Found “The One”? That amazing, rockstar VA that you’ve been waiting for?
Welcome your new virtual assistant with an email! This email is the most important email between you and your new VA.
Here are a few essential you need to put in this email.
This is a new chapter for you both. An exciting opportunity for your Filipino worker. And for you as well, especially if this is your first time outsourcing.
From the get-go, you want your new worker to feel comfortable. He or she will probably be a little nervous or unsure. So make them feel at ease. Let them know that you are here to help them get off on the right foot.
It’s important that your worker knows you are as thrilled to work with them as they are to work for you. Set the right tone. Create an atmosphere where your new worker can feel your enthusiasm for this new relationship. This will give your worker a great deal of confidence and maybe, even gain their trust.
This new experience is going to be challenging enough. Don’t complicate things further by jamming too much information in this welcome email. Include what is necessary, don’t drown them with too many details. Confusion will only hurt confidence.
One thoughtful way to help reduce confusion is to create a video and include it in the welcome email. It doesn’t have to be long. Simply record yourself so that your new OFS can hear your voice (and see your face if you decide to do more than just an audio recording). Welcome them and introduce yourself. This can give the worker a lot of comfort.
From day 1, let them know exactly what you expect of them. Tell them your rules, regulations, and procedures. Make sure they’re clear and easy to understand.
First, let them know that you expect them to work for you and no one else.
Your worker needs to be honest up front if this is a problem. Tell them you want this to be a long-term relationship. Help them understand that they can discuss money concerns with you. If paying them a little more means they won’t get a second job, take it into consideration.
Assure your worker that they can come to you with any problems. When they know you’re willing to help, they are much less likely to be embarrassed or worried about disappointing you.
This is a common problem among Filipino workers. Some of them even disappear when they encounter problems because they’re worried about letting you down. Filipinos love to please. So when they feel they’ve done something wrong, they’ll be worried you’ll be disappointed. Rather than confront the issue, a lot of times they’ll simply stop communicating. It’s crucial that your worker understands that this is unacceptable and that they should address any problems with you.
Next, make sure that your worker understands how much you are going to pay. Paying them every week for the first couple of months is a good way to earn their trust. Once trust is established, you may pay them once or twice a month. If you are open to this, let them know in the email. Remind your worker to send invoices, lest you forget.
Finally, cover policies such as time off, hours per week they will work, and that you expect them to send you a daily email. This daily email is a vital part of their job. Every work day, your OFS should send you an email addressing three questions:
1- What did you do today?
2- What problems did you run into?
3- How can I help you?
With your welcome email, you should also give your new OFS their first email. This first task really sets the tone for your business relationship. For this task, you have two options: You can give a simple task, or you can give a very challenging task. I have gone back and forth on which one is best, and what it really comes down to is knowing what the person can handle.
I have had some workers who were a little short on confidence. For them, I’ve found that a simpler task is the way to go. This way, they aren’t easily frustrated, and their already-fragile confidence doesn’t take a further hit.
On the other hand, if you have a new worker that you feel is especially capable and resilient, consider assigning them something a little more challenging. Acknowledge that you know the assignment is hard and that they might get stuck. Make it clear that you will help them and answer their questions to help them figure things out.
When your worker completes an assignment, it boosts their self-confidence.
Whether you set them loose on a hard task or an easy one, make sure it involves things that you hired them to do. That way, they can show off the skills and talents they’ll be using. And don’t forget to give them adequate instructions. Assure them you will give them help and feedback to guide them on their way.
This welcome email is your first communication with your OFS as an official full-time hire. Getting things off to a smooth start is so important. Don’t drop the ball on this opportunity to make a good impression and to help your Filipino worker feel eager and ready to fulfill their new duties with you.
About John Jonas
John Jonas is a long-time outsourcing expert and the creator of OnlineJobs.ph.
Since 2005, John has taught hundreds of thousands of entrepreneurs how to profitably delegate to VAs in the Philippines (and get their lives back in the process).
With help from his own VAs based in the Philippines, John has created an outsourcing empire that allows him to work 17 hours/week and to spend most of his time with his wife and 5 kids.
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