Process: Based on your task list we will match you with three VAs for the first test project.  Here is a comprehensive list to give you ideas on what you can hand off to your VA.  Review the first tab for test project ideas. From there we suggest a round of interviews via Skype or Zoom.  Then a second round of test projects will be assigned.  Once these are submitted we work together to make a final match.  This processes usually takes about three weeks.

Please fill out this form, acknowledging the agreement – https://herahub.com/herassistant-agreement/

*** If you’ve never worked with someone who lives in the Philippines you may want to watch this episode of Anthony Bourdain – Parts Unknown.

Below are a list of actions/tools to guide you once matched.

  1. AGREEMENT – Send your VA an agreement to solidify the relationship.
    Here is view access (you will need to download or make a copy) to a Sample Agreement.
  2. KICK-OFF CALL – Schedule a kick-off call and regular daily or weekly calls (at least for the first month or two) with your VA via Zoom or a similar platform you can record.  Meetings are a great way to establish a constant flow of information and ideas. Just as in a face to face meeting, you may ask for results, give new responsibilities, explain processes, make sure they are ‘on board’ with your ideas and production. All conversations should be recorded and labeled for their future reference.  Remember, make your VA responsible for this.
  3. WORKING HOURS – Remember the Philippines is 12-15 hours ahead, so (unless they have agreed to work at night) some of the best times to interface with your VA is as follows – if they are a morning person – 2pm-5pm CA time = 5am-8am PH time the following day.  If you are someone who doesn’t mind having calls after business hours then you could do 6pm-9pm CA time = 9am-12pm PH time the following day.
  4. COLLABORATION – Decide on what platform you will use for ongoing communication and collaboration – examples: Teamwork, Asana, Trello, or good old fashioned Google Sheets.

Other notes/tools…

Tracking Time
If you want your VA to track his/her hours – suggestions are…
Zoho Invoice (Screencast outlined on this page)
Due
Harvest

Payment Process
We suggest paying your VA via PayPal (in arrears) on the 15th and the last day of the month.  Have your VA send you an invoice to trigger this process.  Please ask your VA to follow the directions on this page.  (You, of course, may choose a different time tracking tool)
Screencast on how to do this in Paypal.  Do note, you will incur a $4.99 fee for each payment.
Another payment platform Remitly – Screencast

Documentation
It is recommended to screencast everything you do for the VA and have them do they same for any new tasks.  Be sure they are tracking this in your collaboration platform!
Suggestions are…
Drift Video
Loom

Password Protection
We recommend utilizing a password keeper so you can grant access (and revoke it) for all access to online accounts – such as email, social media channels, CRM systems, etc.
Suggestions are…
LastPass
Zoho Vault

Want them to learn?  Here are some great, (mostly) free resources

Commonly Asked Questions

Why aren’t we paying for billed time? 
The answer is sustainability.  The reason why we suggest doing half time or full time is to make sure you have the VA’s attention. If you’re just feeding this person project work there is a good chance that you will lose him/her to someone else.  You want to build a long-term relationship with this person because they will be intimate with you and your business.

Is the onus on me just to fill the VA’s time?
Initially it’s a good idea to have them track their time, just so you can get a sense of things like work hours and how long tasks take.  Once you trust them you may want to let this go.  Basically just pile things on until he/she tells you it’s beyond his/her time.

What if I need them to register for paid events or book travel on my behalf?
Once you trust your VA, it’s fine to give them your credit card information to process payments on your behalf.  DO NOTE: always use a credit card vs. a debit card.  If something did happen you’re easily able to stop payment and get the funds credited.

Should I set goals with my VA?
Yes!  Setting goals is a great way to keep them motivated and striving for more.  It’s important that during your meetings, you discuss what comes next, and about how you see their role in future projects. This will let them know that there is more work in the future if they do well. It also tells them that you appreciate their efforts… that they are doing the job well.

Always make sure to let them know you appreciate their effort and congratulate them every time they do something right. This verbal motivation will give your employees positive energy; they will want to be better and run that extra mile for you.