In today’s rapidly evolving business landscape, entrepreneurs and professionals are constantly seeking innovative ways to streamline operations, reduce overhead costs, and gain a competitive edge. One powerful solution that has gained traction in recent years is the use of Virtual Assistants (VAs). These remote professionals can handle a wide range of tasks, enabling business owners to focus on strategic growth and high-impact activities.
To shed light on how a virtual assistant can help your business, I recently had the opportunity to sit down with Joe Rare, a serial entrepreneur and investor who has built multiple 7 to 8-figure companies while enjoying the freedom to spend quality time with his family in Montana. Joe’s journey from college dropout to successful business owner showcases the transformative power of using VAs.
In this Q&A-style blog post, we delve into Joe’s insights and experiences, exploring the vast capabilities of VAs and how they can empower businesses of all sizes.
16 Frequently Asked Questions about How A Virtual Assistant Can Help Your Business
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What is a typical day in your life like now that you’ve harnessed the power of virtual assistance to manage your businesses?
My typical day varies based on the projects I’m working on. We’re launching a new business right now, so I’m heavily involved. However, once it’s up and running in a couple of weeks, I’ll step back, and a capable team will manage the business. My mornings often involve taking my kids to school, spending quality time with them, and enjoying outdoor activities in beautiful Montana. During the winter, you’ll find me snowmobiling. We also prioritize family dinners every day, which is non-negotiable. My day may be filled with activities like horseback riding and gymnastics, ensuring I’m there for every family moment. Building businesses this way has given me the freedom to focus on what truly matters.
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How did the significant failures in your journey to success contribute to realizing the potential of virtual assistance?
I initially dropped out of college to start a business, and while I sold it successfully after 2.5 years, I ventured into real estate just before the 2008 financial crisis hit. That experience was challenging and forced me to reevaluate my approach to business. It was in November 2008 that I launched my business and began using virtual assistants daily. At first, it was a learning curve, but then I veered away from virtual assistance, hired employees, and established physical offices, which led to financial difficulties. That’s when I decided to focus on one niche, rebuild a business using only virtual assistants, and refine the model. We achieved remarkable success, growing from zero to $100,000 monthly in four months. The lessons from those failures were pivotal in my journey.
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What are the various skills that can be outsourced to virtual assistants beyond administrative tasks?
The possibilities are virtually limitless as long as a task doesn’t require physical presence. In our company, we cover various areas, particularly focusing on marketing. This includes website development, creating sales funnels, designing landing pages, managing email marketing, implementing CRMs, marketing automation, graphic design, video editing, and more. We also handle finance, HR, project management, and bookkeeping—all outsourced to the Philippines. In essence, if it can be done remotely, it can be outsourced. The key is finding highly skilled individuals; you can often find exceptional talent abroad.
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Why is the Philippines a preferred destination for sourcing virtual assistants, and can you elaborate on their education system and skills?
The Philippines is an ideal choice for virtual assistants because English is widely spoken as their second language. Their exposure to Western culture through media, clothing, and education means they deeply understand our culture. Education is highly valued in the Philippines, and many universities teach in English. The skilled individuals there often have strong backgrounds in areas like marketing, finance, and more. Moreover, many virtual assistants in the Philippines are supporting multigenerational households, which drives their dedication and work ethic.
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What is the cost range for hiring virtual assistants, and what are effective hiring strategies for entrepreneurs concerned about pricing?
Similar to hiring within the US, the cost of hiring virtual assistants varies based on skill level and experience. You can find lower-cost talent, mid-range talent, and high-end talent. In Level9 Virtual, we typically hire mid-range individuals and invest in their training and development. This approach allows us to groom them into higher roles over time. It’s essential to balance cost-effectiveness with skill potential. Hiring someone who is eager to learn and grow can be more valuable than hiring someone with extensive experience who may not be as adaptable.
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How can entrepreneurs improve delegation to virtual assistants or remote team members, given their common struggles with delegation, even when working with an in-house team?
Delegation is a skill that can be developed over time. Start by delegating small tasks that don’t require your direct involvement. Look around your office and identify tasks that, even if completed at 70% of your capability, would still suffice. Gradually pass these tasks off to your virtual assistants. As you become accustomed to delegation, you’ll find yourself eagerly handing off more responsibilities. Delegation empowers you to focus on strategic planning and growth, benefiting your business.
