| What's really most important when hiring a virtual | | | | person it's time to pull out the non-compete, |
| assistant is doing your due-diligence before you | | | | non-disclosure contract we discussed in the last |
| make the hire. Just like anyone else, virtual | | | | article. Send it to the virtual assistant for review |
| assistants come with their own personality, life | | | | and signing. Be absolutely sure this is signed |
| issues, and family situations. Making sure they | | | | before putting him or her to work. |
| mesh with what you need are paramount to | | | | 8) EIN and W9. We also discussed, in the last |
| ensuring smooth sailing after you've finally agreed | | | | article, requiring the contractor to obtain a (free) |
| to work with the VA. | | | | EIN (employer identification number) to further |
| Virtual Houdini - The Virtual Assistant Disappearing | | | | protect you from possible employer/employee |
| Act | | | | claims later on down the road. Now's the time to |
| Yes, it can happen. Back when you worked in the | | | | ask for this, along with a completed W9 form. |
| retro bricks-and-mortar world, how often did | | | | This is the abbreviated version of our process. |
| someone simply not show up for work? They | | | | We throw in a few things like setting up a |
| quit, right? Unfortunately this can happen with | | | | company email account, and we have a review |
| virtual assistants as well. Perhaps not as often as | | | | process, which each virtual assistant goes through. |
| in the bricks-and-mortar world but it does happen. | | | | A team of three HR pros discuss each candidate |
| Why do virtual assistants quit, disappear, move | | | | and determine if a contract will be offered. |
| on? The same reasons they quit, disappear, and | | | | Because we're a staffing agency, your screening |
| move on in the bricks-and-mortar world. Maybe | | | | process will look a little different from ours. |
| they needed more money. Maybe they became ill | | | | Give Me All You Got |
| and could no longer work. Maybe a better offer | | | | Never send a virtual worker a ton of materials |
| came along. Maybe they didn't like the work. You | | | | (letterheads, envelopes, brochures, etc.). It's just a |
| can't entirely avoid the situation itself but there | | | | safeguard. While it is very rare that someone |
| are things you can do to minimize the damage if | | | | would leave and not return those materials to |
| and when it does. Protecting yourself ahead of | | | | you, if they did, how much money would you |
| time for when it does and realizing that it could | | | | have tied up in replacing all of those expensive |
| happen is your best defense.o Online files. Not | | | | printed materials? It's just better not to do it in |
| only does putting your files (Word, Excel, | | | | the first place. Send a virtual worker slightly more |
| PowerPoint, etc.) online facilitate working virtually, | | | | than what they need to perform the task at |
| but it also protects you if and when a virtual | | | | hand. |
| assistant leaves. Simply change the passwords | | | | The Five Finger Discount - Identity Theft/Credit |
| then she's locked out and you don't lose any files | | | | Card Number Theft |
| or have to go hunting them down.o Pay | | | | One of our clients' biggest concerns has always |
| withholding. Why not put something in your | | | | been identity theft and credit card number theft. |
| contract with the virtual assistant that says you | | | | In all the years we've been staffing virtually, |
| reserve the right to withhold pay until work files | | | | we've never seen this happen. It may be that the |
| are returned?o Passwords. As soon as a virtual | | | | work personality profile is weeding out the people |
| worker leaves or is let go, remember to change | | | | who might be tempted and our HR department is |
| your passwords on everything he or she had | | | | further ferreting out those who are |
| access to! | | | | less-than-desirable, but the other half of it is the |
| What I Say Versus What I Can Do | | | | contractor mentality of a virtual assistant as |
| Would you hire someone to watch your children | | | | opposed to the employee mentality of |
| just because they say they're capable of doing | | | | an...employee! |
| so? I didn't think so. Then why would you hire a | | | | You can minimize your risk by not giving out your |
| virtual assistant (or anyone for that matter) | | | | credit card information to a virtual assistant. If |
| without first finding out what they can do and if | | | | you need to give the virtual assistant a credit |
| they can do what they say they can do? I | | | | card number for ordering products or services on |
