How to Hire & Leverage Your First Virtual Assistant for $3/Hour - Different Hunger

let's start recording so this is a step by step process and guide to hiring your first VA so I'm not really gonna spend I don't want to spend a much a bunch of time on this I'd rather answer your guys questions but I'm gonna send you this resource and I believe that it's already in it in empires

in the resources Channel so let's just confirm that yep there you go so that's the PDF right here and I'll just kind of talk you through some of the like key points on that and then we'll get into like how to leverage your VA cuz that's really like it's the most important part right like hiring people doesn't

make things better unless you actually use them the right way so we don't want to get into heaven just hiring to hire because that's not good so this process the reason that it is really helpful is because right here like at the end of this to make sure that they read the full thing and make sure that

they're actually like a real candidate that's not just like going through your job application and I get scale and just like you know going through a hundred a minute and not even paying attention you want to put something in your job description that make sure that they alert you that they paid attention to that job okay because

that's a great and quick way to filter through probably at least 50% of your applications okay so again this is all in the process guide so I'll send that to you guys I mean it's already in the research resources channel so just go there but again when I say you know put this in the bottom of your

put this in your subject line - I know you've read the listing fully and follow instructions so anybody that doesn't meet that right and you can just filter this in your email right so it where you're applying most of them will be pushed to your email so you can actually set up a filter that will automatically clear

out like half the applications which is great if you are going to be getting a lot of applications right so I think I have I'm going to do the presentation because I have some animations up hold on a second all right can you guys see this screen can you see the screen yeah any case yeah I can

see it I perfect perfect all right cool so so first of all is set that first kind of filter right and then next is identify your top ten applications you know be selective you know here's some some guidance on kind of how to select them but it shouldn't take you too long to identify like the top ten

you know so here's just kind of some guidance there and then follow up again with a very simple response and call to action okay so for example I say in two sentences tell me why you're a good fit for this role and what interested you about the listing so then this lady sends me her whole life story

and then she's gone oh yes that's good right so that was the reason that was the main reason I wanted to do the presentation so now we can get back to it but you know it's another filter here right when you're like okay alright so you know they look good now let me just make sure they're super

they pay attention to detail right so then from there identify your top two to three applicants and share a brief or initial task you always want to start with the trial you know whether it's a trial task whether it's like a trial two-week period whether it's a trial two-month period you know always start with the trial tasks

and and basically have them audition to join your team because otherwise you're just gonna waste everybody's time and money and that's not good so this is a again another brief that you can use if you need more examples of briefs let me know and the secret to hiring a VA also is just being really really specific with

your directions okay a lot of times people will hire VA and they're like oh my god my VA sucks and the reality is you just suck at managing your VA and giving instructions so I had to learn this the hard way you know hiring designers and developers in Southeast Asia that really didn't speak great English but we're

hungry to learn and so I really had to you know if I was gonna hire when I was making like no money you know I had to get my instructions really really clear so that I was able to go overseas and hire people for more affordable rates so you know this is really important especially when you're hiring

overseas and also hiring like entry level type roles okay just some red flags things to watch out for you know again start small don't get married on the first date so set a trial task set a trial rate pay them for their trial right make sure that they know you're serious and you're committed to them and the

nice thing with hiring a VA overseas is it will not cost a lot of money okay so bring them on treat them well you know treat them with respect give them very clear guidelines on what you want them to do and and that's what I'm gonna get into here okay so first of all any questions so far

with with what we just went through before we go into like leveraging the VA how let your boy was the best place to find this case so that's a good question you know up work is an option this this example goes through online job stuff pH which is a Filipino job board and so if you are looking

or you know admin work execution type work implementation type work assistant type work that's a really great place so yeah I would say online jobs I would say up work and that's really like and in your network of course as well like I mean different hunger empires right like that's why you guys are here to act to

be able to hire really good people so those are just a few examples yeah yeah anything else guys what would it would have you typically found me the average rate select them on lower in towards higher end based on what they're good at so I don't know if I have numbers in here yeah no I think yeah

I didn't think I do yeah so two to twenty-five dollars an hour is kind of what you should be expecting for Filipino assistants all the way up to like designers and developers with you know a few years experience so you know anybody can really start hiring at that level and I hired my VA when I was like

one month after quitting my job for like three bucks an hour and that's how I got started so so yeah any other questions about that hiring our amigos overseas all good so far online min-sik all right perfect so I think we're getting some chat message cheese all right awesome all right so let's get into leveraging cuz that

is the secret sauce because goddamn I mean I can't tell you how much money I've wasted and time I've wasted hiring people before I should have hired them so just as like a rule of thumb if you're hiring an assistant then you need to be able to do all of the tests that you're giving them and that

