Hiring a Virtual Assistant Booklet

“The Richard Smith Team”
22503 Katy Freeway Suite 28, Katy TX, 77450
Phone: (281)994-4240 Fax: (281)840-6881 C/O: Richard Smith

What is a Virtual Assistant?
Ever heard about Virtual Assistant? If yes, great! You know the benefits of having a virtual
assistant. If not yet and you are still wondering what this new hype of an online support is all
about, let’s get into some highlights to get you acquainted and help you decide if you need one or
more virtual assistants (commonly called VAs).
A virtual assistant is an independent contractor who provides services and performs job functions
such as: administrative/executive assistant, personal assistant, telemarketing/cold calling, lead
generation, bookkeeping/accounting, real estate assistant, real estate investor assistant, SEO,
social media marketing, web designer, web developer, creative (article writer and graphic
designer) and/ or technical assistance to clients, all while working remotely from a home office.
The virtual assistant may be working from the same city or from the other side of the world.
Their time is very flexible meaning a VA can work according to the needs of the client. Whether
the task is for few hours a week or a full time job of 40 hours a week, the rate per hour or per
project basis pricing varies and will greatly depend on the skills of the virtual assistant.
In addition to providing professional assistance, the company or the client is not responsible for
any employee-related fees or taxes, no logistical systems like providing the right software, extra
office space and no obligation to grant vacation or sick leave with pay.
Virtual assistants usually work for small businesses. Working from home is rapidly growing not
only because there is not much work available in companies due to competition or recession but
for reasons of convenience as well e.g. no need to go through rush hour traffic, no need to spend
for clothes, lunch and snacks to name a few.

Hire an OUTSTANDING Assistant for $2 an Hour!
You already know that I like to preach outsourcing! Well, I’m not the only one. James Wedmore,
our video expert, uses outsourcing brilliantly. He’s passionate about it for a couple of sound
business and personal reasons:
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There’s too much to do and not enough time to do it.
Information overload (due to the Internet) can overwhelm you. He thinks working 18
hours a day to accomplish tasks is simply too much – and silly.
Outsourcing allows you to focus on growing your business, not losing time and money on
tasks that don’t lead directly to more deals and profit.

James loves the following benefits from outsourcing (and you will too):


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You get more and better results with less effort. (If you don’t like that benefit, you’re
crazy! )
Outsourcing allows you think like a CEO instead of an “employee” of your business. In
other words, you value your time, energy and money. This means you focus only on
effective tasks – tasks that directly produce leads, referral partners, and deals!
Outsourcing actually gives you a balanced life, more free time, and more fun! That’s
because you’re focusing on the major important parts of your business and not “minor”
tasks which can be done by outsourced individuals.
With outsourcing, you don’t have the hassle of governmental regulations; for example,
there’s no matching FICA, unemployment insurance, etc. However, be sure to consult
with your CPA on tax accounting details!

Want proof that outsourcing works? Well, here’s what James has done in just the past six
months:
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Launched four new products.
Created three more software products.
Wrote two books.
Took eight trips inside and outside the country, etc….and enjoyed himself immensely!

If, by now, you’re not convinced of the benefits of outsourcing, brother, you need your head
examined! 
Later in this article, we’ll get into the nuts and bolts of finding and using outsourced employees,
but first let’s talk about the issue of compensation. You’ll notice that in the headline we
mentioned $2.00 an hour. For some people, this is an issue. They think that $2 or lower is taking
advantage of outsourced employees.
Here’s why the truth is exactly the opposite: Using the Philippines as an example, the average
wage (depending on the industry) over there is equivalent to US $1.28 per hour. $1.28 an hour!
This means you’re just about doubling their wage when you pay $2 to 3 dollars an hour. It’s
good deal for both of you.
James recommends that once outsourced employees have proven themselves and met your needs
with flying colors, you should take good care of them and show your appreciation. For example,


