Business succeeds with successful team work. No individual works in isolation. Continuous information and ideas sharing and management are fundamental to performance and development. Meetings are thus crucial to any business.  Natural in case of a physical office, it is different with virtual assistants.

Virtual assistants work from a remote location. Thus meeting in person is not always possible. Use of technology enables to remove this communication barrier. There are different ways of holding business meetings with virtual assistants via the net.

Web conferencing is an asset for holding meetings with the individual at a distant location. It is useful in conducting Live presentations or group meetings over the net.   Two or more users can log at a particular time and can set up a very convenient online conversation. The amount of money this medium saves is incredible.

Video conferencing via internet is another option for conducting meetings with virtual assistants. A simple webcam is used to interact. One can see the other person via webcam. This visual arrangement enhances the experience of communication.
Apart from these typical media used for holding business meetings, different communication modes can be effectively used for information sharing. Emails, instant messengers, voice over instant messengers and telephones are simple to use.

The client and virtual assistant both benefit from a written agreement. Thus a specific contract should always be signed in before getting into business.

There are different types of contracts you can sign with a virtual assistant. A suitable contract can be entered into depending on the nature of work.

Hourly contracts

Virtual assistants are paid on per hour basis. This contract is beneficial when the client wants to outsource some work either once or occasionally.

Pre project contracts

When the client needs a virtual assistant for one project or per project basis, this contract is a good option. The scope of the work, estimated time for project completion, costs and other terms (if any) should be defined before entering into contract.

Retainer contracts

The client can also pay a retainer to the virtual assistant. This is especially useful if one wants to maintain a long term relationship. In this type of contract, type of services provided and number of hours should be clearly defined. This is beneficial for the virtual assistant as he/she is assured of a steady income every month. The clients also benefit as they know virtual assistant will be available for specific number of hours.

Virtual assistants work from a distant location. Therefore selecting a virtual assistant needs meticulous judgements. It is important to check the basic infrastructure available with them.

Following is a checklist of the basics of a virtual assistant office-

PC/ laptop

Luxury of a time, computers are a necessity today. One computer per person should be available.

Internet connection/ broadband

The virtual presence of the virtual assistant is seen only through the net. Most of the computers in a virtual assistant’s office should have a net connection.

Telephones

In the era of the internet, telephones have still retained their importance. One telephone is mandatory in a virtual assistant’s office.

Work space

Most of the virtual assistants work from their home offices. They can also work from a shared office or an exclusive office. A definite work place also gives a postal address in case important documents are to be posted to them.

Fax

Fax machine at the work place is an added advantage for the business.

Apart from above basic requirements the virtual assistant can have many office luxuries. They can add to the convenience of work. But the professionalism of work does not necessitate them.

Virtual Assistance is no longer limited to the traditional administrative services. Increase in the use of internet for major business activities like marketing has increased its ambit manifold.

Following are the common services provided by the virtual assistants-

Web presence management

Web has changed the way businesses work across the world. Your online presence can best be managed by your virtual assistant. It includes web administration, article marketing campaigns, website maintenance, internet research, content writing, blog postings, Search Engine Optimization (SEO) etc.

Administrative services

Virtual assistants provide the support for planning, organizing, coordinating and evaluating various management tasks. Some administrative tasks are bill paying, appointment setting, invoice management, press release distribution, email management, call management, travel arrangements, personal assistance, reminder services etc.

Accounting

Conveniences like QuickBooks and MYOB have eased outsourcing the accounting tasks to the virtual assistants.

Recruitment

Outsourcing this important support function saves company’s time and money.

Others

Other services include business planning, data entry, speech writing, social and media networking, event planning, wedding planning, word processing, translation services etc.

Virtual assistants may specialize in a particular service or may offer host of them. They are flexible to accommodate the needs of their clients from time to time. Whatever they offer, it’s the professionalism of their work that make it worth outsourcing tasks to them.

Relationship management is central to the success of a business. Natural in the case of an employee, it is different with the virtual assistants.

Communication is the key to relationship management. Communication with virtual assistants is not in person. Use of different modes of communication nullifies the effect of body language.

Some tips to strengthen the relationship with your virtual assistant are as follows-

1) Frequent communication

One should try and communicate frequently with the virtual assistant. Communication is obvious when input is given and output is taken. But one can increase the frequency to communicate between the deadlines also.

2) Not a smooth ride

There are mismatched expectations and misunderstandings in this relationship also. Being objective and honest helps during these troubled times.

3) Know the person

Virtual assistants also have a personality which might or might not reflect in their work. Gradually try to understand the person you are dealing with.

4) Wishes and greetings

One can send greetings and good wishes to their virtual assistants on festivals or birthdays.