Categories
Virtual Assistants

10 Essential Executive Assistant Tools for Boosting Virtual Team Efficiency

Avoid Disappearing Virtual Assistants with executive assistant tools.

Executive assistant tools are super helpful when you want to boost the efficiency of your team. Since the best of these tools can be implemented digitally, they are great for virtual teams, too. In this post, we’ll go over our favorite picks in ten categories. These are communication, scheduling, project management, filing, productivity, finances, customer relations, personal development, security, and AI.

1. Communication Tools

Email and Messaging Platforms

Most companies will already have an email provider, but if you need one, our favorite is Gmail. Because we work with Google Workspace a lot, this makes the most sense. Of course, if you use a different suite of tools, we recommend checking out their native email system. It should do the job of sending emails, and will integrate better with yoru other tools.

Instant Messaging Apps

When it comes to messaging, Workvivo by Zoom is a powerful new option. This is an internal communication app, so it works really well for teams spread out all over the world. You can book a product tour on their website to learn more.

Slack is what we use at Outsource School for much of our communications. It’s super easy because it combines private as well as group communications, called channels. In these channels, you can share files, which we love. Plus, it’s all free and pretty much unlimited.

Telegram offers top-security messaging on desktop and mobile devices. They offer simplicity and speed for people who want to securely chat from multiple devices. Telegram does not limit the size of your media and you can have up to 200,000 members in your groups. A bonus we love is the ability to customize your messenger to reflect your branding.

WhatsApp is also known for its security, although it has come under some criticism for scammers using the platform. We love this one above other executive assistant tools for messaging because it’s completely free. Plus, you can create groups and do virtually unlimited voice and video calls. You have to use an actual working phone number, but that helps us keep track of hires.

Video Conferencing Software

Zoom, of course, is our top pick if you’re using Workvivo. This is a robust platform that offers more than just video calls, though. It has grown into a collaboration tool that offers team chats with an AI companion. The whiteboard feature has improved and it has phone connectivity options that other apps don’t. Zoom even has an email and calendar tool alongside an appointment scheduler, and virtual working spaces.

We love Microsoft Teams for any company that is already using this suite. The app works on both Windows and Mac devices. It got a revamp in October of 2023, and all users will be using the new Teams version by March 2024. Teams now supports third-party apps, breakout rooms, call queues, contextual search in chats and channels, and more. It performs much better and is more reliable and secure.

Free Conference Call offers only 40-minute calls for free, like Zoom. However, if you want to keep a channel open for people to jump in and out, it’s a great option. Their Unlimited Package is fairly reasonably priced for what it offers. This gives you access to their top-notch video and screen sharing for meetings. 

2. Scheduling and Calendar Management

A calendar with dates highlighted.

Online Calendar Tools

Of course, if you’re using Google already, Google Calendar is enough for most purposes. It integrates really well with many scheduling apps like Calendly, outlined below. 

The Asana team calendar is amazing if you use the Asana project management suite. Because it’s a shared team calendar, it’s super easy for you and your virtual teams to plan, manage, and visualize each work week.

Appointment Scheduling Software

Calendly is one of the executive assistant tools that makes appointment setting super easy. You share a simple link where anyone can book a time slot. No more back-and-forth emails to find the perfect time! You can not only set specific openings on your schedule, but also automate gaps between meetings. In addition, you can set a limit for the number of meetings people can schedule with you every day. This allows you to rest between meetings and keep a balanced schedule overall. 

3. Task and Project Management Tools

Project Management and Collaboration Software

If you have complex processes similar to a manufacturing facility, you’ll love Odoo. It allows you to simulate operations in real-time with capacity planning, components availability, and cost control. Odoo is a suite that has other cool tools like a CRM, helpdesk, accounting, inventory, marketing, and so much more. And it’s super affordable, too.

Aside from Asana and Odoo, Monday.com is another of the more common executive assistant tools with multiple features. You can choose which features you want to use to manage small and big projects alike. 

ClickUp is our main project management tool at Outsource School. We love the versatility in the customization options within the different spaces and task lists.

4. Document and File Sharing

Cloud Storage Solutions

Again, start with the storage solution that comes along with whatever tool suite you’re already using. For example, Google Cloud or Google Drive, or Microsoft OneDrive. If you don’t have a suite or none of these work for you, you can try one of these:

IDrive offers online storage and syncing service at a great price. We love its archiving and continuous backup features. 

Box is great for business use with its features. It’s also free to use for up to 10GB of files.

Document Collaboration Tools

If you choose ClickUp for project management, you already have a robust document collaboration tool. If you need something more, check out Dropbox Paper. This integrates well with the original Dropbox cloud storage system. If you have a Dropbox account, Paper is free. This tool gives entire teams the ability to edit documents in real time, like Google Docs. 

Zoho WorkDrive is an online file management system for teams. It provides teams with a secure, shared workspace where they can collaborate without worrying about content leaks. 

Document360 is another real-time editing tool. What we love about this one is that it’s also a knowledge base. Teams can store information within the system to keep it in a centralized location. People can’t collaborate on documents, but they can still contribute through notes, the discussion feed, and other features. We also like the ability to set role permissions so you can set access for different people to different documents. Document360 has robust integration with tools like Slack and Microsoft Teams, too.

5. Time Management and Productivity

A man writing notes in front of a laptop.

Time Tracking Tools

We don’t necessarily use time trackers at Outsource School, but we have had good success with Time Doctor. It’s actually not just a time tracker but a complete analytics tool. You can use it to discover insights on your team’s productivity as well as the technology you use. The operations data you can gather will help you identify workforce issues and improve performance.

Hubstaff is another exceptional tool. It automates the time tracking process while it assists with workforce management and delivers productivity metrics. With this data, you can keep teams on track and close gaps in efficiency.

Many of our clients love Clockify. It’s a simple, free time tracker that helps you track attendance so you can monitor billable hours. It also helps with productivity through the timesheet, activity tool, and analytics reports.

Focus Tools

RescueTime is a time tracker that measures your focus so you know what distracts you. Focus Sessions block your access to websites that it notes can affect your focus. Afterwards, you get a breakdown of the session.

Brain.fm uses a patented AI engine to play music that scientific research says should help you focus. More than focused work, this tool can deliver music to help you relax and sleep, too.

6. Financial Management Tools

Expense Tracking and Reporting

Expensify is an Android and iOS app that helps people quickly and easily track and submit multiple expenses. Your teams can scan receipts and record the expense. This tool can do mileage, GPS tracking, and automatic credit card importing, too. You can link it to bank accounts for easy logging. Expensify is secured by two-factor authentication and is compliant with Privacy Shield and GDPR requirements.

Invoicing and Payment Tools

Zoho and Odoo have great invoicing software. If you are using other tools in their suites, we recommend you stick to their compatible tools. We actually love Zoho Invoice anyway, even as a stand-alone tool. If you use PayPal for business payments, they also have an invoicing tool.

7. Customer Relationship Management (CRM)

CRM Software

Zoho CRM and Monday.com are our favorite executive assistant tools in this category. Zoho features more robust automation while Monday is simpler. For customer-facing teams, Zoho is great. They can use comprehensive analytics and personalized solutions to provide more excellent service. Sign up and get started in no time—the fastest implementation in the enterprise CRM market.

HubSpot CRM is also pretty neat. This one gives you everything you need in one place to manage sales and marketing, content, operations, and customer service. 

8. Personal Development and Learning

A man wearing a headset looking at his laptop while resting his chin on his clasped hands.

Online Learning Platforms

LinkedIn Learning is our favorite platform for skills upgrades. It focuses on the most in-demand skills, which is what we want to target in our teams. They also offer highly personalized career coaching.

Udemy is probably the largest platform with hundreds of thousands of online video courses. You pay for only the courses you want. 

Coursera offers top-rates courses and job-ready certificate programs. It’s by subscription, though, so this is good if you want to pursue continuing education. 

9. Security and Privacy Tools

Password Managers

1Password has the most useful features and is compatible with a lot of sites and apps. It’s secure, which is what you want the most, and easy to use. If you want a free option that’s just as secure but free to use, we recommend Bitwarden.

VPN Services

If you need a virtual private network to encrypt your activity on the internet, we have a few recommendations. For general use once in a while, NordVPN and TunnelBear work well. Choose TorGuard VPN if you need to customize your options. If you need something more serious, Private Internet Access or Surfshark are best.

10. Digital Assistant and AI Tools

AI Personal Assistants

ClickUp AI is great for pulling in information on all your tasks, projects, and documents stored in ClickUp. There’s no need to use an outside tool. The same goes for Zoom AI Companion, if that’s the tool you’re already using. It’s free with a paid Zoom user account.

We love Google Assistant, too. You can use this one on various devices, and you probably already have it if you use an Android device. It’s voice powered and can do more than search the internet. We have high hopes for how this tool will improve over time, but it’s already an amazing tool today.

Voice Recognition Software

Go for Apple Dictation if you are already using an Apple device. Similarly, if you use a PC, Windows voice recognition is all you need for most cases. If you need something that everyone can use, Google Docs can type for you. Gboard works at pretty much the same level for Android devices. 

Frequently Asked Questions

What are the key features to look for in executive assistant tools?

The best features in these tools are ease of use and integration. First, you need to evaluate how intuitive they are for you. If there’s a high learning  curve, then it may not be worth the effort. Then, you need to make sure that the tool plays well with your other software. Otherwise, it’s not really helping.

What are the security considerations when using these tools?

You run the risk of data leaks when you use any kind of team app. For better security, go for the tools that have customizable access so you can limit permissions. The easier it is to give and revoke permissions, the better. Look into data encryption as well, especially if you have sensitive information stored in any of the tools.

What Is Outsource School?

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: 

Final Thoughts on Executive Assistant Tools

We hope that you found this list of our top executive assistant tools helpful. It’s just a start, but we believe it can springboard your journey towards virtual team efficiency.

Categories
Virtual Assistants

Freelancer Insurance Guide: Protecting Your Virtual Team and Business

A magnifying glass and cash on a freelancer insurance policy document.

