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Incorporating Virtual Assistants into a Traditional Office

As a business owner you are comfortable with the daily routine of your traditional office.  You know the intricacies of your workplace and can see the friendly faces of your employees in every cubicle or behind each desk.  Everything around you is tangible and you can go right to an employee when something is needed.  What happens when you decide to use the services of a Virtual Assistant?  How does that impact your traditional office and how will you need to adjust to working with a Virtual Assistant?  These are good questions and the answers can help you make the transition easily.

Robyn is the president of an online publishing software company.  Robyn found herself faced with these questions when she made the switch from working at a newspaper and being involved with that process on a daily basis to operating the software company.  Robyn was used to the daily interaction with other employees and discovered that there are some adjustments to working in the virtual world.  Robyn shares three helpful tips when making this addition to your company.

First, “An employer must be intentional about creating a bond with a virtual employee,” Robyn states.  “When you are in a traditional work environment, that interaction comes naturally, but when you deal with someone that you may never actually meet, building that relationship and establishing a bond of trust takes a little more effort,” Robyn continues.  Of course, working on the relationship is part of the Virtual Assistant’s responsibility as well.  Both parties need to respond and communicate effectively for the relationship to work.  So establishing a good working relationship with your Virtual Assistant is just as important as the relationships you have with your other employees.

Next, Robyn encourages other business owners to establish a schedule or routine with the Virtual Assistant.  Since a Virtual Assistant does not necessarily have set hours, the employer and the Virtual Assistant need to agree upon what is expected in regards to a work schedule and the duties to be performed.  Having a pre-determined list of expectations can prevent any confusion in the future and keep the lines of communication open.

Finally, employers need to implement all of the available technologies to keep the work flowing between employer and Virtual Assistant.  According to Robyn, the more you make use of things like instant messaging, teleconferencing , faxing and emailing, the easier the communication will be.  “Don’t limit yourself to one method of keeping in touch.  Be sure the Virtual Assistant has all of the software that is needed to complete the work you have assigned,” emphasizes Robyn.

In addition to executing Robyn’s suggestions, you can also use the expertise of a VA firm to match you up with the Virtual Assistant that meets your needs.  ContemporaryVA can determine which Virtual Assistant with their firm would best suit you and your project requirements and help eliminate the headache of making that decision.  So with a little forethought and some devotion, you as the employer, can make the addition of a Virtual Assistant to your traditional office both a wonderful and stress-free experience!

Posted on October 7th, 2009 by Team CVA

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