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What aspects of their practice can attorneys effectively outsource to virtual assistants, and could you furnish specific examples of such tasks?
Attorneys can benefit significantly from outsourcing administrative tasks. Law firms often deal with extensive paperwork and document management, which virtual assistants can handle efficiently. Research is another area where virtual assistants can assist in gathering information and conducting preliminary research. While they may not replace an attorney’s expertise, they can handle lower-level research tasks, saving valuable time. Administrative support and managing communication within the firm are also prime areas for outsourcing.
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How do you manage virtual assistants in diverse time zones, particularly in the Philippines, and does it affect talent quality?
Managing virtual assistants across different time zones, particularly in the Philippines, has been surprisingly smooth. In the Philippines, it’s common for people to work night shifts, so we don’t typically encounter issues with their willingness to work during non-standard hours. When applicants are applying for positions with us, they understand that they may need to work night shifts and are generally okay with it.
The beauty of this arrangement is that our virtual assistants get to work from home, allowing them to be around their families. They often have the opportunity to share breakfast with their loved ones, which is significant in their culture. This setup contributes to their job satisfaction and work-life balance.
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When is 24/7 support most effective, and in what situations might it be deemed unnecessary?
While 24/7 support might seem like a must-have in some industries, it’s not always the most effective approach. In many cases, we’ve found that offering support during regular business hours can be just as effective or even more so. The key is understanding your target audience and their expectations.
In most industries, people who contact a business outside of business hours don’t necessarily expect an immediate response. They may be leaving a message or sending an email with the understanding that they’ll hear back during business hours. Our experience shows that it’s often more efficient and cost-effective to focus on providing excellent service during standard business hours. However, there are exceptions, such as in industries like criminal law, where immediate responses are critical.
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What is your ‘pod system,’ and in what manner does it facilitate the replication of your business framework across various companies?
The “pod system” is a service we offer rather than a business framework. Our actual business framework doesn’t have a specific name. It’s essentially a set of processes and systems we’ve developed for back-end business management, which we can replicate and use in multiple companies.
The core idea is to ensure that the back-end operations of our different businesses operate standardized and consistently. While the front-end sales processes may differ for each business, the HR management, financial processes, leadership team structure, and project management are identical. This allows us to pick someone from one business and easily transition them into the same role in another company because they already know the procedures. This approach enables us to build and launch businesses and determine their viability rapidly. Once a business is established, I can step back and let the team manage it efficiently.
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Which KPIs should be monitored for virtual assistants, and how can their satisfaction and retention be ensured?
When working with virtual assistants, it’s essential to measure several KPIs. First and foremost, client satisfaction and retention are crucial. We pay close attention to how satisfied our clients are with our services and whether they continue to work with us over time.
On the VA side, we focus on their job satisfaction and career progression. We recognize that their well-being and happiness are essential for them to provide high-quality service. So, our HR team plays a crucial role in tracking their satisfaction and addressing any issues promptly.
Additionally, we use KPIs related to our VA services’ emotional intelligence and interpersonal aspects. These metrics can be more challenging to measure but are equally important for maintaining a high-quality workforce.
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How do you build a cohesive and engaging culture with virtual assistants on clients’ teams?
Building a cohesive and engaging culture with virtual assistants is challenging but possible. We encourage our clients to involve virtual assistants in their teams as much as possible. For example, they can have virtual assistants join physical meetings through video conferencing to be part of the team discussion.
We also organize virtual events and gatherings to foster team spirit. For instance, we host a New Year’s bash where everyone participates in games and activities virtually. These events help create a sense of belonging, even when team members are geographically distant.
Furthermore, we initiate fitness and accountability programs, where VA teams work together towards fitness goals. Encouraging personal connections and discussions, akin to water-cooler talk, is vital for building a strong virtual team culture.
Finally, learning from each other’s cultures and encouraging cultural exchange among team members is crucial. These efforts help create a cohesive and engaging virtual team culture.
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How do you assist clients with seamlessly integrating virtual assistants into their teams?
Integration involves both operational and cultural aspects. We recommend the following steps:
- Communication: Encourage open communication between on-site team members and virtual assistants. Regular team meetings, check-ins, and collaboration tools help bridge the communication gap.
