Category: Virtual Assistants

If you don’t yet use any onboarding documents after hiring virtual assistants, this post is a good place to start. This checklist will give you a good idea of all the paperwork you need to prepare. Remote onboarding is essential to get new hires off on the right foot so they can hit the ground running.

Understanding Onboarding Documents for Virtual Hires

Onboarding documents are a crucial part of integrating new virtual hires into your company. They provide hires with essential information about your company. For example:

1. Company culture documents help virtual hires understand your values, communication styles, and work environment.
2. Work process documents provide a roadmap for completing tasks, using specific tools, and following established procedures.
3. Expectations put everyone on the same page with regard to work quality, communication frequency, and deadlines.

These documents facilitate smooth integration once you make a hire. A clear understanding of the role and the work environment help hires become productive members of the team faster.

Legal Considerations and Compliance

Standard Compliance

Onboarding documents shouldn’t contain discriminatory language. They should also not request information that could be used for discriminatory purposes, like citizenship status, unless required by law.

Make sure that you comply with all data privacy regulations that apply for you and the hire. This includes getting consent to collect and store their data and having clear policies on data retention and security.

Specific Documents and Agreements

Clearly define the working relationship in the documents. Onboarding for independent contractors might not include benefits information typically provided for employees, for instance.

Confidentiality agreements are crucial for protecting sensitive company information. Ensure your NDA complies with local regulations to ensure that it holds up in court.

Regulations regarding background checks can vary by location. Make sure you have the virtual hire’s consent and also comply with any local laws around these checks.

Regularly review and update all the documents to reflect any changes in company policies or local regulations. Have virtual hires electronically sign or acknowledge receipt of all these changes.

Location-Specific Considerations

You might be hiring from different countries with varying employment laws. Review your documents to ensure compliance with all applicable local regulations. For example, look into laws around work hours, minimum wage, and vacation time, and other benefits.

You might also need to withhold taxes differently for virtual hires in different locations. Consult a tax professional to ensure compliance.

Successful Virtual Team Integration

Onboarding documents play a vital role in successfully integrating virtual team members. 

Bridging the Physical Gap

Without face-to-face interaction, virtual hires can miss certain details. Proper onboarding ensures that they have the same level of understanding about the company, culture, and processes as in-person hires.

Documents provide a consistent foundation of knowledge for all virtual team members, too, regardless of their onboarding timeframe.

Facilitating Team Cohesion

By emphasizing company culture and values, you can help virtual hires feel included and connected to the team.

Clear documentation facilitates a shared understanding of company goals, project objectives, and individual roles within the virtual team.

Documents can outline preferred communication tools and etiquette, fostering smoother collaboration and reducing miscommunication, too.

Boosting Individual Performance

A roadmap for tasks, tools, and expectations helps virtual hires become productive team members quicker. 

Clear instructions and resources also empower them to find answers independently, minimizing the need to interrupt you and their teammates.

Comprehensive Checklist of Onboarding Documents

1. Legal Documents

Contractual agreements are legally enforceable agreements entered into by two or more parties. They must willingly agree to the terms and conditions outlined in the contract. 

An employment contract, for example, defines what duties, compensation, benefits, and termination clauses the parties agree to. Other examples are sales contracts and lease agreements. 

Intellectual property agreements are legal contracts that address the ownership, use, and disclosure of intellectual property. They protect creations like inventions, art, and confidential information.

Examples include patents, copyrights, trademarks, and trade secrets.

Non-disclosure agreements, sometimes called confidentiality agreements, are legally binding contracts. They establish a relationship that protects sensitive, non-public information shared between parties.

Examples include what the receiving party can and cannot do with formulas, customer lists, marketing strategies, and ghost writer identities.

2. Tax Forms

The specific tax forms you need for virtual hires depend mainly on location and employment classification. 

For example, an employer in the US hiring an independent contractor usually won’t need to file a 1099-MISC. However, the virtual assistant should complete a Form W-8BEN to declare their foreign status. This can be helpful for record-keeping and potential audits.

Remind virtual hires that they are responsible for filing their own tax returns in their home country.

3. Company Policies and Handbook

Make sure that you provide each hire with copies of your company’s code of conduct, privacy policies, and handbook. Have them sign an acknowledgment form, too. This form should state that they: 

• have read and understood all the contents of these materials, and 
• agree to abide by all the rules and regulations described. 

How to Organize and Manage Onboarding Documents for Virtual Teams

We are big fans of digital systems because they offer additional functionality and ease. 

For example, digital document storage allows you to access search functions. This makes it easy for everyone to quickly find specific information within documents.

Digital onboarding also allows you to seamlessly incorporate visuals like infographics and short videos into your onboarding materials. This enhances both understanding and engagement.

Developing a Centralized System

Digital organization offers centralized storage that makes it easier for everyone to access the materials. It also helps you manage different versions, which makes it easier to keep all the documents updated.

Create a well-organized folder structure to categorize the documents. We suggest filing them by department and type of hire, or document type. This can be contracts, benefits information, and security protocols. 

Whichever categorization system you choose, always use clear naming conventions, and use them consistently. Include details, too, that help identify and differentiate the files. This keeps confusion at bay. 

Streamlining the Onboarding Process

Prepare a digital welcome kit that contains the essential documents, like the handbook, policies, and contact information for key personnel. 

Consider creating a flow for the onboarding documents or using an actual onboarding management platform. This one-stop shop can help new hires access what they need, when they need it. 

Explore onboarding tools to streamline the process. Workflow automation, for example, can help you with document requests and reminders for completing specific steps in the onboarding process.

Maintaining and Updating Documents

Regularly review your onboarding materials and process to ensure they reflect the current company policies, tools, regulations, etc.

Encourage new hires to provide feedback on the onboarding process at every stage. Ask them to expound on the clarity and usefulness of the documents. This helps you continually improve the onboarding experience and its effectiveness.

Develop templates for the commonly used documents, such as checklists and offer letters. This helps you save time while ensuring consistency and efficiency. 

Frequently Asked Questions

Can I use the same documents for freelance and full-time virtual hires?

You can keep the same core structure for freelance and full-time virtual hires, but some sections need to be tweaked.

You can have the same overview of your company culture, mission, values, and team structure. The communication guidelines and collaboration tools you use are relevant for both. Your policies for data security, password management, and acceptable use of company technology likewise apply.

Freelance Hires

We recommend an independent contractor agreement outlining the scope of work, project timeline, payment terms, and termination clauses. Clearly define project deliverables, deadlines, communication frequency, and revision processes specific to the contracted work.

Full-Time Hires

You should have an employment contract specifying job duties, compensation, probation period, and termination procedures. Specify your company’s benefit packages, such as health insurance and paid time off. 

Define as well how income taxes and social security contributions will be withheld from their paycheck. Outline general job responsibilities, performance expectations, performance reviews, and typical work hours.

What’s the best way to securely store sensitive onboarding materials for virtual hires?

Cloud-based document management systems (DMS) offer secure, centralized storage for all your documents. With granular access controls, you can easily grant different levels of access to authorized personnel from anywhere.

Many DMS also provide audit trails so you can track document access and activity. This helps maintain accountability and identify any potential security breaches. Look for DMS solutions that use data encryption both at rest and in transit. 

Examples of DMS are Google Drive, Dropbox Business, Microsoft OneDrive for Business, and Zoho WorkDrive.

Make sure that you also require two-factor authentication (2FA) for all user accounts. Maintain regular backups, too, for easy data recovery in case of system failures or cyberattacks.

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

• Outsource School Case Study: How We Scaled to 45+ VAs and 8 Figures in Revenue
• Free VA Calculator | See How Many VAs You Can Afford
• Free Training on 5 Keys to Working With VAs
• Learn Outsourcing 101 | Guides, Downloads, and Checklists

Conclusion

Clear onboarding documents and proper procedures for issuing them and enforcing them set everyone up for success. Both your company and the people you hire get the protection they need, too. With all of those concerns out of the way, everyone can focus on enjoying the work and staying productive.

Every business owner who wants to hire virtually needs some good video interviewing tips. These tips from our arsenal at Outsource School will help you find the candidate that you need for the job. We’ll go through setting the stage, conducting the interview, and a few other bonus tips.

Setting the Stage for Success

Choose an Appropriate Environment

An appropriate video interviewing environment projects a professional image and ensures a smooth flow. 

Choose a background that’s free of clutter and busy images and anything that could give away sensitive information. Silence your phone and avoid distractions during the interview.

Plain and solid colors are ideal, even if you’re limited to using a virtual background. Make sure that any images are professional and high-quality so they don’t appear blurry or pixelated.

Make sure that you have enough light, natural light if possible, and position yourself facing the light source. Avoid harsh lighting, and block out light sources coming from behind.

Technical Setup

Hardware 

Use a reliable computer that has enough processing power and memory to conduct and record a smooth video call.

