Onboarding Your Virtual Staff (Including Checklists & Templates)

Onboarding Your Virtual Staff (Including Checklists & Templates)

“Sorry to break it to you, Cindy, but you’re not Wonder Woman”

That’s what a friend (and mentor) told me a long time ago, totally oblivious to the thunderstorm he was about to cause. Oh, boy… He didn’t know what hit him. The thing is that even, as you can imagine, I know I’m not part of the DC Universe (duh!), I still got a bit upset. What he was actually saying was that I can’t save the day all by myself every single day.

I love the guy – and even though, sometimes I find it hard to hear the hard truths… eventually, once my ego has a chance to settle down – it’s usually those truths that help nudge some serious growth in my business.

He was right…. I mean, let’s face it: nobody wants to hear they can’t do everything themselves. Not you, not me, not any of your friends or mine. However, it’s one of those things we need to be reminded so we could stop overworking ourselves and destroying our own chances at success.

So, I’m eternally grateful that we live in a day and age of the Internet, and the amazing army of freelancers and remote workers it brought into our lives!

Having your remote sidekick or little army of technical and creative ninjas is better than having a super power! You can leverage their time, lower cost of living, skills, and creativity to create new products, offer stellar customer support, and generally take your business to the next level.

Virtual Staff

 


Getting Off to a Strong Start – the Basics

Getting your new virtual staff members onboarded and working ASAP is very important. After all, you’re paying for the help they’ll provide and you’d like to see it manifest into your bottom line as soon as possible, right?

Having a plan for the onboarding of a new remote worker means you’re thinking about both the new staff member and your existing team. A new addition to your squad of creative ninjas can slow down the rest of team if not handled properly.

Let’s start with the basic things you need to discuss and prepare for your new hire before their first day. This applies to any type of remote worker, no matter their skills or position.

#1 Forms, Agreements, Documents

  • Get their details for drafting a contractor/employee contract.
  • Send them a copy for review.
  • Get the document signed and added to your records.
  • Do the same for any other document you need them to sign – confidentiality agreement, time off policy, time tracking policy etc.

 

#2 Payment Details

  • Make sure you have the bank details / PayPal account for making the payments to your new staff member.
  • Inform them about the way and when the payments are going to be made.

#3 Confirm Their First Day with Everybody

  • Make sure your team knows when the new person will be joining them. Give them a few details about the new staff member – name, position, background.
  • Make sure their first day will be one when you or their direct manager will have the time to give them a proper welcome and guide them through the onboarding process.
  • If you already established a day, but you or their manager won’t be available, just inform them that they’ll start a day later.

#4 Software List

  • Create and send them a list of all the software programs your company is using.
  • This list should include the software they’ll use in their work, project management, social media channels, and online communication tools you’ll want them to use on the job. 

#5 Have Everything Ready for Day 1

  • Make sure you’ll have the necessary user accounts and licenses for their first day (time tracking, email).
  • Confirm that there’s a checklist for the entire onboarding experience for you or their direct manager to use.
  • Make sure your onboarding guide (or employee manual) is updated for the new staff member.

#6 Have a To Do list ready

  • Assess your needs and prioritise some tasks in order to present the new virtual staff member with a to-do list similar to what would happen on a normal day, but that wouldn’t eat up all their time.

onboarding

 

#7 Have a backup plan

  • In case something unexpected happens, make sure there’s someone else to guide the new team member on their first day.
  • If you’re the only one who could do it, at least make sure you have a draft email you could send them with a few tasks and helpful info.

Now that we covered what you need to prepare to avoid the worst things that could happen to someone on their first day on a new job (GG, you!), let’s dive deeper into what the onboarding process entails for the 6 most popular remote positions.

The General Onboarding Checklist

This little list applies to any new remote hire, no matter their position.

  • Give them access to their new email address.
  • Send them an invite to the time tracking software you’ll use.
  • Invite them to use the project management software you’re using.
  • Get them to sign up for any team communication platform you’re using.
  • Send them an email with a list of who’s who in your company and how to contact their team members.
  • Check that they correctly installed the time tracking software.
  • Send out an email to your entire team welcoming your new staff member.
  • Send them an onboarding checklist so they could also check if everything is covered.
  • Discuss your expectations for the role and theirs for the job.
  • Tell them about your business objectives and where they fit in.
  • Email them links to any useful documents they should check out before getting to work.
  • Instruct them what to do when they have a question and how to ask for help.
  • Talk to them about your company’s values and how to treat other on-site or virtual staff members.
  • Discuss what to do when their internet is down and can’t work.
  • Tell them about any remote work perks you’re offering.
  • Discuss what they should expect next: tasks and objectives for the next week and the next month.
  • Send them an initial to-do list and get them to reach out to you when they finished their first task.
  • Review their work and provide feedback.

