Outsource to a Virtual Assistant
Do more of what you love by outsourcing podcast production and marketing tasks for less than $10/hour
PODCAST LAUNCH
A TOP 10 RANKING
CONVERSATIONS WITH SOME OF MY FAVOURITE ENTREPRENEURS
UDEMY COURSES
COACHING & WRITING
All I have to do is record episodes and upload them to Dropbox.
Lou does everything else.
We spend less than 30 minutes a week catching up…
Outsourcing FAQs
Outsourcing FAQs
What is a virtual assistant?
Outsourcing FAQs
What is a virtual assistant?
What tasks can I outsource?
Outsourcing FAQs
What is a virtual assistant?
Is outsourcing for less than $10 an hour ethical?
What tasks can I outsource?
Outsourcing FAQs
What is a virtual assistant?
Is outsourcing for less than $10 an hour ethical?
What tasks can I outsource?
Outsourcing FAQs
What is a virtual assistant?
Is outsourcing for less than $10 an hour ethical?
What tasks can I outsource?
Do you need any previous outsourcing experience to do this?
Outsourcing FAQs
What is a virtual assistant?
Is outsourcing for less than $10 an hour ethical?
What tasks can I outsource?
Should I outsource to an agency instead?
Do you need any previous outsourcing experience to do this?
Outsourcing FAQs
What is a virtual assistant?
Is outsourcing for less than $10 an hour ethical?
What tasks can I outsource?
Should I outsource to an agency instead?
Do you need any previous outsourcing experience to do this?
Did I get lucky working with Lou?
Identifying Tasks to Outsource
Identifying Tasks to Outsource
Which tasks don't you like doing?
Identifying Tasks to Outsource
Which tasks don't you like doing?
Which tasks are repetitive?
Identifying Tasks to Outsource
Which tasks are low-value and don't move you closer to your goals?
Which tasks don't you like doing?
Which tasks are repetitive?
Identifying Tasks to Outsource
Which tasks are low-value and don't move you closer to your goals?
How much time would outsourcing these tasks save you each week/month?
Which tasks don't you like doing?
Which tasks are repetitive?
Identifying Tasks to Outsource
Which tasks are low-value and don't move you closer to your goals?
How would your life change by not having to do these tasks any more?
How much time would outsourcing these tasks save you each week/month?
Which tasks don't you like doing?
Which tasks are repetitive?
WELCOME!
SYSTEMS
MANAGE
HIRE
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3.
2.
SYSTEMS
1.
Documenting Tasks in a VA Handbook
Documenting Tasks in a VA Handbook
Without a documented list of tasks, you’re going to be spending a lot of time training your VA!
Documenting Tasks in a VA Handbook
Without a documented list of tasks, you’re going to be spending a lot of time training your VA!
However, once it’s in place, you won’t have to spend any time training your VA. You can give them the handbook and they can learn in their own time.
Documenting Tasks in a VA Handbook
Without a documented list of tasks, you’re going to be spending a lot of time training your VA!
It also makes training scalable.
However, once it’s in place, you won’t have to spend any time training your VA. You can give them the handbook and they can learn in their own time.
Documenting Tasks in a VA Handbook
Without a documented list of tasks, you’re going to be spending a lot of time training your VA!
It also makes training scalable.
However, once it’s in place, you won’t have to spend any time training your VA. You can give them the handbook and they can learn in their own time.
Documenting Tasks in a VA Handbook
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Position 2
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Day One Orientation Document
Day One Orientation Document
This gives instructions to your VA on their first day of work.
Day One Orientation Document
This gives instructions to your VA on their first day of work.
It tells them what tools to download, what documents to read, and an overview of your most important rules.
Day One Orientation Document
This gives instructions to your VA on their first day of work.
You can share a link to this document when your VA starts working with you.
It tells them what tools to download, what documents to read, and an overview of your most important rules.
Day One Orientation Document
This gives instructions to your VA on their first day of work.
You can share a link to this document when your VA starts working with you.
It tells them what tools to download, what documents to read, and an overview of your most important rules.
Assigning Tasks
Assigning Tasks
You may want to use a dashboard like Asana, Trello or Monday.com
Assigning Tasks
You may want to use a dashboard like Asana, Trello or Monday.com
Alternatively, you could use a simple Excel doc.
Assigning Tasks
You may want to use a dashboard like Asana, Trello or Monday.com
Keep it simple.
Alternatively, you could use a simple Excel doc.
Weekly Tasks Spreadsheet
Asana Dashboard
Other Helpful Tools
Other Helpful Tools
LastPass
LastPass
Other Helpful Tools
LastPass
Google Drive / Dropbox
Google Drive or Dropbox
https://entrepreneurshandbook.co/how-i-doubled-my-income-and-saved-520-hours-a-year-6d5821c4b3e2
HIRE
2.
