Davinci Virtual

Virtual Assistants are an incredible help, especially when they know what is expected of them. And really, this is the same for all virtual employees. It is important to create guidelines and expectations that are applicable to the role that each plays in your business.

Create a job description for each of the virtual positions you will be filling, even one for yourself if you are a home-based business owner. Laying out the information in this format will help structure work by creating scope and boundaries.

Next, use this job description to generate a list of concrete expectations. In other words, the job description might say: “Communicate regularly through email, phone and in person meetings.”

And your expectation might be:”Will attend weekly meetings, send summary email once a month and will call daily.”

It is important to sharply examine all of your expectations and get it out on paper. Review these compared to the job description and ensure that they fit well together. Also compare expectations to time allotted. If you have contracted someone for 10 hours of work each week, but expect them to do 20 hours worth of work, you are bound to be disappointed.

Often communication suffers in virtual working relationships. Strive to make sure you are communicating regularly. Be flexible with methods, there are many new tools out there that can make it easier. Be willing to explore instant messaging, conference calls,  emails, voice over Internet protocols (like Skype) and others. By taking the initiative, you can head off future problems and build a strong relationship with your virtual employees.

Your new receptionist will do the administrative tasks, conference or meeting planning, event planning, travel arrangements, you name it. She just can’t get you your coffee. Why? Because she’s a virtual receptionist, taking care of your office administration remotely.
Countless companies in dozens of industries are choosing virtual receptionists for their offices. They’re finding that the virtual employees offer great benefits, including maintaining the company’s professional image and enhancing business productivity through smooth business communication flow.
Companies love that, instead of getting an answering machine, voicemail, or a rushed business owner, their clients will speak with a live person. Other benefits are the potential for establishing a presence in multiple markets and enjoying a local phone number for each. There are so many benefits to having a virtual receptionist.v
How does it work? Through a virtual receptionist you can have all your company’s calls professionally answered and the messages sent to you as a text and email. You can choose to send calls to your virtual receptionist as often or as seldom as needed. Your virtual receptionist will take a message for you, and then forward the message to you by either email, or text message right to your phone.
Virtual Receptionist Tip: Companies enjoy having a single, reliable, and competent point of access for customers through the use of a virtual receptionist.

Maybe your company doesn’t do much business through incoming phonecalls, perhaps most of your business is done via email and fax. If that’s the case, you might wonder if a virtual receptionist would be a good solution for your company’s “switchboard.” We say yes. After all, the virtual receptionist can do a number of other business tasks for your company.
Some of the many other business tasks that a virtual receptionist is capable of handling are customer service inquiries or taking orders, making sales calls, screen and/or announce your calls, making business travel arrangements. Not only that, you’ll quickly discover that with a virtual receptionist, you can see your incoming call history online and in real-time. Incredibly easy online management of emails and faxes is another added benefit to virtual receptionist services.
Many companies find that they consider huge calling capacity (and no busy signals) to be their favorite part of virtual receptionists. Still other companies feel that the best news of all about it all is that virtual receptionist service is available 24 hours a day, seven days a week, 365 days a year. Whether they are using virtual receptionist services once in a while or every day of the year, companies are finding it to be a remarkably easy and capable solution.
Virtual Receptionist Tip: Weather, illnesses, or personal issues won’t keep a virtual receptionist from answering your calls, professionally, consistently, and efficiently.