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Having Your VA Vet a Product or Service

This post is part of a series in which we’ll explore a different outsourcing topic and offer our advice on what we’ve found works best.

 

Here at YEC, we work with over a dozen virtual assistants to support our team. Because we believe so strongly in the power of outsourcing, we've worked with top VA service providers including Zirtual, UAssistMe, and Ruby Receptionists to provide members with generous discounts. To learn more about these benefits, visit the marketplace on your member dashboard. Or, email your member concierge directly for support. [ Note: This benefit is for YEC members only. Click here to find out if you qualify.]


Considering purchasing a new product or service to assist you with business operations? Before you decide which tool to go with, you can explain to your VA what you’re looking for and have them research a few viable options (for the purpose of this post, we’ll use the example of an email marketing solution). Here are three things to keep in mind when working with your VA to determine which product or service is the best fit for your company’s needs:

  1.    Provide all information up front.

One common misstep when assigning a VA a research project is not providing all the needed information up front -- and as you may have guessed, trying to locate what you’re looking for without this guidance can be like searching for a needle in a haystack. You’re setting up your VA for failure if you’re simply saying, “I need an email marketing tool, go find it.” Instead, provide lots of detail: “I need an email marketing tool that does drip marketing campaigns, basic CRM tools, and five-star reporting tools. It needs to be $200 or lower per month to fit into my budget.”

One way I like to set my VA off on her search in this sort of situation is to be on the lookout for “top 10” roundup-style posts online (i.e. Top Email Marketing Solutions) and use that as a baseline to determine which tools are considered best-in-class by the experts in that arena. She is clearly instructed to share her sources with me when presenting her final choices of products I should consider using.

  1. Be specific throughout the entire research process.

Instead of giving your VA one set price to work with, offer a “low budget” and a “high budget” range so you can get a holistic picture of what’s out there. Set a benchmark for how many options you’d like to be presented with, provide a due date, and ask your VA to outline their findings in a meaningful way (i.e. with a product name, description of what it does, and why they think it would be a good fit based on your needs and budget).

After you’ve reviewed the data, figure out what else you need to know before making a final decision, and ask them to go back and find out that information. With any research project, there will always be areas of ambiguity, and you can’t expect the first deliverable to be 100 percent perfect on the first go-around.

When they are conducting that extra round of research, consider having your VA pick up the phone and talk to a sales rep at the company if there are subtle details they cannot find online; just make sure you give them a list of questions to ask and have them to get back to you with detailed responses. It’s better to be super specific than leave anything to chance.

  1.     Research yourself before making a purchase.

Once you’ve narrowed down your options and are ready to make a purchase, take one last look yourself to ensure it’s exactly what you need (especially if it’s an expensive investment). Even with the most detailed instructions, there is always the potential for subtle yet important details that only you, the boss, would pick up on. Your VA can use your billing information to purchase the tool once you’ve made your final decision (read this post to learn more about setting up billing systems with your VA).

Bonus:

  1. Connect with your concierge team to learn about any deals or discounts we might have available for the products you’re researching.
  2. Ask fellow members for their thoughts on the best products/services in the members-only Facebook group.
  3. For chief business needs such as insurance and legal-related matters, get an expert opinion from our business services concierge. Request an intro from your member concierge (concierge@yec.co).

Ready to take advantage of a virtual assistant for your business? Visit the marketplace on your member dashboard to learn more about our discounts with Zirtual, UAssistMe, and Ruby Receptionists. Or, email your member concierge directly for support. [Note: This benefit is for YEC members only. Click here to find out if you qualify.]