Adjust your camera to rest at eye level, or slightly higher for the best view. This also helps you to maintain eye contact with the camera to create a sense of connection. Ensure that you are getting a quality image so you present a professional image. Consider external speakers as well if your built-in ones make it difficult for you to hear the other party.

Make sure that you can conduct the interview in a location free of background noise and the threat of interruptions. If you don’t have access to a high-quality microphone, use a headset so that your voice can be clearly heard. Your built-in mic may be enough, but test it with a colleague to be sure. 

Internet

Choose a location with strong internet, and use a wired connection if possible. If Wi-Fi is your only option, ensure you have a stable and reliable signal to avoid issues. When your video is freezing or lagging during the interview, you can’t expect to insist that candidates promise good internet.

Do a test run before the interview to ensure that everything is functioning properly.

Software

Choose a reliable video conferencing platform with adequate security features. Make sure you’re familiar with the functions, too, before the interview. Check for updates to avoid undue technical glitches.

Professional Dress 

Our video interviewing tips call for a balance between professionalism and practicality. Your outfit should reflect your business’s values and culture. Be comfortable, like choosing breathable fabrics that allow for some movement, but not unprofessional. 

As with your background, opt for solid and subdued colors and subtle patterns instead of large or busy patterns. Avoid low-cut tops, sleeveless shirts, tank tops, sweatpants, ripped jeans, and any other overly casual attire. Avoid large, dangling jewelry, and other potentially distracting accessories.

Conducting the Interview

Pre-Interview Preparation

• Clearly communicate your company culture to all applicants. Describe the work environment and use language that reflects your core values. This will attract candidates who are a better fit. 
• Set the tone for a positive experience by sending personalized interview invitations. Include the interview format and any other expectations you have for the interview.
• Make sure you have reviewed the resume of the candidate who’s up for an interview. For call-backs, you may also want to check their social media and references first. This will help you remove any candidates who seem good, but only on paper. 
• Prepare interview questions that speak directly to the requirements that you posted in your job description. Go through these at least once right before you start the video call. Practice them with a colleague if you’re new to interviewing. 
• Read a joke or listen to a happy song before you jump on the call. Your mood will show on your face! 
• Practice good posture in front of the camera so you know how to maintain it throughout the call. This is one of our favorite video interviewing tips, even though it’s rarely talked about. Use natural hand gestures if you need to emphasize your points, but avoid fidgeting or leaning far back in your chair.

Engagement During the Interview

• Greet the candidate warmly by name as soon as they join the video call. 
• Thank them for coming and acknowledge any time zone differences to show consideration.
• Engage in a bit of small talk to help break the ice. For instance, you can ask about something light like how their day went. 
• Maintain a positive tone throughout the interview. 
• Take care not to turn this conversion into an interrogation. You won’t learn much about the candidate that way.
• Encourage them to elaborate on their thought processes, experiences and problem-solving approaches. You can do this by asking open-ended questions, acknowledging their responses with positive reinforcement, and using verbal cues that show your interest.
• Ask behavioral and scenario-based questions to learn how they would respond in specific situations. These give insights into relevant skills like teamwork, leadership, problem-solving, creativity, decision-making abilities, and communication style under pressure. 
• Intentionally leave time at the end of the interview for the candidate to ask you questions about the role, the team they’ll be working with, or your company. This transparency allows them to assess if the role aligns with their values and interests.

Post-Interview Follow-up

• Always follow up with candidates after the interview. Don’t wait more than 2 days to send them an email. Even if it’s a rejection, thank them for their time and interest. If you might hire them for a similar position in the future, let them know that you’d like to keep them on file if they agree.
• If you’re following up for a second interview or are ready to hire, tell the candidate what impressed you the most. Then tell them you want to move forward, and give them clear next steps. Let them know that they can ask any remaining questions they might have as well.

Special Considerations for Pre-Recorded Interviews

Preparation and Execution

In some cases, you might prefer to send questions out and have candidates record their answers. If so, make sure you give clear instructions on what format to use, the time limit, deadline for submission, and any other specifics. 

Make sure you have a clear rating criteria prepared so you can evaluate submissions properly and fairly. Schedule enough time to review each recording thoroughly. Don’t just skim through. Take notes and assess each response based on the established criteria.

Frequently Asked Questions

What are some effective strategies to assess a candidate’s cultural fit through a video interview?

Ask specific questions about the candidate’s understanding of your company culture and values. You could also try framing questions around your company’s core values. 

You might also give them hypothetical scenarios that reflect your team’s work style or typical challenges. Then, ask the candidate how they would approach the situation. This reveals their problem-solving skills and how they might collaborate with people on your team.

Make sure you dig deep into the candidate’s motivations beyond just the job description. See if their interests and goals align with the overall company culture and goals, and the team’s mission and direction.

What are the best practices for maintaining security and privacy in video interviews?

Choose a reputable video conferencing tool with proven security features like encryption and two-factor authentication. Research the platform’s privacy policies and data security practices. Only share meeting links with the candidates scheduled for interview. Make sure the channels you use to send them are also secure. 

Make sure that no sensitive information shows on camera, and tell candidates to do the same. Share only what’s necessary with the candidate, and avoid disclosing confidential information unless absolutely necessary. 

Make sure that no one can eavesdrop during the interview or access your files. Update your operating system, software, and browser before conducting interviews. 

If you would like to record the interview, inform candidates and get their explicit consent in writing. In most cases, an email will do. Let them know what you will use the recording for and how long you will store it.

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

• Outsource School Case Study: How We Scaled to 45+ VAs and 8 Figures in Revenue
• Free VA Calculator | See How Many VAs You Can Afford
• Free Training on 5 Keys to Working With VAs
• Learn Outsourcing 101 | Guides, Downloads, and Checklists

Final Video Interviewing Tips 

By following these video interviewing tips, you can ensure a positive experience for both yourself and the candidate. Remember that a professional video interviewing environment helps you get great interview results. From there, you can make more well-informed hiring decisions. A little preparation can go a long way in making a positive impression!

We get asked all the time about interviewing tips for managers who want to hire the best of the best. In this post, we give you just that, from the preparation stage through the actual interview. Our hope is that by using these tips, you can attract and select the best candidates for any position. 

Pre-Interview Preparation

Getting ready before the interview is a crucial step. This is where you develop the strategy you need to find the gems among all the applicants.

Understand the Position

The first thing you must do is get a good grasp of the position that you’re hiring for. Make sure that you know exactly what you need done and who you need to do it well. 

Ask for Help

Ask the people within the department you are hiring for what they see regarding that position. Often, it’s those on the ground who have the best insights into what and who is needed. 

Review the Candidate’s Resume

You may have read all the candidates’ resumes when they submitted their applications. We still recommend that you go through each one again before each interview, and keep it in front of you. This keeps all the details fresh in your mind as you spark to them.

Set Up the Interview Environment

Choose a quiet, professional space free from distractions. A conference room or empty office works well. Ensure comfortable seating so you don’t start fidgeting in the middle of the interview. Adjust your camera before you begin to make sure the candidate has a clear view of you.

During the Interview

With proper preparation, you should be able to conduct the interview smoothly. 

Open the Interview

As soon as the candidate joins the meeting, greet them warmly. Introduce yourself and any other interviewers present. Briefly discuss neutral topics, like how their day has been so far, or the weather, to ease them into the interview.

Question Techniques

Question techniques are important to get the information you need during an interview. 

One common question technique is to ask open-ended questions, which encourage interviewees to elaborate. This is how you get more details about their experiences, skills, and thought processes. 

Behavioral and Hypothetical Questions

Ask the interviewee to describe specific situations they’ve encountered in the past and how they handled them. This can be a great way to assess their problem-solving skills, decision-making abilities, and how they might behave in similar situations in the future.

Similar to behavioral questions are hypothetical questions, which ask about situations that a interviewee may not have faced before. This focuses on critical thinking assessment, creativity, and how they approach challenges. 

Clarification Questions

Always insert clarification questions or follow-up questions whenever you feel like you need more information about a response.

For those hiring in the care sector, ensuring that candidates have passed the NDIS worker screening is crucial. This screening process verifies that individuals are suitable to work with vulnerable populations, adding an extra layer of security and trust in the hiring process. Incorporating these steps help employers find the best fit for their teams while ensuring safety and compliance.

Moreover, remember that the best interview technique is to be flexible and adapt your approach based on the interviewee’s responses and the information you’re trying to gather.

Observing and Listening

Active listening helps you observe and listen effectively while interviewing a candidate. Prepare by minimizing distractions, like putting away your phone and clearing any workspace clutter. 

Maintain eye contact while talking to show interest and encourage the candidate to elaborate. Remember that if you’re on a video call, you need to look into your camera lens to make it seem like you’re looking at the person. 

Nonverbal Cues

Use nonverbal cues while the candidate is talking and maintain an interested facial expression. Avoid interrupting them, and don’t feel like you need to chime in as soon as there’s a pause.

