Last Updated on September 13, 2023
Communication technology has revolutionized the way people work and do business. It has created opportunities for businesses to outsource some of their tasks, thereby increasing productivity and reducing costs.
Virtual assistants are one of the most popular outsourcing options available today. These assistants can take on various tasks, such as administrative work, social media management, email management, and customer service, among others.
Outsourcing tasks to virtual assistants can be a cost-effective way for businesses to increase productivity and reduce costs. However, it is important to choose the right virtual assistant for the job.
Businesses should consider factors such as their skills, experience, and language proficiency before hiring a virtual assistant. They should also communicate their expectations clearly and provide training if necessary.
Communication technology makes outsourcing easier
Outsourcing to virtual assistants has become easier thanks to communication technology. Communication technology refers to the tools and applications that allow people to communicate and exchange information electronically.
These tools include email, video conferencing, instant messaging, and collaboration software. They make it possible for businesses to work with virtual assistants from anywhere in the world.
Information and communication technology have enabled businesses to hire virtual assistants worldwide. With communication technology, companies can communicate with virtual assistants via various channels, including email, Skype, and Zoom. This allows businesses to access a vast talent pool in their local area and across the globe.
Importance of effective communication
Effective communication is crucial when working with virtual assistants. It ensures that tasks are completed correctly and on time. Good communication also builds trust and fosters a positive working relationship between businesses and their virtual assistants.
However, communication challenges can arise when working with virtual assistants, especially when they are based in a different country or time zone.
Misunderstandings, language barriers, and cultural differences can cause communication breakdowns. Therefore, it is essential to develop strategies to overcome these challenges.
Best ways to communicate with your VA
One of the most effective ways of communicating with a virtual assistant is by the written word. Email is an excellent tool for communicating with virtual assistants.
It provides a clear and concise way of communicating tasks and expectations. However, when using email, it is important to keep the language simple; and avoid using jargon or technical terms that may be unfamiliar to the virtual assistant.
Another way of communicating with virtual assistants is through instant messaging applications such as Skype or Slack. These applications allow for real-time communication, making it easier to resolve issues quickly.
The applications also provide a way for businesses to monitor progress − to ensure that tasks are completed on time.
Video-conferencing is another valuable tool for communicating with virtual assistants. A video conference allows for face-to-face communication, which can help build trust and foster a positive working relationship.
Video conferencing can also be used for training and feedback sessions.
Set the clear expectation with proper instructions
In communicating effectively with a virtual assistant, setting clear expectations and providing detailed instructions are essential.
This ensures that the virtual assistant understands the task, therefore, knows what is expected of them. It also reduces the likelihood of misunderstandings and mistakes.
Some examples of good and bad communication exchanges
Here are some examples of both good and bad communication exchanges when working with a virtual assistant:
Good communication exchange
Business: Hi John, can you please research the best restaurants in New York City? Please create a spreadsheet with their names, locations, and contact information. Thanks.
Virtual Assistant: Sure; when do you need it by?
Business: Please have it completed by Friday.
Virtual Assistant: Understood. I will get started on it right away.
Bad communication exchange:
Business: John, can you research the best restaurants in NYC and make a list?
Virtual Assistant: Sure, what should be on the list?
Business: The best ones.
Virtual Assistant: Okay, how many restaurants should be on the list?
Business: As many as possible.
Virtual Assistant: Understood.
As you can see from the above examples, the bad communication exchange is unclear and leaves room for misunderstandings. On the other hand, the excellent communication exchange is clear and provides detailed instructions, making it easier for the virtual assistant to complete the task correctly.
The bottom line about communication technology making outsourcing easier
In conclusion, communication technology has made outsourcing to virtual assistants easier and more accessible. However, effective communication is essential to ensure that tasks are completed correctly and on time.
Businesses should use written communication, instant messaging applications, and video conferencing to communicate with virtual assistants. They should also set clear expectations, provide detailed instructions, and avoid using jargon or technical terms that may be unfamiliar to the virtual assistant.
By following these strategies, businesses can overcome communication challenges; and build a positive working relationship with their virtual assistants.
In summary, communication technology has made outsourcing to virtual assistants easier and more accessible. Effective communication is essential when working with virtual assistants to ensure that tasks are completed correctly and on time.
Businesses should choose the right virtual assistant for the job, provide clear instructions, and ensure data security. By following these strategies, businesses can increase productivity and reduce costs while maintaining a positive working relationship with their virtual assistants.