With these out of the way, let’s look at the specifics of each of the 6 most popular remote positions.

Each of these checklists comes with a PDF you can download and use for later.  To grab them, just right click and click ‘save as’ – or click and open in a new window and then save from there.

How to Onboard a General VA

  • Send them a list of login credentials that would include your ‘office’ or ‘info’ email address, any online chat software, or social media accounts.
  • Instruct them on how to answer enquiries from potential leads.
  • Make sure they have access to info about your services and products.
  • Instruct them how to proceed when they need help handling a prospect or a negative comment.
  • Instruct them how to interact and work with the rest of the team.
  • Tell them what is your preferred spelling for the emails they’ll send or the social media answers they’ll post in your company’s name.
  • Share with them your calendar and make sure they’re allowed to add and edit entries.
  • Walk them through your business strategy and daily schedule.
  • Instruct them how to answer phone calls in the name of your company.
  • Get them CC-ed in your emails regarding payroll and accounting.
  • Discuss how you want them to sort incoming emails and if you also want them to check your company/personal email.
  • Instruct them on how to present any research you ask for and how to pitch you their ideas.
  • Create a WordPress account for them so they could approve/delete comments to your blog posts.
  • Instruct them how to maintain your contact list.

Download the Onboarding Checklist for a General VA

How to Onboard a Remote Social Media Manager

  • Send them a list of login credentials for the social media accounts you want them to manage.
  • Share with them older editorial calendars so they could see how a plan should look when you receive it for review.
  • Share with them any content guidelines you want them to take into account (tone, voice, style).
  • Present them the social marketing strategy for each channel.
  • Instruct them on what tools to use for scheduling the content, if you use any (Buffer, Hootsuite).
  • Give them access to the scheduling and monitoring tools you use.
  • Instruct them on where to look for photos for visuals or give them your stock photo website credentials.
  • Instruct them how to answer negative comments.
  • Instruct them how to handle spam.
  • Instruct them how to report their activity and results to you.
  • Give them access to any image editing tools you use for creating content (Canva, PicMonkey, Photoshop).
  • Instruct them how to work with other staff members for getting the visuals they need.
  • Instruct them on your preferred spelling and keywords.
  • Share with them your go-to websites for finding new content.
  • Talk about the right procedure for setting up ad campaigns.
  • Instruct them on how to handle social media leads.
  • Tell them where and how to save the content they are producing.

Download the Onboarding Checklist for a Social Media Manager

How to Onboard a Remote Web Developer

  • Give them access to your website’s Cpanel.
  • Send them the login credentials for your hosting provider.
  • Create an account for them on your WordPress website.
  • Ask them to review the past projects that other developers have worked on and check for bugs.
  • Send them a list of tools past developers have used.
  • Give them the login credentials for MailChimp, Sumo, and other email capturing software you’re using on your website.
  • Send them links to the downloaded WP themes and any tools/software you installed on your website.
  • Give them access to your Google Analytics account and get them to review your website’s Google Webmaster Tools
  • Send them the login credentials for any digital marketplace you used to buy digital assets.
  • Discuss how they’d want to work with your designer.
  • Instruct them on where they can find the files the designer prepared for them.
  • Instruct them on how to do source control or discuss their proposals.

Download the Onboarding Checklist for a Developer

How to Onboard a Remote Designer

  • Make sure they have Photoshop, Illustrator, InDesign or any other needed software installed.
  • Send them the vector files / editable source files for your brand identity.
  • Share with them any brand style books you have for your products/identity.
  • Give them access to the server/network where all the design files should be stored.
  • Send them instructions on how to find an older file they never worked on before.
  • Instruct them on how new files should be saved and named so others could find them if needed.
  • Give them your stock photo website login credentials.
  • Discuss your current briefing process and how it should be adapted to make it more efficient.
  • Instruct them on how to handle feedback coming from you vs. from someone else on the team.
  • Tell them how to best work with other staff members (copywriters, developers).