| recommend several steps be taken to test a | | | | your behalf, get a separate card that is used for |
| new virtual assistant contractor before | | | | nothing but items the virtual assistant orders for |
| contracting with them. These steps are modeled | | | | you. It's much easier to check over your bill for |
| after our own company's interviewing process, | | | | erroneous charges this way. |
| which has evolved over the years. It's a lot of | | | | Hours availability |
| work on your part but very worthwhile. If you | | | | When hiring a virtual assistant, not only do you |
| don't want to take all of these steps then look | | | | need to make sure their skills and abilities mesh |
| for a good virtual staffing agency, like Team | | | | with you and your business, but you must also be |
| Double-Click who does all of the work for you. | | | | sure the virtual assistant has enough time to take |
| 1) Job posting. In your case you'll either need to | | | | care of your needs. Very simply ask the potential |
| make a posting on a job board, such as | | | | virtual assistant how many other clients she has, |
| CareerBuilder, Monster, or Craig's List. Or you can | | | | how many hours per week she is working, and |
| search those boards for virtual assistants looking | | | | how many hours she has to devote to you. Does |
| for work. | | | | it work with what you need? If not, move on. |
| 2) Typing test. You want to know your new | | | | The rate |
| virtual assistant can type...accurately, right? Send | | | | I don't know about you, but I've never bought |
| him or her to typingtest and ask for the results | | | | something without first knowing what it was going |
| back. Look for a high level of accuracy coupled | | | | to cost. Important questions to ask before |
| with high speed. | | | | contracting a virtual assistant: |
| 3) Computer skills test. Again, you want to know | | | | 1) What is the rate per hour? |
| your virtual assistant can use Word and Excel. | | | | 2) Are there different rates for different tasks? |
| Send her to expertratings, ask her to take the | | | | 3) If so what are they? |
| free Word and Excel (and any others you want | | | | 4) Do you round to the nearest hour or the |
| to know about) tests and send you the scores. | | | | nearest minute? To the nearest minute is the |
| 4) First interview. Agree on a time and date for | | | | most desirable. |
| the first telephone interview. Then give the | | | | 5) Is there a start up fee? |
| potential virtual assistant your number and have | | | | 6) If so, how much? |
| her call you. Have your questions ready. Did she | | | | 7) Is there a termination fee? |
| show up on time? Did she answer your questions | | | | 8) If so, how much? |
| to your satisfaction? Do her skills still fit? | | | | 9) Is there a minimum usage? |
| 5) Work personality. You simply must know if the | | | | 10) If so, how much? |
| person you are about to contract is honest, has a | | | | 11) Can you work within my budget? In other |
| high level of integrity, is a team player, and so on. | | | | words, if I can only afford 10 hours per week, |
| We recommend totaltesting, where you can ask | | | | what happens when you've reached 10 hours? |
| the potential virtual assistant to take such a test. | | | | How is that handled? |
| Now this one costs a few bucks. It's up to you | | | | 12) What are your future plans? How long do you |
| whether you want to pay for it or require the | | | | intend to be a virtual assistant? Is this a career |
| virtual assistant to pay for it. Just remember - if | | | | for you or a short-term venture for some extra |
| you ask her to pay for it and you don't hire her | | | | cash? |
| she's not going to be a happy camper. | | | | My philosophy when hiring anyone, virtual |
| 6) Second Interview. The cool thing about Total | | | | assistants included, is to hire slowly and fire |
| Testing's work personality tests is that they give | | | | quickly. Trust your gut. If you don't feel that a |
| you another set of questions to ask the | | | | virtual assistant is working out, let her go |
| candidate during a second interview. Have a | | | | immediately and don't look back. Your gut is |
| friend, spouse, or colleague interview this person | | | | probably right. But do take your time hiring. Go |
| the second time. Compare notes. How does each | | | | through the paces to determine if he or she is |
| of you feel about this person? Will she work out? | | | | the best fit for YOU; it'll minimize the risk that he |
| 7) Contract. If you're ready to contract this | | | | or she won't work out for you later. |