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Virtual assistant invoice template for HR

[Music] did you know that you can hire a VA for only $3 an hour that's about $500 a month imagine freeing up 40 hours of your week for $500 a month that's a deal all right so your company or your Amazon brand is growing and you need a little bit more help right you you're doing everything on your own you're working 40 60 80 hours a week you need help but you can't afford a full-time employee like a US employee right 6K 8K even 5K a month it's way too much so you want to hire a VA well you've come to the right place because I'm going to show you exactly how I do it I think I have one of the best hiring processes I've hired over 150 employees I have actively 85 employees working at Trivium we've seen thousands of candidates and I'm going to give you my Surefire way of hiring the best vas the best onboarding process and making sure that this VA is incredibly valuable and that $500 really frees up a lot of your time all right so what is a VA a VA is a virtual assistant and it's basically an overseas employee this is an employee that's located uh you know overseas in a country where the salary is much cheaper and when we say virtual assistant we're usually referring to uh generalists so people that they're not like an engineer or like accountant like someone specialized they're just kind of a general assistant so who's a VA for who should hire a va va is great for anyone that is in this growing phase of their business they have a lot of things that they're doing a lot of them are tedious they're not that meaningful they're not like very high value strategic they could be delegated to someone they also can't afford an expensive employee so they're looking for someone overseas that's cheap 500 bucks a month that they can afford now another important question is is this ethical paying someone $500 a month for 40 hours of their work let me tell you my cousin Marina currently an employee in our company I love her she's amazing she's just like my sister she was working 60 hours a week getting paid $400 a month in Egypt and they were treating her like when I took her over I started paying her $500 a month she now makes double that and with the currency exchange in Egypt she's been able to provide for her her husband her kid she has her kid in the best schools she has Diet training all all of that stuff she's living upper middle class and before she was struggling okay let's get into the meat of this video how do you do this what's the best way to H VA so step number one for two weeks I want you to document every single thing that you do get a log very simply every time you do something document it I opened up my Amazon Seller Central to check my profits document I set up an Amazon PPC campaign document document document document everything for two weeks every single thing so you know exactly what you're working step number two prioritize it from highest value to lowest value so highest value is things that you do that is going to add the most amount of impact to the business lowest is stuff that really doesn't impact your business but has to get done for example posting a story on Instagram documenting your profits on Amazon reaching out to an influencer or 10 influencers asking them if they can collaborate and you don't know if they're going to get back to you or not anyway so prioritize it highest to lowest step number three start from the bottom all the way to the top build Sops so this is what I would do create a Google sheet very simply right I have my stuff in notion and looks beautiful but I did it very simply in the beginning Google sheet sheets every single row was a task and then next to that task was a slot where I could put a link to the video then I went to loom.com and I would record a video screen share of me doing that thing step by step exactly how I want it done so if someone literally replicates that video and does it exactly like me that's a 10 out of 10 they've done my job and then I worked from the bottom to the top so now you have all of your Sops and those are basically the training videos that you're going to give to the VA step number four build your job description so this is going to be heavily dependent on the Sops you just made because when you hire someone you want to give them those ask so you have to be clear in the job description these are the things that you're doing try to be a little bit General right because you don't want employees to come and say oh I didn't think this this was in the job description and you can also do some general research on job descriptions to take some stuff from there all right bonus guys and a gift from me to you to make your lives easier if you want 10 of my Amazon Sops as a sample so you can reference and see how it's done and my job description for VA I put the link in the description this is going to help you see the standard that Trivium holds when it comes to hiring and Sops and things like that all right step number five create a jot Form application so go on jot form sign up I'm pretty sure it's free and the jop form the whole purpose of it is that anytime you're hiring someone you just send them the link and say apply here so instead of them emailing you and get applications lost and a thousand messages here and 1 th emails there all you have to do is send them the link and all of the applications will go into that job form and you can look at all the responses now when you're creating that job form you want to collect basic information about them but also you want to have some tricky questions I would suggest three questions one that tests their English a little bit and then two other on ones that require a little bit of research here's the reason as people apply you want to get rid of the ones that are just apply apply apply whatever put anything in and you want people that are paying attention to the details and reading so make sure you put some sneaky stuff in there so what I used to do is I used to say please mention the name of the founder of performance Nut Butter which is my friend Travis and so they would have to do some research and figure out who the founder was step six create your hiring tracker now this can be done in Google Sheets for free and the way that I would do this is I would put in you know in the First Column the name of the applicant put all the names and then on the other columns would be all the stages of the recruiting process so whether that's job form uh completed uh initial test second test final test initial interview final interview whatever you put all the stages there so you can track how people are going throughout the stages I on the other hand have them in monday.com I like to use monday.com it's a little bit more sophisticated again I think it's either very cheap or free to have an account just one account for