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You are here: Home / Archives for Virtual Assistant

Virtual Assistant

April 19, 2018 By Virtual Assistant Leave a Comment

Using Trello as a project management system with your virtual assistants

Trello is a project management online application where you can manage different tasks assigned to your virtual assistant or a team of VAs. After using other project and employee management applications and comparing them with Trello, we found it better than other applications like Asana. Using Trello is especially great if you have a flexible team of virtual assistants. This is how it looks for us:

Here are some of the major reasons why we preferred Trello over Asana.

  1. Free to use.
  2. User-friendly – Easy to work with
  3. Drag and Drop system
  4. Asana is more complicated than Trello.
  5. Asana is good for those teams who follow strict deadlines on each task. However, we can still set a deadline within Trello if we want to.
  6. You can see the complete history of any task within the same task /card

The downside

There is no dashboard where you can see reports and ongoing work progress in Trello, but this is still possible with Trello if you follow the process in a perfect order.

How to best use Trello for managing your virtual assistants

So here is our best suggestions on how you can use Trello as a content management system.

Let’s suppose you’re working with only one virtual assistant at the moment.

Create two boards in Trello.

  1. Virtual Assistant To-do
  2. Employer To-to

Virtual Assistant to-do has three lists

  1. Low priority: You will put all low priority tasks here
  2. High priority: All high priority tasks can be placed here
  3. Work in Process: Either VA or employer will move the tasks to this list based on their priorities

Employer to-do has two lists

  1. To-do: All tasks where your virtual assistant needs any feedback from you, or it’s pending on you will be moved here.
  2. Pending for validation: After completing any task, the VA will move the card here for your review. So you will review his work and either archive the card if it’s good or re-move to your VA’s boards if something is not finished.

Working mechanism

As mentioned above that you’ll move all of tasks that are supposed to be performed by your virtual assistant, he will move tasks from high priority list to Work in Process list. This will give you an overview of what tasks he is working on at the moment.

When he will finish a task, he will move it either to Pending for Validation or to your to-do list based on its status.

When you have time, you will only have to go to your board and there you will find all the tasks that are pending on your end. When you review those tasks, if the task is done you can archive that. If it’s still not complete, then you can move it back to one of your virtual assistant’s lists.

How to move tasks from one board to another

Moving tasks from one board to another is easy. You need to follow this process:

  1. Open the task
  2. From actions click “Move”
  3. Select the appropriate board
  4. Select the appropriate list

trello mechanism

More amazing Trello features

Here are some more features that we can use in order to use Trello better.

  • You can add members to different tasks
  • If you check “subscribe” you’ll get notified whenever any changes/updates made to the card.
  • There is a checklist feature which allows to bifurcate the task into different steps, so you can use that to create and follow those tasks which have multiple steps
  • Every task has all its actions described at the bottom
  • You can set due dates to those tasks which have strict deadlines
  • For big projects, You can create more boards.
  • You can add different labels to different tasks
  • You can search tasks within the search bar

Filed Under: Communication in Business, Outsourcing Coaching, Virtual Assistant for Small Business

April 13, 2016 By Virtual Assistant Leave a Comment

Typhoons—A Part Of Life for Virtual Assistants from the Philippines

by Jomvie
(Francis’ Full-Time VA)

It was taken during the height of the onslaught of the storm (Glenda) going out of the Philippine Area of Responsibility (PAR) last August 1, 2014.
It was taken during the height of the onslaught of the storm (Glenda) going out of the Philippine Area of Responsibility (PAR) last August 1, 2014.

This is an audio recording of my thoughts regarding typhoons here in the Philippines. I find this topic relevant for employers outside of the country and never have been in this part of Southeast Asia. I hope this article will give an idea about the geographic attributes and weather conditions in the Philippines.

I just want to start by describing that this kind of natural occurrence is common here in our country.

The Philippines is hit by an average of 15-20 typhoons per year. And people, especially from the northern parts like the Luzon area as well as in the middle part, the Visayas area, are practically expecting typhoons to hit their area any time during the months of June to February.

Luckily, I live in the southern part, in the southern island of Mindanao wherein our place is rarely a landing point of typhoons.

In the last couple of years, I think, there were just a couple of typhoons that hit our area, but still it was considered to be a rare event here.

Because basically, when typhoons start in the Pacific ocean, they usually hit our country in the north-eastern parts of Mindanao, which is about 10 hours away from where I live; and it goes through the Visayas area and then to the Luzon area – where it also will be exiting the country going to Taiwan and the eastern part of China.

Now, going back to the experience of having such natural events here in our country, typhoons (particularly), I would say—in describing a typhoon you can imagine a really, really bad weather with strong winds which is mostly accompanied by heavy rains.

So, basically, when the typhoon hits inland, it is pretty much sure to say that a large area would be destroyed or devastated and it is expected to have some casualties.

Considering our country is an archipelago and we are pretty much surrounded with bodies of water; like the majority of areas in our country. These bodies of water could get elevated whenever a typhoon hits and strong winds are extremely strong where homes, buildings, and even natural structures could be destroyed causing landslides and widespread flooding.

