Now you’ve sorted all the formal documentation* it’s time to get going with your VA in place – how exciting!! (*If you haven’t maybe check back on the previous post for what to look out for).
Personally, from as early as the initial discovery call I like to give an outline of what sort of accesses etc I might need, and once contracts are in place I’ll have started steering a client towards what I’ll need to crack on. But it’s always a wonderful feeling when a new client has also been proactive and is preparing for me to start too.
Key things to consider are:
ACCESS TO KEY SYSTEMS AND APPLICATIONS
What do they need access to and how can you give it? Do they need a separate account or will they access through your credentials. LastPass is a great system for securely sharing passwords and user credentials, whether I’m given my own login or am using a clients own.
PROCESSES AND PROCEDURES
Are there any the VA needs to be aware of, and is there any associated documentation. Any standard operating procedures you have get them written down and ready to give to them to ensure they’re aware and for them to refer to in future.
FILES AND DOCUMENTATION
Are things structured in a way they’ll understand? If not, then you may want to write things down for a handover so they can refer to those notes in future too. VAs are often quick off the mark and can get their heads around information swiftly, but the more you can do to help that the more confident and efficient they’ll be.
WHO DO THEY NEED TO KNOW, AND WHO NEEDS TO KNOW ABOUT THEM?
I’m not suggesting you send out a global email to all your contacts to tell them you’ve now got a VA. But who are the key people that might be working with your VA and can you set up an introduction meeting? It doesn’t have to be a long one, just an intro email or 5 minutes on Zoom, but making the effort to introduce them will not only make the VA feel welcome but will also get them started in a positive way with any colleagues.
KICK-OFF CALL
Not all VAs will do one, but personally I really like them. It’s good to sit down and get a detailed feel for what my objectives are, and also how they fit in more widely with the business. As with any investment you want to be able to see the impact and benefit to the business, and setting objectives to be achieved is a great way for you and the VA to both assess the level of work and their effectiveness. Remember having a VA is a partnership, and this sort of information is key to getting started as you want to go on.
And then I think you’re ready to go! Although it might seem like a lot of work when a VA is meant to be taking things off your plate, if you put the effort in to introducing them and handing over to them properly you will undoubtedly reap the benefits sooner.
And on that note, here ends this series of blog posts! Writing them has been lots of fun, and actually given me quite a bit to think about for how I can better help talk to and work with potential and new clients.
As I said at the start of the series these aren’t exhaustive posts – every situation will be different – but I hope they help demystify some of the process and give you confidence to get out there and consider outsourcing.
As always my emails are always open, whether you think you’re my sort of client or not – remember if I can’t help you the chances are I know someone who can! And if you’re a client or a VA who thinks I’ve missed anything then do let me know and I’ll be sure to add updates that come in.
Thanks for reading and I hope your journey to outsourcing goes well!
