EP27: Behind the Scenes with my VA

Join Chantal Gerardy as she sits down in the picturesque setting of the Philippines with her Executive Assistant, Iane, for a special episode of the Meaningful Marketing Podcast. Dive into an open and honest conversation about the inner workings of a successful VA relationship. From the journey of finding the right VA, setting clear job descriptions, and maintaining effective communication, to the challenges faced by aspiring VAs - this episode is packed with invaluable advice and tips. Whether you're a business owner looking to hire your first virtual assistant or a VA navigating your career, this episode offers valuable lessons on building a productive and harmonious professional relationship. Plus, get a glimpse of the personal bond that makes this partnership truly special. Don't miss out—tune in now and learn how to create your seamless VA partnership!

What is The Meaningful Marketing Podcast with Chantal Gerardy?

What sets this podcast apart? We believe in the power of meaningful marketing—a holistic approach that prioritises authenticity, connection, and purpose, whilst still turning a profit.

Chantal Gerardy is an International Award Winning Marketing Strategist who empowers purpose-led businesses to revolutionise their online marketing approach and create a brand that resonates deeply with their online audience. If you're tired of cookie-cutter marketing advice, and seek strategies that truly make a difference, this podcast is for you.

If you are a business owner feeling overwhelmed, stressed, or struggling to cut through the noise online? We've got your back!

Our podcast is tailored for entrepreneurs hungry for clarity, confidence, and tangible results in their online marketing. Our podcast isn't just about boosting sales; it's about creating an efficient marketing machine that reflects your values, passion and purpose. Whether you're stuck or looking to maximise your marketing, we're here to guide you every step of the way.

Our episodes dive deep into practical skills, customer-generating strategies, and streamlined systems to help you thrive without relying on paid ads. From mastering social media, creating content that converts, ranking on google, getting your website to work, lead list building and email marketing, each episode is packed with tips and techniques to help you thrive online.

Join me each week as we explore management and monetisation online marketing strategies designed to reduce your time online while increasing your impact. With our guidance, you'll align your business and marketing team more closely, ensuring every effort moves you towards growth. From overcoming challenges to seizing opportunities, each episode is packed with actionable advice to help you thrive in the world of online marketing and effective management.

Are you ready to transform your online marketing, build a business that you enjoy, and leave a lasting impression?

Tune in to the Meaningful Marketing Podcast and unlock the secret sauce to marketing success.

  Hi, this is Chantal Gerardy and this is another episode of the Meaningful Marketing Podcast. Today's a really special edition because not only are we here in the beautiful Philippines, but I have my personal EA here today. And I thought it would be an absolutely wonderful opportunity for you to hear from the other side of what goes into having a VA, going into having an EA, and what their experience is being on the other side.

Thank you so much for joining us today. Thank you, Chantal thanks for having me here. Yeah. Uh, how long have you been working with me now for? So, uh, I remember we, I used to look for clients on social media and I found you and I think you're about working for two years now and more. Yeah, I think three years, going to three years.

Going on to three years. Yeah. So I went out onto Facebook and I very specifically said what it was that I was looking for, on social media. And the thing about doing that is that everyone will start to like apply. You will get absolutely harassed. by people who are wanting to work with you. The thing is, is that not every VA has the capacity or the capabilities of being able to fulfill the tasks that you actually need.

So it is important that you take the time to effectively communicate what are the tasks that you specifically wanting, the systems that you're wanting to work with, even the working hours that you want to work with, even Um, how you want to pay them and not only that also the type of person that you are because you're going to be working With that person for a while.

So you want to make sure that you're going to be able to get along very well as well together and then from there once you've kind of I think I get them to email me and answer their questions Send through their resume And then from there have a look at it ask a couple of trick questions, which I always do And then see how they respond, how they communicate with you.

And then from there, we're able to actually go right now. It's time to actually have a Zoom. Yeah, that's right. Yeah. Yeah. And, so when, she first started with me, young first started with me, she was a virtual assistant. She has since worked her way up to being an EA, which is an exec, executive assistant.

Could you tell us in your eyes, from your perspective, what the difference is between an executive assistant and a virtual assistant? I think when we talk about more on the virtual assistant, it's more like, uh, for me looking for a job. It's more about general. So I have to master all the skills and I have no direction.

So, thinking that I'll be, you know, going as a freelancer. So I'm thinking, okay, I need to do this, do that. So there is no direction at all. So I have to master everything, know everything, you know, just to offer all my services to that specific client. But, when I become, you know, executive assistant, it is clear with the description.