A certain percentage of the population will surely be affected whenever a typhoon enters the country’s Area of Responsibility. Here in the Philippines, we are practically prepared and expecting that kind of natural disasters will hit our country anytime. Nevertheless, casualties keep on coming whenever typhoons hit our country.

Comments for Typhoons—A Part Of Life for Virtual Assistants from the Philippines

Aug 15, 2014 They don’t know or they don’t care
by: Lanber Some employers can’t seem to empathize well with this. When a typhoon hits not only do we lose power and Internet connection, we lose water supply too.
Aug 15, 2014 I’d bet most employers don’t know
by: Francis Hey Lanber, thanks for leaving your comment!I personally don’t believe employers consciously choose to ignore the issues typhoons definitively cause for people in the Philippines, namely the many virtual assistants that work there.But I do believe every employer should inform themselves stronger about the backgrounds from their VAs, especially if they work together long term.

If you expect loyalty and the going-beyond-the-expected attitude that makes working with the best VAs so magical – then it’s only fair that an employer has an interest on the conditions of living of the VA in return.

However, I didn’t read much articles online about this topic. Even after hiring many people from all over the world, there is little amount of – prominently – written and promoted materials of “looking behind the scenes”.

That’s why I try to let my assistants “speak their mind” on my website as often as they like to.

By mastering building effective working relationships with your VA that go beyond just calculating your return of interest, you can get even better results as an employer.

To all Virtual Assistants from the Philippines who happen to read this:

Talk about your situation to your employer. Ideally, before an issue comes up (else the employer cannot be sure if the story is true, unfortunately).

And be sure to join in the comments here to tell every reader (future employers or fellow assistants) how the reality with typhoons look like for you, your work life and your living conditions.

Filed Under: Experiences with Outsourcing to the Philippines

May 28, 2015 By Virtual Assistant 2 Comments

What Is a Virtual Assistant? Perspective from a Full-Time Filipino VA

by Jomvie
(Philippines)

Jomvie - Full-time Virtual Assistant from the Philippines

Jomvie – Full-time Virtual Assistant from the Philippines

The true definition of a virtual assistant

When I first started working online, I never thought I would be working as a virtual assistant. For me, in my own perception, “virtual assistant” is a job I will never take because:

  • I’m a guy (I’m not being sexist)
  • You have to be a fast learner
  • Competitive
  • Strong personality
  • Organized

 

These are just a few of the reasons why I am not confident in taking this job. But, hey, look where I am right now—I’m a virtual assistant.

But, what is the true definition of a virtual assistant?

A virtual assistant is a person who provides assistance or personal services to a particular person across the globe. It is like a secretary, only virtually.

You don’t have to be a girl to fit into this job description. You are only required for your:

  • Time
  • Easily adaptable nature for the job, and
  • Dedication to your work

Being a service provider requires and demands you to give time to this job since you are rendering your services and you have to be equal to the person hiring you, because you’ll undergo a series of training and familiarizing your daily routine.

And that is why you have to be a fast learner, competitive and with a strong personality, because you are dealing with a personality that is different from yourself—yes, you have to be flexible and ready to adapt to the nature of the job.

If you will not dedicate yourself to the nature of the job, and you’ll just do things according to your will and not according to the will of the person who hired you, it’s just as good as useless.

Now that I’ve finally realized that being a service provider does not require being of a specific gender, I would really like to share this experience to those who are looking for an opportunity as an online worker.

Like me, if you want to take your first step in the online world, you should try to be a virtual assistant and you’ll never regret the experience it offers.

Filed Under: Tips on How to Become a Virtual Assistant

May 28, 2015 By Virtual Assistant Leave a Comment

What Are the Qualifications of Being a Virtual Employee?

by Jomvie
(Virtual Assistant from the Philippines)

As a Virtual Assistant, there are some lessons to keep in mind if you want to be successful. Here is my take on the most important “skills” you need to have if you want to be a successful VA.

I started with a blank portfolio

When I started as a full time virtual employee, I had nothing in my portfolio to show off to my future employer.

I didn’t have the slightest idea where to begin when I first started on my new career path.

Although I’ve worked in the past as a freelancer, it does not require me to sit all day in front of the computer doing some encoding and taking care of websites or making deals online.

The deal is that my friend gives me the topic and I write the article and then pass along the article after I am done.

All I had in mind when I created my profile on a particular online employee pooling site is that I needed an employer to get me started and I would take it from there.

Qualifications for virtual employee

For me, the only qualification you’ll need is

    • Guts

 

  • Patience

 

Why guts and patience?

If you don’t have the guts to pursue a new career online, you’ll get nothing at the end of the day.

If you don’t have enough patience for writing email from one employer to another, then I think you need to find a new career path outside the online world.

I am telling you from my own experience; it’s not been easy as a virtual employee. It took me a lot of pins and needles before I found a suitable employer who would give me a decent and generous monthly salary.

You don’t need long titles in the outsourcing industry. Big or small, no title or with a title, you are all the same.

