One of the important ingredients to success is good employee management. A functional and efficient work environment can be achieved through proper employee management.
Things you need to remember to be an effective leader
- Foster Open Communication - Communicate every day. A quick 5-10 minutes call with your VA to set your goals and expectations and a simple catch-up can help improve their productivity.
- Be consistent - Be consistent with what you say and do. If you set goals to achieve and promise your VA incentives, make sure you follow through with it. It can also mean consistent communication with your VA.
- Measure and monitor staff performance on a regular basis - Provide feedback if necessary. This can be done during your daily catch-up.
- Encourage staff to voice out their opinions and ideas - Ask your staff questions. Be open to their feedback and ideas. This will help you grow together as a team.
- Have clear goals and objectives - Set up a clear goal you want to achieve with your staff. This is to make sure that you are aligned with what you want to achieve.
- Reward and recognize hard work - Incentivize your VA. If they’ve done well, give feedback or give them incentives if appropriate.
- Make sure you have patience - VAs may ask you questions when they’re uncertain. Make sure you’re open to answering questions and providing additional information. It is better for VAs to ask questions than waste their time doing the wrong thing.
- Provide an opportunity to grow - Align your goals and give them the opportunity to grow in the company. May it be free training, rate increase, or additional incentives.
Things you need to coordinate with your VA:
- Time of work - Set a definite time of work, the number of hours they are required to work and how many days a week they should work.
- Time Tracking - You can use different time tracking tools. We recommend using Jibble to track your VA’s work time.
Time Tracker: Jibble - Register & Walk Through Tutorial:
Time Tracker: Jibble - Chrome Extension, Slack Integration and Timesheet Checking:
- Payroll - Set a definite date when you need to receive your VA’s timesheet and set the day they will receive their pay. Remember that a well-paid employee is a motivated employee.
- Rate and Incentives - Make sure that the rate per hour is clear. Any planned incentives should be put in writing to avoid miscommunication. Make sure that when an incentive is set, both you and the VA should follow through. Be sincere. Be consistent. Reward their hard work.
- Frequency of payments - We recommend weekly payments but you can talk to your VA if bi-weekly payments will work with them.
- Payment platform - We do recommend using Wise instead of Paypal. Wise deducts lesser fees and instantly provides payment, unlike Paypal.
VA Quality Assurance
Watch the video covering this topic:
- Check the leads. Are they meeting the criteria? (Followers, website, language, country?)
- Followers should be between 10k to 200k
- Should not be verified (Brands with blue checkmark are not qualified)
- Must be from an English speaking country
- Must have a website
- Check if messages being used are correct
- Check if messages are being personalized
- Make sure to have a 2-3 minutes interval before sending a new message.
- Must have a good feed or good branding (Not required but helpful)
- Check if follow-ups on the main platform are being made. Follow-up starts after the first week of prospecting. 20 follow-ups per day.
- Week 1 KPI - 40 leads per day
- After Week 1 - 40 leads, + 20 follow-ups per day
- Check how many loom video requests were collected. A good number should be around 10 or more in a week. If you’re not reaching this number, change your niche. Observe the niche for 3 days and see the response rate if it’s working. If the rate is less than 5%, there are changes that need to be made. Example: change niche, change messages, check leads that are being messaged.
- Check the “Viewed” row on the “Loom Video” tab. See if it’s being updated. If the view rate is less than 50%, then the view rate is low and therefore needs improvement. Send a follow-up!
- Check if loom videos are constantly being sent.
- If the view rate is okay and the number of videos sent is high but no bookings are coming in, you may need to check your loom videos.
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