Getting some freelancer insurance can be a smart move. Because freelancers are essentially business owners, they have a certain level of exposure to legal liability. Freelancers are responsible for running their businesses, which comes with responsibilities to the government. They are also responsible for the work that they agree to take on. This means that most work-related mishaps are their responsibility. Freelancer insurance protects freelancers in case something really bad happens.

Understanding Freelancer Insurance

Technically speaking, a freelancer does not earn a salary but instead gets paid per project or task. This makes them independent contractors. (Although there are differences between a freelancer vs contractor.) As such, they usually take on either short-term work. They can also take on recurring tasks for the same client that don’t make up a full-time job.

The government looks at freelancers as small business owners. Because they are not salaried, regular employees, they are basically self-employed entities. (Again, there are nuances between a freelancer vs self employed person.) Think of an independent dentist, accountant, or a private investigator. They all work for themselves. 

Freelancer insurance serves entrepreneurs and virtual businesses that do not have the protection of a mother company. Say a work-related incident causes some kind of damage or loss to a client. As an independent, a client may hold the freelancer liable. Insurance is protection for not only your business, but for yourself and your assets, too. This is vital for sole proprietors, who essentially run the business under their own names. 

Different professions carry different forms and levels of liability. The risks depend on the work being done. We do see basic insurance policies, though, that cover the most common ones that freelancers face.

Types of Freelancer Insurance

A smiling woman sitting on a bed with a laptop.

General Liability Insurance

This policy type provides protection against physical damage claims. Freelancers may need this insurance only if they rent an office or entertain clients at their place of business. General liability insurance basically protects a freelancer in case of third-party accidents. This generally covers client injury and accidents that damage client property. It also includes copyright infringement, however, and other damages relating to advertising. 

Professional Liability Insurance

We find this insurance, also known as errors and omissions insurance (E&O), to be very useful for most freelancers. The average policy covers mistakes or negligence on the job that negatively affects a client. It comes in handy when an oversight or missed deadline, for example, causes a client to lose money. When a client sues a freelancer, it takes care of legal costs. 

Business Owner’s Policy

We recommend this policy for freelancers who own their own business property. It adds the benefits of commercial property coverage to basic general liability insurance. You even get a discount, normally, when you buy them together. This gives you protection against business property damage. This includes stolen or lost equipment, damage from fire or storms. 

Cyber Liability Insurance

Cyber insurance secures freelancers against the general threats of working online. In the past, this insurance would benefit mostly IT professionals and others working in similar fields. Nowadays, it provides protection to a wide array of digital professionals

Data breaches and cyber threats can impact anyone transacting business online, especially if they store personal information. As more and more people transition to remote work, this policy type becomes more valuable. If a data breach or cyber attack should cause damage, this insurance helps a freelancer to recover financially. It mostly covers data breach notification and investigation costs. It can also help them with the costs of hiring a public relations professional help to repair a damaged reputation. 

Health Insurance and Workers’ Compensation 

Personal health insurance options for freelancers are much the same as any individual policy that offers personal health coverage. Many of these general health insurance policies do not cover all types of work-related medical bills, though. This is where workers’ compensation plans come to the rescue. Although mostly used by employers to cover lawsuits from employee injuries, workers’ comp works or freelancers, too. It even provides some disability benefits. 

Income Protection Insurance

Income protection policies come in different forms. Generally speaking, they secure freelancers against loss of income, mainly from illness or injury. It runs for a longer term than the other types discussed here. What income protection does is give a freelancer who cannot work a regular income until retirement or returning to work. 

Assessing Your Need for Freelancer Insurance

Two men sitting on a bench looking at a tablet computer.

Freelancers need different insurance bundles depending on the industry they work in and the size of their projects. Their specific roles can also call for different levels of protection. If you are a business owner who wants to purchase coverage for a freelance hire, you need to factor in the size of your business, too.

The guidelines for choosing insurance types generally relate to the coverage amounts a freelancer might need. Focus on weighing the types and levels of risk you face when pre-selecting bundles. 

In some cases, freelance contracts can determine what types of insurance a freelancer needs. Always check with clients if they have any specific coverage requirements before proceeding with applications.

Choosing the Right Insurance Provider

Many insurance providers offer the same or very similar coverage and premiums. So, what factors can help you when selecting an insurance partner? We think that the following qualities are most important.

Strength and Stability

Always shortlist only those providers who have a long-standing good reputation in the industry. A solvent company will best be able to fulfill its obligations. You want to make sure you partner with a company that can meet your needs. This means they can give you reliable coverage and promptly handle claims. No matter what happens, like the recent pandemic, they need to be able to protect your assets.

Service and Accessibility

An insurance company that cannot provide great service is not a good partner. Look into any prospect’s reviews from customers about their responsiveness and reputation around claims handling. You want a partner who is as accommodating throughout the claims process as they are when they are taking your money. Make sure that you will always have access to an agent in case you have questions or concerns. If you can, check out their online tools before you purchase insurance. The more robust their platform, the more likely they will be better at policy management and claims reporting. 

Policy Value

Don’t simply look at the price of a policy when comparing each one. Sometimes, you can get much better value in a more expensive policy. Sometimes, you don’t need all the coverage a policy provides, and can be better served with the lower-end one. Get quotes and compare them carefully, Look at items like the premium rates and deductibles. Does it fit your budget and coverage needs? 

Implementing Freelancer Insurance in Your Business Operations

A woman signing a freelancer contract while another woman helps her.

Note first that the law does not require freelancers to have insurance. Usually, a contract is enough to protect you and your freelance hires. The best route is to get a lawyer to prepare the contract as well as any other legal agreements you need. These documents will cover all the details of your working relationship, including compensation, scope of work, obligations, and the like.You should have a contract anyway, even if you hire a freelancer who doesn’t have insurance. Moreover, more and more US states and other countries are making contracts mandatory. 

When you want your freelance hires to have insurance, you need to make it a requirement. You can easily ask a freelancer to get insured, but you can’t be sure they will buy coverage. You need to put that as a non-negotiable in your contractual agreements. 

If you include insurance as a requirement, make sure that you state that in your job description. It should go right alongside any other non-negotiables you might have. Do not wait until the final cut to mention that they need to purchase insurance. Most freelancers who do not take on big money jobs do not actually get insurance as a rule. Insurance is an additional cost that does not make sense to them under most circumstances. They may not be willing to get insured after agreeing to a rate that won’t cover the costs. Always remember, they do not need to get insurance – it’s a choice.

If a freelancer asks you for health coverage or a stipend, you need to check the IRS’s Common Law Rules. They basically classify hires who get benefits like health insurance as regular employees and not independent contractors. This status change could mean that you will get charged employee misclassification penalties. 

Frequently Asked Questions

Can multiple freelancers be covered under a single policy?

Because freelancers are essentially separate legal entities, each one needs a separate policy. If you are purchasing insurance for freelancers as an agency, you may be able to negotiate group rates. You may also be able to get a discount if you form a group of independent freelancers. However, each freelancer will still have an individual policy.

How do claims work with freelancer insurance, especially in a virtual team environment?

Hiring freelancers from overseas can make insurance claims trickier, but not impossible. This is why we recommend working with a reliable partner who has more experience outsourcing work. They will know what to do and can offer protection when you transact through their agency. However, even if you are hiring independently, you can work it out. Just make sure that you know which insurance providers can work smoothly with overseas companies. Mainly, you want to specifically require providers that offer liability insurance with worldwide coverage. You should also check with your lawyer about any legal concerns around hiring overseas. 

What are the common exclusions to look out for in freelancer insurance policies?

The following are common exclusions for different types of freelancer insurance:

For Professional Liability Insurance, the main one is intentional acts or omissions, which includes fraud, misrepresentation, or willful negligence committed by the freelancer. This relates to Errors and Omissions Insurance, which also often has coverage limitations on claims relating to contractual obligations. For example, they may not cover a freelancer who fails to meet deadlines or fulfill agreements. This, again, is an area of concern, so weigh your choice carefully. Another common exclusion is claims where the freelancer provided advice or services that are outside their area of specialization. This makes perfect sense. It’s also another reason to never ask a freelance hire to do something you didn’t hire them for.

Cyber Liability Insurance also applies exclusions for intentional acts or omissions by the freelancer that lead to data breaches or cyberattacks. 

Claims around business interruption and loss of data that result from cyber incidents also include limitations.

In line with this, exclusions apply to claims involving negligence. For example, they won’t cover a freelancer’s failure to take proper security measures to protect against cyber threats.

Intellectual Property Infringement policies normally limit coverage for intellectual property rights infringement like copyright, and patent or trademark violations. Be very careful to check the actual coverage to make sure it fits your needs. Note that discrimination, harassment, and wrongful termination claims are also often excluded because it’s freelance work.

For General Liability Insurance, bodily injury and property damage exclusions apply. This makes sense since most freelancers do not have offices. Moreover, especially for overseas hires, clients are not likely to meet them in person, anyway. Protection for freelancers is also often excluded because digital work doesn’t require it. For example, protection against injury from the use of certain equipment or handling hazardous materials isn’t necessary. Similarly, pollution or environmental damage claims are not needed. Take particular note of exclusions around services provided by a freelancer. This may be where you actually need coverage. 

How frequently should insurance coverage be reviewed and updated?

We recommend a routine check-in for freelancer insurance coverage on an annual basis. This is because most policies last for a year. The terms and conditions of different insurance types vary, however. Always check the specific policy period stated. Usually, you will see an effective date and an expiration date. This shows you when the coverage begins and when it stops. If a hire purchases short-term insurance coverage, you will need to follow up on a renewal about a couple of weeks before the existing policy expires. That way, you won’t have to go through any interruptions in work or coverage.

What Is Outsource School?

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: 

Final Thoughts 

Don’t forget to tap into recommendations when you’re looking into insurance protection for your freelance business or virtual teams. Ask others in your industry about their experiences and do some online research, too. You can get some of the best referrals this way, and learn details that aren’t published on any pages. In the end, however, always make sure that the provider you choose aligns with your specific needs. 

Categories
Virtual Assistants

Hiring an Executive Assistant: Strategies for Entrepreneurs to Boost Productivity Virtually

A lady in semi-formal professional attire at a computer desk in an office hiring an executive assistant.

Are you thinking of hiring an executive assistant for your business? 

