing

Leaders should be asking questions such as:

  • Are salespeople taking unnecessary days on the road and charging the company?
  • Is the SEO vendor doing what they’re supposed to?
  • Is the Google Ad money leading to good leads?
  • Are sales commissions reasonable?
  • Are all the HR personnel necessary?

However, due to a lack of time, leaders may not have the opportunity to look into these queries themselves. This is where an executive assistant can help. They can act as the leader’s eyes and ears in the company. They can ask the important questions and get answers that could lead to greater profits than last year.

Remote Professionals Assist With Research

As executives, it can be difficult to do the research necessary to make informed decisions.

Questions such as:

  • What is the competition doing?
  • Are there any new technologies we should consider?
  • What are CTOs at XYZ company like?
  • Is this coaching program any good?
  • What about XYZ vendor?
  • Can we reach out for additional references?
  • And what is being said on the Facebook user group about their experience?

All require time and effort which some leaders may not have. An executive assistant can help with all of these questions, providing thorough research and ensuring the team makes sound decisions.

Project management and follow up

Big projects make or break progress at all organizations.

Your executive assistant can follow up with the people charged with these projects, get status updates, see if there are roadblocks, set up meetings where things are not moving fast to figure out why and do something different.

They can be the one to make sure to-dos, quarterly projects and other high priority projects actually get completed on time and on budget.

Remote Professionals Can Do High-level reporting

If you have investors, silent partners etc. you probably have to provide reports on a regular basis. You may want to have a company wide meeting on the state of the industry or your company on a regular basis.

Your executive assistant can do the heavy lifting and you can verify the information and present.

Do it with them the first time, create a procedure for what they need to look for and how to get the data that is relevant to the audience and then have them create the reports from there on out.

Manage speaking engagements, podcasts, award applications and other PR functions

Do you want to get more earned media for your business or yourself?

Have your executive assistant apply for awards. Have them reach out to podcasts and propose you as a guest. Additionally you can have them propose you for speaking engagements that could help you get clients.

How Can an Executive Administrative Virtual Assistant Help With Personal Tasks?

An executive assistant can save you a lot of time and hassle with your personal life, freeing you up to focus on other important tasks. Here are some examples of what they can help with:

  • Sending birthday and holiday presents
  • Keeping your family’s sports and school calendars up to date
  • Booking vacations and travel
  • Paying school fees and buying supplies online
  • Booking appointments for the whole family (orthodontist, cosmetic, doctor/dentist)
  • Arranging home maintenance
  • Booking teacher conferences
  • Organizing after-school activities and filling out all necessary forms
  • Booking summer camps

As a working mom, I know that I wouldn’t be able to do both my job and daily family activities without my executive assistant, who helps make sure all deadlines are met, that all necessary activities are signed up for, and that my kids make it to their events on time.

With such a valuable team member helping out with the form front, I can have peace of mind knowing that my family will stay on track.

Getting the most out of your Virtual Executive Assistant

Managing a virtual executive assistant can be a great way to streamline your workflow and free up time for more important tasks. Here are some tips on making the most of your assistant:

  • Think through the role clearly before hiring an assistant, and consider if it’s necessary to create separate roles for specific operational tasks.
  • When designing the position, include operational and repeatable tasks that impact your business goals.
  • Have clear expectations about what you want from the assistant so they know exactly how to help you achieve those goals.
  • Ensure communication is consistent and that both parties are on the same page about their roles and responsibilities.
  • Successfully fulfilling the needs of a busy executive requires careful planning and design.
  • And finally, trust your assistant to do the work!

With good communication, clear expectations, and trust in their abilities, you’ll get the best out of your virtual executive assistant.

Virtual assistants and what do expect in your first 30 days

Remote Professionals Are Your MVPs

A virtual assistant can be a valuable asset for businesses that need help with administrative tasks, phone calls, and social media management from a remote location.

However, designing the position correctly is crucial for success. It’s important to identify tasks that are time-consuming and take up valuable office space and hire a virtual assistant to take care of them.

An executive assistant can help with tasks such as quality control, sales team auditing, process and procedure auditing, financial auditing, research, project management and follow-up, and high-level reporting.

With these pointers in mind, you can hire a virtual assistant who will be a great addition to your team, make your life easier, and reduce stress.

Don’t waste time or money on a position that won’t work for you – design the role for success and enjoy the benefits of having a virtual assistant company on board.

Ready to take your business to the next level? Schedule a free strategy call with Anequim today. We can help you grow faster and smarter than ever before!

To get even more amazing tips, tricks, and techniques for scaling up your business, check out The Bootstrappers Podcast! Get the free advice you need to turn your vision into reality.

Anequim's Bootstrappers for entrepreneurs podcast

Virtual Assistants for Web Design

Posted on by matttompkins

Virtual Assistants for Web Design

As someone who has managed virtual assistants, whom I often call Remote Professionals, I have seen firsthand the benefits of working with remote workers for web design projects.

After experiencing the cost-effectiveness and quality of their work, I became a true advocate for virtual assistants for web design.

One of my first experiences with hiring a virtual assistant web designer was for a startup business that was on a tight budget. The business owner wanted a high-quality and responsive website but couldn’t afford to hire a full-time web designer.

Virtual Assistants for web design blog article

Remote Professionals For Graphic Design

After some research, we hired a virtual assistant web designer specializing in responsive web design. The virtual assistant created a stunning website that met all our requirements, and the business owner was thrilled with the result. This experience taught me that virtual assistants can provide the same quality of work as in-person employees at a fraction of the cost.

Through these experiences and many others, I have seen how virtual assistant web designers can be a game-changer for businesses of all sizes. I hope this blog post will provide helpful insights and advice to business owners considering hiring a virtual assistant web designer for their website development needs.

Why hiring a web designer is essential for your business

Hiring a Virtual Assistant Web Designer is Essential for Your Business

Your online presence is crucial for the success of your business. A website is the face of your business and the first point of contact for potential customers. Therefore, it’s vital to have a well-designed and responsive website that is optimized for search engines.