Download the Onboarding Checklist for a Designer

How to Onboard a Remote Content Writer

  • Create a new WordPress account for them and email them their login credentials.
  • Walk them through the process of creating a new blog post on your website.
  • Discuss your content needs and content marketing strategy.
  • Instruct them on how to send you new content for review.
  • Teach them to use an SEO tool to optimise the content they are creating.
  • Tell them what is your preferred spelling (American English, British English).
  • Share with them any content guidelines you want them to take into account (tone, voice, style).
  • Instruct them on where to look for photos for visuals or give them your stock photo website credentials.
  • Give them access to any image editing tools you use for creating content (Canva, PicMonkey, Photoshop).
  • Instruct them how to work with other staff members for getting the visuals they need.
  • Give them access to your keyword research tool.
  • Tell them where and how to save the content they are producing.
  • Get them to track the performance of each new piece of content they’re publishing.
  • Instruct them how to pitch new content ideas.

Download the Onboarding Checklist for a Content Writer

How to Onboard a Customer Support Specialist

  • Send them an invite, or provide them with a demo of your product/service.
  • Get them to test it out and write down their questions.
  • Ask them to go through the product/service documentation.
  • Answer their questions about the product/service.
  • Set them up with an account on the Customer Service Software / Support Ticket System / Customer Relationship Management System you’re using.
  • Get them to go through past interactions/support tickets.
  • Instruct them how to answer customers using the support ticket system or the software you’re using.
  • Teach them how to use the online chat, if you have one, to answer customers.
  • Teach them how to answer phone calls and record customer data, if that applies.
  • Make sure they have all the login credentials they need if they’ll answer client emails.
  • Instruct them how to ask for help.
  • Discuss the best way to deal with dissatisfied clients.
  • Instruct them when and how to issue refunds.
  • Share with them any past reports other employees have prepared.
  • Instruct them how to report their activity and results to you.
  • Teach them how to reach out to the development team and provide them with reports on bugs and functionality issues experienced by clients.

Download the Onboarding Checklist for a Customer Support Specialist

I might not be Wonder Woman, but I sure hope I’m helping at least of few of those internet marketers out there speed up things and start seeing their investment in virtual staff pay off.

If you have found them useful, don’t forget to download the PDF versions for later use – and share with a friend who might appreciate the massive headache you can save them in the future!

Make Money Using Fiverr as a Service Provider

Make Money Using Fiverr as a Service Provider

If you have been considering taking the plunge into earning your fortune online, or if you have tried in the past without success, then you will be thrilled to hear that there is a way to make the whole process easier! I’m going to tell you all about how you can use Fiverr as a service provider to start making money online – today!

To find out more check out “Using Fiverr for Internet Marketing”.

Fiverr as a Service provider

Using Fiverr as a Service Provider

Fiverr is the perfect solution for anyone wanting to start earning their money online, and because there are no hidden fees or charges, you can rest assured that all you need to get your digital business going…is a ‘fiver’.

Fiverr is easy to use, and registering for an account is quick and painless. Once you’re in, it’s as simple as scouting the best talent for the job, and communicating what you need done.

Once the details are nailed down, you deposit your ‘fiver’ into an escrow-type account and authorise your chosen contractor to start work. Once the work is completed and delivered to you, you have a set time in which to review the work before you request adjustments or accept the completed work.

The fact that tasks only cost $5 means that you are only risking small potatoes and, on the whole, tasks done through Fiverr are done very well. Fiverr has a good reputation for producing quality work, so you should feel confident about using Fiverr as a service provider, and about getting work done that will help you to start earning money.

What sets Fiverr apart from other outsourcing platforms is that Fiverr is best for getting your small tasks done. Break up your tasks into bite-sized pieces and get them done for a ‘fiver’. Keep in mind that Fiverr is not where one goes if they are looking for large jobs to be done or for permanent hires. While there is a fabulous range of things that you can get done for five bucks, there is only so much that people are willing to do for five dollars.

Fiverr as a Service provider

These Tasks Were Made for Outsourcing

For almost every task that you could possibly need carried out, Fiverr will have a small army of people willing to undertake it. Here are just a few tasks that you can get done with Fiverr to help grow your online business:

  • Web and blog design
  • SEO
  • Transcription
  • Content writing and Editing
  • Backlinks
  • Social Marketing
  • Graphics
  • Voice Over
  • Video making and distribution
  • …and much more!

The best part about using Fiverr as a service provider is that all of these tasks are scalable. By hiring from a large pool of freelancers you can feel confident that Fiverr is able to handle a growing amount of work when your business takes off. This means you can proceed with your business knowing that it can be enlarged to accommodate growth, and Fiverr will be there to help you make it happen.

Fiverr as a Service provider

 Is Fiverr Right for Me?