Before moving on to another question, briefly restate what you’ve heard to ensure understanding and encourage further details.

Take Notes

Make sure that you are jotting down important details as you speak with a candidate. Even if it’s just phrases here and there, you need to take notes so you don’t forget. You’ll use these later to help you choose the best fit.

Avoiding Common Pitfalls

Pre-Interview

Make sure that you set clear expectations about the position and the interview before you schedule a meeting. This is done through a detailed job description.

Both parties must come to the virtual table with a clear understanding of the tasks, skills, and experience needed for the role. This includes preferred communication methods, tools, work times, and time zone differences.

Interview

Don’t shortlist candidates based on the lowest hourly rates. Always prioritize qualifications and cultural fit. The right person will bring value beyond the cost. Take time to vet candidates thoroughly, including learning what makes them worth their quoted rate.

A multi-step interview process helps you get to know each candidate enough to assess their qualifications properly. 

Post-Interview

Don’t assume that a new hire will be able to hit the ground running without any training or support.

Sure, they should have the needed skills, but they will not know everything they need to work within your company specifically.

Invest in creating onboarding sessions and materials so they have clear instructions, relevant resources, and a go-to person when they have questions.

Post-Interview Process

After the interview, there’s still work to be done. Don’t skip these steps!

Review Your Notes

1. Go over your notes as soon as possible after the interview, while your memory is fresh.

This will help you reconstruct your conversation and capture the nuances like nonverbal cues that added context. If you wait too long, your own notes may not even make sense to you because you forgot what you meant.

2. Put your thoughts into categories.

By doing so, you can evaluate each candidate based on the different aspects you asked about. The categories could be skills, experience, answers to specific questions, work style, and other interesting details.

3. Use a color or symbol coding system to highlight key points.

This makes it easier when it’s time to compare the different candidates. Compare candidates’ strengths and weaknesses side-by-side, too. This will help you identify who stood out for specific criteria.

4. Check that each candidate’s skills and experience match up to what’s on your job description.

Do the same for what you were aiming for in terms of behavioral insights. 

Candidate Follow-Up

Make sure you follow up with candidates after their interview, whether you’re still considering them or not. Let them know the status of their application within 2 days at most to be considerate of their time.

1. First, always express gratitude for the time they spent and for their interest in the position.

Mention one or two specific things you enjoyed learning about them to personalize the message. Generic follow-ups are a huge turn-off and you don’t want to lose the best candidates.

2. Next, tell the candidate what their next steps are in the hiring process.

If you’re not moving forward with a candidate, let them know you’ve decided to pursue other options. If you like them but just not for this position, tell them you will keep them in mind for future openings

3. If you haven’t made a decision about a candidate yet, tell them when you’ll reach back out.

In the meantime, let them know you’re available to answer any questions they might have.

Make sure you keep all your communications professional.

Staying Objective

When choosing the right candidate to hire, make sure you’re evaluating them based on a proper rubric. Standardizing your criteria ensures that you will be fair and not forget important details. This way, you can check off the required qualifications, skills, and experience, and find the best fit.

Try not to deviate too much from the set interview questions as you probe further and ask follow-up questions. This way, you can maintain consistency and keep in line with the outlined job description. 

Be aware that you might be tempted to favor someone because of certain factors. For example, you might hone in on a level of education, previous employment, or strong performance in one area. Do not allow this to sway you into overlooking weaknesses in other areas. 

Frequently Asked Questions

How can managers ensure fairness and inclusivity in virtual interviews?

Make sure that you use language that focuses on the skills, experience, and values that you’re looking for. Stay away from anything that points to demographics and other unconscious biases rather than requirements. A diverse interview panel also helps to mitigate individual biases and lend a more well-rounded perspective to the interview. 

Ensure that your video conferencing platform is accessible to candidates with disabilities. Provide clear instructions to interviewees on how to join the interview and prepare alternative methods in case of technical difficulties. This is particularly important when you’re interviewing across multiple borders.

How can managers build rapport with candidates during virtual interviews to accurately assess soft skills?

Managers can best draw out evidence of soft skills by building rapport with candidates.

Start by making candidates feel comfortable and heard so that they will be more likely to relax and open up. This way, they will give you more genuine responses. Through conversation, you can gain insight into their communication style, interpersonal skills, and emotional intelligence, too.

Maintain a professional but engaging demeanor throughout the interview. Smile, use an enthusiastic tone, and maintain eye contact with the camera rather than the video feed of the interviewee. Practice active listening and acknowledge candidates’ responses with positive reinforcement.

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

• Outsource School Case Study: How We Scaled to 45+ VAs and 8 Figures in Revenue
• Free VA Calculator | See How Many VAs You Can Afford
• Free Training on 5 Keys to Working With VAs
• Learn Outsourcing 101 | Guides, Downloads, and Checklists

Final Interviewing Tips for Managers

Consistency is key. Whichever interviewing tips for managers you choose to use, make sure you apply them across the board. If you’re testing them out, don’t mix methods when interviewing for the same position. Instead, try a different set for the next position you hire for.

Sometimes, it also helps to have other people interview with you or go over resumes and notes. You might consider also incorporating skills assessments to provide objective data.

Flexible work setups have allowed employees to do their work anywhere that’s convenient. However, while the benefits of remote work include greater work-life balance and cost savings, remote work can also pose challenges for some workers. To address these issues, managing remote teams effectively is crucial in ensuring that both the company and its employees thrive in this flexible work environment.

According to a Forbes report, remote employees may feel lonely as they grapple with work, which can lead to burnout. These workers may also encounter roadblocks in communication and engagement, hampering their productivity. This prompts the need for an effective way to manage remote teams, but how?

Remote work management thus requires a specific approach that many leaders may feel they aren’t equipped to handle. Fortunately, one way to address these emerging challenges is by learning and listening to key tips from industry leaders, which are readily available via podcasts and audiobooks.

Below, we take a closer look at why podcasts and audiobooks are the best options for leaders and what key lessons can be learned from some titles.

Why audiobooks and podcasts? 

Rising Popularity of Audio-Based Learning

Audiobooks and podcasts have been enjoying popularity over the recent years as more users maximize smartphone and tech innovations. In contrast to traditional books, listening to these audio-based platforms is a hands-free activity that enables users to do other things while remaining engaged in a particular topic.

According to a consumer survey released by the Audio Publishers Association, 46% of the US population listened to an audiobook from March 2020 to March 2021. Meanwhile, Edison Research reported that 42% of Americans have listened to a podcast in 2023. Since audiobooks and podcasts are easily accessible through a smartphone, these platforms can easily grow further with the rise of digital consumption in a tech-driven world. 

Impact of a Fast-Paced Digital World

Additionally, living in a fast-paced digital environment can make it difficult to allot extra time for other activities like reading. A Gallup poll found that Americans read an average of 12.6 books in 2021, down from 15.6 in 2016.

Although the actual reason behind this decline is uncertain, it can be partly attributed to the rise of other forms of smartphone entertainment and, in the case of busy managers, the lack of time to pick up a book and read.

Audiobooks and Podcasts as a Solution

Thankfully, audiobooks and podcasts are filling the gap, especially since these platforms provide information even while listeners are commuting, working, and doing other chores. Listeners can thus leverage the benefits of accessing audiobooks and podcasts through smartphones to learn useful tips and insights for their careers.   

Convenient Access for Busy Managers

As we all know, being a manager means having to juggle a busy schedule with team management. Fortunately, audiobooks and podcasts allow you to conveniently access professional advice even when you’re on the go.

The digital library Everand hosts a rich catalog of resources you can listen to, such as David Burkus’ Leading from Anywhere and Dave Stachowiak’s Coaching for Leaders. The app also lets you set a sleep timer so the audio can stop when you want it to – perfect for when tasks are piling up or if you’re about to sign off for the day.

Utilizing Public Libraries for More Resources

Similarly, Library Journal notes that public libraries are a popular option for audiobooks and reports that audiobook circulation has increased significantly over the past couple of years.

If you’re on the lookout for more options, you can check your local library’s database to see if they have specific titles available, including Camille Fournier’s The Manager’s Path and Julie Zhuo’s The Making of a Manager. 

Leadership Lessons from Audiobooks and Podcasts

These audiobooks and podcasts are just some resources that can help you better manage your remote team. Let’s take a look at some specific leadership lessons from audiobooks and podcasts that can help with managing your remote team:

Key insights from podcasts and audiobooks

Developing new working habits is essential

Embracing and adjusting to a remote working culture can be difficult for some of your employees, especially newer ones who are used to working from the office.

In Laura Vanderkam’s The New Corner Office, she mentions key experiences and insights from those who have been working remotely way before WFH setups became the norm. The book emphasizes the benefits of creating new work habits and rituals that can foster productivity, engagement, and stronger connections among your team members.