A professional website designer can help you achieve this goal by creating a visually appealing and user-friendly website that ranks high in search engines and drives traffic to your business.

A Full-Time Web Designer Your Business Can Afford

However, hiring a full-time website designer can be expensive, especially for small businesses or startups. This is where virtual assistant web designers come in. They are remote workers who offer web design services on a project-by-project basis or on an ongoing basis as needed.

Benefits of hiring a virtual assistant web designer

Benefits of Hiring a Virtual Assistant Web Designer

Maintain High Quality with Remote Professionals

Virtual assistant website designers are skilled and experienced professionals who offer high-quality web design services. They have the expertise to create a responsive website that looks great on all devices and is optimized for search engines.

Virtual Assistants Save Time

Hiring a virtual assistant website designer saves time for business owners. Instead of spending time on website development, they can focus on other important tasks such as marketing, customer service, and social media management.

Virtual Assistants Are Cost-Effective

Hiring a virtual assistant website designer is more cost-effective than hiring a full-time web designer. Business owners can pay for web design services on a project-by-project basis or hire a virtual assistant on an ongoing basis as needed.

Virtual Assistants Are The Future of Work

Virtual assistant web designers are remote workers who work from their own offices. This means that business owners don’t have to provide office space, equipment, or other benefits that come with hiring full-time employees.

how to hire a virtual assistant for web design

How to Hire a Virtual Assistant Web Designer

When hiring a virtual assistant web designer, finding a reliable and trustworthy professional is important. Here are some tips to help you find the right virtual assistant for your web design project:

Look for a website designer with a work portfolio showcasing their skills and experience. Ask for references and check them before hiring.

Define your project requirements clearly and ensure the virtual assistant understands your needs. This includes the scope of the project, timelines, and budget.

Communication For Web Design is Key

Consider the communication skills of the virtual assistant. You want to work with someone easy to communicate with and who can provide regular updates on the project’s progress.

Finally, consider working with a virtual assistant specializing in web design and development. They will have the expertise and knowledge to create a website that meets your business needs.

Virtual Executive Assistant

Hiring a virtual assistant website designer can be an excellent solution for business owners who want to create a high-quality, responsive website without breaking the bank. With the right virtual assistant, you can save time and money while achieving your online goals.

Follow the tips above to find a reliable and trustworthy virtual assistant web designer who can help you create the perfect website for your business.

Ready to take your business to the next level? Schedule a free strategy call with Anequim today. We can help you grow faster and smarter than ever before!

To get even more amazing tips, tricks, and techniques for scaling up your business, check out The Bootstrappers Podcast! Get the free advice you need to turn your vision into reality.

Anequim team helping small business owners find virtual assistants

Virtual Assistant: What To Expect In Your First 30 Days

Posted on by Gwenn Aspen

Virtual Assistants: What To Expect In Your First 30 Days

Congratulations! Now that you have chosen your virtual assistant, who we often refer to as remote professionals, and completed Anequim’s onboarding training, you are ready to go! In this article, we will go over step by step how to ensure your virtual assistant is successful in their first 30 days.

Virtual Assistant from Anequim talking on her customer service headset.

Introduce Your Virtual Assistant to Your Company Culture

Your virtual assistant should be able to perform at a high level like any domestic employee in your office. This means don’t skimp on your history, mission, values, culture or anything important about your company. This might be even more important because they need to have a feeling for the company by the way you talk about it since they are remote working.

This is really important because after they are trained you want them to be able to make good decisions while thinking on their feet. When employees truly understand the culture of the business they are working for and have an idea for what is acceptable and what is not.

Introduce Virtual Assistants To Your Team

It’s important to introduce your virtual assistant to your team and help them get to know everyone. One way to do this is to take your computer around the office while on webcam or have all employees get on a virtual meeting. This way, the virtual assistant can see faces and names, and get a sense of who everyone is.

The goal of this introduction is to make the virtual assistant feel as comfortable and productive as possible as soon as possible. By having a little bit of camaraderie built up with everyone, the virtual assistant will feel more comfortable asking for help and getting started on their work.

The 30 minutes spent on this can make a big difference in the virtual assistant’s ability to be productive and get up to speed quickly.

Remote Professional team having a meeting on a zoom call.

Go Over All the Software You Use and What It Is Used For

This sounds super basic but I swear giving a general lay of the technology landscape of your company helps new employees acclimate sooner.

Many people forget to show new employees all the software and tools that the company uses. This can be a big mistake because different companies may use the same software in different ways. This step is crucial to ensure that the virtual assistant can understand how everything works and be productive as soon as possible.

Create a Training Calendar and Set Realistic Expectations

After you’ve defined key items like the number of hours expected, working hours, list of tasks, types of tasks, and detailed instructions many business owners or managers immediately want new employees to spend all their time learning software or project management tools step by step before getting into the actual work.

We have found that integrating the software training with the hands on training is actually better for a few reasons. 

Virtual Assistant from Anequim setting up a Training Calendar

Time Constraints For Training a Virtual Assistant

First, you are not going to have time to drop everything and train someone all day for two weeks. The software tutorials give the person time to work independently while the people training them get their work done.

Incorporate Your Entire Team In The Training

Secondly, you can design each day where the new member is learning from different people and has time to just do software training. Ideally, no one person is responsible for all the training.

Is there an easy task that they could start doing an hour a day starting tomorrow? Making the virtual assistant feel productive as quickly as possible makes them proficient in the easiest tasks first and then level up to the harder tasks.

Have proficiency benchmarks identified in your calendar. This way the calendar invite creates the conversation about how fast they are learning and becoming productive. Everyone knows if they are measuring up or not based on set expectations. If the virtual assistant is falling short they are fully aware that they need to step it up.