In this article, we’ll help you understand the EA, benefits of hiring one, and what that entire process looks like. 

Understanding the Role of an Executive Assistant

Definition and key responsibilities

An executive assistant is someone who directly assists a company executive. Their responsibilities range from business tasks to duties related to an executive’s personal or home life. 

Similar to secretaries, a lot of their duties are administrative in nature. This includes travel and accommodation arrangement, scheduling, email management, reporting, and more. 

The difference between an executive assistant and other administrative roles

One key difference between an EA and other types of admin assistants is their managerial function. As the name suggests, EAs have some executive power. This means they have the authority to delegate, lead, and supervise tasks and teams in certain situations. 

The Benefits of Hiring a Virtual Executive Assistant

Cost-effectiveness and scalability

Having an in-house executive assistant does have its advantages, but virtual EAs are more flexible price-wise. Their rates are more adaptable in that you can hire them for specific tasks and then scale up only when needed.

Access to a global talent pool

When you hire locally, the fact of the matter is that you have limited options. You may have candidates with excellent resumes, but they may not be the right fit for your business. Global talent gives you a variety so you don’t settle.

Increased productivity and focus for entrepreneurs

There’s an opportunity cost when you aren’t spending time efficiently. Hiring an executive assistant means you can direct your time and efforts elsewhere. EAs also act as a second pair of hands that helps you complete more complicated tasks faster. While you write meeting agendas, an EA will set a meeting date where all needed parties are available. 

Identifying Your Needs

A man in a suit sitting at a table thinking.

Deciding between a full-time vs. part-time assistant

Hiring full-time makes sense if you have a lot of work you want to outsource. Part-time hiring can be more economical. For instance, you might hire for specific tasks or only during a specific time of day. Examine what makes more sense for your business needs and hire accordingly.

Skills and qualities to look for in a virtual executive assistant

An EAs main duties revolve around calendar management and scheduling, communications, logistics, management, and other admin tasks. 

As such, they must possess valuable skills such as:

  • Organizational skills
  • Time-management
  • Good oral and written communication 
  • Research skills
  • Multitasking
  • Management skills 

The Hiring Process

Where to find qualified candidates

There are multiple places you can find vettable candidates. There are agencies, freelance marketplaces, as well as social/business networking sites. Some of these include Upwork, FreeUp, LinkedIn, and other EA hiring sites. Whatever site you choose, make sure they have some kind of rating or review system. 

Crafting an effective job description

This is an important step when hiring an executive assistant. This helps you communicate the roles, responsibilities, and qualifications clearly. You create one using  an executive assistant job description template

Screening and interviewing candidates virtually

Before you conduct your remote interviews, we recommend creating a list of interview questions. It’s also important to choose your platform ahead of time. We personally recommend Slack for interviews. 

Conducting reference and background checks

Candidates will usually have references to their previous workplace on their resumes. You can also explicitly request this on your job post/job description. If hiring through agencies or freelance platforms, check reviews and ratings. 

Onboarding and Training

A man and woman doing onboarding and training with a laptop looking at something and smiling.

Setting up communication and task management tools

We always say the remote onboarding process is crucial. It is during this process that you can familiarize people with the tools and software you use. The sooner you introduce it to them, the more time they have to adapt to it. 

Establishing clear expectations and goals

This part of the process is also where you can reaffirm what this partnership entails. Here you set the mission, communicate the vision and establish objectives. This also helps set healthy work boundaries in place as well. 

Training on specific systems and processes

You should conduct any training regarding proprietary software, SOPs, and the like early on. This may involve giving them instructional material and assigning someone to coach them through. 

Building a strong working relationship remotely

Integrating remote hires into your teams and workflows is key to healthy partnerships. You can do this through temperature checks and regular team-building activities. A healthy work environment boosts morale, which in turn improves the quality of their work. 

Best Practices for Working with a Virtual Executive Assistant

Effective communication strategies

We already mentioned that you should establish communication channels early on. 

Also, ensure that you reply to messages as promptly as you expect them to answer yours. Both sides should model active listening.

Setting up regular check-ins and feedback chains

Scheduling regular update calls can have a few benefits. For one, you can check progress and maintain a level of supervisory control. Second, you can gain insight into the inner workings of the project.

You do this by giving your EA opportunities to ask questions, provide feedback, and bring up suggestions. This is a key part of their role, as they can observe things much closer than business executives. 

Leveraging technology for collaboration and productivity

Partnering with technology can improve efficiency by a significant margin. Think about team management software that allows for communication, real-time collaboration, and progress checking. Consider other technologies that include automation features where you can set rules that save you tons of time. 

Ensuring security and confidentiality in a virtual setup

There are two factors involved in security: the data itself and those handling the data.

Any business that has dealings online (which is most), should know the most secure channels for relaying information. Additionally, you should consider investing in data security software.

When hiring an executive assistant, make sure they sign a data privacy contract andthat you bring them up to speed on your data policies. As a rule of thumb, only share the most necessary information on a need to know basis.. 

Legal and Contractual Considerations

Some documents on a clipboard.

Understanding employment laws for virtual employees

Naturally, if you plan on hiring internationally, you should also acquaint yourself with any laws related to that decision. 

One benefit of hiring remote workers is that you have no obligation to provide typical employer benefits. This includes healthcare, retirement bonuses, etc. You also don’t typically have to fill out tax papers or documents from that country. 

Drafting a comprehensive contract

Contracts protect both parties from disputes, misunderstandings, and abuses. When drafting a freelance contract, you can use templates or start from scratch. Always include important information such as names, dates, deadlines, scope of work, deliverables, and rates. Be as detailed as possible. 

While a lawyer isn’t necessary, they can’t help cover all bases and prevent loopholes. 

Discussing and setting up payment arrangements

You’ll notice that most freelancers will come with a rate upfront. On marketplaces you can usually see a rate range next to their profiles. Payment negotiations also happen during the interview process when narrowing down candidates. 

Once finalized, your contract should also include your payment agreement with the EA. This includes payment amounts, terms, channels, and dates. 

Frequently Asked Questions

How do I ensure my virtual executive assistant stays motivated and engaged?

There are three things we recommend

  • Equip them thoroughly with the tools and information they need 
  • Regularly check-in with them and listen to their feedback and suggestions
  • Implement good suggestions and provide positive reassurance 

What are the common pitfalls in hiring a virtual executive assistant and how can I avoid them?

Most bad hires are usually the result of poor research or poor management. 

When hiring, choose from reputable marketplaces, agencies, etc. Make sure you set clear expectations in your job description and ask proper interview questions for executive assistants

How should I manage time zone differences with my virtual executive assistant?

Time zone differences can be troublesome, but you can also use it to your advantage. For instance, EAs can work during your off-hours, so progress is continual. 

Can a virtual executive assistant handle sensitive or confidential tasks?

Yes, it’s a given that those in this position handle information with some degree of confidentiality. Hiring someone you deem trustworthy may not be enough. You must also have data security contracts and SOPs in place before hiring. 

What are the key indicators of success when working with a virtual executive assistant?

  • You have more time to get more done. 
  • Your processes are getting more efficient. 
  • You’re more organized.

What Is Outsource School?

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: 

Conclusion

That concludes our “hiring an executive assistant” crash course. Hopefully, you now have a better grasp of the EA role and how to hire and manage one effectively.

If you want to learn more or think we missed anything, we recommend checking out our other posts related to this topic. 

 

Categories
Virtual Assistants

Executive Assistant Goals Examples: Strategies for Remote Team Success

A goals calendar with a pen and highlighters next to it. executive assistant goals examples

What are executive assistant goals examples? How can the SMART goals method help EAs and other team members redefine goal setting and improve results? Read on to learn more!

Understanding SMART Goals for Executive Assistants

Today, SMART goals are so well-known in the corporate world. This system changed the way that companies fundamentally set and track goals. George Doran and a couple others in the 80s created the SMART goal framework. They built it as a better way for people to formulate their goals in a much more concrete way. 

SMART is an acronym that stands for the five key components of good goals, according to the system. These components are: Specific, Measurable, Achievable, Relevant, and Time-bound (or Time-based). 

Specific 

A goal must be simple, straightforward, and to the point. It also must be something comprehensible and tangible. Set too broad of a goal and you and your team might feel overwhelmed. By focusing on a particular area, you also allow yourself to aim for a particular outcome. 

Measurable 

You need to have a way to track the progress of your goal. It’s hard to know how close you are to the finish line if you can’t quantify the growth. You can do this by setting KPIs (Key Performance Indicators) and milestones. You can also set up a point of comparison, like statistics from a previous year or data from competition. 

Achievable 

SMART goal setting is all about acting on information to increase your chances of success. In other words, creating a reasonable goal is about data-driven decision making. 

When creating your goals, assess the resources you have at your disposal. Do you have the time, money, and manpower to make this work? It’s also important to think about how many steps there are to the process. It’s okay to give yourself a challenge. Ambitious goals can certainly increase individual and team motivation. However, by leveraging data, you can make practical decisions and set yourself up for success. 

Relevant 

The smaller goals you set must directly contribute to a personal overall goal or company mission. They need to align with not only your personal values but also the mission, vision, and core values of the business. Consider both the short-term and long-term benefits of undertaking certain tasks. 

Time-bound / Time-based 

Not everyone likes deadlines, but they are necessary when setting goals. If you set a deadline too far into the future, you run the risk of going off track or getting complacent. If you set too short of a deadline, you may not finish anything substantial. It’s important to set both short-term deadlines that measure progress. You should also have an expectation of a final date for the overall results. Be realistic about your timetables. Remember, you want to create pressure, not anxiety. Give yourself room for learning curves and errors.

A note that says "success" next to bar graphs and a computer keyboard. executive assistant goals examples

Importance of SMART Goals for EAs

Setting vague goals can be a bane to actual progress. Say you’re an entrepreneur and made it your mission to “make the workplace a safe space”. It’s a great goal, but where do you go from there? How will you go about it? In what way does what you do contribute to that goal? What’s the timeline? 

If you don’t have answers to these questions, it becomes less of a goal and closer to wishful thinking. 

