Managing Your Own Virtual Assistance Team
- Part 1
By Patty Benton
www.moretime4u.org
The business sector is becoming more aware of the benefits of hiring Virtual Assistants (VAs) to assist with their project needs thanks to some great virtual assistance organizations and industry leaders. As a result, many VAs are becoming overwhelmed with the workload and how to effectively handle the quantity of their work. In order to address this issue, some of the larger virtual assistance organizations have created "teams" of VAs to assist them with any overflow work. Many other VAs have expanded their business as far as they can on their own and are now considering working with subcontractors to complete their work. However, they are faced with many doubts and questions about the process and success.
Some questions they might be asking themselves are "How do I find quality VAs? How do I know another VA will do the work the way I do? How do I ensure it will be the quality work my client expects and deserves? How can I trust another VA with my client? What if they try to steal them? How do I pay the VAs? If I have too many projects going on, how do I track them?" These are just a few questions of the questions that VAs have and that might potentially scare them into turning away the work instead of subcontracting it out. Before you run scared, we highly recommend you read this article too as it explores these questions. Part 2 of this series will share the answers/solutions to these questions an more.
How do I find quality VAs?
Most VAs belong to listservs. A listserv is an excellent communication tool that offers its members the opportunity to post comments, questions or suggestions to a large number of people at the same time, within a predefined interest group. When an end user submits a post to a listserv, the submission is distributed to all of the other people on that listserv. Most VA listservs are similar since they allow VAs to network and support each other.
This is a great way to find other VAs. By reading the posts, it becomes apparent who in the VA community is knowledgeable in a variety of software and skills. A VA can then contact these VAs to see if they are interested in working on a subcontract basis to accept overflow work. Interested VAs should send an email to listservs that they belong to, stating their interest in contracting with other VAs to complete overflow work. Once a VA, or multiple VAs have expressed interest, the lead VA needs to take the time to talk to each VA, selecting ones who best fit his/her work style and have the skills needed. The goal is for a lead VA to find his/her subcontracting team BEFORE he/she needs them. This will allow the VA to comfortably accept work and provide a smooth transition to the subcontractor assisting with the overflow. Please refer to the end of this article for some great VA listserv resources.
How do I know another VA will do the work the way I do?
It is imperative for VAs to let go of this concern now! No VA will do the work exactly the way another would. Instead of worrying about how a VA works, a VA should focus on finding another VA that produces the same quality of work. It is important to understand that in the subcontracting process, a lead VA will have to let go of the process and allow the other subcontracting VA to complete the project. If not, it will be difficult to keep a consistent team of highly qualified VAs.
How do I ensure it will be the quality work my client expects and deserves?
This is difficult, but it can be handled it in a few ways, depending on the project requirements. One idea is to have check-in points throughout the project. At each check-in point, the subcontracting VA should submit what he/she has completed thus far, for review to ensure they are on track before proceeding further. The sooner this process is implemented, the less time will be wasted if they are not on the correct path. He/she should always check the project thoroughly when the project is completed by the subcontracting VA and before it is submitted to the client. In addition, the lead VA should allow for ample "clean-up" time as every now and then it will be necessary before a project is submitted to the client. Finally, the lead VA should always schedule enough turn-around time from when the subcontracting VA submits work and when the client expects it.
Part 2, will explore the following questions:
- How to trust another VA with clients?
- What if they try to steal them?
- How is a VAs paid?
Part 3, will explore:
- If there are too many projects, how should they be tracked?
Some recommended free virtual assistant groups to join:
(Look to see if your state or region has a VA group. For Colorado VAs, go to http://www.coloradovas.com )
Some recommended membership required virtual assistant groups to join:
Another article by Patty Benton on "Using Subcontractors":
You have permission to reprint this article electronically or in print, as long as the text and byline remain unedited. A courtesy copy of your publication would be appreciated.
© 2006 JERPAT Virtual Assistant. All Rights Reserved
About the author: Patty Benton is the owner of JERPAT Virtual Assistants and JERPAT Web Design, www.moretime4u.org, which provides affordable administrative and Web design support to coaches, small businesses, religious organizations, and realtors. Additionally, Patty is a coach for new entrepreneurs interested in venturing into the virtual assistance industry that is affordable to all, and she has also written an e-book that takes virtual assistants through the process of setting up their business. Visit her coaching site at www.virtualvacoach.com for program details and great business resources. She has also partnered to establish the ministry Acknowledging Christ Together at Work www.actatwork.com. If you would like to receive Patty's articles and other tips in your mailbox every month, you can sign up at http://www.mortime4u.org/home.html.
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