Make Sure Your Virtual Assistant Knows What Winning Looks Like

As your team member gets better at their job, they will want to know what kind of productivity you expect with their task management.

You should be able to define these key questions:

  • What are the Key Performance Indicators (KPI’s) for success?
  • What reports do they need to pull from to see what their productivity is?
  • What is acceptable productivity?
  • What is unacceptable productivity?
  • How is quality of the work checked?

Give Constructive Feedback

Giving feedback is important for making sure that virtual assistants are doing their best work. Managers who don’t like giving feedback may need to make a special effort to give it, because it’s not as easy as giving feedback to someone who works in the same office as you.

I recommend writing the nuanced feedback in a Google document then having scheduled meetings where you give feedback so none of the feedback is forgotten. 

If someone is just starting to do a task you demonstrated on their own. Work with them on webcam for a little bit so they can ask you questions live just like they would if they were in your office. 

Get to Know Your Virtual Assistant

We want our virtual assistants to be just as good as any of our in-office employees. To make that happen, we need to genuinely treat them as they are part of our team.

This includes getting to know them, showing that we care about them, and making sure they feel like they are valued members of the team. When they feel like they are part of the team, they will be more likely to go above and beyond to help out when things get tough.

Virtual Assistant from Anequim contacting on a scheduled meeting

Conduct Regularly Scheduled Meetings

Meet with your new hire regularly and go over the job description you have for them. Go over the tasks they were supposed to master and cross off the ones they have down and what they still have yet to learn to have the job down. Tell them your evaluation of the performance so far. Speak directly, but give them encouragement. 

As you know, feedback is a great way to improve your task management and delegate work to a skilled professional.

However, it’s important to set clear expectations and provide detailed instructions and training in the first 30 days to ensure a smooth transition. Introduce your virtual assistant to your team, explain the software and tools used, and set expectations for task proficiency.

Follow These Steps To Success!

By following these steps and providing regular feedback, you can build a strong work relationship with your virtual assistant and maximize their productivity for your business.

Write feedback in a Google doc and schedule meetings to ensure it is not forgotten. Managers who dislike giving feedback must try harder, as it is harder than providing feedback to colleagues in the same office.

Check out more resources to help you grow your business fast with virtual assistants in our resource library!

Listen to The Bootstrappers Podcast For Entrepreneurs is a fantastic resource to learn how to scale your business and streamline operations, sales, marketing, and everything in between!

Virtual assistants and what do expect in your first 30 days

A Virtual Executive Assistant Can Change Your Life!

Posted on by Gwenn Aspen

A Virtual Executive Assistant Can Change Your Life!

A virtual executive assistant or virtual administrative assistant can be a game-changer for any business person, but it is essential to design the role for success. If not done correctly, these virtual assistant positions can add more stress to already strained professionals.

Executives often become overwhelmed when taking on operational tasks such as accounting or customer service. To reduce their stress levels, it’s best to create a role that efficiently focuses on these tasks. This can help the executive to feel more in control and make work easier to manage, and virtual assistants are the way to do it.

What does a virtual executive assistant do?

Hiring A Virtual Executive Assistant

When hiring a virtual assistant, it’s important to think beyond the immediate crisis and design a role that will be successful in the long term. Otherwise, the business professional may find themselves caught up on tasks after a matter of weeks and then struggling with what else to give their virtual administrative assistant.

A virtual executive assistant should help alleviate stress, not add to it – especially while the executive is trying to relax while on vacation. Designing the right role can avoid these issues and make life easier, happier, and less stressful.

A Virtual Assistant Role That Works For the Busy Executive

Making this role work really is in the initial design. As consultants, we often find that overwhelmed executives are taking on operational tasks they shouldn’t be doing, such as accounting or customer service. Designing a role that focuses on these operational tasks in an effective way can help relieve the executive’s stress levels significantly.

Virtual Executive Assistant

What Tasks Can A Virtual Executive Assistant Do For Your Business?

A virtual executive assistant or remote professional can provide invaluable assistance when it comes to operational tasks that need to be completed directly by the executive. These tasks are of a sensitive nature and can range from overseeing customer service efforts to managing vendor relations. By delegating these responsibilities, executives can ensure that their job is completed efficiently and with minimal stress.

Remote Professionals Can Do Quality Control

When problems arise, a virtual assistant or remote professional can be invaluable. They can research the issue to determine the cause, no matter if it’s due to processes and procedures or a lack of training. After figuring out the root cause, they then help solve the issue – whether that means rewriting unclear procedures or reviewing task documents with those executing them.

If any flaws are noticed in the entire process or workflow, leadership teams must be consulted to determine the next steps. Quality control is an ideal role for a virtual assistant or remote professional when not occupied with executive assistant duties.

Audit Your Sales Team

Having a remote professional on board to support sales teams can help make sure sales people are following guidelines and following up with prospects.. They can ensure processes and protocols are followed, as well as take notes that help operations stay informed of the business coming in. This helps create a better relationship between sales and operations, reducing potential conflicts and crises that may arise from miscommunication.

A remote professional can make sure the sales pipeline is properly audited and all necessary rules for follow-up are enforced. Utilizing reporting tools will provide visibility to both operations and sales teams, resulting in better harmony between them and avoiding blindsiding operations  with unexpected business.

Audit Your Processes and Procedures

As businesses grow, virtual assistants and remote professionals can be a huge help in keeping operations organized, up-to-date, and running smoothly. The audit and management necessary for these tasks make them ideal for an executive assistant’s workload – especially when personal tasks are scarce or their workload is light.

By engaging virtual assistants and remote professionals, leaders can trust that the operations will remain clean, documented, and consistently compliant with all software changes.

Do A Full Financial Audit

Leaders who want to increase their profits this year might find it hard to find the time to research and answer important questions. Here is an example, “Are salespeople taking an extra day in Nashville and charging the company?” or “Is the SEO vendor really doing what they say they are doing?”. Taking a closer look at these issues can help to identify potential cost savings.