Being SMART is about breaking the big dream up into manageable pieces. Think of it like breaking down a dish into a recipe. Only looking at the completed dish can’t tell you enough to recreate it. For that, you need the exact ingredients, portions, and how to combine them. You won’t be able to tell cooking temperatures or cooking time, either. If you only focus on the finished product, you might still end up with something that looks similar. You will have something that is potentially entirely different in substance, though. 

The SMART method helps you break things down into processes, components and the order of operation. Not only that, but it also helps you understand the tools, skills, and time needed to complete a task. 

Let’s look at some common EA goals and later, how we can use the SMART method to break them down into something more attainable. 

Executive Assistant Goals, Examples, and Key Areas

Administrative Efficiency

Admin and back-office tasks are some of the most outsourced. A primary reason for this has to do with the amount of time it takes to finish these tasks. These tasks can often be tedious, but that doesn’t mean they aren’t vital to business operations. The more efficiently EAs do these tasks, the quicker they can move on to other tasks on their daily checklist

These tasks include things like email management, call screening, file organization, and other office operations. An EA must also know how to leverage AI and other software to improve productivity. 

Scheduling Proficiency

Scheduling involves several skills, including time management, communication, planning, and organization. Expertise in this area comes with a lot of experience coordinating with people and arranging meetings and events. 

The ability to self-manage is also crucial. It becomes easier to know how to handle another person’s calendar if you are a master of your own time. 

Bookkeeping and Budget Management

Sometimes EAs will have to handle some financial management tasks. The level of expertise that an EA has in these areas varies. If you want someone with more in-depth skill and specialization, you need to specify this in the job description. 

Executives will often ask their EAs to go on errands and spend for a variety of different things. For business transactions, this puts them in a unique position to observe the amount of money they spend. This proximity allows them to help suggest alternative ways to spend money more efficiently and reduce costs. Some bookkeeping tasks include:

  • Compiling receipts (physical and digital)
  • Recording payments and creating journal entries
  • Managing accounts payable and receivable
  • Creating expense reports 

Travel and Accommodations Planning

An EA must know how to arrange for an executive’s business and personal trips. This type of planning has a lot of moving parts. With each part, the EA must keep cost-effectiveness in mind as well as comfort and safety in mind.

First, an EA must think about logistics. They need to book tickets and research prices to find the best deals. Transport between locations is also important. Do they need to rent a car during their stay or will they go for other methods like taxi, Uber, or Lift? Another thing is food and accommodation. An EA must familiarize themselves with the hotels, restaurants, and cafes in the area and what they offer. They also need to discern if they should make reservations far ahead of time.

Two women thinking and writing on paper. executive assistant goals examples

Examples of SMART Goals for Executive Assistants

Let’s go over some executive assistant goals examples and apply the SMART method. 

General Goal: Enhance Meeting Efficiency

  • Specific – Keep meetings to 30 minutes at the maximum and satisfy all important topics.
  • Measurable – Meet the requirements of topics needing resolution, progress updates, and new actions.
  • Achievable – We can prepare better each time and learn more precise communication to reduce meeting times by 10 minutes until they meet the goal.
  • Relevant – This will improve productivity and work satisfaction, which contributes to our core value of work-life balance.
  • Time-bound – We will achieve this goal within 2 months or after 5 meetings, whichever comes first.

General Goal: Improve Technical Skills

  • Specific – Reach 2 levels higher on skills assessment tests for administrative tasks.
  • Measurable – Use the skills assessment tests provided alongside the training materials to determine skill levels.
  • Achievable – We can enroll in courses to train up in specific skills. 
  • Relevant – This will help us align with the vision of the agency to provide the best virtual administrative support in the country. 
  • Time-bound – We will achieve this goal within 6 months; the exact time it takes to complete the courses and assessments. 

Strategies for Successful Goal Setting and Achievement

If the SMART method doesn’t work for you, don’t worry. There are multiple other goal-setting methods and alternatives you can try. And yes, taking the time to figure out which method helps you produce the best results is a worthwhile investment. (Or should we say a “relevant” investment?)

Regardless of what method you choose there are some universal things to consider when creating goals. 

Communication 

As an EA, you are a bridge between executives, managers, and workers. Improved communication starts with observation and feedback. Let executives know that you care about improving processes and elevating business operations. Bring up areas that can be improved and make suggestions. It’s also important to open up dialogue with other assistants and team members and get their input. 

Flexibility in Goal-making 

Sometimes, there are circumstances that call for a change or modification of plans. This can be like a shift in business priority where the budget gets allocated somewhere else. Flexible goal setting is knowing there are multiple ways to reach a desired outcome and finding them. It’s about maintaining the objective but reaching it via other means.   

Reviewing Performance 

Whatever the project, you should always have a performance assessment to determine the effectiveness of methods used. This allows you to recalibrate goals as needed. 

Frequently Asked Questions

How can EAs balance personal and professional development goals?

An effective way to do this is by prioritizing executive assistant goals examples that will help you in both personal and professional settings. Find overlaps and improve your efficiency in those areas. By focusing on efficiency, you get stuff done faster, giving yourself time to focus on achieving other goals.

How can EAs track and measure the success of their goals?

Setting milestones, determining KPIs, and following a timeline are all great ways to make goals measurable. It’s also important to set expectations based on whether a goal is short-term or long-term.

What Is Outsource School?

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: 

Conclusion

SMART goal setting provides a framework and foundation for tackling larger tasks. By breaking large goals down into smaller manageable milestones, teams and individuals have a place to start building. Simplify complex executive assistant goals examples by working SMARTer, not harder.

 

Categories
Virtual Assistants

Ultimate Executive Assistant Daily Checklist: Streamline Your Day for Maximum Efficiency

A man with a pen and a blank To Do List on the table in front of him. executive assistant daily checklist

We created this executive assistant daily checklist so that you can serve better. Are you an EA wondering how to improve your task management? Wondering how to start and end your day better? Read on!

Morning Checklist

Setting up the workspace and preparing for the day

The way you start often sets the pace for the rest of the day. We recommend a good stretch before getting straight into the day’s tasks. 

You can start by launching all the applications you need for the day. Next, you can go over the agenda for the day. Sometimes you’ll have a briefing with the executive at the start of the day. 

Checking the executive’s inbox and filtering emails

For a lot of executives, their first work tasks are email-related, so that will probably be your first task too. Most spend hours going through them and replying. The problem is that sometimes the urgent emails are buried under lower priority ones or straight up spam. They could really do with an organizational system in place. 

In our article on hiring an inbox management virtual assistant, we mentioned how some EAs have email management experience. This is a valuable skill for you to possess because you can sort the inbox, create folders, and label them for easier access. You can also create automations, so emails go into certain folders automatically. 

This system makes it easier both for you and the executive to get through everything. As needed, you can answer certain emails on behalf of your manager and label the ones that need executive input. 

Categorizing tasks by importance

A blue, purple, pink and orange highlighter. executive assistant daily checklist

As an EA, your ability to assess the urgency and importance of tasks is crucial. If you’re having trouble in this area, don’t worry. There are a couple of methods you can implement to help you organize your daily to-do list. 

ABCDE Method

This method involves assigning letters to tasks based on what needs to be accomplished first. 

The order goes: A – most important, need to be finished first, B – finish after all “A tasks” are complete, C – less important tasks that you can do in or out of order, D – not very important, you can delegate to others, E – not important, you can drop or postpone

Color Coding Method

This is very similar to ABCDE except with colors. With a legend, you can effectively use this to work on tasks together with a team. Because there are more colors than letters, you can use this to more granularly organize tasks. 

Eisenhower Matrix

Also known as the Urgent/Important Matrix, this popular method helps you organize tasks based on urgency and importance. It looks like a square divided into four sections. 

The sections are as follows: top right – both urgent and important, top left – important but not urgent, bottom right – urgent but not important, bottom left – neither important nor urgent.

Tackling high priority tasks

High priority tasks are usually things that involve other people. These are usually tasks that are farther up the assembly line. Some examples include creating presentations and organizing meeting agendas. Presentations and meetings are usually held to communicate information or give instruction. There are certainly less important meetings. Generally, though, meetings take precedent because they provide direction to members of an organization. 

Mid-Day Routine

A hand holding a tiny, white alarm clock with the time set to 2:18. executive assistant daily checklist

Reviewing and updating the executive’s calendar and schedule

Adding meetings, crossing them off, and moving dates are all part of an executive assistant daily checklist. Make sure to double-check if certain meetings are still on for later in the day. Give your executive and other involved parties multiple reminders and ample warning before each meeting. Same applies for canceled and rescheduled meetings. 

Screening calls and emails for priority and relevance

Some EA duties are secretarial in nature. It involves filtering calls and other forms of correspondence, determining which ones are relevant. Some of these might include intents to set up meetings which you must coordinate with the executive. 

Coordinating with team members and managing internal communication

This is part of your managerial duties. On top of the necessary coordinating of schedules and availability for meetings, you also delegate tasks. These tasks can be lower on your list of daily priorities or as part of organizing an upcoming event. 

Afternoon Efficiency

Completing simpler administrative tasks

You probably aren’t a stranger to the afternoon slump. During this time, what can you do to work your way back into a groove? We recommend completing tasks that are either lower in difficulty or different in nature. For example, if you’ve been working on something cerebral, try doing something more creative or repetitive.  Some simple admin tasks include data entry, taking inventory, sending meeting invites etc. If you’re waiting on an important email, you can also check the inbox periodically throughout the day.

Following up on pending tasks and preparing documents and reports

Sometimes, you will act as a supervisor that reminds team members of deadlines and requests progress reports. You’ll then report back to higher ups. You need to set aside time to locate crucial documents, reports, and the like. Make sure you have time to prepare what you need before the end of the day. This might be for a task coming up due or an upcoming meeting. 

Organizing and filing documents to reduce clutter

A necessary part of the executive assistant daily checklist is sorting, storing, and updating records. Whenever there is a new report or a new document, you need to store it in its proper place. If necessary, you might also create a digital copy. This way, if ever someone needs it, it’s easy to access. This is especially important for financial records and receipts.  

End-of-Day Wrap-Up

A man looking at his watch in front of a laptop.

