Five tips that Make your digital secretary more efficient:

Most business executives and business owners have always had to deal with tasks that do not require their experience. The cost of hiring a dedicated assistant has always been costly, but now with communications, technology and Internet access, digital or virtual assistants have become a viable option.

Virtual assistants take care of many tasks that can be very simple, but at the same time, they can take care of the most difficult tasks, such as scheduling appointments and even closing sales with customers over the phone.

Our recommendations to make the most of your experience with Digital Secretary are:

Tip 1:

As a business owner, you should think about the first things you would like your virtual assistant to do for you. Sometimes, you can start with the easiest tasks, such as making an appointment or planning a trip, one of the main reasons why people hire this service. But today, virtual assistants are becoming more specialized, so they can start taking your accounting, email management, social networks, answering calls for you, and even web design can be done by a virtual assistant.

Tip 2:

You will need to start doing the process and also the documentation for your virtual assistant, so in order to begin, you must have the process of preparing the procedures manual for your virtual assistant. If you do not have it, you can tell your agent to start doing it on its own based on the tasks you need. As an office employee, agents must have their functions written on their desk the first or second day, so if you do not have a procedure manual or a set of rules in your company, they should document it in the same way as they do. Do with your daily agenda, you will have to tell them what tasks should be done daily and write them in detail and with a calendar.

Tip 3:

You must use a cloud account to store all your data, you can use the Google Gmail unit, Dropbox or the cloud provided by Amazon, since you will need your data and your company information always protected in the cloud, and it can be used by the virtual assistant when necessary with simple access to information, thanks to these platforms you would not lose your information, passwords or important messages if the virtual assistant moves or changes the computer. So everything would go from being insecure on your computer to being sheltered in your personal and private cloud.

Tip 4:

You can use a special form to communicate with your virtual assistant. Some people use email, and use a filter to sort all the messages that come from their virtual assistant. You can do it in Gmail, but there are new methods of virtual communication. All those who are working in a 21st-century company are using platforms such as Slack or Discord for better and faster communication with employees. Think of Slack or the Discord as a WhatsApp with a different hashtag for each created channel; This means that each tag has a function on the subject, so every theme or hashtag that you create in your Slack or Discord will have a purpose.

Tip 5:

Use a CRM like HubSpot or Monday

When you get to the point where your virtual assistant is doing many things in your office but would like to improve everything in your office and the tasks you are doing, this means that you will have to be able to see what your virtual assistant does and when she does it. If you need to know if you are finishing your tasks on time, how much free time your assistant takes, when is she available for more tasks and more, to better track your virtual assistant in your company. It should be taken into account that the choice of CRM depends on the type of organization you want to have, but CRM is always useful for any company. One last thing that is very important for virtual assistants when working from home is that you can use the ScreenshotMonitor application.

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In Digital Secretary, we have our own supervisors, but even so, if you want transparency, you can also use a screen capture monitor so you can see how your assistant is managing the time.