A virtual executive assistant can be used as your eyes and ears in the company to ask questions, get answers, and provide valuable insights. They can help you assess whether activities such as marketing campaigns, sales commissions, and HR departments are actually making a difference in your bottom line.

Virtual Executive Assistants Can Do Research

Staying ahead of your competition can be difficult without the assistance of a remote professional. They can help you investigate new technologies, research CTOs from “XYZ Company” on LinkedIn,  and review feedback for coaching programs online.

As busy executives, we often lack the time to do the necessary research and background digging that can lead to better decisions. That’s where remote professionals and executive assistants come in. Your remote professional can research potential software, coaches, team members, private equity companies, and clients – giving you all the data you need to make an informed decision. With their assistance, you can be confident that you are making the right choices for your organization.

Project Management And Follow Up

Having a remote professional or executive assistant can take your organization’s progress to the next level. Track project development, spot obstructions, and organize meetings to quickly address problems. Virtual Assistants can monitor and oversee vital projects to ensure they are completed on schedule and within budget. This facilitates efficient operations and maximizes outcomes.

High-Level Reporting

As entrepreneurs and business owners, we often have to generate reports for investors, silent partners, and other stakeholders. Rather than spending the effort to gather the data by yourself, let your virtual assistant do the job of obtaining the pertinent data and creating a thorough report.

Initially, collaborating with your virtual executive assistant can help determine necessary information, procedures for locating it, and formatting it in an engaging way that resonates with the target audience. Once these specifications are outlined, your executive assistant can then produce detailed reports on a regular basis according to your instructions.

Manage Your Engagements, Events, Podcasts, And More!

Utilizing a remote professional as your executive assistant can be one of the best investments for your business and personal brand. Have them apply for awards that recognize your accomplishments and progress. 

They can also reach out to podcasts and request you as a guest, increasing your online visibility and the potential for new clients. Furthermore, they can propose speaking engagements at events and conferences, allowing you to showcase your expertise in a more engaging format.

What tasks can an executive assistant perform for your personal life? 

A virtual executive assistant can manage a variety of tasks in your personal life, including organizing appointments, making travel arrangements, managing expenses and more. Virtual executive assistants make sure you never miss a special occasion for your family or clients.

Virtual Assistants can take the hassle out of shopping by sending gifts on your behalf. Furthermore, they can help you create processes for gifting to ensure that your clients always feel appreciated on holidays, anniversaries, and other important days.

11 Personal Tasks Your Remote Professional Can Help You With:

  • Kids’ sports calendars and school calendars
  • Make sure all their important events get on your calendar so you never miss another holiday show
  • Book vacations and travel
  • Pay your kids’ school fees for lunch and sports uniforms
  • Buy your kid’s school supplies and books online for you
  • Book your travel and hotel and make sure you get all the points
  • Book orthodontist appointments, cosmetic appointments, and doctors appointments for the whole family
  • Book home maintenance appointments or schedule your oil change
  • Book your kids’ teacher conferences
  • Book all the family’s after-school activities and fill out all the forms
  • Book your kids for summer camps and fill out all the forms

My executive assistant Jorge is essential to my success as a working mom. He handles all of the form-related tasks, ensuring I never miss high school admittance test deadlines or my kids’ sports and music competitions. My virtual executive assistant helps keep our family organized, on time, and at the right places for their activities and I don’t know what I’d do without him!

Get The Most Out Of Your Virtual Executive Assistant

As an overworked professional, hiring a virtual executive assistant can be a real lifesaver. It’s important to take the time to carefully consider what their role should entail. Think about how you can structure the role in a way that streamlines your operations, while also freeing up your time and reducing your stress levels. With the right system in place, a virtual assistant can make all the difference!

ICYMI: The Future is With Virtual Assistants

At Anequim, we’ve seen first-hand how the rise of virtual assistants, remote professionals, and executive assistants has been a game changer for modern businesses. With the introduction of virtual assistant technology and remote executive assistant services, companies are now better equipped to manage their operations with ease. Let Anequim help you scale your business faster than you ever thought possible!

Reduce Your Staffing Costs

Virtual assistants can be employed at a fraction of the cost of traditional employees while providing the same level of expertise and efficiency. Remote assistants offer the same benefits as regular office-based employees but come without the need for physical space or extra personnel. 

More Productivity and Flexibility

Companies benefit from having more flexibility in terms of scheduling remote professionals to fit their needs. Virtual executive assistants provide experienced support at all stages from onboarding clients through ongoing customer services tasks such as appointment setting and data entry. 

The Demand is Increasing For Good Reasons

As businesses recognize the value virtual assistants bring, there is an increasing demand for these services, making them an essential part of any modern enterprise. For those looking for additional help with their business, hiring a remote professional is how you do it, without having to invest in physical infrastructure or additional staff costs.

Schedule your strategy call with Anequim to find a virtual assistant that is the perfect fit for your business. 

Listen to The Bootstrappers Podcast with Gwenn & Jeremy Aspen for more tips, tricks, and techniques to enhance your business and accelerate growth with remote professionals!

Is a Virtual Assistant a Good Fit For Your Business?

Posted on by Gwenn Aspen

Is a Virtual Assistant a Good Fit For Your Business?

When considering a virtual assistant for your business, there are a few things to take into account. After all, hiring the wrong person or not being effective at managing that person can really put a damper on progress for in-office employees and remote workers. Questions like “What do I need this virtual assistant to do?” and “How will I effectively manage them?” need to be asked in order to determine if you are ready.

This process of asking questions and assessing needs is key, as it ensures you know exactly what you’re getting into before taking the plunge, whether it’s with hiring a virtual executive assistant, virtual administrative assistant, or an entire full-time remote team. Hiring virtual assistants can provide relief and structure to businesses but it’s essential that everyone is on the same page to make it work.

Virtual assistant having a business meeting

Are You Ready to Make Processes and Procedures A Key Part of Your Business?