Reviewing achievements and completed tasks

At the end of the day, it’s a good idea to review and reflect on all that you’ve accomplished. Check progress on ongoing tasks and check off all tasks that are finished. Make assessments on your performance and take notes on what to improve on. If you have time, you might even squeeze in some of those “E category” tasks. 

Preparing for the next day by organizing tasks and materials

Before clocking out, make sure to create a new list of things to tackle for the next day. Review your list and see what you can do to make tomorrow easier on yourself. For example, if you know there’s going to be a meeting tomorrow, you might want to prepare the needed files ahead of time. You can also create new meeting links if necessary or pre-write some follow up messages to send the next morning. 

Communicating updates and important information to the executive

This is the debrief part of the day. This involves progress reporting and letting them know of anything you noticed that can benefit from improvements. This is where you communicate and other important but non-urgent things that could wait until the end of the day. You can also give reminders of anything the executive needs to prepare for tomorrow, like presentations, speeches, etc. They are always impressed when you’re ahead of things!

Establishing a powerful end-of-day routine

An end-of-day routine is valuable. Ending the day right is just as important as starting it the right way. Often, by ending the day well you also set yourself up physically and mentally for the next day. Some of these tasks may include: 

  • Clearing up your desk (for physical EAs)
  • Closing opened tabs and closing applications 
  • Winding down with a smaller, low priority task like data entry 
  • Making notes and reminders to yourself for the next day
  • Stretching 

Additional Key Components

A yellow post-it note with a light bulb drawing on it pinned on a cork board.

While part of the executive assistant daily checklist, these tasks don’t really fit into any specific part of the day. Some depend on the urgency, while you can do others during your spare time. 

Managing travel arrangements and expense management

Travel and accommodations arrangements for business or personal trips can vary in their urgency. You can usually tell based on the date or the type of trip it is. You should also pay attention to what an executive tells you is more important. Naturally, a business meeting taking place within the week is more urgent than a company retreat in a few months. That being said, a company retreat is also a much bigger event that requires more planning. 

Either way, you, as an EA, need to account for variables like availability and plan and prioritize accordingly. 

When it comes to bookkeeping duties, it’s good to record expenses as soon as possible. You can record as you make the purchases or all together at the end of the day. 

Continuous learning and professional development

Any good EA commits to ongoing improvement. This can be in the area of soft-skill or hard skill development. This development can come in the form of:

  • Learning a new skill or software
  • Improving current skills
  • Digging deeper into tools and software 
  • Listening to business podcasts and reading job-related literature

Note: This is one of the reasons we recommend reviewing the day. You can see which areas you excel at and where you need more practice. 

Staying updated on industry trends and news

On top of continuous learning, it’s always a good idea to stay in-the-know on the latest news impacting your industry. Are there new tools and software you should look into? Are there new developments in best practices or laws in your industry?  For instance, new developments in AI could impact how you do your job. It’s good to know these things so you can plan ahead and stay ahead.

What Is Outsource School?

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: 

Conclusion

Organization and prioritization can directly impact productivity. An organized routine can help you maximize your efforts and talents throughout the day. Use this executive assistant daily checklist as a template to manage your tasks and your time effectively for excellent execution. 

 

Categories
Virtual Assistants

Personal Assistant to CEO Job Description, Duties, Skills, and Career Path

A wooden desk with a laptop, smartphone, notepad, pen, and mig of coffee on it. personal assistant to ceo job description

Before you make a hire, make sure you have a good personal assistant to CEO job description. This job description is key to attracting the right candidate for the job. In this post, we’ll go through what it should look like. The sections we include are based on what has brought us consistently great results. 

Job Description of a Personal Assistant to a CEO

The typical job description has some basic sections that we like to keep. So, you will notice some items are familiar. We just tweaked some of them to make sure you can get all the important details in. Then, we included a couple of new items. We also put an emphasis on expectations around compensation and work conditions. This is not to put too fine of a point on it. We are very intentional about ensuring that everybody is on the same page before making any big decisions.

For a personal assistant to CEO job description, these sections will, of course, take on some color. You will see more than just an overview of the typical responsibilities and daily tasks. This is because we want to make sure that you include the key qualities you look for. These are the characteristics that someone taking care of your CEO should bring to the table. This means looking into the details of the role that they have. For instance, you would think about managing the CEO’s schedule, handling communications, and liaising with team members and clients.

Key Skills Required

A personal assistant to the CEO must have certain key skills. The abilities that you want to list on the job description are the non-negotiables. We put this section first because it’s easy to scan through. This way, a candidate can tell early on if they have the essentials of what you require. If they do, they can move to the next section.

I’ve included the most common key skills we look for below, but you may have additional ones. You might also want to remove those that aren’t too important. This way, you can attract the perfect match who specializes in what you need. 

  • Excellent organizational skills for efficient management of tasks and responsibilities.
  • Strong communication skills for effective liaison with clients, team members, and other stakeholders.
  • Independent decision-making to carry out tasks with minimal supervision.
  • Problem-solving abilities to handle administrative issues smoothly without external assistance.
  • Management skills, including time management and multitasking, as well as teams and high-level projects.
  • Proficiency in business software and tools for managing data and schedules.
  • Advanced knowledge and experience on the principles and common procedures of the industry.
  • Ability to complete complex assignments and integrate elements from other specialties as needed.
  • Strong commitment to the company vision and dedication to achieving goals.

A hand holding a pen after writing in a weekly planner. personal assistant to ceo job description

Duties and Responsibilities

The role of a personal assistant is mainly ensuring the well-being of the CEO. This means doing whatever the CEO needs to be optimally productive at work, including personal errands.

The duties you list are required, and should therefore be listed first. Some responsibilities might be non-negotiable, so you can put those at the top, too. Anything that you prefer, but is not a deal-breaker, can go at the bottom of this section. You want to be careful not to turn away good candidates by setting the bar too high. If something isn’t important to you, don’t make it look like it is.

If a candidate does not meet the expectations of the job in this area, there’s no harm done. They can click off without wasting too much time. Common duties and responsibilities include:

Administrative Support 

  • Develop and maintain a filing system.
  • Prepare documents for meetings.
  • Manage calendars and bookings (including setting up events, scheduling appointments, and making travel arrangements).
  • Update and maintain office policies and procedures
  • Order office supplies.
  • Plan meetings and take detailed minutes.
  • Organize and coordinate daily activities.

Communications 

  • Provide general support to visitors.
  • Direct all contact from company departments and outside offices (by phone, email, etc.)
  • Maintain contact lists.
  • Draft and send out communications (emails, memos, newsletters, etc.)
  • Maintain work files and retrieve and distribute them as required.
  • Prepare reports.

Salary Expectations

A money clip with US dollars in it. personal assistant to ceo job description

The average salary for a personal assistant in the United States is $15-$16 per hour. This is well below the national average hourly salary of $24-$25. If you are hiring a personal assistant virtually, these rates can be cut to as low as a third of these averages. We have a dedicated post on personal assistant salary ranges if you want to look at more numbers. 

Consider, however, that you are hiring for the CEO. You will probably want to expand your rate range beyond the average rates. This will prevent the best candidates from snubbing your offer. Otherwise, you will most likely end up with below-average hires. When they fail to meet the high standards that the average CEO demands, you will need to start all over again. This ends up wasting a lot of time and resources, especially in terms of your CEO’s productivity.

You don’t need to put a rate on the personal assistant to CEO job description. Including a range, however, will look better to applicants. Granted, a higher rate range may initially attract unqualified candidates who simply liked the dollar value. You can easily remove these applications with a simple vetting procedure and initial personal assistant interview questions. Keeping the rate visible will show serious candidates that your offer is a legitimately healthy one. 

Here’s a well-kept freelance secret: the best candidates initially pass over any offers that don’t include pay rates. This is because most companies that hide the rate they are willing to pay do so because it’s generally unattractive. They demand a lot in the job post but aren’t willing to pay at par with these demands. You don’t want to attract the stragglers who couldn’t get the better jobs because you didn’t post a rate range.

Other Factors Influencing Compensation

The biggest factors that affect rate ranges are job difficulty and location. Because this is an assistant for the top executive in your company, you can already expect to pay more. If you require a lot of experience or higher-level analytical skills, for example, then you need to go even higher. You will also pay higher for someone working in-office. You will pay less, but not a great deal less, for someone working from home. The same is true for hires in North America and Europe. 

Where you get the most savings is hiring virtually from countries with lower living costs. This is because of two main reasons. First, hiring virtually means lower costs for both you and the person you hire. You don’t need to pay the usual benefits and taxes. The assistant doesn’t need to compensate for commute times or fare. Second, an assistant who pays a lower cost of living will simply not need as much. Someone whose rent is three times higher, for example, will need a rate that much higher, on average. 

Of course, you don’t need to know right off the bat what the right range actually is. (Although we can help with that if you want to outsource work rather than hire locally. We highly recommend this, of course, unless you absolutely need someone to be physically present.) You can put out an average range and indicate that it’s open for negotiation. Just be very careful when vetting and interviewing candidates. You want to be sure that you are actually getting your money’s worth.

Work Environment and Hours

A smiling man talking to a lady on a video call on his laptop.

Be very clear about the typical working hours that you expect a hire to keep. Describe the environment that they will work in, too. Sometimes, even if you want them to work odd hours, the environment can help. If they know that the atmosphere will be comfortable, they may not mind staying late. Or, if they know that they will not be working alone, they may be more pliant. Some people will feel happier working different times than they’re used to if they have company. 

Especially if you’re hiring overseas, make the time zone hard to miss. If you are flexible at all with the work hours, mention that. The best will always be a little less flexible, because they can. They know their worth and will often choose comfort first because they know they can do better. If you might need more flexibility here and there, you must mention that. You can explain what that level of flexibility is when you interview them. Most people are ok with being flexible, as long as you tell them upfront and are willing to compensate them fairly.

What Is Outsource School?

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: 

Conclusion

This template of a personal assistant to CEO job description is not the be all and end all. Our aim was to give you a sample that you can modify according to your needs. With an understanding of what you need to focus on, we hoped to make that easier. All in all, we think this should help you to create the perfect description for the job.

