How to Assign a Task to a Virtual Assistant
A virtual assistant can help busy professionals, entrepreneurs and homemakers outsource many of their tasks. Virtual assistants are independent contractors who work remotely at a separate location from the employer. Virtual assistants can perform a wide variety of tasks that do not require their physical presence, including bookkeeping, scheduling, making reservations, preparing spreadsheets, customer service, hiring, research and purchasing. A successful working relationship with a virtual assistant requires clear communication, organization of tasks and projects and ongoing feedback.
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Instructions
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Your Virtual Assistant Can't Read Your Mind
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Begin the process of assigning a task to a virtual assistant by writing down the goal of the task. Be as specific as possible. Try to visualize the task completed perfectly. What does that look like? What elements are included? What has your virtual assistant accomplished or produced for you? Define the scope and importance of the task along with the deadline and a realistic estimate of the time required to complete it.
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Communicate to your virtual assistant exactly what you need and why you need it. Always communicate the purpose of the task to avoid misunderstandings. Be as specific as possible and provide any necessary background information or contacts. Communicate how much time you anticipate will be required to complete the task. Communicate with your virtual assistant in writing through e-mail and ask your virtual assistant to clarify in writing any instructions provided by telephone.
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Ask your virtual assistant to restate the task in their own words to make sure that you have communicated your needs clearly. Make sure your virtual assistant understands the task, deadline and scope of your request. Ask your virtual assistant to begin the task and then report back to you on progress made after a set amount of time. Checking in early in the project to report progress or problems can save time and money.
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Make certain you establish a schedule for regular updates when assigning ongoing tasks or projects that will take several days or longer. Be sure to establish expectations of how and when ongoing tasks will be completed. Provide your virtual assistant with instructions for how they should handle things that come up unexpectedly. Also make sure your virtual assistant is clear about how often and under what circumstances you expect them to contact you for clarification.
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Provide clear feedback to your virtual assistant. If your virtual assistant did a task perfectly, say so and it will be done that way in the future. Be clear about any changes you would like to see in the future. If your virtual assistant does a great job, say so and make sure the supervisors know what an outstanding job your virtual assistant is doing. If problems arise, carefully review the instructions you provided. Remember, it is your job as an employer to clearly communicate your needs and to make certain that your virtual assistant understands what you expect.
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Tips & Warnings
When possible, try to begin outsourcing with your virtual assistant on less critical tasks. Don't expect things to go perfectly smoothly the first time. Always ask your virtual assistant if there are ways that you could be more clear or provide better instruction. If you have never supervised anyone before, be patient with yourself, your virtual assistant and the process.
Avoid providing open-ended assignments that do not provide clear time limits. When assigning multiple tasks, make certain to provide the order of priority.
References
Resources
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