Have you thought about hiring a virtual assistant but do not know where to start or how to create a procedure that will translate through a screen?
When creating a system you need to ensure that you highlight all aspects and provide a step by step guide to complete the procedure. Even if you think it is a task that anyone can do, it is important that you provide the steps you take to complete the tasks. This will help when you are troubleshooting any potential issues, and ensure consistency throughout all the work.
- Name it (Create a name for the task)
- Film it (Film yourself performing the task online via QuickTime Player or Comm + Shift +5 for MacBook, allowing you VA to visualise the steps involved in completing the task)
- Commentate it (Add a voice-over while you are filming the task, walking your VA throughout the entire process. Add any extra snippets of information that complement the film)
- Flow Chart it (Create a comprehensive work-flow diagram that clearly outlines each step and the specific order in which each step needs to be fulfilled)
- FAQ it (Create a FAQs document highlighting any questions that might crop up. Provide an in-depth answer to each FAQ. Doing so increases the likelihood that your VA finishes the task in accordance with the provided instructions. This is an excellent opportunity to provide them with alternative solutions towards finishing each task, should any variances pop up as they work through it)
- Help to Line it (Provide your VA with a point of contact, should they find themselves unable to solve any problems alone. Because the VA has other staff to turn to, this eliminates the need for you to be involved in any mundane activities)
Are you ready to take the next steps in hiring a virtual assistant? If you require additional help, reach out to Hippo Business Services, and we can organise a discovery call.
