virtual assistant fails

Stefan:

Yes. And I also expect that the work that wasn’t done yesterday is done tomorrow or this evening. But I don’t know. It often fails. It often fails at this point.

When there’s one time I’m some sort of lost time, it’s often a back stab and it doesn’t go back to the way it was before. You know. We lose a massive amount of track from the employee side.

Francis:

I think very early you have to make clear that you’re not joking with the communication. When they fail it one time, warn them. Tell them this was your first warning. Most people are like kids. With kids, you start counting 1, 2… and before you say 3, kids will go running.

So this is the same psychology. You tell them, “Okay, this is serious matter. I do assume daily communication. Perhaps, I didn’t make it clear enough but now you know. You will have to communicate. If you don’t, I will be not happy.” They can assume what this means on their own.

And then the next time you tell them, “Okay. I want you then at that date. This is the last warning. I expect the regular communication.” If then, of course, he works half a year very, very nicely. Then he misses the communication again; then please be human. Don’t fire him. 

Stefan:

No problem. No.

Francis:

But we’re talking about the first weeks here. 

Stefan:

Yes, the first weeks are crucial.

Francis:

Yeah. If we don’t establish the right communication in a very strict and disciplined way at the beginning, there’s no chance to make it nice and lenient in the future. I am at the point where I tell my assistant “Well, do it however you want. I know you do it right.”

Because at the beginning I was very, very specific and he now knows what I want. But if I didn’t do it at the beginning, you would do whatever.  

Stefan:

Yes, that’s what’s happening.

Francis:

So I think the key for you to improve the communication with your assistant is at the beginning of the working relationship, be very strict, daily communication, a lot micromanaging and a lot of checking up on what your assistants are doing on oDesk screenshots.

You can even ask them to install a productivity tracking software and tell them that you’re closely managing them at the beginning because you expect them to learn your working style. And then, things can go on natural course.

Do you believe that if he does this from the start with a fresh assistant, you have might have better results?  

Stefan:

My only problem with that approach is that it’s a very time and money investing approach.

Francis:

How much time are we talking about here? We hire someone in a very closely managed interviewing process. No money spent and probably about 4 hours of work spend if we sum it all up together.

With this, you screened a least 50 assistants with a basic interview tests. I call it a Sunshine Test. So, you tell them a code word within the job description and tell them “Start your application with that word. Else, I wouldn’t read it.” This screens out half of the people then we have 25 people left. 

Those you check which ones have the right portfolio, the right qualities, and the right work feedbacks and there you choose your 5 preferred people. Those 5 people, you send them interview requests with further questions. 

For example, send me a screenshot of your internet speed. Let’s do a Skype call. And then you have 3 people who actually shut up. With those 3 people, you make 10 minutes Skype call. You stop your timer and you only have 10 minutes. After that everything is done. 

Stefan:

Yes.

Francis:

Then you have perhaps 2 winners where you’re not sure who to take. Both of them are good. Either you hire both of them and let them work against each other and see who is working better.

Or, you hire one and keep the other one and tell them”Okay, I’ve found someone who’s slightly better than you. But if it doesn’t work out, I will come to you first things first.”

Keep that contact in mind and be nice to him, right, because he already passed all your interviews. If the first person fails within 1 week, hire the second person immediately.

You can also tell your first person “Okay, you have made the catch. You are the best interviewee but it was a very close call to another guy.

And I’m hiring you on a trial position. We work for 1 week, we establish the communication and we see it before we work together in a nice way. If you pass this week and you continue to keep that work morals upright then we can continue working together.”

Be open with your applicant. If they’re fresh, have them have a probationary period like in a real job. 

And then, don’t allow for more than 1 week of experimentation. If the communication doesn’t work after 1 week, it will not work ever or it is too time consuming to correct that behavior.