How to take back your time by hiring an assistant

The year is 2030. Suzie walks into the local grooming salon to get Buster, her goldendoodle, looking dapper for the holidays.

When she walks in, she’s greeted by a virtual receptionist in the Philippines who’s paid $3 / hour (a top tier wage in her part of the world) to check Buster in.

‍

‍

I’m kidding!! 😂😂😂

Just think… receptionists getting replaced by people on Zoom?! AI, Robots, what’s next??? How dystopian!!!

Well, hopefully that’s NOT how the future of grooming salons will look.

But maybe there is still a way to get virtual help with your schedule, bookings, and client management. 🤔

I’m not talking about robots or weird walking iPads, but virtual assistants!

Here’s some quick notes on how to hire a virtual receptionist that can run your socials, software, schedule your appointments, (and even help you remember to eat! 😂)

⏰ Want your time back? Let’s dive in!

‍

❤️ Benefits Of Hiring Virtual Staff

Whether you hire a single virtual assistant to answer calls and manage your schedule or have a receptionist that runs the front desk of your salon, bringing on non-grooming team members can have a significant impact on your productivity and the growth of your business.

Here are some of the main benefits of hiring a Virtual Assistant:

• You don’t need a physical office (mobile groomers, this if for you !!)
• Virtual Assistants are inexpensive
• You’re not limited by local talent (hire the best of the best)
• Delegation helps prevent burnout
• Spend more time in your areas of strength (which is grooming!)
• Focus on high-value and income generating activities - getting more clients, getting back your time as a business owner!

Your most precious resource as a human being (not just a business owner) is TIME. The less you commit to, the greater your focus. The greater your focus, the more impact you can have with the time you’re given. For this reason alone, everyone should consider hiring an (virtual) assistant.

‍

🤔 How To Hire A Virtual Assistant

When you hire a Virtual Assistant, you are hiring a team member. Ideally, you will be their only employer, and even though the tasks you delegate to them may change over time, they will still occupy a specific role on your team.

Here are 6 steps you can follow to hire a Virtual Assistant:

‍

Step 1: Document the tasks you want to outsource

Start by making a list of all the tasks and processes that you plan to delegate to your Virtual Assistant. Assuming these are tasks that you’re already doing yourself, create training documents (aka Standard Operating Procedures) for these tasks.

• Here’s how you schedule an appointment in our software or current systems.
• Here’s what you should ask a potential new client when they call to schedule an appointment.
• Here’s what to do when following up after a grooming appointment.
• Here’s relevant content you can post to our social media accounts.

You get the picture. All of these tasks are probably stored in your head. It’s time to get steps down on paper so if you were not around, someone else could execute the core admin tasks in your business!

‍

Step 2: Create a job description

Once you have your list of tasks to delegate, you’ll need to create a job description for the role that will be responsible for these tasks.

Tasks that require specialized skills should not be included in the job description for a general virtual assistant. All of the tasks that you delegate to a general virtual assistant should share a similar skill level and hourly rate.

Your job description should include:

• Background information about your business
• Level of education, experience, and/or skills required
• List of duties and responsibilities
• List of any apps, tools, or software they will be using

Here’s an example of a well written receptionist job description that you can download for free.

‍

Step 3: Post your job description online

Once you have your job description ready, your next step is to post it online and start accepting applications. One option is to post your job description directly in Grooming or “Mom” Facebook groups. (There are a lot of ex-groomers who no longer can groom but are still looking to be involved in the industry). Another option is to use an assistant hiring service or directory.

Here are some popular websites we found who are grooming specific virtual assistants:

• Keep You Moving and Grooming
• Step Away From The Table
• Virtual Grooming Assistant
• Virtual Staff Finder
• Internet Staffing Solutions

‍

Step 4: Review applications & schedule interviews

Review the applications that come through and schedule interviews with the top 5-10 candidates. I recommend conducting video interviews with your top candidates. A video interview is the next best thing to interviewing someone in person.

As you interview each candidate, don’t just ask them about their work experience and skills. Ask them about their goals, their hobbies, how they like to work, how they like to be managed. Perhaps most importantly, ask them about their values (conflicting values can become a source of conflict in a relationship).

‍

Step 5: Give your top candidates a test

Before you commit to hiring a specific candidate, give your top 3 candidates a task to complete as a test. Pick a type of task that would be a part of their regular responsibilities anyway, and see how well they perform this task. Often, people that look great on paper are not so great in real life. Asking your candidates to complete a real task will help you determine who the top candidate really is.

‍

Step 6: Give the best candidate a trial period

Choose the best candidate for the job, and start them off on a trial period (30, 60 or 90 days, for example). A trial period gives your Virtual Assistant additional incentive to do a great job for you, knowing that it will lead to a permanent role on your team. Have them sign a formal Service Agreement to avoid any discrepancies in the future.

‍

📋 Tips For Managing Your Virtual Assistant

Hiring a Virtual Assistant is just the beginning. Once you’ve added someone to your team, part of your job as a leader is to help maintain a productive, professional, and mutually beneficial relationship with your staff.

Here are some tips to help you manage your Virtual Assistant:

• Evaluate performance
• Don’t micromanage
• Schedule daily check-ins
• Require weekly reports

Create a culture with your assistant (and anyone else you work with) of trust and open communication. Encourage them to share ideas, ask questions, and provide feedback on a regular basis. Doing so will help you learn to be a better leader and manager, which will help to create mutually beneficial relationships with your team members.