By leveraging the wisdom of those who have years of experience in working from home, the book offers tips on how you can turn the remote setup to your team’s advantage. 

Clear communication is key

Kevin Eikenberry and Wayne Turmel’s audiobook The Long-Distance Leader underscores the importance of using proper online channels where you can establish clear communication with your employees, especially in a remote setup. That way, you’re able to manage your team better.

Plus, it allows you to effectively cascade information like work instructions to avoid mishaps and crucial mistakes that can affect your company’s bottom line and reputation.

The book also highlights the importance of holding informal, one-on-one conversations with your team members to build an authentic connection that can make your colleagues feel safe and comfortable around you not just as their boss, but also their friend.

Establishing boundaries is essential 

A survey by The Conference Board revealed that 47% of remote workers in the US raised concerns about the blurred boundaries between their work and personal lives. When these boundaries are blurred, it’s easy for your employees to feel burnt out or pressured, which can hamper your overall productivity.

To avoid this, you can listen to Karen Mangia’s Working from Home to get useful insights such as encouraging your employees to prioritize self-care after work. The book mentions the importance of establishing clear boundaries between personal time and work, as well as tips on staying focused, managing distractions, and taking breaks that you can share with your workers.

Simply avoiding sending work-related messages or emails to your employees after work hours can go a long way in helping you build strong relationships with your colleagues.

Psychological safety is important

Prioritizing the well-being of your employees is one way to foster a healthy remote working environment. The Managing Remote Teams podcast hosted by entrepreneur Lukasz Szyrmer touches on useful topics such as psychological safety in the workplace.

It enables you to learn how to create a welcoming virtual space where you can encourage your workers to speak their minds and share their opinions without fear of being dismissed or invalidated. When your team feels nurtured and heard, it’s easier to motivate them to work harder.

Burnout can affect everyone

According to WorkLife, a podcast hosted by Professor Adam Grant, burnout in the workplace affects everyone. This is especially true in a remote setup where workers can experience higher rates of stress, according to a CNBC news report.

Burnout can impact employee performance and motivation, which can, in turn, hamper your business’s overall productivity. This podcast offers insights on tackling burnout, such as organizing online mindfulness training and providing emotional support to help your employees feel that they’re not alone despite working remotely.

Foster a sense of connection

Larry English’s Office Optional emphasizes the importance of maximizing online tools to foster a sense of connection among your employees.

The book cites many ways for you to build this sense of connection, such as providing clear goals for your team, offering development opportunities, and recognizing employees’ hard work.

Workers can feel motivated to perform better if they feel rewarded. Following these insights means you can promote a sense of unity among the team despite the physical barriers and boost their motivation to work harder.

Ensure clear policies on flexible arrangements

Remote Works, a podcast launched by software company Citrix, delves into the different aspects of working remotely. One particular topic that the podcast has discussed is how to make flexible work manageable for you and your workers.

If you’re thinking about implementing a flexible working arrangement for your employees instead of the usual 9 to 5 schedule, the podcast suggests that you ensure clear policies so that flexibility doesn’t affect company workflow.

For instance, you can allow your workers to work flexibly, but at the same time establish rules about submitting deadlines, sending updates regularly, and joining regular meetings so you can track progress and productivity.

Use the right technology for remote work

Hassan Osman’s book Influencing Virtual Teams is a useful guide for managers looking to have an impact on their workers. One way of doing so, according to the book, is through effective feedback and communication, which is made possible through reliable tech tools.

The book provides helpful advice on using technology that can support a remote work setup and improve teamwork through the right tools.

For example, selecting a platform like Zoom or Google Hangouts for your virtual meetings may require you to consider if it’s user-friendly and can foster fun interactions that can develop relationships among your team members. The book also highlights the crucial role of managers in coaching their employees to improve performance and productivity.

Remote work setups can be rewarding, but they also pose diverse challenges. Listening to these audiobooks and podcasts can help you effectively manage your remote team better. For more articles like this, visit the Outsource School website. 

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

• Outsource School Case Study: How We Scaled to 45+ VAs and 8 Figures in Revenue
• Free VA Calculator | See How Many VAs You Can Afford
• Free Training on 5 Keys to Working With VAs
• Learn Outsourcing 101 | Guides, Downloads, and Checklists

Have you ever wondered what to look for when hiring virtually

Outsource School founders Nathan and Connor have, and their search is how the company was born. Now, they help business owners understand the fundamentals of virtual hiring.

In this post, we’re sharing with you the essentials of what to look for when hiring. This way, you can zero in on the best for your next virtual team member.

Communication is Key

Strong communication is one of the most important skills for any virtual hire to have. This is how you can bridge the physical distance in today’s increasingly remote work environment. Without face-to-face interaction, you need clear and concise communication for successful teamwork.

Trust and Rapport

First off, strong communication fosters trust and rapport within virtual teams. Moreover, virtual hires need to articulate ideas effectively, present information, and ask clarifying questions. This is because they communicate mostly through non-voice means, which can be tricky. 

Productivity

We find that strong communication minimizes misunderstandings and delays, leading to a more productive work environment. This is because teams can identify and address issues collaboratively, which also leads to better problem-solving outcomes.

Virtual hires who can communicate well with clients also build trust with the company. Furthermore, teams that focus on communicating effectively can ensure clear project expectations and delivery. That’s the recipe for happy clients.

Positive Team Spirit

Open and honest communication also fosters a positive team spirit and minimizes potential conflicts. Communication skills plus a great attitude makes for teams that pay close attention and understand the nuances of what’s being said. When in doubt, they ask clarifying questions instead of guessing or just not caring. 

Assessing Communication Skills in Potential Hires

During the application stage, make sure you review cover letters and resumes before scheduling interviews. Analyze how well each candidate presents themselves in writing. Look for clear, concise language, proper grammar, and effective articulation of skills and experience. 

Keep a List

Throughout the interview process, keep a list in front of you of what to look for when hiring. This will guide you and help you track candidates’ answers. Develop a set of standardized communication-focused questions to ensure a fair and consistent evaluation process across all candidates.

These questions should prompt the candidates to describe past situations where they used communication skills effectively. Then, encourage the candidates to elaborate on their responses. This allows you to assess their thought process, articulation skills, and ability to provide clear explanations. 

Communication Cues

Pay close attention to how candidates express themselves. Observe their verbal and nonverbal cues like eye contact, body language, and tone of voice. If you want to get a deeper look, ask candidates to give a short presentation during the interview. This can be simulations of real-world scenarios relevant to the position.

You can use that to evaluate the candidates’ ability to structure information, present ideas clearly, and handle questions from a panel. This also helps you to assess technical communication skills relevant to the job. To assess written communication, give candidates short writing assignments relevant to the job role. 

Examples of Essential Communication Skills 

Oral

Verbal communication skills are always part of what to look for when hiring for any position. Even with non-voice positions, you will still be talking to these people.

However, especially for client-facing voice roles, aim for candidates with clear and concise delivery. They should be easy to understand, avoiding jargon or overly complex language. Look for a confident and professional tone, too, which inspires trust. 

The best candidates will pay close attention to what others are saying, acknowledging and responding thoughtfully to questions and concerns. They can also adjust their communication based on the audience and situation.

Give special notice to candidates who ask thoughtful questions to clarify information, demonstrate curiosity, and engage in productive discussions.

Written

In terms of written communication, look for strong grammar and punctuation as well as reading ease. The best candidates can convey complex information in a clear and concise manner. They can also adapt their writing style depending on the recipient. A bonus is a strong vocabulary and ability to use words precisely.

Be sure you don’t overlook nonverbal communication skills. Pre-select candidates who make appropriate eye contact to show attentiveness and engagement. Their body language should be positive and open, too. Look for facial expressions congruent with verbal communication. Check that candidates exhibit proper video conferencing etiquette, too, such as muting their microphone when not speaking and dressing professionally.

Additional Skills

The special few will have additional skills.

First, they will show the ability to approach disagreements respectfully and work collaboratively to find solutions.

Second, they will be able to effectively lead meetings. This means keeping discussions focused, ensuring everyone has a chance to participate, and summarizing key points all throughout.

For some positions, the ability to deliver clear and engaging presentations to a larger audience might be important. 

Technical Proficiency and Adaptability

Assessing a candidate’s adaptability to new technologies and troubleshooting skills is crucial for remote and in-person positions alike.

Behavioral Questions

During the interview, ask behavioral interview questions that prompt candidates to describe situations where they had to learn a new technology or troubleshoot an issue. 

Technical Assessments

Consider incorporating technical assessments tailored to the role. This could involve providing simulated software interfaces or common technical challenges faced in the position. Then, evaluate the candidate’s ability to navigate or troubleshoot them.

Live challenges can assess candidates’ ability to adapt to solving new problems and using unfamiliar frameworks. Evaluate their thought process, efficiency, and approach.