when two of his Filipino employees got married to each other, James sent them a big chunk of
money to help out with wedding expenses and to let them know they’re highly valued. He also
plans to visit the Philippines to meet them personally.
And this relates to the next point: There are many different countries (India, etc.) to tap for
outsourced labor, and the choice is up to you. But James loves the Filipino workers because, as
he says, “their work ethic is absolutely phenomenal. They have a commitment to duty, honor and
integrity.”
So, as an example, James says that when you hire an outsourced person, a good goal to shoot for
is $65 to 85 a week for 40 hours a week.
A note: James says the Filipino culture has a tradition where you give employees an extra month
of pay at the end of the year. Big deal – it’ll cost you an extra $260 to $340!)
All right, let’s get into those nuts and bolts I mentioned earlier

Steps for Outsourcing
Let’s be clear, setting up an outsourcing system is not difficult at all. In fact, you can be set up
and running in a day! Just follow the steps below:
Step 1: Identify What to Outsource
Your first question is likely, “But how do I know what to outsource?” Here are some guidelines:
First, outsource any tasks in your business that drain your energy; these are usually minor,
repetitive tasks. You should be happy in your business, not exhausted by burden of dozens of
tasks that take time away from building your business. So, you need to observe what you’re
doing to identify these items and hire someone to do tasks like social media management…
incoming messages…emails, etc.
Second, outsource things you know you need to be doing but haven’t managed to accomplish
yet, either because of lack of time or lack of knowledge.
Let’s take a Facebook Page as an example. Assume you know little or nothing about setting one
up. Or assume you should be doing more profitable tasks. Instead of wasting your valuable time
on setting up that Facebook page, outsource the task! Let outsourced employee be your
Facebook/ Fan Page Expert! More than likely, they’re better at it than you are anyway and will


enjoy the whole project.
And don’t stop there! Outsource any important but tedious and repetitive Internet task that can
eat up big chunks of your valuable time:
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Back linking
Bookmarking
SEO to improve rankings
Web content, etc.
Research
Technical support (Customer Representatives, etc.)
Videos
Graphic design, etc.

If it helps, think of yourself as a general. When a battle is fought, a general doesn’t get in the
trenches and fight with his troops. Tactics are not his job. His job is strategy, the overall direction
of the war. If he actually did get into the trenches, it might lead to disaster. His troops are looking
for direction, and there is none! So, immediately promote yourself to the rank of general and
outsource!

Step 2: Use Outsourcing Services
James says there are two categories of outsourced personnel you’re looking for, and he
recommends two different Internet services for each:
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Full-time: this is a person who you want to be there to take care of your needs on a full
time basis. You can find full-time people at Onlinejobs.ph, a site devoted to Filipino
workers. It costs $50 to sign up, but James says it’s well worth it because, overall, it’s
very inexpensive.

QUICK GUIDE IN CREATING A JOB POSTING in OnlineJobs.ph


Sample Job Description
Looking for a full time Virtual Assistant that must be able to think quickly and handle multiple
tasks at once. You will be responsible for managing the ins and outs of a web-based Client
Relationship Management System, all Social Media and online marketing tools including
Facebook, Linkedin, Twitter and YouTube, video marketing and editing of videos, uploading of
property information to a single property website system and some phone support.
MUST be able to work between 9am and 5pm Eastern Standard Time. Must be able to give 40
hours FULL TIME and have NO other job. Dedicated computer with wired Internet Access is
required. Knowing Microsoft Word and Google Docs is a BIG plus, but not required as long as
you are willing and eager to learn. MUST speak excellent English. British or Australian accent
preferred.
To apply for this position, please reply to this post with your resume, contact information
(including Skype ID) and a preferred time for an interview.


The large time difference will create a delay in responses, but within 12 hours, you will start to
get a lot of replies


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Project individuals: these are the “one and done” individuals you hire to take care of
short-term projects. For example, you may need some graphic design done…a web page
set up…an article written, etc. James recommends Odesk.com as the best place to go.
Other similar sources are Elance and Guru.com.