yourself but the thing is jot form connects automatically with monday.com and then anyone that fills out the jot form automatically gets added to monday.com and you can create the pipelines in monday.com so I can easily move the card and say you know where's John he's in this stage he's in this stage he's in this stage and everything stays in one card obviously we have like a thousand applications a month and only like a hundred of them get into the actual process of interviewing so for me I need somewhere that I can keep track of everything a Google Sheet's not going to work anymore but for you it'll probably work step seven create the test having a test is incredibly important we actually have two tests I'm going to talk about both one is the initial test and it's a free test and the second one is a paid test where we pay for people's time but but for me it's very very very important to test someone and make sure that they're actually good so here's the components of the test number one an English component you need them to be adequate and good at speaking English you can't have someone that's not that good at English in 2024 honestly everyone needs to be speaking English well and writing it so make sure that you have an English component next some simple tasks some research tasks anything with research I think is very good because it shows you how well this person can research things and then maybe a couple of sop stuff right if there's like an sop like usually I would say hey look at these three pictures and create some three captions based on other companies that are similar and then they would go they would research the other companies look at their captions and then recreate captions for these three pictures that I attached you also want them to show their internet speed and their hard disk drive space live and by the way this entire test is recorded live so you're going to show them how to do a screen share recording maybe use loom.com or whatever free screen sharing tool there is out there for screen recording and then from the second that they turn it on they're going to do all of the stuff for the test and then they're going to pause it so nothing happens during the pause part of the video or nothing happens before after the video everything happens on the video so you can watch them and see how they think step number eight the grading sheet you need to be objective about this right you can't just say I like Mary I like John you know they look good they look bad you need to be super objective so you can combine this with the tracker with the applicant tracker or you can have a separate sheet I like to combine it with the tracker so one of the stages right you're going to have like initial interview whatever test and in that test you're going to put the questions so question one 2 three and then every time someone goes through the test you're going to grade them 1 through 10 for each of these questions right and so it's going to be very objective you can look at the scores of everyone and I like to add a comment on each question like at the top in the Google sheet and say you know a 10 is this level of answer an eight is this level of answer a two is this level of answer so when I'm referencing it and I'm grading people it's very objective like this person answered at this level there are seven this person answered at this level there are two all right so now the groundwork is done you're ready to receive applicants you have a system you have Sops you have processes you have grading you have a Tracker now step number nine is posting these jobs on job board so basically you want to promote this opening that you have in your company you want to attract applicants and so basically you're going to spread that job posting everywhere I like to do onlinejobs.ph Facebook LinkedIn indeed robota and in my opinion anywhere that you can post the job posting post it and here's another tip you should post it regularly so don't just post it once and wait I like to post it and then every 2 days post it again and again and again so it stays at the top of the job board just remember vas are also looking for jobs so the more that you can stay in front of them and on top of them more of them are going to apply and here's the deal you want the most amount of applicants because you have a good grading system and you have a good filter so you can filter out all the but like think of this if you have 100 applicants probably one or two are going to be good so if you have you know 200 you're going to get four if you have 600 you're going to get six or eight so the more applicants the higher your chances are of finding A+ Town step number 10 track candidates and interview them so very simply as they come in as they fill out the job form you can start tracking them and by the way you don't have to use the job form right you can just tell them email me directly and then start documenting their names and whatever in the Google sheet but anyways track those candidates whoever passes the first test give them the second test and whoever passes the second test then you can set up an initial interview with them step number 11 create an intense test so you have the jot form which is a mini test then you have the test which is you know the English and like the internet speed and all that kind of stuff then you want to create an intense test so once you have your top candidates you've done an initial interview with them you're going to tell them listen I want to know what it's like to actually work with you so if you don't mind I'll pay for one day so let's say you're paying them three an hour 8 hours a day that's $24 so say you'll pay them you know $30 for one day of work and in that day you're going to create this test where you're going to give them six Sops and I think six Sops can be done in one day you're going to tell them to watch those Sops then you're going to give them six real tasks and you're going to ask them to to do those tasks and then they're going to submit those tasks to you in that one day and then from that you should really know how good of an employee this VA is again you want to have grading right so you're grading everyone fairly and you want to know how good they are at communication are they responsive are they on top of things are they a critical thinker and all these other things that you only start realizing after they start working with you all right step number 12 choose a winner go through the grading and choose a winner do a second interview with them make sure you're 100% confident that this is the person that you want to work with culture fit is important so make sure that you vibe with that person step number 13 make them an offer so this is where you're going to write an offer letter and I know you might be thinking wow an offer letter maybe this is a little bit excessive this is just a VA but remember