Soft Skills

In terms of hiring soft skills, look for indicators that candidates are adaptable. For example, they should show a genuine interest in learning new things and have the ability to explain technical concepts clearly. They should have the capacity to find solutions using available resources and show determination to overcome challenges.

Note that for entry-level positions, a willingness to learn might be more important than extensive technical knowledge. Also, while technical skills are important, don’t categorically overlook less skilled candidates. They might actually align better with your company values, which is important.

In line with this, note that certifications are not always a guarantee of competence. Use them only as indicators of a baseline level of knowledge, and possibly a commitment to professional development.

Emotional Intelligence and Soft Skills

In the world of virtual teams, physical distance can create barriers to communication and collaboration. This makes emotional intelligence (EQ) more crucial for success.

Emotional Undercurrents

Virtual team members rely more on interpreting verbal cues, tone of voice, and written communication style to understand emotional undercurrents. Strong EQ equips them to decode these signals and respond appropriately. EQ also fosters trust and rapport despite physical distance.

Virtual team members with high EQ can create a sense of connection through active listening, empathy, and positive communication. This leads to a more cohesive and collaborative team environment.

Clarity and Empathy

Of equal importance is how EQ fosters clear, concise, and considerate communication. This reduces misunderstandings and communication breakdowns that can be common in virtual settings.

Moreover, virtual teams with high EQ can navigate disagreements constructively, approaching conflict with empathy and finding solutions that address everyone’s concerns.

In addition, EQ helps virtual team members manage their own emotions and be sensitive to the emotions of others. This can reduce stress levels and prevent burnout, which can be more prevalent in isolated work environments.

Motivation

Leaders with high EQ can motivate and inspire virtual team members, even from afar. They set a clear vision and communicate goals effectively. They also recognize and appreciate individual contributions and create a positive virtual work environment.

Leaders with strong soft skills can empower their teams and create a sense of ownership over projects. This helps them delegate tasks more effectively and encourage teams to deliver results independently.

Essential EQ Skills for Virtual Teams

Understanding one’s own emotions and how they impact others is crucial for effective communication and self-management. The ability to put oneself in another’s shoes and understand their perspective is essential for building trust and rapport in a virtual setting.

Strong social skills allow virtual team members to build relationships, collaborate effectively, and navigate complex social situations that might arise online. EQ fosters the ability to build and maintain positive working relationships with virtual colleagues and clients, even through digital channels.

Evaluating EQ

Evaluating EQ can be tricky, but if you know what to look for when hiring, you can find the indicators. Ask situational and behavioral interview questions that prompt candidates to describe situations where they used emotional intelligence skills. Ask probing questions to understand their thought process. This reveals their self-awareness and emotional reasoning. Then, analyze their response for empathy, conflict resolution strategies, and emotional regulation. 

You can present candidates with hypothetical scenarios that might relate to the specific job role. Ask them to describe how they would approach and manage the situation. Evaluate their problem-solving skills combined with empathy and communication strategies. Pay close attention to soft skills displayed throughout the interview that can be indicators of emotional intelligence. 

Cultural Fit, Work Ethic, and Integrity

Physical distance can create challenges in fostering a sense of team spirit and belonging. This is where culture compatibility becomes even more important for remote teams. A strong company culture is built on a foundation of shared values, beliefs, and goals. When remote team members understand and embrace these values, it fosters cohesion and a sense of working towards a common purpose.

Company Culture

Culture compatibility promotes open and honest communication, too. This is essential for collaboration and navigating potential misunderstandings that can arise more easily in remote settings. A shared culture creates common ground and fosters a sense of psychological safety where team members feel comfortable expressing themselves.

Feeling like part of a team and aligning with company values boosts employee engagement and motivation. Remote workers who feel valued and supported are more likely to go the extra mile and contribute their best work.

When team members share similar work styles, expectations, and communication preferences, it reduces misunderstandings and potential conflicts. This encourages productivity. Still, a culture that values diversity of thought at the same time and encourages healthy debate can spark innovation and creativity. Culture compatibility ensures this diversity is channeled constructively towards achieving team goals.

Assessing Culture Compatibility

Before you can assess fit, articulate your company culture so candidates can self-assess their fit. Ask behavioral interview questions that reveal candidates’ work style, communication preferences, and values. You can also involve team members in the interview process so they can interact with candidates and gauge cultural fit firsthand. 

Assessing Work Ethic

You always want to hone in on candidates who have a strong work ethic and the right attitude towards remote work. To find them, ask candidates to describe past experiences demonstrating their work ethic.

As always, don’t settle for surface-level answers so you can really understand their thought process and motivations. Make sure you contact their references to get insights into candidates’ work ethic and reliability.

Ask candidates about their reasons for wanting a remote position. Ideal responses would indicate a desire for flexibility, self-management, or greater focus. These demonstrate an understanding of the remote work environment.

Be wary of candidates who seem primarily motivated by a desire to avoid a physical workplace. Look also for indicators of the ability to manage time effectively and work independently. 

If feasible, consider offering a short trial period where candidates work remotely on a specific project. This allows you to assess their work ethic and remote work style firsthand. 

Assessing Integrity 

Where physical supervision is limited, integrity becomes more critical to prioritize in potential hires. Trust is the cornerstone of successful remote collaboration. Ask questions that draw out examples of integrous conduct. Look for attitudes that foster a sense of reliability and dependability, which are essential for working effectively on teams.

Look for honesty, a cornerstone of integrity, which encourages open and transparent communication. Team members with integrity feel comfortable raising concerns, sharing ideas, and admitting mistakes.

Honest and ethical employees are less likely to cut corners or engage in misconduct that can lead to costly errors or legal issues. They also embody the company’s values, so look for that, too. Remote teams that display integrity are more likely to build strong relationships. Look for signs of eagerness in this area.

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

• Outsource School Case Study: How We Scaled to 45+ VAs and 8 Figures in Revenue
• Free VA Calculator | See How Many VAs You Can Afford
• Free Training on 5 Keys to Working With VAs
• Learn Outsourcing 101 | Guides, Downloads, and Checklists

Conclusion

When you know what to look for when hiring, it becomes a smooth and even enjoyable process. By implementing a combination of these strategies, you can gain valuable insights into a candidate’s communication skills. This is how you identify individuals who can excel in your virtual work environment. Remember also to structure the communication skills assessment to be a positive experience for candidates. Provide clear instructions and avoid creating undue pressure.

If you could get all of the best hiring tips in one place, would you grab the chance? If you answered, “Yes,” then you’re on the right page! This post aims to give you our take on the ultimate tips for entrepreneurs to find the best virtual talent. 

Understanding the Hiring Process

Let’s begin with clarifying the distinction between a recruiting and hiring definition. These are both crucial steps in the process of acquiring new talent for your organization, but they serve different purposes. 

Recruiting

Recruiting is an ongoing process of attracting a pool of qualified candidates. It involves activities like building your employer brand, sourcing potential candidates through various channels, and generating interest in your company and open positions.

Recruiting strategies encompass both inbound and outbound efforts. You might attract candidates who apply directly to your job postings, or you might proactively seek out top talent through targeted outreach.

The goal of recruiting is to create a large pool of qualified candidates with the potential to be successful in the role. This may involve considering candidates with a broader range of skills and experiences, assessing their fit with your company culture, and generating their interest in your organization.

Hiring

Hiring is a specific and short-term process focused on selecting the single most qualified candidate to fill a current vacancy. It involves evaluating the applications and qualifications of candidates from the recruitment pool, conducting interviews, reference checks, and ultimately making a hiring decision.

The hiring process involves a more rigorous evaluation of a candidate’s skills, experience, and fit for the specific job requirements and remote company culture. This might involve assessments, skills tests, and in-depth interviews with various team members.

The goal of hiring is to identify the candidate who best aligns with the specific needs and requirements of the open position. This includes not only technical skills and experience, but also soft skills, cultural fit, and demonstrated potential for success in the role.

The Impact of Employer Branding on Attracting Top Talent

Your reputation precedes you, and it significantly impacts your ability to attract top talent. A strong employer brand acts as a magnet, drawing in highly skilled and experienced individuals who are actively seeking new opportunities. Top talent is more likely to apply to your company if they perceive it as a desirable workplace.

A well-defined employer brand also differentiates you from competitors. Candidates who identify with your company culture and values are more likely to prioritize your positions over others.

A well-crafted employer brand is transparent and authentic, showcasing the reality of what it’s like to work at your company. This fosters trust with potential candidates and allows them to make informed decisions about applying.

Importance of Writing Enticing and Inclusive Job Descriptions

Compelling job descriptions grab the attention of qualified candidates and spark their interest in the role and your company. Inclusive language expands your candidate pool by avoiding gender bias or unnecessary experience requirements. This allows you to focus on the skills and abilities needed for the role, not stereotypical assumptions about who can excel in it.