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fiverr.com: this site is James’ “guilty pleasure” because he finds it so addictive. You can
get small services done, starting at just $5.00. It has escrow and is safe. The service
describes itself as “the world's largest marketplace for small services.” You can buy or
sell and have fun doing it.


Step 3: Create a Job Post
Once you’re enrolled in a service like Odesk, Elance, Guru.com, etc, you need to create a post in
order to get bids. And don’t worry about getting those bids – they’ll be coming out your ears
immediately!
It’s extremely easy to create a post. Clarity is the key. You need to let the bidders know items
like:
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The nature of the job; that is, is it a full-time position or a one-time project?
Specific responsibilities for that position so the bidder has a clear idea of what’s expected
of him or her.


Researcher in Social Media
I need a very experienced researcher and also general assistant
(occasionally). Responsibilities include:
• Ongoing as-needed basis researching industries and case studies in social
media as well as social media specific information
• General Administration (only on rare occasions)
Hourly rate and this will be a long term business
relationship.
Researcher needs to be sophisticated and able to obtain detailed information that is not
just obtained from Google. Also, data researched needs to be credible.
At this stage, it will just be a role on an as-needed basis. Less than $10/hr.
Contact me at:

Here’s an actual administrative support example we pulled off one site:
Notice that the heading is very clear and simple. It tells applicants exactly what the job is.
Then the body gives a clear explanation of the position.
A post like this can be generated very easily and quickly. Simply give some thought
to the content first so everything is clear to the bidders.


Step 4: Interview Applicants
When interviewing, James looks for someone who’s passionate, respectful, and eager to
learn new things. To him, it’s more important to possess those traits than training because
you can always train for skills but not attitude! It’s all about how the two of you get
along together. Interviews can be done via phone (Skype, for example) or text
messaging.


However when you interview, do this step properly! If you ask the right questions and probe for
attitude, it’ll make it more likely that you’ll get the right person for the job right off the bat.
Of course, you’ll have to come up with questions specific to your firm and the job, but here are
some examples to get you thinking:
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Are you available full-time? (James recommends that you jump right in and hire a fulltime person.)
Do you have access to the Internet? (Don’t assume they do.)
What type of computer/software do you have?
Will you have other employment or school taking up your time? (This question is
important because you want them fully committed to you, not anything else.)
When will you be available?
What past experiences and skills do you have? Describe them.
What are your favorite tasks?
What type of computer do you have?
Do you have any past work experiences you can send me or show me online?
What are your hobbies/passions?...etc.

Interview a minimum of 3 to 5 people. James advises that you “Look for eagerness and
responsiveness, and then pick someone based on your gut!”

Step 4: Hire
When you’ve chosen someone, always start with a probationary period. Pay them and tell them
this is a probationary period, giving them details of what you expect. If it doesn’t work out, then
you can part ways. Upfront, you want to know how the person will perform. This is mandatory!
As soon as you bring the employee(s) on, take them through a little orientation to get them off to a
fast start; e.g., this is how my business works, this is the structure, etc. Here are some examples of
steps and tools James uses with his outsourced employees:


• Require daily reports spelling out tasks accomplished and how many hours worked, etc.
This lets you know exactly what’s happening, either good or bad.
• Pay outsourced employees weekly. At the end of the week, they should give you a
weekly report with a payment reminder.
• Use the collaboration tool, Dropbox.com. It’s free for the basic service. It’s a folder that
sits on your desk top and anytime you drop something into the folder it appears on the
assistant’s desktop at the same time. All you have to do is drag and drop. It’s all
automatic!
• Use Jing. It’s totally free screen capture software. It allows you to create changes on
video, web content, etc. and then send a link off to your team. Outsource individuals can
then watch, read, or listen to your video, note, or audio.
• Use Google Docs. They’re living documents where you can write something in there,
and outsource employees can comment. Hint: Have employees create a step by step
process of what they’re doing and put it in Google Docs. That way, if they disappear,
everyone knows exactly what needs to be done and can pick up the work with a
minimum of effort.
• Use Xoom.com to pay outsource workers. It’s specifically for the Philippines. It costs
you only $6 dollars per week. James highly recommends this service.
• Option: Use the AgentGuardian monitoring service if you want to know exactly what an
outsource employee is doing. As the site says, “AgentGuardian allows you to precisely
measure the value of your remote work force! While your staff are signed in,
AgentGuardian tracks time worked, user activity, and desktop screenshots.” James has a
close-knit team so he doesn’t use this service himself, but says it might be useful to use
with new people.

