A while back I was talking with one of my virtual assistant friends about a situation she was experiencing. Basically there were a series of communication failures that occurred over a weekend resulting in her not receiving a scheme from a client until the requested deadline.
I feel there were mistakes made which could have avoided the ensuing crises. I also feel that these could have been avoided had assumptions not been made.
So let's divulge some basic steps that should be taken whenever you delegate a scheme to man either it's an in-house employee or a virtual contractor.
Project overview: When you hand over a project, make sure the comprehensive scope is understood by the preparer. For example, you want a postcard mailing to go out to a specific neighborhood. End result: Make it perfectly clear how you want the end ensue to look, feel and/or perform. If it's postcard design, you want the recipients to feel motivated to act on the postcard. If it's a new web site, you want viewers to feel your friendly personality come through in the build and context. Steps: If there are specific steps or programs that must be used in order to complete the project, make sure that facts is discussed and provided. either you're delegating bookkeeping or newsletter preparation, ensure the preparer has way to the permissible software. Priority level: You need to know beforehand what the priority level on your scheme is and convey that. Is it highly important or can it wait? Is it a client proposal that must be done immediately or is it sending holiday greetings to customers that can be done over the policy of a join of weeks? Deadline: Beyond the priority level, you must build a deadline for the scheme completion and share that with the preparer so they can arrange their program accordingly. Again, does that proposal need to go out today? Will you be happy if those holiday cards are in the mail by December 15th? Make sure this facts is clearly spelled out. Updates: Do you want progress updates from the preparer during the policy of the project? build how many or how often before the scheme begins. Do you want to know what's going on each step of the way? Or will a daily or weekly modernize suffice to keep you in the loop? Verify receipt: When you submit a scheme for completion, if you do not physically deliver it then it's your responsibility to follow-up and verify that it was received. This rule is doubly important if you think the job to be a rush or if you submit it during non-business hours. Electronics are not perfect, so it is inherent for emails, text messages or phone messages to get mis-delivered or not delivered at all. The intended recipient doesn't know they're missing an urgent message, so the burden can't maybe be on them. Emergencies: Although I understand wanting to allow time for unexpected obstacles when establishing a time-line or a deadline for a project, I feel that when the obstacle presents itself, it's time to push aside the protection fence and be thoroughly honest with the preparer. You've already lost the upholstery and the scheme has automatically jumped into the "Urgent" category. divulge genuinely with the preparer and together you can negotiate an proper newly established drop-dead deadline.Remember that the preparers of our projects cannot read our minds, therefore it is our responsibility to divulge clearly what we expect of them. They will be best ready to complete a scheme to our pleasure only if they are provided sufficient time and information. Granted, when we've worked with the same man on the same scheme many times over, most of the above facts won't need to be relayed unless something changes, but still, don't make assumptions.
The saying "When you assume, you make an a-- out of you and me" was created for a reason.
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