On Wednesday, July 13, I did a Blog Talk Radio interview with Total Attorneys on the subject of communicating effectively with your virtual assistant.  The radio program featured Kevin Chern (Total Attorneys), Bob Hannon (Total Attorneys) and myself.

You can download a copy of the radio interview in MP3 format here.

Post-call, I created a Q&A based on some of the questions that we had thought about before the call.  Even though we touched on SO much more during the live radio interview, I still wanted to post these here so that you could benefit.

1. What exactly is a virtual assistant and how can it help my legal practice?

A virtual assistant is someone who provides assistance for your business but does so virtually – from their own home office. Virtual assistants are particularly helpful for lawyers who have solo practices and who don’t necessarily want to hire an in-house assistant.

2. Is there a distinction between an administrative VA and a legal VA?

Absolutely! While an administrative VA may be able to help you do many things on your to-do list, the legal VA is going to know about law specifically. If you are in a specific industry, for example real estate, it’s always better to find someone who has experience and expertise supporting THAT industry.

3. How do I know what to delegate OR what are the types of tasks I can delegate?

Essentially you want to take a look at what you are doing and where you are spending your time and then you want to delegate the time sucks. What tasks are taking you a long time to do and not necessarily generating you revenue? Those are the things you want to outsource first so that you can focus on the things that will generate you income.

4. What is the most effective way to delegate a task to a virtual assistant?

It really boils down to the ask. You want to make sure to first communicate the why: why are you asking the VA to do this? What information do they need to have at their disposal to understand where this fits in in the grand scheme of things? Then, explain the what. What needs to be done? Lastly, always add a when. Many delegators miss this important step and get frustrated when things aren’t getting done quickly enough. Generally, it’s because the VA is prioritizing as things are received and doesn’t realize you have a WHEN in mind.

5. What are the programs or systems that can help the delegation process?

A project management system, such as Basecamp or Web Collaboration, is by far the best tool for delegating work to your team. You want a system that can track to-dos and files and also manage message threads and a calendar to lay out deadlines and events. Having something web-based is key in a virtual relationship and most systems, like Basecamp, have SSL-security which is the same level of security that online banking systems have.

6. How much will outsourcing cost me?

The rate of a virtual assistant ranges from $12/hour right up to $75/hour.

7. Where can I find a virtual assistant?

The best place to look is online. First, ask your colleagues if they have any referrals that they can recommend to you.

8. What do I need to look for when hiring a virtual team member?

You want to look for someone who has experience doing exactly what you need support with. Basing your search solely on price, for example, will not give you the type of assistant you need. If you need transcription, hire a virtual assistant who specializes in transcription. If you need graphics done, hire an assistant that specializes in graphic design. You want to look for someone who showcases their expertise well and is someone you can see yourself working with for a long time. Ask questions, get to know them and make sure that you feel comfortable with your choice.

9. What are the security considerations when working with someone virtually?

Sharing information with someone you haven’t met can be a challenge for a lot of entrepreneurs. What I recommend doing is putting a confidentiality agreement in place and doing your due diligence by asking the VA questions. Do they have a secure file backup system in place? Are they using tools, like Basecamp, which have the proper security systems built in? If there are specific requirements you have, build those in to your list of questions to ask the VA when you are going through the interview process.