 

Categories
Virtual Assistants

Executive Assistant vs Personal Assistant: Key Differences and Choosing the Right One for Your Needs

a man and woman with a laptop looking at something and smiling. executive assistant vs personal assistant

How do you know if you need an executive assistant vs personal assistant? In this post, we’ll distinguish between the two so you can hire the best fit for your needs.  

Understanding the Roles

The executive assistant vs personal assistant roles do have similarities. These roles overlap in some areas. What we will focus on here are the distinctions. This way, we hope to help you to see more clearly which is which. That way, you can see what each one can do for you.

Executive Assistant: Business Focus

An executive assistant has the word “executive” in the name for two reasons. Originally, they got that title because they are high-level assistants. Now, we also recognize them as such because they assist business executives.

An executive assistant usually works for only one person, but under the umbrella of the business. An executive assistant role is, therefore, more tuned to helping the executive in business matters. They lighten the executive’s load by taking on certain business tasks. We see a lot of similarities in the task types that executive assistants take over. However, not every EA will do exactly the same things. The role is flexible depending on what the boss needs. 

Executive assistants have leadership skills. They are highly observant and proactive. They are also analytical and good at juggling tasks. This type of assistant will not just come to you with a problem to solve. They will present you with a good solution when they point out an area for improvement. An EA has higher level interpersonal, networking, and communication skills. They can plan well as well as think strategically and even handle negotiations.

Role Distinction

Most executive assistants are fully capable of performing all the basic administrative and clerical duties. They actually often do a few of these types of tasks here and there. An executive can rely on this high level of assistant for more than the basics, however. Most executive assistants actually have the ability to take on management and leadership duties. 

For instance, more than scheduling meetings, an EA knows how to interact with high-profile clients. More than taking minutes of meetings, they are capable of running these meetings. You can even put an EA in charge of relationship management if they have experience in the area. This means that they can be the point of contact between you and clients and the executives of other companies. Your executive assistant can also handle arrangements between offices and departments inside your company.

An executive assistant will also often manage communications coming into and going out of the office. More than booking individual flights and hotels, they will usually handle group trips. In much the same way, an EA will not just make copies of reports and presentations, for example, but can actually create them. Sometimes, an EA will also manage other admin assistants in an office and take on project management duties.

A smiling woman holding a smartphone. executive assistant vs personal assistant

Personal Assistant: Personal Focus

A personal assistant focuses on the personal needs of an individual. Whatever this individual needs to function better in their role, the personal assistant helps with. This is more of a life management role than an office management role. That said, a personal assistant can still assist an executive. The difference is that this role covers the non-official side of the executive’s life. 

A personal assistant is basically responsible for taking on the more personal needs of an individual. By helping clear up these tasks, they help that individual to better focus on their work. This role is vital in that aspect of enabling an individual to be more productive on the job. 

The most desired skills in a PA are organization and time management. Most of the best PAs will know how to use several communication and project management tools. A PA with keen attention to detail, flexibility, and resourcefulness is a valuable asset. Many people also look for assistants with good written and verbal communication. Solving problems around their usual tasks is also important. They won’t need to know how to keep a client from canceling a big project. They must, however, know how to make sure the boss can keep a tight appointment schedule. 

Role Distinction

A PA will most often handle the personal side of the boss’s life. This means vacation travel arrangements rather than booking business trips. This is also true for communications and scheduling. A PA would handle personal calls and appointments over those relating to work duties. 

Most personal assistants help their bosses with tasks that are completely unrelated to the office. This can include keeping household expenses separate from office deductibles. Many PAs do personal errands like ordering food, dry cleaning clothes, buying groceries, and taking pets to the vet. Online assistants can’t do these specific tasks, but they can still make most purchases and keep the books! 

A personal assistant can do some office tasks, too, of course. These roles are highly flexible, mostly because each individual is different. As a personal assistant gains experience, they also become more adaptable. This makes them more valuable in any setting. 

One area where the distinction can blur for a personal assistant is in clerical duties. We do not automatically think about organizing and maintaining office files and records as something personal. This type of work, however, does fall under the personal responsibility of any individual working in a company. If they have a lot on their plate, they can pass off these personal responsibilities to an assistant. This assistant then sorts and makes these documents easily accessible to the individual. 

Many PAs handle correspondence and communications. PAs do not usually officially liaison among departments. However, they might reach out to certain business partners, suppliers, and customers. They will also often sort emails and screen calls. They also usually take a lot of notes for their bosses. PAs need to remind them of important information as they move from task to task. They also share updates before the boss meets with different people.

A woman smiling behind a counter. executive assistant vs personal assistant

Distinctions in Compensation

An executive assistant vs personal assistant doesn’t have a clear pay grade difference. What we look at here is who they are working for. An executive assistant working for the owner of a small company will probably make less than a personal assistant to the top dog at a large multinational corporation. It’s all relative. All things being equal, however, an executive assistant will usually make more than a personal assistant. This is because their skills are more advanced and their duties are broader in scope.

One thing to take into account is who pays these assistants. The company will almost always take care of an EA’s compensation. The boss, however, is usually responsible for paying their PA. This is because executive assistants are office-focused while personal assistants are not concerned with company business.

Choosing the Right Assistant for Your Needs

When you choose between an executive assistant vs personal assistant, you must ask one question first. Do your primary needs lean more towards business support or life management? 

Second, you must carefully list out certain factors. Consider your workload and what you want to pass off to an assistant. Think about the nature of these tasks. Then think about the type of expertise that each one requires to be done well. This is vital because you may actually need someone with attributes of both an executive and personal assistant. 

Third, think about what you need to pay to hire the best fit for the role you just outlined. You always want to go for the best one – never settle! If you need to cut costs, reduce the task load, but never compromise on quality. This will give you the best benefit without the high cost. As you grow more financially capable, you can increase pay for added tasks or hire a higher-level assistant. This method helps you think about which tasks are really vital for you to pass off. It also serves as motivation for you to increase your income and remove unnecessary expenses!

Common Misconceptions about Executive Assistants and Personal Assistants

Both executive assistants and personal assistants are highly valuable assets. And most people tend to drastically undervalue them. Many EAs are seen as glorified secretaries and many PAs are seen as glorified nannies. I blame much of this gross misconception on Hollywood! In reality, most companies would not be able to function without these assistants. 

Assistants do not have the flashy positions that the people they work for do. They are not the public face or voice of a company. They are, however, what often holds up that face and voice. Both executive assistants and personal assistants are highly competent partners, and worth every penny. A good assistant is a blessing because this relationship can get very personal with a great deal of transparency. You need to be able to trust EAs and PAs at a very high level.

Because most assistants don’t need special degrees, many people think they aren’t skilled. Executive and personal assistants actually have a ton of specialized skills and experience! They are really very special people even though most people don’t think that the things they do are glamorous.

What Is Outsource School?

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: 

Conclusion

Hiring an executive assistant or a personal assistant can be one of the most vital hires for your business and life. These people will become highly valued partners in your everyday activities. That is, if you choose correctly. They will work so closely with you that you will soon not know how to function without them. Because they have the potential to become indispensable parts of your work and life, you must choose carefully. We hope that this post has given you the basic information you need to start on that journey.

 

Categories
Virtual Assistants

What Does a Personal Assistant Do? Key Responsibilities and Essential Skills in 2024

A woman holding a laptop and smiling. what does a personal assistant do

What does a personal assistant do? What are their responsibilities and qualifications? 

The decision to hire a personal assistant is not always an easy one. Some people weigh the pros and cons, wondering if it’s even worth the investment, which is completely reasonable. In this post, we hope to help make that decision easier by providing you with a general overview of this role. 

What is a Personal Assistant?

The role of a personal assistant is so important for many businesses. A personal assistant can help you with administrative tasks such as communications, scheduling, organizing, and other related tasks as required. Anyone who needs support with their daily tasks can hire a PA for themselves. A PA may not serve the business directly, but the way they support the executives is vital.

Responsibilities of a Personal Assistant

A woman at a desk talking on the phone whole typing on a laptop. what does a personal assistant do

Managing schedules and appointments

A PA can ensure that you never forget a meeting. They can update your calendar, set appointments and reminders for you, and make sure no events overlap. They not only can set appointments for business-related matters, but also for personal affairs (such as medical and family events). 

Organizing and maintaining files and records

One of the main clerical duties of a PA involves sorting and categorizing files. Organizing documents makes for easy and quick access. This can also involve inbox management, including labeling and filtering emails. They also check regularly to make sure the database remains up to date. 

Handling correspondence and communication

Apart from emails, PAs also manage other communications, both internal and external. They screen calls and serve as a point of contact between their manager and other staff. Some higher level PAs can also manage external communications with business partners, suppliers, and customers. 

It’s also common for a PA to attend meetings on behalf of their managers and take minutes of these meetings. They need to be able to summarize the discussion and catch all the main points to report back. 

Assisting with travel arrangements

From booking hotels and restaurants to creating an itinerary, PAs make traveling for business or pleasure a lot easier. They can book flights for you as well. When they do, it usually includes travel arrangements to and from the airport, hotel, restaurant, business venue, etc. 

Providing administrative support

What does a personal assistant do aside from scheduling, appointment setting, and file organization? Well, they can also take an inventory of office supplies. When these run low, they’re also in charge of ordering and replenishing. 

Some personal assistants also do some basic bookkeeping duties. For instance, managers will often send their PAs on errands. This can include ordering food, buying groceries, taking pets to the vet, and other transactions. Of course, an online assistant will not be able to do this kind of legwork. Often, they will pay for things with a company card. It isn’t uncommon for them to list and/or categorize these expenses. They would then relay the information to the bookkeeping team.

Coordinating meetings and events

Files aren’t the only thing a PA can organize. Coordination requires a certain ability to organize people as well. A PA becomes the point of contact, communicating and following up with key players. They make sure schedules align and delegate responsibilities appropriately. They are involved from inception, to planning, to execution, to debriefing.

Skills and Qualifications of a Personal Assistant

A man using a laptop to create video and text SOPs. what does a personal assistant do

Excellent organizational skills

A lot of the time, people who hire personal assistants are spending hours on tasks that could be optimized. Whether it’s rummaging through files or sifting through spam in their inbox, a PA should be able to set things in order. They are able to develop systems that make it easier to locate, update, and delete information. 

