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Ep.13 Hiring & Managing Overseas VAs: Expert Insights from Heba Girgiss

Short Summary

Are you an entrepreneur struggling to manage virtual assistants effectively? Have you fallen prey to common myths about hiring and managing virtual assistants for your business?

In this episode, you will be able to:

  • Optimize the process of hiring and directing virtual assistants for your organization.

  • Implement Loom and Scribe to produce organized Standard Operating Procedures.

  • Focus on fostering excellent communication and dedicating valuable time for managing virtual assistants.

  • Evaluate potential hires' critical thinking and problem-solving skills during recruitment.

  • Adopt powerful tools like Zapier, Slack, Hospitable, TransferWise, and Payoneer for seamless interactions and financial transactions.

Heba Girgiss is a talented and driven individual who transitioned from a successful career as a CPA with KPMG and Prudential to pursuing her passion in interior design and property management for short-term rentals. Heba's unique ability to build and manage overseas teams has allowed her to tackle ambitious projects, like launching 24 units in a mere two months. Her expertise in hiring and managing virtual assistants is just what entrepreneurs need to help their businesses thrive and grow efficiently

Action steps mentioned in this episode are:

  • Make a list of all the things you do ion your business and decide what you can outsource

  • Create a system to keep track of what your VAs are doing everyday

  • Have SOPs available for new hires

  • Set up a screenshot monitor so you can see exactly what your VAs are working on

  • Set up some role playing scenarios in your interview process

  • Make sure you have efficient communication with your team

Pros and Cons of Hiring a Virtual Assistant Virtual assistants can offer numerous benefits to businesses, including cost savings, increased efficiency, and access to a wider pool of talent. By delegating tasks that don't require physical presence to VAs, businesses can focus on core functions and invest in growth. However, there are also potential drawbacks such as cultural and communication barriers, time differences, and the lack of in-person interaction. It's essential for businesses to weigh the pros and cons before deciding to hire a VA. Heba Girgiss highlights that hiring overseas VAs, particularly in the Philippines, provides her business with cost savings and access to loyal and hardworking team members. While addressing potential communication barriers and cultural differences, Girgiss has found great success by developing strong procedures and investing time in onboarding and training her VAs to efficiently handle crucial tasks.

Finding and Developing Virtual Assistants The process of finding and developing virtual assistants involves posting job requirements on job boards, screening candidates for problem-solving, independent thinking, and prior experience, and conducting situational interviews to ensure they are a good fit. It's crucial to invest time in training and developing VAs from entry-level to senior positions, holding them accountable, and providing them with necessary resources. Heba Girgiss emphasizes the importance of investing time in hiring the right VAs, ensuring they are a good fit for her business, and developing their abilities over time. She shares her experience of conducting situational interviews and role-plays to find team members that align with her business values and objectives.

Tools for Efficiency Effective management of virtual assistants includes utilizing the right tools for task management, communication, and monitoring work. Some recommended tools include for operational procedures and daily task lists, skrin IO for screenshot monitoring, Loom and Scribe for creating SOPs, as well as Hospitable, Slack, TransferWise, and Payoneer for communication, coordination, and payment processing. During her conversation with Tracie Fowler, Heba Girgiss shares her insights on the tools she uses to support her VAs and manage her business efficiently. She mentions the use of for managing operations, scrin.IO for work monitoring, and a combination of Loom, Scribe, Hospitable, Slack, TransferWise, and Payoneer to streamline communication, coordination, documentation, and payments.

Link and Resources

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