By using inclusive language, you attract a wider range of qualified candidates. This increases the likelihood of finding the best person for the job, regardless of background. Inclusive job descriptions also demonstrate your commitment to diversity. This appeals to top talent who value working in a fair and equitable environment. 

Hiring Tips for Strategizing the Process

Knowing Your Company’s Value Proposition

A company’s value proposition is a concise statement that communicates the unique benefits and value your company offers to customers and potential hires. It’s essentially  why someone should choose you over your competitors. 

A well-defined value proposition acts as a guiding light. It quickly conveys what your company does and why it matters. It resonates with potential hires who are looking for a company whose mission and values align with their own. This leads to better recruitment and retention of top talent. When hires understand the value their company delivers, they are also more engaged and motivated to contribute to its success.

The first of all our hiring tips is to clearly articulate your value proposition on your company website and marketing materials. Ensure all existing and potential hires understand it and how their work contributes to delivering that value. Every interaction is an opportunity to communicate and drive home your value proposition. 

Leveraging Current Team Members in the Hiring Process

Your people have professional networks filled with potential candidates you might not reach through traditional channels. By encouraging internal referrals, you tap into a pre-vetted pool of qualified individuals familiar with your company culture. They are therefore more likely to be a good fit for the team dynamic and role requirements. 

Current team members can also provide valuable insights during the interview process based on their firsthand experience. Moreover, when teams feel involved in the hiring process, they become more invested in the company’s success. Referrals can also foster a sense of team ownership and pride in the team’s growth.

Use the following hiring tips to leverage your teams in the process:

• Establish a formal referral program with incentives to encourage people to recommend qualified candidates from their networks.
• Involve current team members in the interview process to provide unique perspectives on cultural fit and technical skills required for the role.
• Solicit feedback from your team members after interviews to gain valuable insight for more informed hiring decisions.
• Target referral requests to team members with relevant networks based on the open position to avoid overwhelming them.
• Publicly recognize and appreciate team members who consistently refer strong candidates.

The Role of Social Media and Online Platforms in Vetting Applicants

Social media and online platforms can be a double-edged sword for vetting applicants. While they offer a wealth of information about potential hires, there are also drawbacks and privacy concerns to consider. 

Social media profiles can provide a more well-rounded picture of a candidate than just a resume. You might glean insights into their interests, work ethic, communication style, and soft skills. Online platforms can sometimes corroborate information listed on a resume, such as previous work experience or educational background.

Publicly available content can reveal a candidate’s professional affiliations, industry involvement, and personal brand, too. Look for red flags that might indicate a culture clash or integrity issues that could impact the job.

Respecting Privacy

Be mindful of privacy settings and only access publicly available information. Respecting candidate privacy is crucial. Remember that a social media presence rarely fully represents a candidate’s abilities or work ethic and can therefore be misleading. Be wary of unconscious bias based on a candidate’s online persona. Focus on relevant skills and experience, not personal opinions or social media activity unrelated to the job.

For transparency, clearly communicate in your job postings whether or not you’ll be reviewing social media profiles. Develop a consistent and standardized process for reviewing online information across all candidates. Only consider online content relevant to the required skills and experience for the position.

Crafting the Perfect Job Listing

One of our most valuable hiring tips is how to craft job listings that attract qualified candidates and accurately reflect the role. Before you begin, consider how potential candidates would search for a job like this. Include relevant keywords in the title that accurately reflect the responsibilities and required skills. Research popular industry terms and include variations to improve search visibility.

Title and Description

Make sure you write a title that clearly communicates the core essence of the role. Avoid both generic titles and excessive jargon that may confuse applicants. Aim for titles between 4 and 8 words so as not to deter potential applicants from reading further. Highlight the most appealing aspects of the position. This could be growth opportunities, impactful work, or a dynamic work environment. 

Use compelling words to convey the activities involved in the role to spark the applicant’s interest. For example, instead of asking for a Marketing Associate, try “Growth Marketing Specialist.” Change Customer Service Representative to “Customer Happiness Hero.” Try “Business Intelligence Analyst” instead of Data Analyst.

Additional Elements

When possible, weave elements of your company culture into the title to attract candidates who resonate with your values. Showcase the human element of the role. Highlight opportunities for collaboration, creativity, and personal growth. People want to feel like they’ll be working with others and making a real impact.

Instead of just listing duties, use action verbs to paint a picture of a typical day in the role. Move beyond responsibilities and emphasize the achievements made possible by the role. Write with enthusiasm for the role and your company. Your excitement will be palpable to potential candidates.

Interviewing for the Best Hire

We can’t call these ultimate hiring tips without talking about the importance of the vital interview stage.

Before the interview, clearly communicate your company’s mission, core values, and areas of focus for the role. Make sure candidates understand the job description, responsibilities, and required skills for the role. Don’t forget to send clear instructions to the candidate regarding the platform, format, and any materials they should prepare. 

During the interview, create a welcoming and positive virtual environment. Greet the candidate warmly, establish rapport, and smile! Maintain eye contact through the camera to simulate in-person interaction and show attentiveness. Pay close attention to the candidate’s responses, ask clarifying questions, and allow them time to elaborate on their experiences.

Ask questions that speak directly to your required skills and experience. Clarify why each candidate is interested in the position. Target strengths related to the job, and look out for weaknesses, considering whether they can be areas for development and growth.

Prepare behavioral interview questions and understand how candidates would respond using the STAR method (Situation, Task, Action, Result). Look for problem-solving skills and achievements. Take note when candidates give thoughtful answers and additional questions for you.

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

• Outsource School Case Study: How We Scaled to 45+ VAs and 8 Figures in Revenue
• Free VA Calculator | See How Many VAs You Can Afford
• Free Training on 5 Keys to Working With VAs
• Learn Outsourcing 101 | Guides, Downloads, and Checklists

Final Hiring Tips

Be intentional about fostering diversity and inclusion in virtual teams. Top talent is more likely to gravitate to your company if you offer open opportunities. Be flexible in your approach to making the final decision. Try to accommodate candidates’ needs where it doesn’t compromise your needs. 

After choosing the best fit, don’t just ignore everyone else. It’s never an easy conversation, but you should communicate to them that they didn’t make to cut. Make sure you are professional and gracious when delivering a rejection. This begins with doing it as soon as possible. Respect for their time and effort is important. Always thank candidates for applying.

If you can, mention a specific strength or qualification that caught your eye. This shows you reviewed their candidacy seriously. Be honest and concise. If applicable, let them know you’ll keep their resume on file for future openings that might be a good fit. This way, your company will be spoken of within their networks in a positive light.

If you follow these hiring tips, we know that you will be closer to finding that gem of a hire that can propel your business forward.

What is your hiring definition? Have you noticed that it can be very different from someone else’s idea of what hiring means?

The Greek philosopher Heraclitus once said, “There is nothing permanent except change.” That definitely goes for language, maybe even more than anything else. So, as we grow into new things in the hiring world, we need to clarify what hiring is so we know what we’re doing. This helps us to avoid misunderstandings that can lead to poor decisions and unhappy hires.

Understanding the Hiring Definition in the Modern Workplace

Hiring in the modern workplace has evolved beyond simply filling open positions with resumes and interviews. It’s a strategic process focused on finding the right talent  to  achieve specific business goals in a dynamic and competitive environment. We see a few key characteristics that inform a common hiring definition in today’s workplace.

First, we see a focus on the search for skills and cultural fit. Modern hiring goes beyond traditional experience on a resume. Companies look for demonstrated skills and aptitudes relevant to the specific role, often using skills assessments or tests. Experience also comes into play here. Alongside capabilities is an increased value on cultural fit. They know that this can help ensure compatibility with the existing team dynamic, work style, and company values. 

Second, we see a lot of technology and automation intertwined with human labor. Many larger organizations use Applicant Tracking Systems (ATS). It helps them to screen resumes, filter candidates based on keywords, and manage the application process efficiently. Smaller companies that don’t have many hires tend to rely more on online assessments and interviews. Written test and video conferencing, for example, facilitate remote hiring and allow for a wider talent pool consideration.

Third, companies are more aware of how important branding is. They cultivate a strong employer brand to attract top talent that fits in well. This involves showcasing company culture, employee testimonials, and career development opportunities. Modern hiring, therefore, also focuses on creating a positive candidate experience throughout the hiring process. This includes clear communication, timely updates, and feedback to all applicants. 

The Shift

A lot of this has to do with a shift in the balance of power in the hiring world. Gone are the days when companies held all the cards. Now, companies have to woo the best talent if they want to make good hires. They can no longer simply put up a post and wait. They also can’t simply expect the best of the best to flock to them, each with their best foot forward. Companies need to make efforts to look good themselves.

In turn, a lot of this is due to the rise of the gig economy. This means that a hiring definition often includes a distinction between employees and freelancers and contract workers. Companies that want to fill specialized skills or project-based needs must consider how to attract these talents. Remote work options are also increasingly common. This expands the talent pool, but it also means that hires have more options. It also offers flexibility to both companies and candidates.