So many people have great vision for business and earning money online, but the amount of work involved in getting it off the ground can seem daunting. Many new business people suffer from burnout because they are trying to do everything themselves. The great news is that with Fiverr, you don’t have to! Not only is outsourcing with Fiverr a fantastic way to save you money on getting work done but it can also be the solution to getting your tasks done in a way that is efficient, and cost effective, allowing your business to launch and speeding up your ability to start rolling profits.

Outsourcing is known to cut down costs, particularly in relation to the cost of hiring in-house staff. The reason I recommend Fiverr for doing this is simply because it’s a bargain! Because you have access to a range of professionals who will be able to carry out your smaller, menial tasks for just $5, your time will be freed up to pursue more important things – like promoting your new business, and working on the products that will make you money.

The beauty of Fiverr is that there are bound to be tasks that you can’t do, or don’t have time for.  If there is a task that could be carried out by someone else as well – or better- than you, then outsource it. Nobody can do everything, and successful online business people are successful because they know what needs to be delegated.

Some people hold onto the idea that one must spend as little as possible. Let me suggest that the old adage of ‘you have to spend money to make money’ might be more sensible. Smart business people know that no business can start on zero cost, and delegating out tasks that could be done yourself makes good business sense at the start when things are a bit hectic. What have you got to lose? Five dollars.

Fiverr as a Service provider

Other Ways You Can Earn with Fiverr

  •  Staffing

While I don’t recommend setting out to recruit permanent virtual staff through Fiverr, if you get great work done and build rapport, these long-term relationships can be a great way to add quality staff to your team in a way that is convenient and cost-effective.

  • Selling Tasks on Fiverr

You can make money on the side by posting your own ‘gigs’ on Fiverr. Everyone has something to offer – we all have skills and experience at our disposal.  Why not put yours to use and earn some extra dough to pay for the services that you are hiring?

  • Flipping Services

A lot of digital business owners are willing to spend good money on services such as article writing. The problem is that busy, established businesses don’t have time to weed out all the bad freelancers in order to find the good ones that are worthy of their hard earned dollars. This is where you come in.

For every service that you intend on flipping, you are going to test providers of this service and find the best. Once you have a reliable database of great providers, you will set up your website with the services on offer, and charge a higher rate than you will be paying to the freelancer. The difference then becomes your profitable fee for your services as the middle man. You will be saving your clients time and money by providing quality services that you know to be dependable and consistent.

 

Fiverr as a Service provider

Things to Consider When Hiring on Fiverr

  • Don’t be afraid to spend. Consider it an investment – and it’s only $5!
  • Do your homework. Check that feedback and communication is up to snuff before you hire.
  • When someone is good – remember them. This is crucial! For recommendations from us, be sure to check out our article “Using Fiverr for Internet Marketing”.
  • Hire for specific tasks and be clear about your expectations and deadlines.

Give Fiverr a whirl for the services you need done for your online business. You have nothing to lose except pocket change, and it can be a great resource for business owners. Once you start browsing through the range of freelancers offering their services, you will see why this site is so popular.

No matter what size or stage your business is at, Fiverr can provide affordable and convenient solutions to help you!

 

 

Image source: https://income.com/tutorials/make-money-online-with-fiverr/

Using Fiverr for Internet Marketing

Using Fiverr for Internet Marketing

fiverr

 

Internet Marketing with Fiverr?

Fiverr is an online marketplace where freelancers can offer their digital services, and where customers can go and purchase these services. The cost of each service starts at just $5, making it a simple and cheap way to get your odd online jobs done for a ‘fiver’.  Currently, Fiverr has more than three million services on offer, including writing, graphic design, programming and much more. Every service offered on Fiverr is known as a ‘Gig’. By purchasing some of these ‘gigs’ you can improve your internet marketing – today!

 

 15 Ways to Use Fiverr ‘Gigs’ for Internet Marketing

Fiverr can be a useful tool to use for marketing your website.

The following is a list of fifteen practical ways that Fiverr can make your internet marketing more successful. I’ve even included some personal recommendations;

 

Content

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  • Transcription and Data Entry

For those times when you just can’t type another word, you can hiresomeone to transcribe all of your memos, lectures, podcasts. Often, they are great at grammar and spelling and will even make a better job of it! You can also hire someone to tidy up documents that you have, or data that needs to be made more orderly. Outsourcing these small tasks on Fiverr frees you from these menial tasks that take away from your time marketing your website!

  • Editing

Even if you are a capable writer, it is always a good idea to have someone look over your content before you hit publish. Hiring someone on Fiverr means your content will be proofread and polished, and they can even track changes in a Word document so that you can decide before those changes are saved.

