Previously I shared 5 secrets to hiring a virtual assistant. That article has all the steps to do after you actually get a VA. So today, I wanted to share exactly how to actually hire your VA for the first time and how to outsource your tasks for the first time.
How to Outsource Work You Hate Doing in Under a Week
Note: The process I recommend below utilizes Onlinejobs.ph. This is my affiliate link and I will earn a commission if you purchase a plan. Remember, I only recommend products that I have used myself and I think you will find useful.
Step 1: Identify What You Need Help With
The first step is to create a list of items that you want to outsource. You are going to create a list of four items and brainstorm all of the tasks you do in your business. I would suggest writing everything you do in one entire day and put it into the below categories:
-Tasks you love to do
-Tasks you hate to do (outsource!)
-Tasks you can’t do (outsource!)
-Tasks you really shouldn’t be doing (outsource!)
Step 2: Create an Org Chart
Your org chart doesn’t have to look pretty and be super fancy. Just use an excel spreadsheet and document everything you will do as a CEO and everything you want the new virtual assistant on your team to do. The key thing here is to think about what you want your team to look like one year from now. Add those team spots that seem a little scary right now as TBD and start working towards that goal now!
Step 3: Create a Job Description
Here is one of our sample virtual assistant job descriptions.
Editorial and Social Media Virtual Assistant Position
We are looking for a dynamic Virtual Assistant to assist with social media, online marketing, managing editorial content and researching and writing articles.
The Virtual Assistant will manage and schedule the WordPress blogging calendar. The VA will work to increase viewers to the website by Search Engine Optimization, building link networks, article marketing and commenting on forums and other blogs. VA must possess strong research, analytical, detail and writing skills. We are looking for an individual who has great computer skills, is a quick learner, highly organized, detail-oriented, comfortable with working online and independently and able to handle large amounts of information and data.
Specific responsibilities include:
• Preparing and publishing social media content for Instagram, Facebook, Pinterest, LinkedIn and Twitter
• Managing and publishing the incoming 30+ guest articles per month and create and manage a monthly contributor program
• Look for and reach out to new guest contributors
• Submit guest articles from CCG around the web to other sites and blogs
• Monitor news releases and social media for new content ideas
• Research and write 5+ articles per week (This doesn’t have to be you writing, it can be roundups like this: classycareergirl
• Obtain interviews and exposure for CCG by networking and contacting other blogs
• Creating featured images and editing photos for social media and articles
• SEO Research and analysis to improve our search engine rankings
Additional tasking as required. At any point in time, VA can propose another tasking or training that would benefit ClassyCareerGirl.com
• Strong attention to detail
• Highly organized and ability to complete multiple tasks on time
• Superb writing and research abilities.
• Positive attitude and strong work ethic.
• Ability to work independently and take initiative.
• Able to think out of the box, with an interest in learning new things.
• Ability to multi-task and work on multiple projects at once.
Must know how to use social media, have previous experience growing social media channels, marketing, be enthusiastic about helping women, and be willing to handle various projects on-the-fly. This position is a virtual position.
Full Time 40 hours per week
Step 4: Post Your Job
I only teach what has worked for me building my business and I’ve found the Philippines is a great place to outsource. It has been one of the best decisions I have ever made. I now have two virtual assistants, based in the Philippines, who are absolutely amazing. You can do the same utilizing Onlinejobs.ph.
(Note: This is my affiliate link and I will earn a commission if you purchase a plan. Remember, I only recommend products that I have used myself and I think you will find useful).
You can post a job for free. You will need to pay $49 to email the people that respond to you. Sometimes they will email you directly so you don’t have to pay the $49, but I do recommend doing your due diligence and paying so that you can review all of the emails and application that are submitted for the position. In the past, I normally get 35 applicants for each job I post.
Step 5: Be Patient and Find Your Perfect Match
You may have to wait 24-48 hours for your job posting to get approved when you outsource. Then you will start getting a ton of applicants. I usually wait for about 24 hours for applicants to keep rolling in. Then, I go into the system and bookmark the applicants that I think fit what I need the best.
Then, I follow up with this email to the top 3-5 applicants:
-When are you able to start?
-Is there anything else we should know that will help us make
-This position is a full-time 40 hour per week position paying
10,000 PHP. Does this still sound like something you are
What are you most excited about doing in this job?
-Can you send me an article you have written?
Step 6: Hire like a BOSS!
Usually, the “one” is pretty obvious. It’s the one that has responded the quickest and has the best English. I get the feeling that I really want that person on my team and I get a sense of peace and calmness because more stuff will be taken off my plate so Ic an focus on growing my business!
Once I find the one, I send these employment policies:
Great! We would like to officially offer you the Editorial and Social Media Virtual Assistant position! Congrats! Please let us know if you have any questions!
Please review the employment policies below and let me know if you concur:
-Bonus at 13th month
-Week off between Christmas and New Years
-You must send me an invoice to firstname.lastname@example.org at the end of the month to be paid. Please ask Lor for an example of an invoice.
-You need to notify John and I when you won’t be working on a day (vacation, sick, etc)
-We observe all Philippine major holidays:
New Years Days Jan 01 –
Maundy Thursday Apr 9 –
Good Friday Apr 10 –
Labor Day May 01 –
Independence Day Jun 12 –
National Heroes Day Aug 30 –
Bonifacio Day Nov 30 –
Christmas Eve Dec 24 –
Christmas Day Dec 25 –
Rizal Day Dec 30 –
New Years Eve Dec 31
-2 weeks vacation per year divided as follows: One week must be taken between Christmas and New Years and one week or individual days can be taken any time with 2 weeks advance notice (provided that no major projects fall within that time frame)
-We pay through paypal.com.
-This position is for 40 hours per week.
-You must email me at email@example.com and firstname.lastname@example.org every day with an update email answering the below questions:
-What did you do today?
-What problems did you run into today?
-What can I do to make your job easier?
Let me know if you concur with the above. SO happy to have you on board!!! Please let me know if you have any issues or questions. Looking forward to working with you! If you concur with the above policies, we will provide login information and get you started!
Step 7: Delegate What You Hate Doing
I get my new virtual assistant set up in Asana so I can assign them with tasks and prioritize items for them. I also get them their email using my own domain name and let them know how to check their email.
This is where you want to have your plan for how to outsource your tasks. In my situation, the first tasks I delegate in Asana are:
-Login information. Make sure they have all the login info they need.
-Review of the job description and the daily/weekly/ongoing tasks they will be working towards
-Take training videos on Trello.com (this is where I keep my operations manual. I have already pre-recorded trainings for them so they know exactly how I want things done).
-First tasks and assignments.
Then you are off and running. This process can last anywhere from 3 days to 1 week. It’s totally up to you!
Your new teammate is waiting for you!
If you want more details on getting your team structured and business officially launched and growing, watch my free Corporate Rescue Plan webinar!
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