Strong communication skills

Of course, you should look for a proficient English speaker. But you also need someone who can clearly convey ideas to others. They sometimes speak on behalf of others and therefore must be good at relaying information. Different contexts also require different styles of communication. They need to be able to shift between professional business language and more casual tones. 

Time management abilities

“PA” and “multitasker” may as well be synonyms. These disciplined individuals are able to prioritize tasks and meet deadlines. Because they are great managers of their own time, this also helps them manage other people’s schedules and timelines. 

Attention to detail

They pay attention to the little things. It’s their job to think about things that might go under other people’s noses. They are proactive. When they notice a potential problem area, they don’t just bring it up. They take the initiative to come up with solutions. 

Adaptability and problem-solving skills

PAs need to have plan and be ready at all times. Sometimes a meeting can go longer than expected and they need to move things around. Maybe your accommodations fell through at the last minute. A great PA is not just resourceful when the unexpected happens, they account for those possibilities. 

Salary Expectations for Personal Assistants

A woman calculating the cost advantages of outsourcing payroll.

Factors affecting personal assistant salaries

Like most positions, salaries and rates can depend on several key variables.

  • Level of Experience and Education. – An entry-level PA is not going to have the same rate as one with several years of experience. Similarly, if you require a degree when hiring, expect candidates to request a higher rate. 
  • Skill Level. – You should also expect to pay more for the time and effort they’ve dedicated to learning particular skills. For instance, you might need someone very proficient in Excel. This individual may charge a little more than a standard PA. 
  • Location. – In the US, personal assistant rates can vary from state to state. If you’re looking to hire a virtual personal assistant, those numbers can fluctuate even more depending on your needs. Outsourcing tends to be the more cost-effective option if your PA can do the work remotely. 

Average salary range for personal assistants 

The average general PA rate is around $15/hour. For more specialized help, like a personal finance assistant or executive assistant, these rates can jump to $20-$30/hr. Hiring online can lower these rates, depending on the person’s location. Consider checking out our personal assistant salary guide to get more details on it. 

Education and Training Requirements for Personal Assistants

Recommended educational background for personal assistants

As the PA position is more skill-based, you don’t necessarily need a degree to become one. However, some companies might prefer candidates with at least a bachelor’s degree. These include degrees related to administration, business management, or other related fields. But why is that? Well, these tend to be more standardized, making it a safer bet for hiring managers. Additionally, most college programs have some kind of OJT (on-the-job training). Other experiential training can also be part of the curriculum. 

Certifications or additional training that can enhance career prospects

That being said, certifications and skill training can be just as valuable if not more so. Not all PAs will have in-depth skills related to certain software, for instance. Think Google Suite, Microsoft Office, and others. If you are looking for a PA with a specific skillset, make that clear in the job description. 

Experience Requirements for Personal Assistants

Women having a discussion around a table.

Past experience in administrative roles or related fields

Consider this also when hiring. The more experience a person has as a PA, the more aware they are of possible hiccups. They will be‌ more adaptable to not only respond to quick changes but also quick to find solutions. 

The question of “What does a personal assistant do?” also depends on the industry they’re in. If you are in the finance industry, you’ll prefer a PA with experience working in a similar field. If you work in fashion, you probably want someone who is familiar with that world and its concepts. Whatever the case, make sure their work experience, education, and skills match the responsibilities you expect them to fulfill.

Proven track record in PA  support services

You need to know the personal assistant interview questions that can help you gauge their multitasking capabilities. It involves asking them if they have experience organizing events. These tend to have a lot of moving parts and not everyone can pull it off successfully. If you’re looking for a personal executive assistant, this ability is even more crucial. Executive PAs have additional managerial duties. This means that they need to be able to organize people and delegate tasks. 

Frequently Asked Questions

What are the qualities that make a good personal assistant?

Here is a god starter list of characteristics you should look for when canvassing for a personal assistant. 

  • Excellent communicator
  • Proficient multitasker
  • Problem-solver
  • Active listener
  • Good manager of time 
  • Self-disciplined
  • Resourceful 
  • Quick on their feet
  • Observant 
  • Proactive 
  • Teachable
  • Adaptable
  • Detail-oriented 
  • Organized and methodical 
  • Respectful 
  • Honest and integrous 
  • Team player

How do I know if I need a personal assistant?

Do you pay a significant amount of attention to a task that isn’t a core business function? If so, you may need a personal assistant. Do you you spend hours replying to emails, planning meetings, or other tedious tasks? If you answered yes, it might be time to start looking. This is because these issues indicate bigger issues. You’re probably not making the most efficient use of your skills or fulfilling your key role in the business. You should be free to focus on areas of business you are passionate about, too. More than this, you need time to relax and spend time with loved ones. These are critical aspects of life that you can’t sacrifice!

What training do I need to provide for my personal assistant?

We recommend getting a PA up to speed on company SOPs, culture, and communication channels ASAP. Most PAs are familiar with the common tools used to help them perform their administrative duties. However, we recommend making a comprehensive list of all the software and programs you use. Major tools should be put in the job description. You can go through minor ones during the interview process. You need to make sure that they confirm their ability to use all the tools before you hire them. Make sure it’s at the level you expect, too.

What Is Outsource School?

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: 

Conclusion

When answering the question “What does a personal assistant do?”, we find they have several key responsibilities. This includes admin, calendar management, communications, and event planning. When assessing your need for a PA, consider how much time and energy you put into these areas. 

Categories
Virtual Assistants

Outsourcing Synonym: Alternatives and Their Impact in Business Practices

A man and a woman shaking hands. outsourcing synonym

What is the right outsourcing synonym to use? Do I need to know specific use cases for each one? The short answer is yes.

Below were going to explore the nuances of these word variations. We’ll define, compare, contrast, and give you a look into word usage in different contexts. You may find some to be not as easily interchangeable as they appear.

Outsourcing Synonym Comprehensive List

Contracting and Contracting out

Contracting refers to the act of hiring independent contractors to perform a task for a specific time period. Instead of contracting someone within your company, you “contract out” This involves making a formal agreement with an outside party.

Contractors and freelancers are similar in that they are not salaried, but work on a per-hour or per-project basis. Neither are tied to companies or locations. While contractors typically work under agencies, they can also manage their own companies. The type of work in contracting is usually more long-term. 

Subcontracting

Sometimes, more complex projects require someone with specialized skills. In this case, a contractor may need to hire an individual with more granular expertise in that particular area. As the name suggests, a subcontractor is typically someone under the management of a contractor. However, you can also hire them directly. 

Farming or Farming out

This term has its roots (pun intended) in the early practice of leasing land out to another for agriculture. In fact, the word farm originally comes from “ferme” meaning “to rent”. This handing over of land for payment inspired its usage as an outsourcing synonym. 

The terms can be used to refer to two different things. When referring to a person, it means to send someone to work for another. When referring to work, it means to assign tasks to an outside individual. 

Commissioning

This is not to be confused with the pay model. Commissioning in outsourcing is a term used when sending or putting someone in charge of accomplishing a task. The term is most commonly used when instructing or prescribing someone to design or write something out. You may be familiar with its use in the creative space. This is where people commission artists to create a piece in their style. People can also commission building designs or written works like articles, stories, and even musical pieces. 

Four men laughing while freelancing together outsourcing synonym

Delegating

You usually see this term used in an internal context. This is where someone reassigns tasks to workers in an organization. However, you might use this term within the context of a close partnership with outsourcing entities. Delegating responsibility also implies a level of trust in that other party. Trust is crucial when they’re handling part of your business for you. A good outsourcing partner is one you can rely on to deliver results. You want to have evidence of their competence and confirm other ethical considerations before hiring them.

Redistributing

This variation sheds an interesting light on the outsourcing process. When you outsource, you are actually moving around monetary and human resources. Say you had an internal team handling a particular aspect of business. Then, you decide to hand it off to a third party. You poured resources and allocated team members to that department. These are then redistributed into other business areas. Sometimes, though, the redistribution looks more like a hybrid team. Other times, people from other positions will assist with the outsourcing partnership as project managers. 

Externalizing 

This is one of the more formal-sounding synonyms. While feeling more corporate, it simply means to seek external expert help for a task or entire process. Internalization definitely has its place in business. But externalization helps you leverage top talent to achieve your goals more effectively and efficiently.  

Special mention: Onshore, Nearshore, and Offshore Outsourcing

While these are closer to categories than straight synonyms, they are still worth putting here. Onshore outsourcing refers to outsourcing within the same country. Nearshore outsourcing involves partnering with third-party companies that are geographically close to the country in which you operate. Offshore outsourcing refers to handing over certain operations to an international service provider. 

Outsourcing Synonym Contextual Usage

People with laptops and notebooks working together at a table. outsourcing synonym

How synonyms can be used in different business contexts

We already talked about how the word “commission” is kind of a loaded term. More often than not, you will hear it used in a creative context. Companies hire these workers for one of two reasons, usually. First, because the executives approve of their methods. Second, because they prefer the artist’s style. This style creates an expectation of a unique execution. 

With contracting and subcontracting, they refer to a certain level of specificity. For instance, you may contract people to help you improve marketing and advertising. This is a broad department with several moving parts. There’s the creative aspect of advertising that involves graphics, video, and copywriting. There’s those responsible for lead generation and generating web traffic. 

A contractor might hire subcontractors for their specialized knowledge and skillsets in these areas. An example would be subcontracting a branding manager to ensure ads consistently represent a company well. They might also hire people skilled in SEO and PPC for that search engine visibility. 

Comparing subtle differences in meaning

Where’s the value in learning outsourcing synonyms if they basically mean the same thing anyway? While the differences may be subtle, nuances in usage lend a clearer understanding of when and how to apply these terms. 

Let’s look at externalization and commissioning as an example. We believe that companies use externalize more fittingly to describe business processes and departments. (Ex. externalized financial management, externalized customer relationship management, etc.)

On the other hand, we use commissions to typically refer to the tangible created product. For instance, you wouldn’t “externalize” blog posts. It would be more appropriate to say that you “externalize your content creation” and “commission” blog posts. To simplify, externalization refers to more of a “big picture” process, and commissioning refers to specific jobs within that process. 

