sop-finding-virtual-assistant/docs/index.md

Finding Ming Lee

For full documentation visit mkdocs.org.

the process

Alright, let's get you a Virtual Assistant (VA). You know you need help, but you're not sure where to start. Here's a straightforward 1-2-3 system to get you from zero to hiring:

1. Define the Task and Create a System:

• Identify the Bottleneck: What's the biggest time-suck in your business? Is it managing your inbox, scheduling appointments, data entry, or social media? Pinpoint the task that's consistently eating up your valuable time.
• Break it Down: Once you've identified the task, break it down into its smallest, most manageable steps. Imagine you're explaining it to someone who has never done it before.
• Create a Standard Operating Procedure (SOP): Document every step. Use screenshots, video recordings, or simple written instructions. The goal is to create a repeatable process that anyone can follow. This SOP will be your training manual.

2. Find Potential Candidates:

• Choose a Platform: There are many online platforms to find VAs. Popular options include Upwork, Onlinejobs.ph, and dedicated VA agencies. Select one that aligns with your budget and needs.
• Write a Clear Job Description: Be specific about the tasks, required skills, and expected outcomes. Include a clear title, a brief description of your company, and a list of responsibilities.
• Include a Screening Question: Add a simple question to filter out applicants who didn't read the job description carefully. For example, "In your response, please tell me your favorite software for [specific task]."
• Review Applications: Carefully review the applications and resumes. Look for candidates who have relevant experience, strong communication skills, and a professional attitude.

3. Conduct Interviews and Select the Right Candidate:

• Schedule Interviews: Shortlist a few candidates and schedule brief interviews. These can be done via video call or phone.
• Focus on Communication and Problem-Solving: During the interview, assess their communication skills, their ability to follow instructions, and their problem-solving abilities.
• Ask Relevant Questions: Ask questions that test their understanding of the tasks and their experience with relevant tools and software.
• Present a Test Task: Give each finalist a small, relevant task to complete. This will give you a real-world example of their work.
• Make Your Decision: After the interviews and test tasks, select the candidate who best fits your needs and budget. Trust your gut.
• Discuss Pay and Hours: Before making a formal offer, discuss pay rate, hours, and expected deliverables.

Virtual Assistant Questionnaire

Name:
Email:
Local Time Zone & Availability (including EST/Manila equivalent):
Hourly Rate (USD):
Portfolio/Work Samples Link:
Briefly describe your relevant skills (Google Suite, AI tools, voice over, etc.):
Google Suite Proficiency (1-5, 5=Expert): Docs: __, Sheets: __, Slides: __, Gmail: __
Reliable Internet/Quiet Workspace/Microphone/Video Editing Capable Computer? (Yes/No for each):

Evaluations

Alright, here are 10 brainstorming task ideas, designed to be completed within a 10-minute interview segment, to test the proficiency of your virtual assistant candidates:

1. Quick Google Docs Formatting:
   • "Here's a short text document. Please format it with a title, bullet points, and a hyperlink within 10 minutes. Share your screen as you do it." (Tests Google Docs proficiency and speed.)
2. Simple Google Sheets Data Entry & Calculation:
   • "I'll give you a small set of data (e.g., product names and prices). Enter it into a Google Sheet and calculate the total price within 10 minutes." (Tests Google Sheets basics.)
3. Basic Google Slides Presentation:
   • "Create a 3-slide presentation on 'My Favorite Productivity Tip' in 10 minutes. Include a title, a short description, and an image." (Tests Google Slides and quick design skills.)
4. Email Drafting & Scheduling:
   • "Draft a professional email to a client confirming a meeting and schedule it to send tomorrow morning, within 10 minutes. I will give you the details of the meeting." (Tests Gmail and scheduling skills)
5. Quick Travel Research (Google Search):
   • "In 10 minutes, research and find the top 3 affordable hotels in [Specific City] for a 2-night stay. Share your screen and show me your search process." (Tests research and information gathering.)
6. Basic Project Management Task Assignment (Verbal):
   • "I have 5 tasks to assign: A, B, C, D, and E. Verbally explain how you would prioritize and manage these tasks within 10 minutes. I will give you the basic description of each task." (Tests project management thinking.)
7. Simple Voice Recording (If Applicable):
   • "Read this short paragraph as a voice over introduction in 1 minute. Please record it using any program on your computer. I will then listen to it." (Tests voice recording ability).
8. Simple Image Editing (If Applicable):
   • "Here is a picture, please crop it to a square, and add a simple text overlay. You have 10 minutes." (Tests very basic image editing skills).
9. AI Content Generation (If Applicable):
   • "In 5 minutes, use an AI tool (if you have one) to generate a short social media caption for a new software launch. Then, in the next 5, revise it to be more engaging." (Tests AI tool usage and content refinement.)
10. Problem Solving/Organization:
    • "I need to organize a list of 20 random files. Describe how you would create a system to organize them within 10 minutes. What would you name the folders, and how would you determine what files go where?" (Tests organization and problem solving skills).