Step 5: Make Assignments
You don’t have to micro-manage your outsource employees, but you do need to have a clear
step-by-step procedure for them to follow. You can do this easily via a Jing video or similar tool.
So, there you have it – a complete introduction to the world of outsourcing. I have only one
question for you – if you’re not outsourcing already, why not?


Managing Your Filipino Virtual Assistant
You Hired a Human, Not a Robot
Always remember that this is your full time-time employee, take care of them. You can ask them
about their work: how they like doing their work. Make sure they know that you care about
them.

Filipinos Are Very Conscientious
Many may feel like “they’re not good enough for you”. They’re worried they won’t perform
perfectly. They’re very non-confrontational and because of these cultural traits, if they don’t
know how to do something, they won’t tell you and they’ll just quit without telling you why.

Provide LOTS of Feedback
Provide POSITIVE feedback before you give negative feedback “I like the way you are doing
. On this other thing, here are a couple of pointers”. It will help you get better work from
them. It will make your experience MUCH better and help you keep your employees
forever! Any positive feedback you can give goes a long way.

You Must Train Them
They will not ask you how to do something; they will just try to “figure it out”. If they can’t
figure it out, many times they will just quit instead of asking for help.

Your Expectations
They’re worried about making mistakes (they are afraid of you). Give it time, nurture the
relationship. It will pay off 100 times in the long run. Require them to send you an email every
day. This will keep them accountable, keeps the relationship under control, keeps projects


moving forward and prevent you from micro-managing.

Time Tracking With AgentGuardian.com
This gives you a clear picture of how many keystrokes on the computer keyboard per minute (for
measuring data input). This will cost you $15 / assistant / per month.


Pay Them on Time
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Keep in mind that this is how they are feeding their family! PAYMENT OPTIONS:
Xoom.com (Preferred): the sender pays a fee, not the receiver; it will cost you $5.99 per
transfer. It’s very convenient you can send from bank account or credit card.


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You can also pay via Paypal.com. Many people will be OK with PayPal. Please
take note that both the sender and receiver pay a fee.

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Don’t Pre-pay For Work. Filipinos are from a very honest culture, however, don’t
prepay them.
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• 13 Month: In December you need to pay them a bonus of 1 month salary. This is
prorated if they didn’t work for you the entire year.

Employment Policies
Unless otherwise agreed on, tell them:


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They are expected to work 40 hours/ week.
They’re expected to send a daily email to you.
They’re expected to have only 1 job, working for you.
They can take personal time off when they need to, just don’t take advantage of it
You’re here to help them if they get stuck on something. You can simply say, “Please
just ask me”.
You expect this to be a long-term working relationship. It’s a permanent job.

What about the Time Zone Issue?
Some like to give them things to do all day, then the assistant has it all ready for you the next
morning. I pay an extra 50 cents an hour to have them work my time zone.

Virtual Assistant: PROS and CONS:
PROS:
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Cost effective
Less interruption
If you want to work in your PJ’s, you can work with a virtual assistant
Virtual assistants can be anywhere so the talent pool is much bigger

CONS:
• Harder to monitor
• Can’t run errands ( Office Depot, Post Office, Lunch)

Hiring a Virtual Assistant Booklet

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