We also think that paying attention to the implied tone of the words you use is important. Externalization and contracting tend to sound more professional, even legal. Alternatively, terms like redistribution and delegation almost have an air of collaboration and diplomacy.

Outsourcing in the Global Economy

A coffee cup next to a laptop showing a video call with multiple participants.Synonyms reflect different aspects of global outsourcing trends. Words continue to evolve in meaning alongside global advancements. On the surface, we can already see that the existence of several synonyms points to the popularity and impacts of outsourcing internationally. 

These different terms that we use impact various industries, too. With the rapid development of technology, the categories of tasks you can outsource have also grown. With it, the cost advantage of choosing external solutions is also more apparent. 

Some industries impacted by the outsourcing boom include:

  • Creatives –  You have access to a wider talent pool of people to take care of graphics, content creation, editing and more. You can hire people per project, significantly cutting down on costs related to maintaining in-house staff. 
  • Finance – Most businesses turn to outsourced accounting and bookkeeping. It saves many hours and headaches related to tax season.  
  • Manufacturing and Production – A lot of companies, even the big ones, don’t make their products in house. It’s much more cost-effective to hire third-party manufacturers with their manpower and special equipment. 
  • Legal – Did you know you can outsource legal tasks? In fact, some legal firms tend to contract out administrative duties. These can include research, contract drafting, and transcription.  
  • Marketing and advertising – You don’t need an in-house staff for online marketing. Even in traditional marketing, you can outsource a lot of the content. We see many companies effectively outsource videos, print posters, poster and billboard graphics, ad copy, and so much more.

Challenges, Common issues, and Solutions in Outsourcing

Communication is a major consideration. Correspondence and scheduling with a remote team can be challenging. Aside from potential technological difficulties, you also have to consider time zones and when people will see your messages. If there’s an issue while working on a project, it might take hours before the other party responds.

You can mitigate communication challenges by setting up working times. Go through the main communication channels as soon as possible, too. Proper remote onboarding also gives you the chance to set SOPs in the event something goes wrong.

Still, time zones can become a big enough factor to affect productivity. If they do, consider how you can leverage the time difference to your advantage. Otherwise, consider hiring in a closer time zone or emphasizing the required work schedule more. 

Data security is another potential issue. You will always face some level of risk when information leaves the four walls of your business. Mitigating data breach risks boils down to three main things:

  • Transferring and storing data using secure apps and software
  • Partnering with companies who have verifiable data security guarantees
  • Having the company or individual sign data security contracts 

Total lack of control is a challenge you want to avoid. Whether it’s management or quality assurance, outsourcing takes some control of the reins from you. It’s important to partner with someone you can trust to handle things with minimal supervision. Assigning project managers can also help. 

Frequently Asked Questions

Why Is It Important to Understand Different Synonyms for Outsourcing in Business?

Understanding context and word usage helps you with clarity. Clarity in communication is key, especially in business partnerships. 

Can Different Synonyms for Outsourcing Imply Different Levels of Responsibility and Control?

Yes, they certainly can. A good example is contracting and subcontracting. You might contract someone to handle your web development. That contractor may then hire and manage subcontractors to take care of separate sections of the project.

What Is Outsource School?

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: 

Conclusion

There’s a lot you can gain from learning about outsourcing synonyms. You can learn a little about outsourcing history and how culture informs language and vice versa. Other definitions give us a glimpse into the outsourcing process. You can also learn more about management structure and the contexts in which you use certain words. Overall, they give you a better idea of the global influence of outsourcing. This, in turn, help you better communicate with your third-party business partners.

 

Categories
Virtual Assistants

Mastering Outsourcing Training: Strategies for Empowering Your Remote Workforce

A girl pointing to groups of sticky notes on a board while other people around a table with laptops look on. outsourcing training

Outsourcing training is a vital component in your success as a business that hires remote workers. You might decide to train every hire yourself, and that can work, too. However, you’ll be sacrificing in this process. You’ll give up things that you could have made use of elsewhere. You’ll also miss out on things that you could gain by outsourcing this work.

When you take advantage of an external training team, you get the best of everything. In this post, we’ll talk about the benefits and challenges of this process. 

Understanding Outsourcing Training

The practice outsourcing various training activities is nothing new. Many companies over the decades have brough in outside resources with broad knowledge to help train teams. These third parties have a lot of experience, so they know multiple ways and strategies to help teams grow. With their help, your teams can become more effective. 

No matter what industry you are in, you can outsource training. Not all training can be done online, of course, but most can. Whatever the case, you can usually find someone out there who can teach your new hires the ropes. Even if you’re in an extremely innovative field, this is true. Your teams will always need to use some types of skills that have have been around for a while. Instead of spending your time and effort on this old stuff, hire someone else. Then you can focus on teaching them the new stuff.

Benefits of Outsourcing Training

As I already hinted at above, you save a lot of time by outsourcing training activities. In fact, we believe in this so much that we highly recommend outsourcing as many as you can! Training is a deep commitment that involves a lot of time. Sure, you can streamline the process. But you can’t just say oops, time’s up, and leave new hires hanging. You need to be available to answer questions quickly and guide people. If you don’t, they are likely to feel unappreciated right from the start. (P.S. Here are more tips to save time at work from our blog!)

The second biggest benefit to outsourcing is the cost savings. No matter what you outsource, in fact, you save a lot! In this day and age, what you’re really looking at is the cost of not outsourcing. This is because the savings is not simply in terms of upfront spending. First off, training doesn’t happen all the time. This means you can expand your capacity as needed by outsourcing this work. You have two alternatives. One would be to pay an opportunity cost by taking it on. The other would be hiring for a position that only works a few months out of the year. 

The second hidden savings is in the quality you get for a lower cost. Outsourced trainers are professional trainers. They do it best and have the most experience. You can’t beat the level of expertise that these guys bring to the table. And if you’re hiring from another country, you’ll pay them less than you would lose by shouldering the taks in-house. This expertise is actually invaluable because it can level-up your teams in ways that you never even thought of. 

Third, don’t forget that you have multiple sources to tap for training when you outsource. In-house, it’s limited to you and whoever already works with you. Outsourcing opens you to a global pool of talent and experience. You can even hire different trainers for different areas. Because these guys are professionals, they can coordinate effortlessly. They can also get things done much more quickly and adapt to any special needs you might have. Outsourcing wins because it’s super flexible and allows you to scale at the drop of a hat. 

Young Filipinos talking about work. outsourcing training

Challenges and Solutions in Outsourcing Training

We love outsourcing, but we will never tell you that it’s all rainbows and roses. I’m noting here the top challenges when outsourcing so you can prepare. We want to make sure that you know what you’re facing so you can avoid the pitfalls. 

Quality Control

The biggest challenge to outsourcing your training needs is the potential for a loss of control. You are no longer giving your teams instructions. This means that at any time during the process, the trainer might not be giving them the correct information. As the leader, you are responsible for making sure that all training aligns with the company’s goals. If you put in the time to establish checks and balances, you’ll prevent trainers from going off the rails. This is a good use of your time and resources anyway. You will need these checks and balances moving forward to evaluate and manage your teams. 

Another challenge that can hinder the effectivity of training is poor communication. This can happen because of cultural barriers. Usually, however, it stems from trying to cut corners. Any barrier can also make training take longer than it should. This is because you spend time putting out fires created by miscommunication. Then you need to retrain to correct false notions. That costs you more money, too. Not only will your teams be away from work longer, but you may need to pay trainers more. To avoid this, make sure that you are investing properly in training. Choose to wither give people what they actually need or don’t bother training them at all.

Cost

The cost to outsource is always something to consider carefully. However, we are confident that you can reap all the benefits and not suffer any harm if you do it right. Outsourcing can give you significant savings if you plan well and execute diligently. If your heart isn’t in it, then outsourcing can cost you your business. 

Outsource School exists for the exact purpose of helping you outsource properly. If you think you need more guidance after reading through this whole post, there’ll be a link below where you can schedule a call to earn more!

Best Practices for Successful Outsourcing Training

The first thing you want to secure when deciding to outsource training is to choose the right partner. Not just any old trainer will fit the bill. Consider the audience, and consider their needs. Who comprises your teams? What makes them tick? What do they need to be more successful at work? Do they have specific goals you don’t know about? If you don’t have a good relationship with the people on your teams, you’re in the dark. You won’t be able to pick a training program that will work for them. Once you know the type of trainer you need, then you can choose the most reputable one from the bunch.

As your teams train, make sure they know that you are still available to them. This will put them at ease and create a check and balance for the trainer. By opening and maintaining effective communication channels, they know that you are watching. Your team members can report anything unusual and the trainer also knows that the team is held accountable.

Don’t forget quality control! I mentioned it above, but I must stress it again here. You need to set clear performance metrics and strict quality standards. Communicate these to everyone on both sides of the training program. They must all know that they need to adhere to the standards you set. Setting performance metrics also helps keep everyone motivated because there’s something to aim for. As you then monitor and evaluate their progress, you can offer incentives if you like. These unexpected bonuses can do wonders.

Frequently Asked Questions

A cork board with pins and yarn connecting frequently asked questions. outsourcing training

Can outsourcing training be integrated with in-house training strategies?

Most outsourced training is actually not much different than in-house training models. The only thing that changes, really, is who is doing the training. This is where the differences lie. Pulling in resources from outside gives your teams access to more flexible options to upskill and even advance their careers. By cooperating with the trainers, you can inject your knowledge of the company and the team’s needs. This way, you get the most relevant and strategic training possible. 

Of course, if you are relying on a training program that isn’t customizable, you will run into some limitations. You can combat these limitations by supplementing the information in-house. It will take some time and effort at first, but it will be worth it in the long run. 

How does outsourcing training impact workforce productivity and development?

Bringing in experts to train your teams helps you avoid dips over the course of the training program. When you train in-house, it puts a strain on management as they juggle work and training duties. Outsourcing team training also boosts productivity in the long run since they can get a collection of specialized knowledge. They develop more and better because the training comes from many sources distilled into one product that packs a punch.

What Is Outsource School?

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: 

Conclusion

As you allow a third party to manage training activities, you’ll see how much value it brings. You’ll free up your time for the activities that you should be focusing on. But that’s just the beginning!