How I utilise Virtual Assistant's within my own business

You might be surprised to hear that I utilise Virtual Assistant's within my own business. This article looks at what the pros and cons of hiring one, along with how it works at a basic level. I wanted to share from my personal experience, how these amazing individuals not only enhance my business but more importantly make my life a whole lot easier!

What is an associate and how does a Virtual Assistant use them?

You might have heard of the term Associate Virtual Assistant - essentially an Associate VA is a fantastic tool at the disposal of the lead VA* (Virtual Assistant). Sometimes a VA will use a sub-contracted associate to outsource project work, or for additional daily support (as a virtual assistant assistant!) This allows for the VA’s business to grow and can provide holiday cover to clients or additional skill sets when necessary. Associates work directly for, and are contracted by, the virtual assistants who provide a seamless service for their clients. Invoicing is carried out by the VA and associates are paid at an agreed rate (either as a project amount or as an hourly rate).

My virtual team and I have the ability to grow and adapt to business needs; with the capacity to upskill where required or fill-in for a client’s holiday cover or maternity leave. When additional resources are temporarily needed for research or data entry, associates are an ideal solution.

The benefits of associates

● A business using a virtual assistant with associates unlocks access to a wider group of SMEs (subject matter experts).

● Using associates means I can offer a wider range of support services. I remain a single point of contact for my client having built a relationship with my associates to ensure my clients are always in safe hands!

● Making the decision to outsource to a virtual assistant is made easier knowing that a trial period will ensure an associate is suitable for the role (and vice versa) which can be accommodated without risk to the client or their business.

How I chose my associates

I want to ensure that an outsource assistant is a good fit for my business and my clients. I always arrange to interview them over zoom to discuss the role and understand what their requirements are too. My brand is important to me so I also need to check that their values are aligned with my own, and that it will be possible to create a great working relationship together. I consider my associates to be part of my extended team, and so I need to trust that they can work autonomously with accuracy.

I outsource to a small group of trusted associates chosen and vetted for their suitability. I recruit specialised associates from a selected number of sources. For example, I recently advertised within a closed network of established VAs for assistance with proof reading documents and minute taking in meetings.

When I am searching for a new virtual support assistant I specify the type of person and qualifications necessary for each role using an online google form. Prospective associates must confirm that they have their own professional indemnity insurance and are registered with the ICO (Information Commissioner's Office - any entity that processes personal information, for compliance with GDPR - General Data Protection Regulations - is required to register for this unless they are exempt).

I complete background checks on each associate candidate using testimonials/references, and information from their own business websites. I ask that they have a minimum of 5 years experience working with ‘c-level’ clients. (‘c-level’ or ‘c-suite’ refers to the highest management within a business, for example Chief Executive Officer or Chief Financial Officer etc).

How associates work within my business

I take full responsibility for my associate virtual assistants, and stipulate they must sign a legally binding contract defining their roles and responsibilities. This also ensures that an associate cannot ‘poach’ a client. Depending on the requirements of the client and their project, the associate might be managed directly by me or have direct communication with my client if the project scope is fluid. If the associate communicates directly with the client, it will always be in agreement with all parties involved and a video conference will take place with everyone to discuss this. All my virtual associates are self employed and invoice me at the end of each month.

I am a virtual assistant for several clients within the financial services sector. Where my associates work in direct contact with my clients I am always available to problem solve or step-in if required. Their rapport with me and my clients is invaluable and means I can take on work for additional clients that I would otherwise not have the capacity for.

Are you looking for a business virtual assistant who can take on the tasks that you don’t have the time to complete yourself? Do you have a skills shortage within your own company and need a virtual assistant to assist with a project? Please send me a message so we can arrange a call for you to find out more about virtual assistants and how I can provide virtual help to achieve your full potential.

*The role of a Virtual Assistant is explained in my previous blog post here.