So it's really helpful that, right now, I would better know my job descriptions so that I could help you more, help the business more, so I can communicate well more. Yeah, I think I think it's so important that the job description is completely defined, like well defined, so that it's completely clear what it is that you should be doing on any given day.

Also, when you first start out, the business owner might be kind of winging it as well, especially if they're new to having a virtual assistant, they may not quite know themselves what are the tasks that they want to do, or if they're control freak, like I was in the beginning, they may not want to hand everything over.

So I think communication is really important and making sure that you. communicate that you have a project management system in place, um, that there is also training as well, that the business owner works with the virtual assistant and gives them training too. Um, but then also oversees and hold them accountable.

And then I think boundaries within communication, because I remember when we first started out, it was like every day backwards and forwards, backwards and forwards, backwards and forwards, because you're starting out right. Everyone's finding their feet. But I think, you know, for me, we have a checkpoints on a Monday, we've got the checkpoints on a Friday, um, and then that basically on a Tuesday, Wednesday, Thursday, gives you the opportunity for them to get on with their work, for you to get on with your work, so that we can all do it.

Yeah, that's right. Yeah, so there are a couple of things as well, like you could go through an agency and get a virtual assistant. As I said, um, I got young privately through using social media, and there's, there are pros and cons to that, um, which I'm happy to discuss in another, in another episode. Or you could go through an agency.

So if people are looking for a virtual assistant through an agency, the benefit of that is that basically the agency is going to oversee sourcing that virtual assistant and will also give them some level of training hopefully. Um, and then also will basically be the middle person between, between the two as well.

Um, and then you've got that safety and that security of doing that, right? Um, so there's definitely pros and cons when it comes to that. You can also then look at some charge in us dollars. Um, and the thing is, if you, especially if you're an Australian, that means that's going to fluctuate. So for me, I eventually, from a bookkeeping perspective, we just made the decision.

We're paying our virtual assistants. If they're not through an agency, we're going to pay them in Australian dollars because that way it's not fluctuating. It's more accountable for us. Like we know how much it's more reliable. We know how much money we're actually paying, which is good. So could you talk about some of the tasks that you do for me?

So now that I am well aware that I am an executive virtual assistant compared to the virtual assistant So now I have a clarity on the task like for example email marketing, right? So I help you with the email marketing the calendar management and some sort of the client emails and as well as What else website management, right?

And some of the social media when it comes to editing Uploading especially on youtube Yeah, excellent. And, she's a godsend. She can't steal her. She's all mine. And I am so incredibly happy that, you know, this is the second time that we've meeting together in the Philippines and getting to spend this time together.

So that is something I also highly recommend is that if you do get the opportunity, actually go and meet with your virtual assistants because we have so much fun, firstly. And then secondly, the level of productivity and the way that you manage things and understand things are just so much better. Yeah.

So let's just talk for a minute around, with virtual assistants. We were talking earlier this week, we were talking about how, um, in the Philippines, a lot of Filipinos want to become virtual assistants. Okay. Now, what are some of the problems that you are seeing with that at the moment? So right now, since I've been training some of the aspiring virtual assistants, especially those who want to transition.

So from corporate or even, um, if they are stay at home, dad and mom. So the problem is that they are stuck. So they really know, they really don't understand how the virtual assistant work. So it's really hard for them to, um, especially train and, and at the same time, transition them fully to the remote worker or workforce.

So I think that's it. So we have to get to know them well, first, they're wise, and then helping them more on the skills, because once they know they're wise, then I think the skills will just follow. And then we can, I can, um, trade them with regular student communications and more on the project management as well.

So I think that's the main point here. Yeah, I think one of the biggest things as well is that when, you know, the whole aspiring life of becoming a virtual assistant, everybody thinks it's like laptop lifestyle, work from home, it's all going to be fun and games. But the reality is that we actually need to be able to, um, that you've got to train, right?

If you want to become a virtual assistant, um, if your boss, and that's, that's what they call us, is their boss. If your boss, um, uses certain systems, then you have to go and learn those systems. You can't just become a virtual assistant and want to work from home and, and have this kind of lifestyle without actually upskilling and becoming proficient in what it is that you're doing.

So I think just to add on that, they thinking, okay, I can get on the eight to five job, right? And then I can do anything with a freelancing, you know, career, but it's, I think it's the same. So on the working remotely, it should be, it's just like the feel of the corporate, but you are just working at home, right?

So I think you have to bring your work ethics and then at the same time communications and be responsible. To all the tasks so you can completely endure the results that the boss wants, right? I think that's so true I think you know people have this thing about working from home and it's so easy especially when you've got kids and stuff as well It's incredibly challenging and you have to be you have to have self discipline.