Have you considered hiring a virtual assistant? It’s not as intimidating as it sounds, and even better it can take some of the tedious tasks and paperwork off your plate. With a virtual assistant, you don’t need to have complicated processes in place right away — they can help you with that! Virtual assistants will help create all the documents you need to make sure your business operations are running smoothly and ensure that if the time comes when you decide to sell or move away from your business, all the necessary pieces are in place.

However, if you don’t really want to run a process and procedure-driven company and don’t have documentation as part of your philosophy, this will place severe limitations on your company’s growth. With any project management big or small, providing consistency and accountability to your business is crucial to growth. If you don’t want to be process-driven, then adding virtual assistants in your business may not be the most successful way for you to move your vision forward.

Processes and Procedures Will Transform Your Business – Not Just a Remote Team

With a virtual assistant as your remote professional, you can take the guesswork out of managing or training remotely. Processes and procedures are key for maintaining quality services, making sure your staff is on target, and that training sessions run smoothly, especially when working remotely. Plus, you don’t need psychic powers to get ahead – let technology do the work. Investing in virtual assistants is simply investing in your business.

With your remote professional, you’re one step closer to success. You’ll need to be extra disciplined when managing remote teams, so make sure to jot down feedback from one on one meetings and provide video tutorials or written instructions for the training. It’s also great to have someone tune into customer service calls – that way people always see the same face of your business interacting with them. We can’t encourage you enough to start writing down your processes and procedures now so that you can sit back and watch your business take off! Download our free ebook on creating processes and procedures here

Virtual Assistant reviewing Processes and Procedures for business.

If someone is not in-office are you likely to forget about them? 

For virtual assistants to work for the long haul and be as effective as domestic employees, you need to meet with them regularly and give them feedback. You must have scheduled meetings where you get things done. For small business owners especially, there is always a list of things to do that is a mile long, so it’s not uncommon to simply forget to check in with in-office team members, let alone someone working remotely.

Having processes and procedures definitely helps (a ton) but you still need to check in with your team or it will impact how your virtual assistants perform. Running your business will only get easier and less stressful with scheduled check-ins and accountability, whether it’s with administrative tasks, phone calls, day-to-day operations, or social media management. Even something as simple as data entry for a remote job requires focus and attention, which remote professionals will deliver on if you set them up for success.

The Mindset Shift That Emerging Markets are More than Capable

The idea that virtual assistants can only do remedial and super easy tasks was literally infused in our brains for probably twenty to thirty years in the United States. I don’t know how, why or what happened to create this perception, but it was absolutely a pervasive perception in the 1980s- and still is very prominent today. What influenced this false perception could have been the media, pop culture, television shows, or simply family and friends who carried these beliefs from previous generations.

The bottom line is that everyone and their mother told you for as long as you were in business that limitations existed for certain workers and there was no way to get around it. It is incredibly difficult to shift that perception after so many years of hearing it and having it ingrained in the business ethos. Remote professionals, however, are just as capable as anyone you hire in person. Remote professionals can do anything from helping you apply for a business loan to making travel arrangements, and everything in between.

Not Shifting Your Mindset is Bad For Business

You don’t want to miss out on the huge potential of virtual assistants because remote professionals will change your mind fast. They’re not just great for keeping costs low – they can bring a real, profitable gain to your team. To get the most from your employees, you’ll need to challenge them with bigger and more complex tasks. Track the progress of your remote team so that you can see their true potential. And with a remote professional in the mix, remote management becomes a breeze.

Successful entrepreneurs know that you don’t want to set up your project’s success from the start. Make sure you believe in what you’re doing and hire remote professionals that match the vision. That way, everyone gets the feedback they need to stay motivated and improve, making the process faster and easier. As with anything for your business, putting the work in on the front end will prevent setbacks and heartache in the long run.

Will You Give Your Remote Team Feedback?

If you want to reap the same rewards from virtual assistants as you do from domestic employees, it’s essential to give them feedback. While it can be daunting to set up an ‘appointment’ for something as seemingly simple as feedback, making time for it is the only way they’ll progress in this remote work environment – and so will your project! And if giving feedback isn’t your strong suit, no sweat – remote professionals are used to working with employers who need some extra guidance in this area.

Feedback isn’t necessarily about telling someone they did something wrong or giving negative reviews of performance. Tell your virtual assistant what you want more of, knowing what you want more of is as valuable as telling them what you don’t want but having these conversations takes a little more in a remote setting. Successful entrepreneurs build successful teams by finding the right people and putting them in the right roles, and growth comes from attention to these details.

Will You Utilize Technology Tools?

Embrace technology means that you will get the most out of virtual assistants. Invest in phone systems with softphones so calls can be recorded and reports generated. Get a time tracking system in place to ensure your remote professional is paid fairly for their work. Video conferencing has changed how everyone communicates but with this new power comes responsibility. With video meetings, simply having the camera on, so that people can read your body language, becomes crucial to building a strong and successful team. Technology will make things easier and more rewarding, so don’t shy away from embracing it.

Whether a team is working in your office or working from home, technology in the wake of the pandemic has changed how we do everything. There is no difference in quality or performance between in-person staff and remote workers, the only difference is in how much it impacts your budget and bottom line.

Virtual Assistant choosing what technology tools to utilize.

Can You Build The Right Remote Team? YES!

Hiring a virtual assistant is no harder than managing any other employee – it just requires a few tweaks, best practices, and the right technology tools! Seeing the value they can bring to your business with those tools, and keeping expectations high – that’s all it takes to make this year awesome(ish). Don’t forget about your virtual assistants because remote professionals need love too.

Tablet displaying the Right Remote team

Will You Hire Remote Professionals – For Your Business?

Remote professionals are the key to growth in an ever-changing labor-challenging world. Every generation of business owners has been presented with challenges and opportunities and, in every generation, it’s the entrepreneurs that embrace change and opportunities that survive and thrive. So, the real question is this – are you ready to take your business to the next level of success faster than you ever thought possible, all while fulfilling your vision for your company?

