Congratulations, you have finally settled on the successful candidate to become your virtual assistant. You are about to join the businesses that have discovered the game-changing power of remote talent. But the million-dollar question is: what happens after you hit send on that welcome email?
The excitement of finding the perfect virtual assistant can quickly turn into panic when you realize you have no idea how to get them up and running. Will they understand your business as well as you do? Can they speak to clients like you do? Can you trust them to take over your calendar and prioritize your tasks? How do you explain everything so that they clearly understand? These questions often cause employers to panic and opt to skip the most crucial part of the hiring process: onboarding.
The truth is that almost half of virtual assistant relationships fail within the first month, not because the assistants are not skilled enough, but because of poor onboarding. But you are not that employer, because you are reading this. This ultimate guide will walk you through every step to successfully get your VA started and build a lasting relationship from the very first day.
Why Virtual Assistant Onboarding Matters
The hiring process does not end after choosing the candidate who fits your role. The first step in engaging your newly hired VA matters significantly in how their qualifications will translate to real success in your business. At this stage, it’s not about what they are qualified in or what you need them to be trained in; it’s about how their virtual assistant skills can align with your company culture, business goals, and tangible results. The difference between a structured onboarding process and throwing your VA to the deep end can define the success of the position. Here is why it matters;
1. Guaranteed Productivity
Taking time to offer initial training for your employees directly affects their productivity in their roles. For example, suppose a VA is tasked with managing your calendar, scheduling meetings for you, and booking appointments on your behalf. In that case, proper onboarding will help them understand your routine and the best times for specific activities. In this case, onboarding will not only involve introducing them to your calendar management tool but also helping them understand your daily patterns, including your high-energy and low-energy moments, and how they can utilize this information to keep you productive while performing their job effectively.
2. Clear Communication channels
Communication is very crucial between employers and their teams, especially when managing remote staff. You need to clearly define how you communicate as a company, what tools you use to maintain constant communication, and how they can easily reach out. Communication is not only about the tools, but also about who they should communicate with, what needs to be made clear to other team members, how to address them and customers, and when to speak.
3. It eliminates unnecessary errors.
Most errors that occur within the first few days can be eliminated by investing in proper training. If you ensure that the VA understands what they are supposed to do, how they are supposed to do it, and how to self-assess to minimize errors, it becomes infrequent for them to make mistakes. Tools that can help reduce errors for new employees include providing guides or sharing a test to assess their understanding of the onboarding training.
4. It builds loyalty
Properly onboarded VAs tend to stay longer with their employers, building invaluable institutional knowledge. Wondering why it is so? From inception, they get to understand your company’s values, the culture that you practice, and align themselves accordingly. Building a positive impression with your employees from the start of their journey with you influences their perception of their work, their performance, and the passion that drives them to work effectively.
5. It boosts the virtual assistant’s confidence.
If your team understands what they should do and what is expected of them from the start, they can confidently apply their virtual assistant skills without fear of making mistakes. They tend to feel well prepared for the job ahead and can boldly tackle any challenge that comes their way.
How To Get Your Virtual Assistant Started.
Now that we have discussed the benefits, it is evident that onboarding is very beneficial for any company. Whether you’re a startup, a growing business, a personal brand, or a large corporation, having structures in place to guide you through getting your virtual assistant started is crucial.
“Is training a virtual assistant different from other roles in the company?” You may ask. No, it’s not. While a traditional employee who is physically available at the office can easily turn to their colleague in real-time for assistance or connect with them in person, you can only link to your VA virtually and can only communicate with them through digital communication tools. Hence, proper attention needs to be given to the onboarding stage.
Let’s dive into the guidelines to onboard your virtual assistant properly.
1. Stage 1: Pre-Onboarding
Strategy matters in everything when hiring. Before getting started with onboarding, it is essential to set clear expectations and responsibilities. These will guide you in establishing the key performance metrics that you need to communicate to your new VA clearly. It will also help you set the proper communication protocols and response times.
At this stage, it is also essential to prepare all key tools and resources. These include software access, password management systems, file sharing, project management tools, and communication channels such as Slack, emails, or video conferencing.
Additionally, organize documentation and processes that will aid in their job. These may include standard operating procedures, brand guidelines, contact lists, and training materials.
2. Stage 2: Onboarding
The onboarding stage can be subdivided into weekly milestones to maximize intentional and practical training. In the first week, you can focus on welcome and introduction activities, such as introducing them to key team members with whom they will work. The first days can also be used to share the company culture and values, clarify expectations and address any role-related questions, and set initial goals and milestones within the job. Additionally, create tutorials for tools and software, share security protocols, and outline how to organize files for sharing and documentation. You can also guide them through setting up tools so that they can practice on them and share any challenges they encounter in advance.
In the subsequent week, you can begin by sharing simple tasks to assess how they have caught up on the training process, whether they are using the tools correctly, and any areas where they need more training. It is also advisable to keep active check-in schedules and weekly progress meetings. You can also set reporting templates and clarify the usage of tools such as project management tools, communication tools, and more.
3. Stage 3: Post-Onboarding
Lastly, it is essential to create assessment tests for your VA to evaluate the success of the onboarding exercise. Also, gradually increase the complexity of the tasks to usher them into regular work, encourage questions and continuous learning, and monitor their progress while offering constructive feedback.
Best Practices to Get Your Virtual Assistant Started
Onboarding is not a one-day affair. You need your employee to begin working as soon as possible, but you still need them to work from a point of understanding. Therefore, it is essential to implement long-term strategies in addition to providing the right tools that will sustain momentum as your employee becomes accustomed to their new role.
- Invest in strong communication tools – emails for formal communication, instant messaging for quick questions, video calls for complex discussions, and project management tools for task updates.
- Feedback is key – create a feedback mechanism to facilitate continuous improvement. Most importantly, acknowledge good performance, as it boosts morale and encourages further effort.
- Implement ongoing training – create thorough training materials, including step-by-step documentation, FAQ documents, video tutorials, and industry-specific resources.
- Leverage Technology – utilize online assessment tools and tracking, as well as online course platforms for continuous employee development.
Begin Your Virtual Assistant Success Story with Remote Raven
The success of a virtual assistant begins with getting the perfect fit for your business and applying the best strategies to get them started. We understand that this process can be pretty taxing and time-consuming for business owners.
At Remote Raven, we handle all the hard work and let you focus on what matters most: your business. Our comprehensive recruitment and onboarding processes ensure that your remote assistant hits the ground running and is motivated to produce results, saving you time and eliminating guesswork.
Don’t spend months struggling through trial-and-error onboarding. By adopting our tailored services, you can transform your organization and get ongoing performance support. Contact us today for a free consultation and discover the key to empowered and motivated virtual assistants.