Here are a few more things that have changed over the past few decades. Modern workplaces strive for diversity and inclusion in their hiring practices to build stronger teams with wider perspectives and experiences. Companies value agility and adaptability in hires more than just doing the grind. People who can learn new skills and flow with changes are highly sought-after in today’s fast-paced environment. Companies also use more data and analytics to evaluate hiring strategies and track the success of different recruitment channels. 

The Hiring Process Explained

Stages of the Virtual Hiring Process

The virtual hiring process has become increasingly common as technology facilitates remote work and geographically diverse talent pools. Here’s a breakdown of the key stages involved in hiring someone virtually:

Pre-Virtual Interview Stages

Clearly outline the job requirements, responsibilities, and skills needed in the job description. Use online job boards and your company career page to reach a wider audience. Shortlist qualified candidates based on resumes, cover letters, and initial phone screenings.

Virtual Interview Preparation

Ensure you have a reliable internet connection, functional video conferencing software, and a quiet, professional background for the interview. Develop a structured interview format with clear questions aligned with the job description. This ensures a fair and consistent evaluation process for all candidates.

Conducting the Virtual Interview

Dress professionally and maintain appropriate body language to project a positive image during the virtual interview. Minimize distractions, maintain eye contact with the camera, and allow the candidate time to respond to questions. Use the virtual interview to assess the candidate’s skills, experience, cultural fit, and communication abilities. Make sure that you have also taken the time to master virtual communication. This will help you make the most of every interaction.

Optional Additional Assessments 

Depending on the role, consider incorporating online skills tests to evaluate technical abilities or specific software proficiency. For some positions, requesting a sample work project or writing assignment can provide valuable insights into the candidate’s capabilities. Nore, however, than many freelancers sign NDAs, so they may not be able to show you actual samples.

Reference Checks and Background Screening

Contact the candidate’s references to verify their employment history, skills, and work ethic. Depending on the position and company policy, background checks may be conducted to verify qualifications and ensure a secure work environment.

Offer Negotiation and Contract

Present the job offer virtually, outlining the details of the compensation package, any applicable benefits, and your preferred starting date. Once terms are agreed upon, finalize a formal employment contract that outlines the job responsibilities, compensation, benefits, and legal terms of employment.

Onboarding

Develop a remote onboarding process to welcome the new hire, introduce them to the company culture, team members, and equip them with the necessary tools and resources for success. Maintain regular communication with the new hire throughout the onboarding process to address any questions or concerns and ensure a smooth transition.

Continued Support and Evaluation

Schedule regular virtual check-ins with the new hire to provide feedback, answer questions, and offer ongoing support during their initial adjustment period. Conduct performance reviews to evaluate the new hire’s progress, identify areas for development, and ensure they are meeting expectations in the remote work environment.

Advantages of a Virtual Hiring Process

When you go global, you have access to a broader range of qualified candidates, regardless of geographical location. You can also reduces the costs associated with traditional in-person interviews, like travel and venue expenses. Virtual hiring streamlines the hiring process, too, by allowing interviews and assessments to be conducted virtually. This works whether you are hiring remote talent or local talent. This process also enables scheduling flexibility for both interviewers and candidates. 

By following these stages and leveraging the advantages of virtual hiring, companies can attract top talent, conduct efficient interviews, and build successful remote teams.

Key Components of a Successful Virtual Hiring Strategy

In today’s digital world, virtual hiring has become the norm for many businesses. To ensure a successful virtual hiring experience, we see a few key components to keep in mind.

Pre-Interview

First comes preparation. Before you begin, clearly define the skills, experience, and qualifications you want to confirm for the role. This will guide your job description, interview questions, and selection criteria. Craft a compelling and informative job description that outlines the responsibilities, work environment, company culture, and applicable benefits. For example, define whether the work is strictly remote-based or if you require site visits. Develop a structured interview format with clear and consistent questions aligned with the job description. This ensures a fair evaluation process for all candidates.

Before scheduling a meeting, make sure you have the necessary technology and equipment to conduct smooth virtual interviews. This includes a reliable internet connection, high-quality video conferencing software, a professional background, and a functioning webcam and microphone. Provide clear instructions to candidates regarding the interview format, platform to be used, and any preparation materials they might need. For example, do they need to send you a resume or portfolio before you speak?

Interview

For the call, both interviewers and candidates should dress professionally. Appropriate body language is also important to project a positive image. Minimize distractions, maintain eye contact with the camera, and allow the candidate time to respond to questions without interruption. Use the virtual interview to assess the candidate’s skills, experience, cultural fit, communication abilities, and problem-solving skills. Look for indicators of success in a remote work environment, such as time management, self-motivation, and proficiency with communication tools.

Post-Interview

After the interview, you might want to do some reference checks and background screening. Contact the candidate’s references to verify their employment history, skills, and work ethic. If you’re happy with them, present the final job offer virtually, outlining the details so they can confirm that they understand and accept. Once terms are agreed upon, finalize a formal employment contract that outlines the job responsibilities, compensation, benefits, and legal terms of employment.

Hiring Definition for Virtual Teams

Unique Challenges

Building a successful virtual team comes with its own set of challenges compared to traditional in-person teams. One of the key hurdles to consider is communication and collaboration. Virtual communication can lack the richness of nonverbal cues and face-to-face interaction, leading to misunderstandings and misinterpretations. Spontaneous brainstorming sessions and informal chats are less likely to happen virtually, potentially hindering collaboration and team spirit. Remote team members might struggle to stay updated on project progress and company news, creating information silos.

Building trust and upholding company culture in this type of environment is, therefore, vital. Remote workers can feel isolated and disconnected from the team, impacting morale and engagement. Building trust and strong working relationships can be more challenging in a virtual environment. It can be harder to instill and maintain a strong company culture when team members are geographically dispersed. This means that you have to make all the more effort to connect intentionally, and keep team members connected, too.

Similarly, managers may have less visibility into employee workloads and daily activities. This can make performance evaluation more complex. The lack of in-person supervision can lead to micromanagement by some managers, hindering employee autonomy and trust. Working across time zones can create scheduling challenges and hinder real-time collaboration, too.

Opportunities

Despite the challenges, there are significant advantages to consider when hiring for virtual teams. Aside from the abovementioned advantages, virtual hires tend to enjoy the flexibility. Virtual work arrangements offer work-life balance, potentially leading to higher job satisfaction and reduced turnover. Studies also suggest that remote workers can be more productive. This is mostly due to fewer distractions and the ability to work during their most productive hours.

If you establish clear communication channels and protocols, you can mitigate the risks of virtual communication breakdowns. Look into email, video conferencing, and project management tools, for example, and establish your expectations to ensure smooth information flow. We recommend that you use online collaboration tools that facilitate file sharing, real-time document editing, instant messaging, and video conferencing. This has helped us tremendously at Outsource School to foster teamwork and collaboration.

Organize virtual team-building activities and social events to help remote workers connect, build rapport, and foster a sense of team spirit. Practice transparent management, provide regular feedback, and recognize achievements to keep remote workers engaged and motivated. Clearly outline work expectations, project goals, and deadlines for virtual team members to ensure everyone is aligned. Recognize the value of asynchronous communication to accommodate different work schedules and time zones within a virtual team.

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

• Outsource School Case Study: How We Scaled to 45+ VAs and 8 Figures in Revenue
• Free VA Calculator | See How Many VAs You Can Afford
• Free Training on 5 Keys to Working With VAs
• Learn Outsourcing 101 | Guides, Downloads, and Checklists

Conclusion

The hiring definition of today’s modern workplace is a comprehensive and strategic process. It considers skills, culture, technology, employer branding, and evolving workforce models. By focusing on these aspects, companies can attract top talent, build strong teams, and achieve their business goals.

When hiring, every company nowadays needs to consider freelance vs contract workers. Virtual teams are the name of the game in this digital world, and functional distinctions are emerging. In this post, we’ll go over who freelancers and contractors are. We’ll talk about how they are different and how to hire and manage them effectively.

Understanding the Basics

Freelance Key Characteristics and Typical Work Arrangements

Freelance workers, also sometimes referred to as freelancers or independent contractors, are individuals who are self-employed. They work for themselves rather than for a single employer. They offer their skills and services to clients or businesses on a project basis, contract basis, or hourly basis.

Freelancers are responsible for finding their own work, managing their own time, and taking care of their own business expenses. This includes the equipment they use for work, their business taxes, and sometimes the software they need. Freelance work is typically not a permanent position. Freelancers contract with clients to complete specific projects or tasks, and the working relationship ends once the project is finished.

Freelancing encompasses a wide range of professions and skillsets. Writers, designers, developers, marketers, consultants, and many other professionals can find freelance work in their respective fields.

