1 Establish your workflow
At Quickskill, we ask every potential client (whom we call members) to fill out an online Needs Analysis Survey. This survey helps our project managers identify the tasks in your workflow that your virtual administrative assistant will take off your plate.
Since all of our assistants are educated individuals who are hired and trained to be virtual executive assistants, there’s no need to figure out which assistant to pair you with. No matter who you get, they’ll be the best option.
The Needs Analysis Survey also helps establish your preferred communication methods, support hours needed, time zone, current tasks to be delegated, future tasks to consider and map out your overall administrative process.
If there are gaps or needs in your systems and processes, our Engagement Managers step in as knowledge partners to help create and manage enhanced workflows that will move your business forward.
2Create solid systems
Once you’ve taken the survey, our team puts together a personalized Implementation Plan that maps out how your dedicated virtual administrative assistant can support you best.
If you don’t already have systems in place that you’ve mastered, that’s okay. Our Engagement Managers are your source of systems creation. They can devise a training program and document everything in your unique Member Manual, which is located in a secure internal wiki.
We use this wiki to train your backup assistant should your dedicated, primary assistant ever be unavailable due to sickness, vacation, or whatever else that may happen. You are always covered.
If you already have systems in place, all the better! We can hit the ground running even faster. And if you’ve written a training manual that details a process, you are truly a rock star!
3Use Remote collaboration tools
Since a virtual administrative assistant is a remote worker, our team uses remote collaboration tools (like Jitsi and Skype) to communicate with members for Onboarding Calls and afterward. Obviously, we use email as our preferred method of checking in with members, since everything can be documented better that way. But there are other means of giving instructions, asking questions, and responding to issues in real-time. Slack is an incredible online collaboration tool that many companies have adopted. Don’t use Slack? No worries. Our team is familiar with using alternatives to Slack, and setting you up on whatever tools you prefer to use.
We also collaborate via cloud storage services, and can even help you choose the right cloud-based service provider if you’d like. At the end of the day, we make effective collaboration simple. We use the best most reliable tools, and are always ready and able to help members harness the capabilities of remote collaboration.
4Check-in Daily
Every day, each of our virtual administrative assistants sends their members a Quickskill Daily Review via email. This review provides a daily breakdown of the tasks your dedicated remote assistant has accomplished on your behalf.
All you have to do is browse the brief email. If there are issues or if you have questions, shoot your virtual administrative assistant a reply email. If you’d prefer to deal with your Engagement Manager, email them with anything from updated instructions that will further streamline your processes and tasks to clarifying expectations to canceling a task altogether and replacing it with another.
If everything looks great and you’re satisfied with your assistant’s progress, you can choose to rate their service or simply do nothing at all. We know you’re busy, so we take as much as possible off your plate.
The Quickskill Daily Review email is a great way for you to assess your future needs, and to decide what additional tasks you’d like to delegate.
There are many benefits of outsourcing your repeatable, routine tasks. We have no doubt that you will benefit from outsourcing administrative and back-office tasks to a managed, dedicated virtual assistant who is trained to handle your specific tasks. If you aren’t a great communicator due to time or personality, that’s okay! We’ve got your back.
Working with a virtual administrative assistant is all about the long-term, so don’t give up if it seems difficult or overwhelming at the onset. If you hang in there, you’ll soon be more productive and better able to compete in your industry.