- Collaboration Tools: Use project management software, video conferencing, and chat applications to facilitate seamless teamwork.
- Shared Goals: Ensure virtual assistants understand the company’s mission, values, and objectives. Align their tasks with these goals.
- Training: Provide training to virtual assistants to ensure they understand their roles and responsibilities within the team.
- Inclusivity: Make virtual assistants feel included in team activities, meetings, and social events, even if they attend virtually.
- Cultural Sensitivity: Promote cultural sensitivity and understanding among team members to create a harmonious work environment.
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What is your methodology for initiating new business ventures, and what criteria do you employ to assess the viability of a business within your established framework?
Launching new businesses within our framework involves a systematic approach. Here’s how we determine if a business is worth pursuing:
- Lifestyle Compatibility: We start by assessing if the new business aligns with our desired lifestyle. We don’t pursue it if it doesn’t offer the freedom and flexibility we want.
- Scalability: We evaluate if the business has the potential to scale without requiring a physical presence. Companies that rely on physical locations are usually not suitable for our model.
- Income Test: Before investing significant resources, we conduct an “income test” by selling the product or service to see if customers are willing to pay for it. This involves getting real customers and their credit card information.
- Threshold Revenue: We aim to reach a monthly revenue threshold of $100,000 before considering running ads or expanding further. This ensures that the business has market viability.
- Automatability: We assess how many processes can be automated, which is crucial for efficiency and reducing the need for a large team.
- Team Formation: Once a business passes these tests, we build a small team to handle it. We keep the team lean initially and expand as the business grows.
- Metrics and Monitoring: We continuously monitor KPIs and key metrics to assess the business’s health and make adjustments as needed.
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What are ‘micro-yeses,’ and how do they impact your sales and customer engagement approach?
“Micro-yeses” are incremental commitments or positive responses from potential customers during the sales process. Small agreements or actions lead a person closer to making a final purchasing decision. These micro-yeses are crucial in our approach to sales and customer engagement. Rather than convincing a potential customer to make a big commitment right away, we focus on obtaining smaller commitments along the way. For example:
- Initial Engagement: A micro-yes could be when a lead responds positively to an initial outreach message, indicating interest.
- Discovery Call: Another micro-yes could be scheduling a discovery call or agreeing to answer a few qualifying questions.
- Product Demo: Another micro-yes is getting a potential customer to agree to a product demonstration.
- Trial or Free Trial: Offering a trial or free trial can be a significant micro-yes, as it involves minimal risk for the customer.
- Pricing Discussion: Engaging in a pricing discussion, even just exploring options, is another micro-yes.
- Final Commitment: The ultimate micro-yes is when a potential customer agrees to purchase or sign a contract.
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What factors are essential for the success and sustainability of online businesses with remote teams?
Success and sustainability in online businesses, especially those with remote workforces, depend on several key factors:
- Strong Leadership: Effective leadership is critical to setting a clear vision, defining goals, and directing the remote team.
- Scalable Model: The business model should be scalable without needing a physical presence, allowing for growth and flexibility.
- Remote Work Culture: Fostering a positive remote work culture with effective communication, collaboration, and team-building efforts is essential.
- Technology Infrastructure: Reliable technology infrastructure, including secure communication tools and project management software, is crucial for remote teams.
- Talent Acquisition: Hiring and retaining top talent, including virtual assistants, is a crucial driver of success. Proper onboarding and training are vital.
- Customer-Centric Approach: A focus on providing exceptional customer experiences and meeting customer needs is paramount.
- Financial Management: Effective financial planning, budgeting, and cash flow management are essential for sustainability.
- Adaptability: The ability to adapt to changing market conditions, customer preferences, and emerging technologies is crucial.
- Marketing and Sales: A solid marketing and sales strategy, including online advertising, content marketing, and customer engagement, is necessary for growth.
- Continuous Improvement: Regularly assessing and improving processes, products, and services is vital for long-term success.
- Risk Management: Identifying and mitigating potential risks, such as cybersecurity threats or economic downturns, is important.
- Legal Compliance: Ensuring compliance with relevant laws and regulations in the online business is essential to avoid legal issues.
To listen to the podcast interview, go to The Entrepreneur Podcast, With Diane Moura