If the answer is yes, then talk to an Anequim representative today to get started with remote professionals!

Listen to the Bootstrappers For Entrepreneurs podcast for more tips to help scale your business!

Anequim Virtual Assistants

Virtual Assistants Are The Future Of Customer Service

Posted on by Jeremy Aspen

Virtual Assistants Are The Future Of Customer Service

With virtual assistants, customer service is getting a high-tech makeover. As technology continues to improve, virtual employees are fully capable of providing businesses and customers with the personalized service they demand. Virtual assistants are quickly revolutionizing the way we experience and interact with retail brands from the comfort of our own homes.

Customer service virtual assistants can deliver fast and accurate assistance for customer service just as, if not better, than domestic personnel. We may not be ready for robots completely take over customer service just yet – but virtual assistant technology is definitely changing things up!

Virtual Assistant with a customer service headset

True Customer Satisfaction Is Why You Need Virtual Assistants

As any business owner knows, keeping customers satisfied is the true ticket to success. Investment in customer service can sometimes feel cumbersome and overwhelming to manage, but virtual assistants are here to help you reach your goals faster than you ever thought possible.

You will be surprised how much further you can get with the same budget when you hire a virtual assistant, they will be helping out on the front lines. Instead of simply talking about wowing prospects and retaining clients as all the business books tell us to do, virtual assistants can make it a reality.

Customer Satisfaction test

Virtual Assistants Deliver The Best Customer Service

Virtual assistants can be your virtual customer service dream team. Gone are the days of the dreaded phone tree for phone calls or just having one employee struggle to solve all your customers’ issues about multiple products and services. With virtual assistants, you can have multiple customer service professionals ready to jump on an issue at any given moment and make sure they’re actually solved while getting your customers what they need in a timely manner.

With virtual assistants, you can deliver good customer service that goes far beyond just answering phone calls because now you have full-time professionals to help get your top customers’ gifts easily and have enough resources to proactively check on them. Every interaction will then be followed up with a helpful and branded email courtesy of virtual assistants to make sure that attitude towards your business goes from lukewarm to super fan level.

When you hire virtual employees to help, the quality of service will be so good that your customers’ friends will start singing praises about how amazing you are!

How Remote Professionals Will Upgrade Your Customer Service

If you’re stuck in the stone age of customer service, it might be time for an upgrade. Investing in better customer service isn’t just a nice-to-have, it’s a need-to-have for your business to stay competitive and gain loyal customers. Building customer relationships takes work but ultimately your business will benefit because happy customers are more likely to come back and spread the word about your services.

Virtual assistants are how you modernize your customer support. Building your team of remote professionals ensures your customers receive the kind of attention and experience that makes them loyal and engaged clients. It’s clear why remote professionals are increasingly being called on for customer service solutions in the modern world.

The Right Phone System Is A Versatile Tool For Your Remote Team

Want to take remote customer service to the next level? Then you need to equip yourself with a phone system that offers thorough analysis of how remote professionals are performing and how customers are responding. After all, understanding the wait times, average call duration, and call volume per hour can help you accurately staff up on remote feature handling pros.

With this insight, you can then provide feedback for further improving production quality. From the quality of administrative tasks to the challenges of time zones and everything in between, Remote professionals will excel when given the right tools. Forget about settling for “good enough” – make sure your virtual customer service is actually great with insightful reports.

Keyboard showing an emoji with a virtual assistant customer service headset

Don’t Skimp On The Phone System

Also, you will need a system that records calls or allows you to monitor while the calls are active so you can give feedback and coach the agents. A high-quality phone system like 8×8, RingCentral or NDT is imperative to an impressive customer service experience.

Anyone wanting to take remote customer service up a notch needs to arm themselves with a phone system that lets them go deeper into remote professional performance and customer response. Accurately staffing remote teams requires insight on wait times, average call duration, and call volume per hour – and these stats help you deliver high-quality customer service. 

Don’t settle for “good enough” – use an analytical phone system to ensure remote customer service is GREAT.

Create a Customer Service Playbook

When it comes to remote professionals providing customer service, you want to make sure the questions that come in are not just answered correctly, but also with a pleasant tone. 

When your virtual assistants are answering the phone, make sure your remote workers start by saying “Thank you for calling [company name], this is [name], how can I help you?” After they answer any questions, be sure they end with a friendly phrase such as “Is there anything else I can do for you today?”

To ensure remote professionals always get it right and maintain positive customer relations, develop a FAQ document covering hours of operation and other basics regarding how your business operates. This way remote professionals have an accessible resource of accurate information to reference when responding to customer inquiries.

A Formula For Successful Customer Service

For remote professionals who specialize in customer service, having a “playbook” is essential. This playbook should contain all the soft skills necessary for interacting with customers, as well as some language pro tips. For example, it’s important to stay consistent when using terms to refer to apartment living spaces; make sure remote professionals know whether they should be calling them “residents” or “tenants,” and that they’re referring to an apartment rather than a home.

Keeping these things straight in the playbook helps remote professionals stay on brand and serve customers effectively. Developing a playbook for each of your company’s departments is what will make your business efficient, and profitable, and maintain your quality standards. If you don’t have time to write up your playbook don’t worry, this is something remote professionals can help you with too!

Create Processes And Procedures

Now that your remote professional has their playbook in place, it’s time to put together the how-tos of all the things they need to do, which is where procedures and processes come in. Instead of telling them what to do, these documents give instructions on exactly how to go about getting those tasks done.

Systematize the ‘checklist’ for functionally answering calls on the phone, pulling up customer information, writing notes about the interactions, or invoicing — remote professionals can rest assured knowing there are step-by-step instructions for our customer service team out there making sure every customer receives amazing service with a smile.

