Technology today makes our lives so much easier and puts clarity to the everyday working world. I have found several applications that will help you and your Virtual Assistant work more efficiently.

1. Google Account
Using Gmail has the most options for entrepreneurs / business owners. The Google app online and on handheld devices offers many options. Gmail allows you to use your own domain name to maintain the professional presents. You can then create another email account for your VA and delegate your email account to them without providing them your password. This works great if you are having a VA manage your email box. Using the google account also provides you with a document center where you can share and hold documents that you and your VA will utilize.

2. LastPass
Password management program that allows you to share your login’s and passwords without providing your actual passwords. You set up an account and so does your VA. You share the sites that you use with them. You then share those links to their account and they can work in those sites as if they were you. If you ever run into problems, you just remove that VA from your list and they can no longer access your accounts. This is also great if you need to provide your information or credit card information. They can use the auto fill without getting any of the information.

3. Dropbox
Dropbox is a housing for documents much like Google Docs. You can upload, open, edit, and share from the drop box as needed.

4. Snagit
This application is for sharing screenshots with your VA with notes. Makes is easy to share what changes you want made rather than trying to explain in an email.
5. Sweet Process
This is a web-based software tool that allows you to document recurring procedures. It enables you to provided step-by-step instructions. You can add screenshots where needed for visibility.

6. Slackbot
This is a quick and easy application that allows you to communicate quickly with your team. It can be used on your handheld devices as well. Much like a messenger application, but only houses your team.

7. Wisestamp
Give your email signature a professional look for free to little cost.

8. UberConference
Uber provides you with a phone number for everyone to call into. You can also use it to hold a conference via computer and share screens. This allows easy training’s.

9. DocHub
This allows your VA to set up and send you documents that need to be filled out and signed by you. You just upload the document and assign who needs to complete what. Most of the time your VA is in another state. This allows you to complete needed docs with ease.

Working as a Virtual Assistant, and working with different clients every day has its challenges with everyone working differently. These are basic apps and programs that make the process easier on everyone. Even clients have taken a liking to these apps and are implementing them in their everyday work.

There is no doubt the best kept secret is out – working with a virtual assistant (VA) is now the most cost effective, quick, and efficient way to free up your time. If you’re constantly faced with recurring tasks that are sucking up the time in your day, chances are you need to look at hiring a VA. Your time is best utilized, focusing what drives your business forward.

Here are some tips for working with a VA for the first time.
1.Be realistic about your request. You and your VA are learning to work with each other. Start with one task at a time. This makes the working relationship and transition smoother.

2.There is no doubt that having a VA is a time saver for you. Leverage your time wisely make sure your getting the most out of your free time by being productive yourself.

3.Give clear directions, don’t assume they know anything about your request. As Henry Winkler once said “Assumptions are the termites of relationships”. He couldn’t have been more right about that. Spend the time to be clear and concise.

4.Work on building your trust level with your VA. Don’t micromanage their tasks. If your spending time micromanaging, how is hiring a VA beneficial? Learn to let go, they were hired to bring you solutions not problems.

5.Be realistic about the allotted time and deadline your providing for a task to be completed. Asking your VA to complete a task in the next hour is not realistic, unless you have cleared that with them already. Allow them enough time to learn a new skill if needed. Once they have done it once, it won’t take as long the next time they perform that task.

6.Have an open and clear relationship with your VA. Work out a way that you can communicate with them the quickest. Sometimes this is a phone call, text, or email.

7.Your VA is a subcontractor who is operating their own business as well. Provide payment to them on time. You want them to be focused your tasks, not the fact that you haven’t paid them.

8.Make sure your procedures are repeatable and don’t have constant changes involved. This takes up a lot of your time and their time. Have a process set, and move forward.

9.Respect your VA they are more than just your assistant. They are someone you rely on, and they rely on you as well. Treat them as part of the team, an important part of the team.

10.Give credit where credit is due. Providing positive feedback to them is encouraging. Working with someone that you’ll never meet face to face has enough challenges. Give them feedback even when something is wrong, but remember to also mention what they have done well for you. We are all human and we all like to be recognized.

Remember you are working as a team, you are helping them and they are helping you. Treat them with respect and confidence. Provide them with opportunities to learn and grow, just as you would as a business owner. Be sure to put your energy and efforts into a VA that is supporting you the way you need to be supported. After 30 days of working with a VA you should have a good idea of your working relationship.
Written By: Jennifer Payton / Owner of JD Solutions LLC / Virtual Assistant / https://jdsolutionsllc.wordpress.com/

I have recently had a lot of questions on what a Virtual Assistant is, and what a Virtual Assistant does? I am here to help you understand that. Being a business owner has its everyday challenges. How many times a day do you find yourself saying, “I need another one of me”? Here is some helpful information to help you understand what a Virtual Assistant is and what they do.

What does Virtual Mean?

Virtual Means working from an offsite location. They are not located in your office. This person can also be in another state.

How is this managed with someone not in my office?

Today’s technology makes this very easy to manage. The internet allows this person access to your company or computer just like a person on your staff would. Your assistant can also make calls and receive calls as requested.

Is this safe?

This is all very safe. If you feel the need, you and your assistant can work up a contract agreement. If you have a large company you may allow your assistant to remote into another computer to work. Or you and your IT company put together another remote access point.

What type of Assistant are they? Who do they assist?

This person assists you with your daily tasks. The process is just like hiring someone to be in your office. The difference is they are subcontracted, and work from a home office. Depending on the structure you could have this Virtual Assistant help you with work and personal tasks.

What types of assistants are out there?

The list of assistant is very long, your most common are:

– Administrative Assistant

– HR Assistant

– Doctor’s Assistant

– Marketing Assistant

What types of tasks can a Virtual Assistant help me with?

Think of it this way, If the task can be handled via phone or internet and does not need direct physical interaction, your assistant can handle it. It could be anywhere from rescheduling a doctor’s appointment to managing your email and calendar with clients. Typical everyday tasks that take you away from being your best, are tasks that a Virtual Assistant can handle.

The biggest question might be how much do they cost and how is this safe? Your VA does come with an hourly rate, However you do not pay them by the hour you pay them by the minute. For example your VA charges $15.00 an hour. Your VA will use a software program that tracks their check in and check out time on the task. This is taking that $15.00 and dividing that time into the time spent. Using a VA is perfectly normal, and safe. They are held to the same confidentiality as your staff. Believe it or not your VA has the same concerns when starting with you for the first time. Assistants have agreements they can offer you, or you can give them one.

Using apps like Lastpass allows you to give your assistant access to websites and accounts without giving them actual passwords and credit card information. When delegating permissions to view emails it’s best to do in Gmail. Gmail allows them to be delegated, leaving the control of the email in your hands. There are many more apps and programs that are free that protect you and your assistant.