I would I wouldn't say like every in every case that's that's true but like unless you're hiring an expert and somebody that's you know somebody that's done this for years and and somebody that has previous experience you need to make sure that you're able to know if a good job or a shitty jobs being done otherwise you're

screwed because you're just spending money and you don't know why something's not working so that's like super super critical so really you know any roles and responsibilities that you would be giving again you need to be able to make sure that you can go in and know that it's setup right right so so yeah that's really critical

all right so first of all roles and responsibilities so this is a this is a bit of a template that I've created for my VA just kind of like an onboarding guide and this yeah this is kind of constantly under divided refinement but first of all map out their role just like a super high level you should

already have this from the job listing right so this is a this is a system that we use it's called a capture box basically anything that happens throughout the day like any random notes we add it to a central location that gets processed at the end of every day so it's like the goal is to kind of

replace it to do list and and that's like that's a really helpful system and sort of waiter to run your to-do list if you're not using that already all right so next is the daily scorecard okay so what that means is based on their roles and responsibilities what are the actual activities that they're gonna be performing right

so a lot of times people will hire and they will be like alright go do this and then most of the time the VA doesn't know what you mean when you just say go do this right like go go get me more clients or go get me more leads or go set up these different pages right like

again if you are going overseas and you are hiring an entry-level person you have to be very specific with how you actually get them to do and and so you have to be like okay literally these are the activities that you're going to do every day so for example with me and I think I might have a

better resource here so let me just quickly look for it but basically here what I'm doing is I'm mapping out you know based on the goal of the VA right like okay are they going to help me with lead gen are they going to help me with replying to emails are they going to are they going to

handle social media management like it's really important to define the specific reason that you're hiring a VA instead of just saying I'm in higher VA because that's you know you need to have activities mapped out for them so for example when we initially hired my VA I wanted him to do 60 minutes of research per day and

that's just giving him kind of like research tasks for him to collect data and and improve our marketing I wanted him to go ahead and handle the scheduling of content so you know these are all activity driven right they should not be goal driven they should all be input and activity focused because you know that's what you

do every single day and then the goal is that those daily activities move you towards the outcome of okay I want to build a 20k per month business I want to build a you know I want to generate 15 leads per week whatever right so also content agency outreach emails so this was like very early on when

I had my VA and we were kind of testing him out with agency outreach emails and now he's sending out like over 500 a week right so you know start small and scale up and and make sure that you have a system in place that's working and just keep building from there and and you know focus on

these like very small these very small activities and like daily metrics to get you there right so that's super super important then at the end of the day basically throughout this process this routine it's it's just to go through and kind of close the loop on everything right so you'll go through you'll filter out your capture box

you'll go into the scorecard and you'll update those numbers right and you know you'll you'll submit a daily review that's that's really important so we have a daily review we haven't been using it as consistently as we should but was I just I think you guys missed that anyways here we are so this is the daily review

so just kind of rate ranks their execution focus like those are all kind of more specific details you don't necessarily need but as the business owner this is something that's really important every day I'm asking myself okay what what did i do today that should be delegated or outsourced so that when I go back through my notes

I'm able to just have a list of this stuff here then I complete all scheduled activities and quotas if not why not share exciting customer team member headlines share any issues you had share lesson learned and then what are you working on tomorrow so this is really helpful if you're managing a remote team it kind of builds

culture a bit and it gets everybody on the same page and you can set up automations within zapier to push these which is out automatically in slack which is pretty cool so that's the end of day review and then you give them access to tools and that sort of thing so you know those are kind of the

actu that's kind of the activity piece and again since you're outsourcing stuff that you already know how to do it's it's really important that you have systems in place to like actually ramp these people up so for example let me show you some of our secret processes I'm gonna go really fast all right Bruce Wayne this is

called process Street and I'm definitely gonna drop my affiliate link in here because it's probably one of the best tools ever and so if you guys don't have any system setup or software for actually building out your internal company processes and stuff like google docs is okay to start but I really recommend ramping it up a bit

and I'll show you exactly how process tree works but it's a really great tool as you'll see in a minute so let's see here alright so I'm gonna just take you through one of the systems that Maivia is executing pretty much every day and as you can see here all of these activities are tied to systems so

like that is super super critical right so it's like okay if I want him to schedule content how does he go through and actually do that and that's the reason that you have a system and like a checklist you know that sort of thing okay all right so let's see alright let's go to this one so this

is something that we need to do before we're setting up outreach campaigns so basically before we do like a cold email campaign or something like that we need to set up a new domain if it's not been done before so that if we're sending out emails you know we're not getting flagged or damaging our core domain reputation

so this is now a task that my VA is fully independent on but you know I had to start with building everything out and so you know you can insert graphics and images and and that sort of stuff which I definitely recommend doing because it helps things it helps you simplify the systems process as you can see

here so you know I have a very simple breakdown that really anybody can follow and execute on so since this is a domain configuration within Google suite I'm actually able to use their support resources so you know you don't have to build these all of these systems from scratch I mean you can leverage a lot of this

stuff that's already built you know what I mean so for example today right so let's say you're about to launch a content campaign or you're about to build out a content team and you want to start publishing content whatever let me show you this so this is the garyvee content system which is an epic resource and you

literally have an entire system let me show you already built out right so at a high level this is this is the system and then it goes into even more details right so you know you could spend a ton of time building out a new process or you just do a google search and find one that works

