Written by: Charmie Torres, Executive Contributor
Executive Contributors at Brainz Magazine are handpicked and invited to contribute because of their knowledge and valuable insight within their area of expertise.
To be candid, there is likely no such thing as an “after this.” Medical experts, analysts, and political strategists all agree that everyone will need to navigate a new reality. There won’t be warm handshakes or hugs just yet, nor could there be an utterly safe way to sit elbow-to-elbow at establishments. One thing’s for certain – even when a proven (and safe) vaccine is released, there’s no going back to a pre-pandemic lifestyle.
If you’re an entrepreneur or someone in a leadership position, you know that many business models have changed. Organizations have been forced to unlearn and learn a new way of conducting business, and this doesn’t simply refer to technology or shifting to a work-from-home arrangement. Businesses have needed to adopt different protocols for their workflow, problem-solving mechanism, and communication. From the get-go last March, organization leaders and business owners braced themselves to face these types of situations:
Businesses being forced to reduce operations or totally shut down, and thus seeing more people in search of jobs;
Authorities had to impose strict lockdown measures that have brought 70% of economic activity to a standstill;
Service industries, a major source for many economies and include retail, restaurant, tourism, air & sea travel, will be down on its knees.
While the travel, automotive, manufacturing, entertainment, education, and banking industries have taken punch after punch since March, the ones that have suffered the least impact, if at all, are the IT and E-commerce industries. The reason is because remote work has always been the norm in the information technology industry. Many employers now hire remote developers or even engage in the service-team business model as it is the most cost-efficient, safe, and beneficial way to continue the business. Hence, the business term “outsourcing” is now at play.
What is a virtual team?
A virtual team comprises a group of people working remotely. One can either outsource a virtual team or hire an individual virtual assistant to help perform part of the business’ workflow. This would be similar to having an office without the traditional office structure. Employees of a virtual team are often spread across a location or even timezones. They are still unified by one objective: to provide office and backroom operations for small to medium enterprises. These people are highly skilled and competent, and many come armed with licenses, diplomas, and certifications in finance, engineering, taxation, InfoTech, and the like.
Technology is a cornerstone that allows a group of people to work together remotely. The use of online collaboration tools is a condition sine qua non for seamless operations 24/7. And as companies are keeping their heads above water, this arrangement allows them not just to survive but also to continue to grow.
With access to global talent, where does one even begin to look? What are the things to look out for when hiring? Where do you even find a team that’s in it for the long term? It’s a shameless plug, but I daresay the Philippines.
Finding service providers and virtual assistants are easy tasks, but, of course, we need to consider the following red flags:
Computer Specs – What are their computer specifications? Make sure their work laptop is fairly new and does not have constant issues are equally important things to consider. Having a backup plan in case their computer breaks (i.e., a nearby repair shop and a computer they can borrow temporarily) should be addressed as well.
Internet Speed – Does the team have access to a reliable internet connection? 5-15 MBPS is the typical speed in the Philippines. Refrain from working with VAs that have an MBPS slower than 5. In addition to a backup plan if the connection is lost at any point.
Time zone – The Philippines only has a 1-time zone, Philippine Time (PHT). No daylight savings exists, which means they are either 12 or 13 hours ahead of US EST, depending on whether or not DST is in effect.
Power Outage – How often are power outages in their area? What type of backup mechanisms do they possess? As this varies depending on the area they work in, some locations experience more frequent power outages compared to others, but don’t let this be a pitfall as back-up generators are found in most buildings.
Weather condition – Does their geographical location encounter difficulties caused by the weather? The country only has two seasons: wet and dry. When it’s the wet season, traveling can pose a challenge, but with the work from home situation, the only concern would be how it affects Wifi connection.
Rooster Greetings – Can they provide a conducive environment for inbound and outbound calls? Is anyone working near a farm? How is the noise pollution? It would be best to find someone capable of working in a quiet environment, especially for a job that would require being in meetings or making calls frequently.
Attitude towards work – Run a check on their motivation. Is their attitude towards being a virtual assistant positive or not? Are they as passionate about their work as you are about your business? Or will they be the type who jumps ship when the going gets tough? Carefully assess these during an interview to weigh the right choice when hiring the right assistant.
Rates – When it comes to virtual assistance, the adage, “Pay peanuts, get monkeys,” strongly applies. How much do they charge, and what do their rates cover? Normally a VA rate is $5-$10/hour. A per hour arrangement might require you to watch everyone like a hawk (which defeats the purpose of outsourcing), whereas a per-project basis may not motivate a daily routine. Ultimately, it is up to both the client and the virtual assistant to negotiate the terms of their partnership and find common ground that permits the assistant to provide quality work and gives the client the ease of mind of not constantly and closely monitoring the virtual assistant.
To mitigate all of these issues, the key is in the interview process. Ask the right questions, and you will find all the answers you need to help you decide who’s the best fit for your company. You can download a step by step process on how to interview your future VA here.
Charmie Torres, Executive Contributor Brainz Magazine
Charmie Torres is the founder and Chief Executive Officer of Löngun, a business process outsourcing company. Löngun was conceived in 2018 in response to clients who needed more than accounting services. Born and raised in the Philippines and studied in one of the top universities in the UK, Charm aims to bridge both worlds to develop a diverse work culture and environment. “It was a knee-jerk reaction to offer administrative, virtual assistance, and graphic design services as well because this is what many of our customers needed to grow their ventures.” With a team of well-rounded and experienced professionals (a motley crew of accountants, customer service professionals, technical experts, graphic artists, and administrative personnel), Löngun’s mission is to help business owners focus on scaling their business by taking care of the company’s non-core activities and streamline their workflow. Also, serve as a catalyst to her Filipino employees to reach their fullest potential.