that this is a relationship right and so the way that you start this relationship you have a test and all this stuff if you give them an offer letter if you hype them up you're like I had 180 candidates you were the one that I selected you're amazing you're going to Hype them up they're going to feel good about themselves they're going to come in confident and they're going to do an even better job so here's a bonus let me share with you some of the trivia benefits that we include in the offer letter so the offer letter is going to be salary start date and what are the benefits so the benefits that we have at Trivium are number one 4 weeks paid time off we have a fitness challenge this might not apply to you because you need a lot of employees to do a challenge but you could basically incentivize them maybe they'll get an additional $500 after 30 or 60 days of competing in a fitness challenge where they improve their health because here's what I found when people have better health they actually perform better at work so it's a win for you too we give them sick time off women by default get the first day of their period off every single month my mom had severe C and I used to watch her go to work so I wanted to make sure that for all the women in my company they feel comfortable taking time off professional development courses so if you're looking to improve we can help giving them a second screen after 6 months again this is going to be a very nice gesture but it also makes them more productive which is better for you and then upgrading their laptop after 2 years after 2 years of working with me we usually offer an upgrade to a better laptop again this helps them perform better but you don't have to offer this stuff I'm just sharing with you what we offer all right step 14 the onboarding process all right so onboarding is incredibly important when I did a bad job of onboarding my first employee what happened is they failed their job and I fired them so I don't want this to happen to you here's what you need to do have your sop list ready give your new employee one sop make them watch it make them actually recreate that sop with screenshots and arrows and a little bit of text to make sure that they understand what they're doing and then have them do the task and look and check and make sure that they've mastered that task and then give them the next sop and then the next sop and so on and then finally step 15 creating a work tracker so I do this in monday.com you can also do this for free in Trello so when I started I was in Trello it was free and then I went to monday.com I think monday.com is incredibly robust but here's what your VA needs to keep track of tasks from you today's tasks what they're going to work on today daily recurring tasks and weekly recurring tasks so in the daily and the weekly recurring tasks this reminds them of everything that they need to do on a daily and weekly basis so that they never forget and then in the tasks from Mina which is the stuff that I assign them this is all the random tasks that I assign them and say hey I need you to do this here here's the deadline here's when I expect to BU and then in their today's tasks all they have to do is every morning when they log in they see what they need to work on on a daily basis they see what they need to work on on a weekly basis they see tasks from you that they need to get done to hit the deadlines they put it all in today's tasks and then they send you a screenshot and that's their login and in their login every day when they log into to you they say hey good morning I'm checking into work they send you their login with a screenshot of what they're going to work on and so you can keep track of everything that they're doing this will give you and them a lot of confidence in the work because they're not guessing what what they have to work on and you're not guessing if they're actually working or not working I would strongly advise you against any time tracking software I know people really like to Time Track and all this stuff but listen if you have to babysit them if you have to watch their monitor to Time Track them to make sure they're getting their done they don't belong in your company you need someone that's a Savage that's going to come in there they're going to get done you don't need to track them you just look at their performance did they do the 10 things that they needed to do today yes performance is good they're a good employee no performance is bad they're not a good employee it's that simple you don't need to track time all right what are some downsides of hiring a VA number one English always a language barrier number two sometimes they work on multiple accounts at a time so they could be working for you and this other company and they're collecting 500 here 500 there and their work is pretty poor on both companies another one it's very hard to find good people to trust so that's why you need a very robust hiring process and you need to attract a lot of candidates and I feel like I struggle with finding vas that are critical thinkers so that's actually why I like to go and hire engineers and so I go and find Engineers Engineers usually are critical thinkers I'm engineer I'm not saying all of them are but you're more likely to find a critical thinker that's an engineer and then I pitch them and I say this job is way better than engineering I used to be an engineer engineering sucks it's boring you clock in you do the same sh every single day you clock out in this company you can grow 10 times faster this is a much better industry it's fast growing just cuz you studied engineering you can always go back to engineering but come and do this work online have a dream job and what are some alternatives to hiring a VA the main one here is hiring an agency so for example you want to hire a VA to do your Amazon PPC you can instead hire an agency like Trivium has employees that have been trained that have managers and quality control and all that kind of stuff and you can basically hire them to do the job obviously pros and cons pros you're going to get someone really good cons you're not going to own them as an employee all right guys I hope you lik this video I know it was a lot if you have any questions about hiring of vaa please comment I'm going to help everyone and if you want to check out this video that I did about the top three Amazon PPC strategies I'm utilizing right now to drop my aost please check it out and if you're looking for help with your Amazon brand and you need some help some consultation some guidance reach out to my team I'm going to put the link in the description and make sure to subscribe and hit that subscribe button there's a lot more fire content that I'm putting out every single week and comment below any questions that you have I will answer them I answer every single comment peace out