Key Performance Indicators = Accountability

How many calls is an agent expected to take? What are the expectations on how many rings they pick a call up on? What is the average call time you would expect? How many calls can they miss and still be a successful customer service agent? Setting expectations is key to making sure that the customer service your customers receive is incredible. 

But you have to be able to communicate and measure what success looks like. Measuring output on a regular basis lets agents know that performance matters and that you are serious about your goals and have high expectations.

Quality Control You Can Repeat and Predict

Having the game plan in place is great, but remote professionals need to know how to apply it. That’s where procedures and processes come in! These handy documents allow remote pros to keep running like a well-oiled machine. No more confusion about how to field calls, locate customer info, make notes on interactions, or send out invoices — these guides give employees precise directions for every task required. 

Our remote professionals now have the clarity they need to thrive and will make our customers smile with the awesome care they provide.

Keep Your Remote Team Engaged

Being a remote customer service professional can mean isolation from other team members and their supervisors. That is why it is crucial for managers to keep their remote agents excited, engaged and performing at a high level. Doing weekly meetings or offering spiffs (bonuses) for great customer service or online reviews are just some of the ways to do this.

Managers are also encouraged to come up with silly games during the day that will break up the monotony and spark engagement in the team. Lastly, make sure remote employees get recognition for their hard work – feeling like they’re part of something bigger and that their work matters will keep them motivated!

Virtual Assistant being engaged with her Remote Team

Allow The Opportunity For Advancement

Customer service is a hard job especially if it is a high-pressure, high-stress environment where it is one call after the other. If you want to prevent turnover and you are doing all the things mentioned above the next step is to show the agents that there is truly a way to move up in the organization. 

If you can create a path that you can show them where if you execute your job in a specific way and meet these metrics you can move on to other positions and get promoted that can keep high-quality people on the phones mesmerizing your clients with their expertise and service mindset.

Show employees at your organization examples of people who moved up from the call center to positions in management, operations, or other departments in your company. Being a part of something bigger, something fulfilling in new and challenging ways, is how you will inspire your entire team.

Let Anequim Make It Easy For You

If successfully managing remote teams isn’t your cup of tea, you’re in luck! Anequim is here to help you every step of the way. Whether you want to empower and recruit remote professionals for your customer service team, or just manage the entire process yourself – that’s all possible with us. 

We have a vast range of experience across various types of customer service and call centers, so feel free to rely on the experts! Let us join forces with you to turn your customer service vision into reality.

How Do You Get Started Today?

Creating the perfect customer experience at your company means being prepared for any situation. It’s not just about responding to customers promptly and professionally, but also making sure that they are left feeling truly heard and taken care of. With remote professional teams made possible through virtual assistants, you can know with confidence that every customer will soon be talking about how amazing their service was!

Providing top-notch customer service is definitely possible today – it’s just a question of aiming for the ideal experience every time and making sure everything runs as smoothly as possible for remote professionals. Schedule your free strategy call here!

Anequim Virtual Assistants

Why You Need To Hire a Virtual Assistant Today

Posted on by Gwenn Aspen

Why You Need To Hire a Virtual Assistant Today

Hiring a virtual assistant, who we often refer to as remote professionals, for customer service and support can greatly benefit your business. When you hire support staff at U.S. prices, you may not be able to afford enough people to provide the level of support you expect.

This can result in long wait times and callbacks, as well as being unable to provide the small, personal touches that set you apart from your competition. But by hiring virtual assistants, you can keep your budget the same and have more staff to support your clients, without sacrificing quality.

This will provide the level of customer support you have always wanted for your business, making your customers loyal fans who will advertise your business and help it grow.

The real question is why have you not hired virtual assistants to support your customers already? Outlined below are the questions I most often receive about the benefits of hiring virtual assistants/remote professionals versus hiring full time employees.

Virtual assistant taking notes from meeting

What do virtual assistants offer customers?

Trained virtual assistants can do anything for customers that a domestic employee can do for them from behind a computer. There was a time where people thought virtual assistants could only do easy administrative tasks or rudimentary tasks for businesses. Those days are gone.

Virtual assistants have varied skill sets and can do most anything a domestic employee can do without sacrificing quality. However you measure your domestic employees is how you would measure your virtual assistants.

Nothing is different except that instead of scheduled meetings in your office for feedback, you are meeting over a web conference.

Virtual assistant offering customer services to customer

Why should you hire a virtual assistant for a startup?

Hiring a virtual assistant for your start-up can be a great first move because you can find high-quality talent at a lower cost in countries like Mexico.

Using technology to work remotely is easy and efficient, so there’s no reason not to consider hiring a virtual assistant as an assistant for your business for tasks such as creating time consuming process and procedure documents, drumming up business, or helping with marketing.

Why do businesses use virtual assistants?

Businesses use virtual assistants because they can get high-quality work at an affordable price from workers in remote locations with lower costs of living. Managing remote teams across international borders does require discipline and attention to quality control.

For example, if you are working in an office space and you hear your employee talking on the phone and you don’t like their tone, you would go over to them and give feedback. With remote teams, you would have to use feedback forms and listen to at least one call a day to make sure you like the quality of the call and give feedback. You would also have to have a playbook or procedure for how you want people to talk on the phone.

Using remote labor can help you implement best practices in management and business, which can make your business better sooner and give you the time to focus on your other business operations.

Virtual assistant working with a remote team of professionals

What would you use a virtual assistant for on a daily basis?

Virtual assistants can do whatever you would create a job description for a domestic employee to do that can be done in front of a computer.

There should be no difference in the activities, the expectation or the outcome, at least that is our expectation at Anequim where we hire high quality virtual assistants who work your hours, regardless of their time zone.

Virtual assistant working on a daily basis

Are virtual assistants good or bad for business?

Virtual assistants are a net positive for any business. Historically people thought that people in other countries could only do easy tasks but over time virtual assistants have proven the power of their skills, work ethic and ability to communicate effectively across borders.