You've got to be self motivated And here in the Philippines, you've also got to deal with, typhoons and, uh, and the internet connection as well. Um, and then there's certain, you know, deadlines that have to happen in a certain time. So work ethic, like you said, is so important. So I think when you are choosing a virtual assistant, you want to make sure that you're choosing someone who has that discipline and is self motivated.

Now there are some other agencies, like for example, WorkPod, where they have a facility where the virtual assistants actually work from. That way they can have, you know, guaranteed Wi Fi. They actually, they have to, you know, show up every day and they leave every day. So the electricity, yeah. So it's more guaranteed that they're going to get the electricity as well.

But you know, Yanda's and she works from home. In fact, when I employed her, She had a two year old and then was pregnant with another one at the same time and I was like you don't hire a pregnant VA But it completely worked for us I took a risk and it was the best risk I've ever done in my life So I've done everything against what I would normally say to do And in fact, you know, I was talking to virtual assistant agency last week and they were like you we do not hire Pregnant virtual assistants.

Yeah, but she has been absolutely amazing and was able to do it. And I always said, you know, like, I want you to work from home and that's all great. And I want you to be with the kids and that as long as my jobs are done, I don't, I don't really care as long as it's done. And she just had such great work ethic that, that she continued to, you know, show up and do it.

So let's talk for a moment on some of the characteristics that if, if bosses were looking for a virtual assistant, what are some of the personality traits or characteristics that you would be looking for in a virtual assistant?

I think for me, first is of course the ethic. Okay. And then second is they all know already the culture because you know, working together. Even in the virtual means, you know, uh, relationship, it will be, it will build relationship and then at the same time trust. So I think it's an effort for a virtual assistant to know the culture of their bosses, aside from communication, because you cannot communicate if you don't know the culture, right?

So I think that's it. And then, yeah, for me, I should exercise my active listening because sometimes bosses like, you know, get frustrated a little bit. So we can filter everything. So, you know, so at least there, there will be a balance in between understanding the bosses and then at the same time fulfilling the task.

Because sometimes if, if it's mixed up, so it's really hard for the virtual assistant to work and get, you know, the, the results. So that's why I think that's the three important things for me, especially looking for a virtual assistant not only in the Philippines, but. Anyway, I think it's important anyway that if you do bring a virtual assistant on you've got to give them You know a marketing plan.

You've got to give them a strategy They've got to know what they're actually doing a lot of the times the bosses will say I'll get a virtual assistant And I just want them to manage the marketing. They can implement marketing. They can implement a marketing strategy They can implement a marketing plan.

They can implement a content plan The thing is they have to have the content plan. They have to have the marketing strategy And I think this is where they, where they fall short. And then bosses will go, Oh, you, you know, why aren't you getting me leads? And it's like, well, what is your lead generation strategy?

What is your lead generation plan? If you don't give it to them, they don't know how to do it. They're happy to implement. They're happy to learn. You have to give them that to do that. Right. So the next thing that a lot of people would be asking is like, how do I know, that they're actually doing the tasks and within the hours.

So for example, if you get a virtual assistant for 10 hours a week, Or 20 hours a week, which is the normal 10 or 20 hours a week. You know, are they actually doing the 10 hours? Are they actually doing the 20 hours? And for me, it's again, if, if a boss doesn't know how long it takes to do something, like I know how long it'll take to go and implement the content plan online.

And this is why I think bosses should know that, right? Because then you'll know how long it takes. So suddenly, if I know that that's gonna take you 20 to 40 minutes and it's taking you three or four hours to do, there's an issue there, right? So that means either they're not sure about. The task. Yeah.

Maybe they need more training. Yes. And that's what you've gotta do. I mean, we recently worked with, um, and they're actually here in the Philippines at the moment, and I think they were taking about a day in order to get one reel up and we did training with them and now they, they can do reels in 20 minutes and they like, have quadrupled their engagement and their reach.

Yeah. Because it was a lack of understanding. A lack of knowing what to do. Yeah. Um, so what are some other ways that you've seen that bosses track the times of everyone because I don't monitor your time, right? I know how long things take and if I feel like I need something done urgently, then I'll communicate that You know, like that's a high priority task and But how else would people sort of track or keep an eye on or know what people are what virtual assistants are capable of doing?

I think for me personally I think it will help the bosses to track the task by Providing like project management tool where they can put their unique specific tasks and then they can easily move If it's this one is to do and then if it's done or complete I think it will be really helpful for the boss sets to track that aside from that Maybe they can use like a roam tracker that we are being, you know implementing right now in in your business So it's really helpful also for the business owner just to see Right what's going on and then She or he can easily communicate with their VAs, right?