Create an account on onlinejobs.ph ($69 flat fee)
Create an account on onlinejobs.ph ($69 flat fee)
I used onlinejobs.ph to hire a VA from South-East Asia for a number of reasons…
onlinejobs.ph
onlinejobs.ph
Many VAs in this region are loyal, dependable, and well-mannered. They also speak excellent English.
onlinejobs.ph
Many VAs in this region are loyal, dependable, and well-mannered. They also speak excellent English.
Because of the low costs of living in South-East Asia, wages are cost-effective.
onlinejobs.ph
Many VAs in this region are loyal, dependable, and well-mannered. They also speak excellent English.
Because of the low costs of living in South-East Asia, wages are cost-effective.
The time zone difference means I wake up to completed work from my VA.
Create an account on onlinejobs.ph ($69 flat fee)
I used onlinejobs.ph to hire a VA from South-East Asia for a number of reasons…
Paying the flat fee means you have more control over the hiring process and can message applicants.
Create an account on onlinejobs.ph ($69 flat fee)
I used onlinejobs.ph to hire a VA from South-East Asia for a number of reasons…
Paying the flat fee means you have more control over the hiring process and can message applicants.
Fiverr and Upwork are also popular choices.
Post a job on onlinejobs.ph
Post a job on onlinejobs.ph
Specify in the job title what you’re looking for (e.g. Part-Time Audio Editor With Excellent English)
Post a job on onlinejobs.ph
Specify in the job title what you’re looking for (e.g. Part-Time Audio Editor With Excellent English)
Provide details and perks of working for you to attract the best talent.
Post a job on onlinejobs.ph
Specify in the job title what you’re looking for (e.g. Part-Time Audio Editor With Excellent English)
Provide details and perks of working for you to attract the best talent.
Give instructions on how applicants should apply. Just by asking them to change the subject line, I could discount half of the applicants.
Send a Pre-Interview Message
Send a Pre-Interview Message
Once I received an application, I sent the candidate a pre-interview message. This can be done through the onlinejobs dashboard.
Send a Pre-Interview Message
Once I received an application, I sent the candidate a pre-interview message. This can be done through the onlinejobs dashboard.
In this message, I provided a link to the sample project. I also asked them to select an interview slot from a Google Sheet (which I linked to).
Send a Pre-Interview Message
Once I received an application, I sent the candidate a pre-interview message. This can be done through the onlinejobs dashboard.
In this message, I provided a link to the sample project. I also asked them to select an interview slot from a Google Sheet (which I linked to).
I’d only interview them if they’d completed the project to a good standard. It also had to be completed 24 hours before their scheduled interview.
Create a Sample Project
Create a Sample Project
I asked candidates to complete four mini-projects 24 hours before our interview. (I only sent the sample project to applicants who had completed the previous tasks.)
Create a Sample Project
I asked candidates to complete four mini-projects 24 hours before our interview. (I only sent the sample project to applicants who had completed the previous tasks.)
Four mini projects
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3.
Four mini projects
Testing their internet speed. Internet speeds in South-East Asia can be slow so I was looking for upload speeds over 5 MB from speedtest.net
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2.
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4.
Four mini projects
Testing their internet speed. Internet speeds in South-East Asia can be slow so I was looking for upload speeds over 5 MB from speedtest.net
Producing a one-minute audio clip of them talking about their favourite hobby. This tested their audio-editing skills.
1.
2.
3.
Four mini projects
Testing their internet speed. Internet speeds in South-East Asia can be slow so I was looking for upload speeds over 5 MB from speedtest.net
Producing a one-minute audio clip of them talking about their favourite hobby. This tested their audio-editing skills.
Finding a specific piece of information from my website. This tested their ability to follow simple instructions.
1.
2.
3.
4.
Four mini projects
Testing their internet speed. Internet speeds in South-East Asia can be slow so I was looking for upload speeds over 5 MB from speedtest.net
Producing a one-minute audio clip of them talking about their favourite hobby. This tested their audio-editing skills.
Finding a specific piece of information from my website. This tested their ability to follow simple instructions
1.
Including a link to their onlinejobs.ph profile.
2.
3.
4.
Interview Selected Applicants
Interview Selected Applicants
Some of the questions were practical, such as “tell me about your last job?” Others were more conversational. “If you could have a conversation with anyone — living or dead — who would you choose and why?”
Interview Selected Applicants
Some of the questions were practical, such as “tell me about your last job?” Others were more conversational. “If you could have a conversation with anyone — living or dead — who would you choose and why?”
Did the applicant turn up on time? Being an hour early is just as bad as being late.
Interview Selected Applicants
Some of the questions were practical, such as “tell me about your last job?” Others were more conversational. “If you could have a conversation with anyone — living or dead — who would you choose and why?”
Did the applicant turn up on time? Being an hour early is just as bad as being late.