Perhaps the biggest benefit of freelance work is the flexibility and control it offers. Freelancers can choose their projects, set their own hours, and work from anywhere with an internet connection. They have the autonomy to make their own decisions and build their own business, too. Freelancing also opens up a wide range of project and client opportunities, which can keep work interesting. 

The main challenge with freelance vs contract work is income instability. Freelancers don’t receive a regular paycheck and their income can vary depending on the availability of work. Moreover, freelancers are typically responsible for their own health insurance, retirement savings, and other benefits. Freelancing also requires a high degree of self-discipline and time management skills. More than staying alive, freelancers must stay on top of deadlines and often manage multiple projects to be lucrative. 

Contract Worker Key Characteristics and Typical Work Arrangements

Contract workers, also known as independent contractors, share many similarities with freelance workers (defined previously). Both contract workers and freelancers are not regular employees of a company. They are self-employed, and typically don’t have permanent positions. They contract with companies or clients to complete specific projects or tasks. 

The term “contract worker” can sometimes encompass a broader range of workers compared to “freelancer.” Where freelance vs contract workers mainly differ is in their level of control, relationship with clients, and legal classification. 

Contract workers might have slightly less control over their work compared to some freelancers. For instance, a company might dictate specific work hours or require the contractor to be on-site for the project, even though they are not a permanent employee. The specific terms of a contract worker’s agreement with a company can vary, too. In some cases, the level of control a company exerts might be closer to that of a traditional employer-employee relationship, with the key distinction being the temporary nature of the work. 

The legal classification of a worker as a freelancer, independent contractor, or employee often has tax and legal implications. Because the specific distinction can be  blurry, it’s crucial to consult with a tax advisor to understand your obligations. 

Legal Considerations of Freelance vs Contract Work

The legal distinctions between freelancers and contract workers can be nuanced, and the terms are often used interchangeably. However, there are some key factors that legal professionals and courts consider when classifying a worker.

Freelancers generally have more control over how they perform their work. They choose their methods, tools, and schedule. They are compliant as long as they deliver the agreed-upon results. A hiring entity likely dictates specific work hours and tools or methods for contract workers to use, though. 

Freelancers typically work independently and are not integrated into the company’s structure or hierarchy. They provide their services for a specific project and are not involved in the company’s daily operations. They may still be asked to comply with company culture, however. This is especially true if their work requires them to collaborate closely with others. Contract workers tend to be more integrated. 

Because they are usually considered business owners, freelancers are responsible for their own taxes and benefits, like health insurance. They typically receive a 1099 form from the companies they work with. The classification for contract worker taxes and benefits can vary. It usually hinges on the specific contract and level of control that the company exerts. In some cases, contract workers might receive a W-2 form and be eligible for certain benefits.

Here’s a table summarizing the key distinctions:

Note that the specific legal classification can be complex. Consult with a tax advisor or legal professional to determine the appropriate classification for your specific situation.

Some government agencies also offer resources to help classify workers. For instance, the US Department of Labor has an online classification tool. This keeps you out of trouble when the lines between freelancers and contract workers blur.

Pros and Cons

Advantages of Hiring Freelance vs Contract Workers

Hiring freelancers can be ideal for companies that value independence and a flexible work style. Freelancers often work on a wider variety of projects with different clients. This can be beneficial for companies who want to bring in some exposure from diverse assignments. This is also true in terms of teaching other team members about a faster-paced work environment.

In some cases, hiring freelancers might be a more cost-effective option for businesses. This is because freelancers are generally responsible for their own taxes and benefits. With contract workers, agreements might include some benefits. The freelance marketplace offers a vast pool of talent with niche specializations. This can make the cost of hiring a freelancer more palatable. For example, businesses can find freelancers with unique skills and expertise that might be difficult to source locally. That makes them invaluable. Sometimes, you can only find contractors through traditional hiring channels. Freelancers are all over the internet. 

Note that the specific advantages of freelance vs contract hires can vary greatly. Look at the nature of the work, the contract terms, and the individual preferences of both the worker and the business. Carefully assess your project needs and consider your budget and work style compatibility, too, when deciding between the two.

Disadvantages of Hiring Freelance vs Contract Workers

While freelancers offer benefits like the above, there are also some drawbacks to consider when comparing them to contract workers. 

Freelancers are self-directed, so managing their work can be more challenging. You might have limited oversight over their daily tasks and work schedule. This can be a concern for projects requiring strict adherence to specific protocols or deadlines.

Clear and consistent communication is crucial when working with remote freelancers. Time zone differences and asynchronous communication can create challenges in collaboration and project management. This is not true of contract workers, who are usually more readily available for real-time communication.

The quality of work can vary significantly among freelancers. While platforms and portfolios can help assess skills, in-depth screening and reference checks are important. This ensures that freelance hires possess the necessary experience for your project. Sharing confidential information with freelancers also requires strong security protocols. Consider putting non-disclosure agreements in place to mitigate security risks. 

Freelancers might have different work styles or approaches compared to your in-house team. Ensuring consistency in quality, tone, and formatting across projects can require additional effort and clear communication. 

Consider, as well, availability for ongoing projects or future collaborations, since freelance workloads fluctuate. They might prioritize other clients with more urgent needs if you don’t have a standing agreement, disrupting your project continuity. When that happens, transitioning the work to a new freelancer can be time-consuming and disruptive. This is especially true if a project requires institutional knowledge specific to your company. A contract worker who might be integrated more closely with your team can be the better option here.

Carefully weigh the trade-offs between freelancer advantages and potential  management challenges. For projects requiring strict control and long-term collaboration, contract workers might offer the greater advantage, but not always.

Hiring Process and Best Practices

Before hiring, clearly identify the skills, experience, and deliverables you need for the project. This will help you target the right talent pool and write clear job descriptions. Consider the level of control you require and the benefits you’re willing to offer. Use a combination of methods like freelance platforms, professional networks, and job boards to find qualified candidates. 

During the hiring process, clearly and concisely outline the project scope, deliverables, timeline, payment terms, and required skills. Screen candidates thoroughly by reviewing portfolios, conducting interviews, and checking references. This is how you can evaluate skills, experience, and cultural fit before doing a trial run.

Always formalize the hire with a written agreement. Specify the scope of work, payment terms, ownership of intellectual property, confidentiality clauses, termination clauses, and the like. Set clear expectations on project goals, deadlines, milestones, and communication protocols, too, to avoid misunderstandings. Establish regular communication channels and touch points to keep the project on track. Maintain communication to address concerns promptly. Offer constructive feedback throughout the project duration and provide resources and support as needed.

Take advantage of freelancer tools and platforms to streamline the hiring and management processes. Consider starting with a smaller project to assess a freelancer or contract worker’s skills and compatibility. Then you can more safely commit to a larger engagement later. 

Management and Collaboration

Effective management of freelance and contract workers is crucial to ensure successful project completion and positive working relationships. 

Integrate all hires through proper onboarding. Invest the time to familiarize them with your company culture, project goals, workflows, and communication protocols. Provide clear documentation and resources to get them started quickly. Give them a detailed project scope document specifying deliverables, milestones, deadlines, and acceptance criteria. This minimizes confusion and ensures everyone is on the same page.

Set clear and achievable deadlines considering the freelancer’s workload and the complexity of the project. Factor in buffer time for potential revisions. Implement regular feedback mechanisms to provide constructive criticism and course corrections throughout the project. This improves quality and ensures alignment with expectations. Establish clear quality assurance processes to review deliverables and ensure they meet the agreed-upon standards before final acceptance and payment. 

Define payment terms in the contract, including payment schedule, milestones tied to payments, and payment methods. Consider using online payment platforms for secure and timely transactions. If you’re doing hourly projects, establish clear time tracking procedures for accurate billing. Reliable payment builds trust and encourages long-term collaboration.

Respect and appreciation go a long way. Treat freelancers and contract workers with dignity and thank them for their contributions. Value their expertise and communicate openly throughout the project. Implement periodic performance reviews and identify areas for improvement in the working relationship.

If you find a talented freelancer or contract worker, develop a positive working relationship to encourage ongoing collaboration. Most freelancers will commit if they see the advantage in building loyalty with you. If a freelancer or contract worker performs well, express your interest in working with them again on future projects. Building a pool of reliable freelancers can streamline your workforce management. This way, you get all the advantages of their broader experience and knowledge plus the stability of contract hires. Consider offering opportunities for professional development or skill-building resources to your freelance and contract worker network, too.

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

• Outsource School Case Study: How We Scaled to 45+ VAs and 8 Figures in Revenue
• Free VA Calculator | See How Many VAs You Can Afford
• Free Training on 5 Keys to Working With VAs
• Learn Outsourcing 101 | Guides, Downloads, and Checklists

Conclusion

Hiring freelancers and contract workers can be a rewarding experience for businesses  of all sizes. By following these best practices, you can increase your chances of finding  qualified talent and building successful working relationships. Then you can manage projects effectively over the long term.