With virtual assistants you may be able to make those stair steps to success, and making a profit less steep because good wages in emerging markets are less than in the United States. Everyone wins.

You as the entrepreneur get the help you need to grow and scale your business and the virtual assistant wins because they are gaining business knowledge and getting a good wage to support themselves and their family.

What are the businesses that hire virtual assistants?

Virtual assistants are commonly used by businesses of all sizes, but their use became more widespread among small and medium-sized businesses after the publication of Tim Ferriss’s “The 4 Hour Work Week” in 2007.

The technology for video conferencing also improved, making it easier for businesses to communicate with remote workers and making it seem like they were in the same office.

The COVID-19 pandemic further accelerated the use of virtual assistants, as many businesses were forced to adopt remote work, and it is now seen as a viable option for businesses of all sizes.

Managing remote workers is not difficult, and many businesses now realize the benefits of using virtual assistants.

How hiring a Virtual Assistant can help grow my business?

Personally, the only way our property management company that we started in 2006 could have grown as fast as it did or sold for as much as it did in 2021 was not in spite of, but because of our investment in virtual assistants/remote professionals from Mexico.

The quality of the work and our ability to grow and scale without taking on debt and get the productivity we needed to become the business we wanted to become was only possible because of virtual assistance and their hard work, dedication and the ingenuity they brought to the business.

Virtual assistance enabled us to produce quality work, expand without borrowing, and achieve the productivity we needed to reach our goals. Their dedication and creativity was essential to our success.

Get Started today with your virtual assistant! Talk to Anequim and schedule a free strategy call now so that we can help you grow your business faster than ever before!Listen to The Bootstrappers Podcast for more incredible free business tips, tricks, and techniques to help you fulfill your business vision!

Graph showing a business growth after hiring a virtual assistant

Virtual Assistants: How to Delegate Responsibilities

Posted on by Gwenn Aspen

Virtual Assistants: How to Delegate Responsibilities

As business owners, we all want the best for our businesses, but delegating responsibilities to our team of virtual assistants is one of the hardest things to do. This is our company and doing everything ourselves can feel like how we protect it from slipping through our fingers.

But to grow and scale, it’s important to understand that delegation is a vital factor. Delegating tasks to virtual assistants, which we often refer to as remote professionals, can enable us to finish more quickly. This frees up valuable time that you could be spending focusing on the big-picture elements of your business – ultimately helping push it to the next level.

In this blog post, I will outline how you can change your mindset to move your business forward and scale.

Virtual Assistant working on delegated responsibilities

First: Change your mindset with virtual assistants

Delegating tasks to employees can be daunting due to the fear that mistakes may be made, but it’s important to remember this is a small price to pay for all the extra time you get from not doing everything yourself.

Mistakes aren’t the end of the world – instead, they can provide valuable lessons through retraining and coaching, plus a review of all necessary documentation.

The cost of potential mistakes pales in comparison to what you can achieve with the amount of time freed up from delegating: you can create an entirely new line of products or services, market your business more effectively and increase your customer base.

How to decide what to delegate to your virtual assistants?

Look at your daily tasks. Think of how much you would pay someone to do the tasks that you do. Likely you will have some tasks that you consider entry-level.

This can include things like administrative tasks, project management, calendar management, bookkeeping work, creating reports, social media management, responding to comments, administrative work, writing personal emails, etc.

Note the type of tasks or which tasks take a lot of time. Once you hire a virtual assistant start delegating these time-consuming tasks.

Remote assistant getting delegated responsibilities from remote team

What tasks drain your energy?

If you’re considering what to delegate to a virtual assistant, it’s important to start by looking inward and identifying the tasks that regularly drain your energy or that you find particularly challenging.

These are likely the first tasks you should consider delegating, as they can quickly become time-consuming and that can often lead to feeling overwhelmed.

Once you have a list of these tasks, it’s then the time to start writing up playbooks and procedures – either with the help of a virtual assistant or before they start – so they know exactly how each task needs to be completed.

What new tasks should you be doing but you are not doing?

Think of the tasks that would really move your business forward. Some of these will be very high-dollar work that only you can do and some of it is just executing more client add-ons that a remote professional could take on, for example, more customer check-ins, or customer support. 

Add the items that you have to do to your new job description as now that you won’t be doing the tasks you are delegating you will have time to move your business forward with tasks that are the best use of your time, and the other items are added to your virtual assistant’s job description.

Virtual assistant evaluating new tasks assigned

What tasks would shore up your weaknesses?

It’s important to consider any tasks that can help you shore up any professional weaknesses that you may have, such as disorganization, email management and invoicing on time.

To make addressing these issues easier and more efficient, create specific tasks and add them to your virtual assistant’s job description. This ensures that your virtual assistant is able to take responsibility for these areas of your business and free up your own time.

Getting high-quality results with virtual assistants

Now you want to think about how you will manage success with these tasks. What does winning look like for all of these tasks?

How will you measure success with these tasks and can you make these tasks into a cadence for daily, weekly, monthly, quarterly, and yearly so nothing gets forgotten and when your virtual assistant sits at their desk in the morning they know exactly what they need to do right away without effort from you?

Keyboard showing a results key

Finding the right person

Think about the skillset, mindset, and experience someone needs to be really good at these tasks. Also, think of someone you would want to work closely with – what kind of qualities do they need to have? 

You want this to be a person you enjoy working with because life is short you might as well love your job. Think about what questions you would need to ask in an interview to get a good culture fit.

If you take some time to go through this exercise and really think strategically about what you are looking for a virtual assistant to do, how you will measure success and what the expectations will be you have a much higher likelihood of the role working out and the role being successful.

Get Started today with your virtual assistant! Talk to Anequim and schedule a free strategy call now so that we can help you grow your business faster than ever before!Listen to The Bootstrappers Podcast for more incredible free business tips, tricks, and techniques to help you fulfill your business vision!