How prepared are they? The VA I hired gave good answers and dressed smartly.
Interview Selected Applicants
Some of the questions were practical, such as “tell me about your last job?” Others were more conversational. “If you could have a conversation with anyone — living or dead — who would you choose and why?”
Did the applicant turn up on time? Being an hour early is just as bad as being late.
How prepared are they? The VA I hired gave good answers and dressed smartly.
Can you see yourself working with this person? This is one of the most important questions!
Respond to Applicants After the Interviews
Respond to Applicants After the Interviews
I messaged back the applicants I knew for sure I wouldn’t be hiring.
Respond to Applicants After the Interviews
I messaged back the applicants I knew for sure I wouldn’t be hiring.
I emailed the VA I wanted to hire with the following…
Respond to Applicants After the Interviews
I messaged back the applicants I knew for sure I wouldn’t be hiring.
I emailed the VA I wanted to hire with the following…
Once she accepted, I messaged the applicants I had on my reserve list to tell them the bad news. I also gave them feedback.
Respond to Applicants After the Interviews
I messaged back the applicants I knew for sure I wouldn’t be hiring.
I emailed the VA I wanted to hire with the following…
Once she accepted, I messaged the applicants I had on my reserve list to tell them the bad news. I also gave them feedback.
I emailed my new assistant with the following…
MANAGE
3.
Set Up Systems With Your New VA
Set Up Systems With Your New VA
I made it clear to my new assistant that she didn’t have to complete anything before our first Monday meeting.
Set Up Systems With Your New VA
I made it clear to my new assistant that she didn’t have to complete anything before our first Monday meeting.
However, she’s the best! She checked the documents and emailed on Sunday morning with the following…
Communication
Communication
We had our first meeting on Monday. In it, we made sure she had everything set up. It took us less than twenty minutes.
Communication
We had our first meeting on Monday. In it, we made sure she had everything set up. It took us less than twenty minutes.
These days, I spend less than one hour a week communicating with my VA — either over Zoom or email.
Communication
We had our first meeting on Monday. In it, we made sure she had everything set up. It took us less than twenty minutes.
These days, I spend less than one hour a week communicating with my VA — either over Zoom or email.
She also sends me a daily report. This details the tasks she’s done, how long they took her, and any notes I need to be aware of.
Communication
We had our first meeting on Monday. In it, we made sure she had everything set up. It took us less than twenty minutes.
These days, I spend less than one hour a week communicating with my VA — either over Zoom or email.
She also sends me a daily report. This details the tasks she’s done, how long they took her, and any notes I need to be aware of.
Here’s a typical example...
The First Week
The First Week
One piece of advice I always give to people hiring their first VA is to keep their schedule clear for the first week.
The First Week
One piece of advice I always give to people hiring their first VA is to keep their schedule clear for the first week.
You’ll want to provide your assistant with as much feedback as possible, and this can take time.
The First Week
One piece of advice I always give to people hiring their first VA is to keep their schedule clear for the first week.
You’ll want to provide your assistant with as much feedback as possible, and this can take time.
I recommend the “sandwich method”. I begin feedback with praise, layer improvements inside, and round it off with more praise.
The First Week
One piece of advice I always give to people hiring their first VA is to keep their schedule clear for the first week.
You’ll want to provide your assistant with as much feedback as possible, and this can take time.
I recommend the “sandwich method”. I begin feedback with praise, layer improvements inside, and round it off with more praise.
It’s less likely your VA will make the same mistake twice. This will save you both time in the long run.
Payments – wise.com
Payments – wise.com
Wise offers low fees, an easy-to-use interface, and speedy payments.
Payments – wise.com
Wise offers low fees, an easy-to-use interface, and speedy payments.
Setting up an account takes no time at all.
Payments – wise.com
Wise offers low fees, an easy-to-use interface, and speedy payments.
Setting up an account takes no time at all.
Failing this, try PayPal.
Payments – wise.com
Wise offers low fees, an easy-to-use interface, and speedy payments.
Setting up an account takes no time at all.
Failing this, try PayPal.
Ask your assistant to send you a time report at the end of the month.
Final Considerations
Final Considerations
Offer additional training (and pay them for their time).
Final Considerations
Offer additional training (and pay them for their time).
Communication is key.
Final Considerations
Offer additional training (and pay them for their time).
Communication is key.
It’s okay to make mistakes!
Document these tasks in a VA Handbook.
Post a job on a platform like onlinejobs.ph
FINAL CHECKLIST
Interview candidates who’ve completed sample projects and hire the best.
Start working with your VA!
Decide on the tasks you want to outsource.
80% off my outsourcing course!
https://www.udemy.com/course/outsource-to-a-virtual-assistant/?couponCode=SAMSMASTERMIND
Instagram: @entrepreneurscanparty
Email: scott@entrepreneurscanparty.com
Website: scottstockdale.co.uk