  • Comments

You can pay someone to comment on your blog or forum – yes…you read that right. You can buy blog comments! This means you can ‘fake it till you make it’ when you are just starting out, and trying to get engagement on your blog. Having comments and discussion on your blog will not only improve your blogs rankings, but will also create the illusion that its more established than it perhaps is.

  • Web and Blog Content

There is a broad range of writers on Fiverr available to create fresh, original content for your blog, and for your website. Just make sure they have good feedback and are willing to use Copyscape.

Top Pick: If you aren’t in too much of a rush, I recommend Dan’s Writing Services

  • SEO Content

This piggybacks on the previous point, but the same benefit applies when it comes to SEO. Publishing SEO dense blogs will improve your rankings on Google.  Whatever your SEO content needs are, Fiverr will have a writer who can help.

 

Graphics

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  • Logo

Logo design can be an important part of your branding, and is a great way to have your website looking professional, quickly. Hiring someone to design you a unique logo that fits in with your website can be a great way for your business to hit the ground running.

Top Pick: For great logo design when you aren’t in a hurry, I recommend: Ei8htz

  • Social Media Images

Fiverr is full of talented digital artists who can design you custom covers and backgrounds for Twitter, Facebook, Google , LinkedIn and more. There are even artists who specialise in caricatures for your profile pictures. Having these images streamlined with what is on your website will give you a cohesive, professional look that will build your brand and help to establish your business from the ground up.

Top Pick: For fantastic Facebook cover designs, I recommend: Kumar Singh

  • Website Images

As above, hiring an artist from Fiverr is an excellent way to be supplied with unique images that you can use on your website. There is even a section where you can purchase a custom made infographic for use on your website or on your blog. Customers respond much more positively (and generously!) to images, so make sure your website is putting its best foot forward.

  • Videos

A large amount of Fiverr has now become populated by freelancers who specialise in videos – an important tool for internet marketing. This includes distributing your video content across the internet, creating video presentations and reviews of products that you can utilise on your website and producing video testimonials about yourself or your brand. Video creation is also available which allows you to purchase a stop-motion video, introduction video or slideshow presentation which exhibits your products to your customers. Fiverr has also become a useful way to boost YouTube videos – you can even purchase a package which includes your video getting some views, likes and comments. While this isn’t the only component of rankings, it can be a good way to give your video a little helping hand and get some engagement on there.

Top Pick: For good quality video content, I recommend Allie Madison

 

Technical

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  • Wordpress

Fiverr is full of people who are well versed in the inner workings of the internet, so if that doesn’t describe you, then using Fiverr to get your WordPress platform built or developed can be worthwhile. A freelancer can even customise your WordPress theme to ensure that your website is user-friendly and presented in its best light.

Top Pick: For a professional WordPress Blog, configured, I recommend GFX Master 909

  • Problems

If you have issues with php, html or any other technical problems, someone on Fiverr will be able to fix them.

Top Pick: For a fast technical fix on WordPress, HTML or CSS issues, I recommend: OM 2000 Cuet

  • Moving

When you move house you hire movers, right? What about when you move websites? Fiverr is the place to go. Hire professionals to move or migrate your website to a new host and take the hassle out of moving your business.

  • Adding Features

If you have been dying to add a customised shopping cart but don’t know where to start, this is the perfect opportunity to jump onto Fiverr.

 

SEO and Social Media

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  • SEO Audit

If what your website really needs is some good old fashioned search-engine-optimisation, then you need an SEO audit and report, which you can then hand to your content writer. We all know how important SEO is to successful internet marketing. You will find just the person for the job on Fiverr.

Top Pick: For a professional link wheel pyramid for your blog or site, I recommend: Volarex

Top Pick: For affordable backlinking, I recommend: BlBoss

  • Social Media

Retweets, likes, fans, comments, followers and connections are all able to be purchased on Fiverr. This is a great way to utilise Fiverr social marketing in order to enhance your marketing success! This may give your social media pages a sprucing up and make your business feel and look a little more established in the beginning when it needs it the most.

Top Pick: For excellent, reliable social media services, I recommend: Young Ceaser

 

As with purchasing any service, be aware that you get what you pay for. If you pay $5 for 5,000 new Facebook friends then you may be connecting with fake accounts which will fizzle out later on down the track – $5 only goes so far!

Be sure to check that the freelancer looks legit and has good feedback. Oh and one more thing – if you can’t find a freelancer who offers the service that you need, you can request it!

Happy marketing!