and then you know as you go through it a few times you can upgrade that and make that better so that's kind of like a hack in hiring right so it's like alright if you need help with actually creating systems just google it find like a google checklist like for example how to hire VA you can probably

find some really good resources on that just online and you know look here are six steps you can follow to hire VA so you know there's tons of systems already out there and it's just about kind of going out and finding the good ones and you know that's what empire's is about helping you guys cut that search

time down and and help you get up and running quicker okay so this is process Street alright another helpful system that I'll give you guys is this is a system for a developing system so a lot of people have trouble developing systems so I'll go ahead and share this with you guys and that should make things a

lot easier so this is like this is a very helpful guide for you guys to basically define how you build out your systems right so it has examples visuals all that kind of stuff alright so let me drop that in all right one second yeah so if you guys access that and then click I want this for

my business you'll be able to launch a free account with process tree and it's free until I think like five or ten systems so pretty cool all right so so that's activities and systems next is scheduled and then like monitor so any questions so far and let me know where you guys are at just drop in a

message or whatever you want to do or all these slides going to be available gonna be available sources timing yeah yeah everything this whole this whole presentation is in the resources channel right now full free son full free but you guys you know you paid for membership so like that's I wanted to help you and then I

mean it works like I built that business you know yeah Jerry let me get you if I can get an affiliate link it's I mean it's a really good software like I mean this saves me so much time and it'll you know you basically just build out all your systems and just hand it over you know I

mean so alright so that's process Street and then lastly is scheduling so you know once you have all this built out you want to actually create a daily schedule for your team member right so I mean it takes a little bit of work out front but it's so important because they need a schedule you know if you

don't have a schedule for your team then you're really because I've tried to do it without it and it's much worse and and a lot more expensive and so I can just show you how I have done that there's also a spreadsheet on on a on how yeah I'll just take you through that because that's definitely the

most helpful and this is already in the resources Channel all right all right so this is pretty much a done-for-you schedule template so all you need to do is just go in and customize it and and update it and so to help you understand what to put in these blocks I've kind of set up a little system

for you here so first of all this is kind of like like a business lifestyle type optimization resource exercise whatever you want to call it but you know we're kind of optimizing for working a certain number of week hours per week and then making a certain amount per month so it's kind of like alright based on my

lifestyle goals based on my business goals how can I develop a schedule that helps me get there right so and and it also helps you to visualize your goals down here and again this is in the resources Channel and then next is like values and priorities so you know you can put in your daily habits down here

I already have a bunch built in and then you know depending on your goals and most of us in here are focused on marketing sales right now so that's what this spreadsheet is optimized for and yeah basically you just insert those percentages here and and this is a this is a link to a sales page for a

product that we're selling through ads like the 1440 method and it's kind of like it's kind of like a breakdown but you guys can just check it out and check it out it's like 19 bucks so whatever but yeah so that's why I put this here because we were we were pushing traffic into this Facebook Ads traffic

into this resource so next is habits so you know when you guys get this you can just make a copy and then customize it for yourself so here's habits you know what am i doing daily weekly monthly quarterly so it just helps you get really clear on that and then again you know based on those goals based

on you know where you're trying to go where you want your VA to go just go ahead and build out their schedule right so you know here I have prospecting an outreach for Andres he's spending his morning doing that then he just content marketing Facebook group growth etc etc right so you know the schedule is super super

key here to just make sure everybody's aligned and then you know go and set up a google calendar like we kind of have a loose template going that we need to also nail down a bit but it's super easy you know do this once per quarter and you have a really efficient business right so so yeah you

know you can set up calendars for different team members I recommend doing that you can have like a master calendar if you guys have like you know weekly team meetings so I'll just get rid of that and I'll show you kind of some of our our structure so we have things like prospecting implementation Facebook group growth outreach

implementation and then those are things that my assistant Andres is doing and then I've also tagged in my operations project manager so you know you start small and you build out to this and it just really helps make make sure that everybody is on the same page so lastly after you're done with the schedule I recommend getting

a Time Tracker app like toggle is really good I've since started using an app called forecast which is really helpful for project management and like automating the tracking process but you know unless like once you start getting like some more team members on board probably makes sense to check out a tool like that but in the meantime

you know I think just using toggle that's Tavo right here it's really really simple you just go you go into toggle you enter the task and then you just get going and you can set up teams you can also push this data out to a spreadsheet to track and so you know to start I would recommend just

keeping it simple just like you know super MVP launch it and then eventually you know you can get into more advanced like project management type tools like this is what we use this is what we use to like scope and map out projections and and and budget and and all that kind of stuff but really for for

most of most of you guys that are just getting started with like hiring and like getting your first assistant you know don't worry much about this kind of stuff because it'll just be a distraction at this point so but yeah so that's that's pretty much the training on the VA so hope that was helpful and let me

know what questions you guys have it says we have six minutes but I'm happy to go over that we would just have to send another link through but yeah so that's that's it let me know what questions you have like I said happy to answer but yeah thanks for tuning in damn that's a lot dude holy