And this is the reason why guts and patience are the perfect ingredients to get you going with your online career.

You don’t need to find a perfect job with lots of perks and benefits. Being a virtual employee is far from being a regular employee. There’s no perfect job in here and there’s no dream job here.

My piece of advice

As I have mentioned earlier, I have nothing to show off. I don’t have any technical skills.

But, if you dream of getting a job to justify your life, don’t be too picky; just don’t allow them to look down on you and you’ll get there.

Filed Under: Tips on How to Become a Virtual Assistant

May 27, 2015 By Virtual Assistant Leave a Comment

Padrino “Palakasan” System – An Example of a Dark Side of the Philippines

by Jomvie
(Virtual Assistant from the Philippines)

In the Philippines, if you happen to know someone in a private company of a higher rank and even in the government offices, you are likely blessed to know them.

Why?

They are going to be your reference in applying for a job. And mind you—hassle free!

This is a common knowledge, an open secret to every Filipino, most especially in the world of politics. But, let’s go back to our main topic—job application.

Job Application

Getting a job is not as easy as counting one, two, three. It will take you heaps of effort, leave a big hole in your pocket, require long hours of walking and a queue for job interviews before you can get a decent job.

But, wait! In the Philippines, “Palakasan” is a system where you are allowed to get a job without hassle—only if you’re a family member, good friends with, or referred by someone you know from the inside.

Yes, this is going to be a great opportunity for those who are looking for a job without going through the hustle and bustle.

Open Secret

The “Palakasan System” has been the most notorious, corrupt and dirtiest system for decades and centuries in the Philippines. It is common knowledge, but no one could ever bring it down, nor tear it up and put off this kind of system because the people practicing this infamous system have gone too far to let go of the fame and wealth they are experiencing.

Politically, the “Palakasan System” is an open secret where political families pass their throne from one generation to another. Yes, it is like a dynasty, a tradition that’s chronically eating the government of one’s greed and thirst for fame or wealth.

It’s not that I have selfish desires for myself and that gave me a reason to hate this ill fate system, but if you will just look around our surroundings, even on our streets, you’ll see lots of less fortunate people sleeping at night hungry and waking up in the morning hungry and your heart will crush and melt because there’s nothing that you can do to help them.

This kind of battle won’t win if I were the only one with this kind of guilt and concern.

This has something to do with the governing body of the state and that they should create a master plan to help minimize this kind of problem, which has been growing in numbers over the years.

And it’s not just those less fortunate, but it also affecting us as regular and common citizens of the Philippines. We need a job that will help us live and get a little leisure out of life.

Will you believe me if I tell you that a worker’s minimum daily wage only at PHP 350 ($8)? Let me say it again, three hundred fifty pesos, or eight dollars only, per day.

Filed Under: Experiences with Outsourcing to the Philippines

May 27, 2015 By Virtual Assistant Leave a Comment

Dilemma in Summer – Weather in the Philippines

by Full-time Virtual Assistant
(Philippines)

During the summer months, we hardly experience any rain here in the Philippines. There came a time that we didn’t experience rain for weeks. Our power supply provider can’t accommodate the energy that our city requires 24/7.

The main reason is that we’re experiencing summer weather along with the El Nino Phenomenon. They’re like a perfect combination to generate more heat.
Living on the Tropical

Summer weather is already too hot to handle. How much more hot does it get if it is accompanied by a phenomenon? It greatly affects our livelihood, especially farmers, who greatly contribute to the whole island; I think no one is exempted from this tragedy. Because of this, our local government decided to utilize cloud seeding.

Cloud seeding is a weather modification where it creates rain with the use of silver iodine or dry ice into a cumulonimbus cloud.

Yes, they don’t just seed it to any of the clouds above. They should look for a particular cloud to have it seeded with the use of a plane.

Its effectiveness is not really satisfactory, considering the earth rotates and they can’t water their prime objective—into the farm.

We, as citizens who are greatly affected, are happy to have at least experienced some rain during these months. Actually, it happened in July of this year where summer has supposedly ended during the month of June.

The reason why I wrote this post is that, it affects my job as well. I am often compromised from my work since the power supply is not enough to provide for the whole city. Four hours brought about a big loss already, and often it will end up making up for my loss.

And if this happens more often, I will no longer be able to have my own relaxation time since I have to spend it catching up.

And it has to do with how we handle Mother Nature. People are becoming abusive and this is why we suffer from our own mistakes. And only if we could fix it easily—but, alas, we cannot.

Please share your thoughts about this post. Do jump in on the comment box =)

Comments for Dilemma in Summer – Weather in the Philippines

May 27, 2015 General Feedback
by: Francis Check out a post from my main virtual assistant on how he deals with internet outages. Big natural disaster is an exception. If life, health or property is in danger, then taking care of your internet connection shouldn’t be the highest priority.If it’s a simple power shut-off or an internet problem that can be solved by going to the nearest internet café, any employer will greatly appreciate you as a virtual assistant being proactive.

Filed Under: Experiences with Outsourcing to the Philippines

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