And if there will be like urgent tasks, then easily just communicate, right? So I think that's it. Yeah, and for us, you know, a lot of people use WhatsApp for communication But the problem with WhatsApp is that if you're talking about multiple tasks in WhatsApp, it gets lost So what you were talking about gets lost underneath another task.

So I highly recommend something like Slack Because when you're talking about a specific project, you talk in that Slack channel, which means everything and all the past history remains in there. Um, and we have found that that has helped our productivity so much more. Um, we have our, our usual tasks. So for example, Monday we do this, Tuesday we do this, Wednesday, Thursday, Friday.

And then of course, there's always going to be, emergency stuff and urgent stuff that needs to come in. And that's obviously when you put something through and it's like, you know, we had a government grant just. launched as we're about to fly here, you know, and we had like a week to do it. So it was like, but we have a system and process in place.

We've done it beforehand. So, you know, Jan was able to go back into Google drive, was able to find, you know, the past email sequences and, and social media content that we've done. So that we could quickly go and automate everything and systemize everything as much as possible so that we could come here and enjoy it.

Yeah, so I think, so let's talk about that for a moment, systems and processes. I know, normally like once a quarter I go, that's a team. We're all doing an SOP week and that means everything they do from Monday to Friday, they actually have to write step by step on what they, what they do. Right.

They can do it through Loom, you can do it through Zoom, you can do it with Auto Transcription and also the other one, Tango, Tango. us, I think it is, as well, which takes screenshots and dot by dot points. And they've got to go in and refine it because if suddenly you were to disappear or somebody leaves, and we've had that happen to us, when suddenly a virtual assistant leaves, we can go in, we can get that step by step and give it to somebody else.

So we highly recommend we do that. Yeah, so it's easy to just delegate. Especially for new people to come, right? When you have sorted or you have your, you have already the SOP. Aside from you training, because you're giving another time again, right? So time is, you know, time. Yeah. Yeah, so something else we do as well, like we'll, do a Zoom recording.

And if I do a training, I'll do that as a recording. And then I'll save that into YouTube as unlisted. Um, and give it a title. And then that will go into our Google links folder. So that if anybody needs training, say we've just done a training on content planning, then any of the virtual assistants can go in and have a look at that training on content planning.

Because we'll actually, you know, keep it in there. So we just record what we're doing, so we don't have to do it again. Yes, right. So it saves time and then at the same time, uh, I think a business that is well managed, I think it will soar high, right? Because we're not just, Spending time, but we're also spending money for the bosses, right?

Yeah, and I think a really good thing to know here as well Is that so many times the boss will just want to get rid of their virtual assistant They get frustrated and they want to get rid of them However, virtual assistants, you know, if you put time and energy and effort into them, they will be absolutely phenomenal But it does take It does everyone wants a quick fix, you know, just give it to someone and you sort it out But at the end of the day, like you have to put some time and energy into it and make sure that time's allocated.

I always say this, I go, you know, when people say my marketing's not working, I always go, well, show me in your diary where you're working in your marketing and where you're working on your marketing, where you're doing sales focused activities. And they go, it's not in there. Well, that's why your marketing's not working.

Well, why is your virtual assistant not working? Well show me time in your diary where you are meeting up with your virtual assistants and you do it. You're not just, Shouting tasks at them, but you're also giving them asking them. Do you understand? Do you understand? Do you need something else? Do you need more training on that?

Right? Yeah. What I like about you is that you are very specific So I can deliver your expectation and when I get lost I can easily ask you by our channels And we have this system and structure. So yeah, I think Uh, the reason why i'm here it's because we have that right? So I was able to meet your person It's because we have this system, structures, and yeah, I like it.

And we'd be working while we're here. We're in here in the Philippines and we're still checking. We know we've got emails to check. We've got a government grant that's coming out at the moment, so we have to deal with that. But we were able to automate all those processes because we have those systems in place.

Um, and yeah, it's just, it's been phenomenal. It's been so good having you here. Thank you so much. Yeah, so if anyone is struggling with a virtual assistant, if you're thinking about getting a virtual assistant or struggling with your virtual assistant at the moment, or perhaps you're wondering, you know, I don't actually have a marketing strategy, I don't actually have a marketing plan, or maybe I just don't have the time to train my VA in that marketing strategy and that plan.

That is something that we are experts in and can certainly support you with. So if you'd like to reach out to us, just jump onto the website, which is onlinebusinessmarketing. com. au. Thank you so much for being our guest today. We're going to go chase waterfalls now.