How to Find the Best Talent When Outsourcing to the Philippines

One of the most important skills that help you grow your business is delegating the work. Here, outsourcing, especially in the Philippines, is an important strategic option for businesses. This nation has become one of the leaders in outsourcing virtual assistants due to several factors, such as skilled employees, cultural similarities with the Western world, and affordable prices for its services. However, learning how to select the right talent for outsourcing in the Philippines is not easy. In this blog, let’s look at some practical things that can be done to strengthen your ability to hire great virtual professionals and make outsourcing more than just an operational solution but a breakthrough.

  1. Understanding the Value Proposition of Outsourcing to the Philippines

To better set the stage for a comparative analysis of the various outsourcing sectors in the Philippines, it is crucial to understand why outsourcing to the Philippines has emerged as the preferred option for most companies around the globe. Thus, The Philippines presents a unique selling proposition that few other outsourcing locations can emulate. These include the following as influential factors that make the country a leading outsourcing hub:

  • Highly Educated Workforce: The literacy level in the Philippines is more than 96 percent, and a significant number of graduates are available in the market each year. Filipinos’ educational level is quite high; they hold academic degrees issued in various areas such as business administration, information technology, and others, which is a major plus when outsourcing virtual assistant jobs that may be more complex and require certain expertise.
  • Cultural Compatibility: Filipinos are inclined towards the Western way of life, chiefly because of America’s cultural influence on the Philippines. This cultural compatibility is reflected in better communication, appreciation of Western business practices, and proper integration into your business.
  • Cost Efficiency: One advantage of outsourcing to the Philippines is the cost-effectiveness and ability to acquire talent in a relatively cheaper way than having to outsource locally. Due to the lower cost of labor in the Philippines, one can hire competent professionals that give high value as compared to their Western counterparts thus making outsourcing virtual assistant roles cheaper.
  1. Identifying the Specific Needs of Your Business

The first element of the process of attracting the most skilled workers is to pinpoint what, in fact, is required in your business. Outsourcing work virtual assistant can range from simple clerical work to specific activities such as the management of accounts in social networks or the provision of customer support. One crucial thing that you should do before beginning the hiring process is to:

  • Core Business Functions to Outsource: Find out which activities actually are time-consuming and which of them should be outsourced because of the lack of corresponding qualifications in your team. This could be arranging appointments, sorting out emails, gathering information, data entry, or writing of content.
  • Skills Required: After you’ve come up with the tasks, you’ll be able to ensure that you write down the requisite skills next to the tasks or duties that would require one to exercise those skills. If you outsource virtual assistant tasks that are more on digital marketing then the person should be knowledgeable on SEO, SMM or articles and blogs writing. There are two primary requirements and they are Correspondence and organizational abilities for administrative work.
  • Workload and Time Commitment: Determine whether you require a Permanent Virtual Assistant or if you can work with a part-time Virtual Assistant. This way, not only will you be able to filter out candidates effectively, but you will also get an understanding of the workload and time that would be invested.
  1. Leveraging Reputable Outsourcing Platforms

When it comes to outsourcing of virtual assistant roles, it is more important to consider where you source your talent from. The Philippines has reliable online marketplaces that enabled businesses to find professionals in the services they offer. However, not all these platforms are equal and the best one has to be chosen in order to find the most suitable candidate. Here is how.

  • Platform Reputation: Employ the services of online platforms that have a track record of linking companies to experienced virtual assistants. There are many agencies for Filipino virtual assistants, including EO Staff, which most people refer to; nonetheless, be sure to review the experiences of their customers first.
  • Screening Process: It also pays to find some platforms where candidates are scrutinized and screened to give you an easy-searching task. When choosing the platforms to use, choose those that first have the proper identity and skills of the virtual assistants they feature so that one can only work with employees with the right skills.
  • User Experience: It should be convenient for users and make the process of posting jobs, communicating with applicants, and payment processing seamless. Good user interface can help and make outsourcing more enjoyable.
  1. Crafting a Clear and Compelling Job Description

The job description is your first line of advertisement for trying to attract potential virtual assistants. It is said that the job description must be engaging for the right candidates and also must pave the way for the kind of relationship that one wants to establish with the new members of the team. Here is how it can be deployed effectively:

  • Be Specific: It is crucial to describe the work activities that are expected of the staff. Don’t list such a vague term as “administrative tasks” that could be performed by any secretary or a receptionist; be more precise, define the activities such as “scheduling appointments, sending/receiving emails and filing information.”
  • Highlight Necessary Skills: If the job particularly needs specific abilities or knowledge, skills, and experience, skills and experience should capture this in the job description. For example, if you are looking for a candidate who has worked with project management tools such as Asana or Trello, include them in the list of requirements.
  • Set Expectations: Candidly let the employees know working hours and also time that is required for the completion of tasks as well as the mode of communicating with the employer. If your virtual assistant should be on duty at some specific time or should reply to emails within a given time span, this must be spelled out.
  • Include Compensation Details: To filter out the un-serious applicants, put down the remuneration or the salary expected. This not only defines potential employees’ expectations but also rejects the applicant who is not ready to operate within the set financial capacity.
  1. Conducting a Rigorous Screening Process

Once the applications begin to flow in, the next thing that is necessary is passing through all appointment seekers carefully. While outsourcing can be beneficial in a lot of ways, the quality of the virtual assistant can define the success of outsourcing; that is why extreme care should be observed during this selection. Here’s how to ensure you’re selecting the best:

  • Initial Resume Review: Hire people who gave answers to the job description that was posted, such as paying attention to how they have been employed, the kind of work they have done previously, and their promotion. Stable progress in the career path of a candidate is always a plus, more often than not.
  • Pre-Interview Assessment: Secondly, before going straight to interviews, it may be advisable to set a small exercise to do with the job. This could be as basic as writing an email or handling a simulation project. This test will provide you with a practical feel of their skills and their ability to handle actual tasks.
  • Behavioral Interviewing: During interviews, you should still ensure that you ask behavioral questions to understand how the candidates have managed themselves in the past. Bring up details or dilemmas that every applicant might encounter or experience in prior positions they held. It will then help you to have a clue concerning their problem-solving approaches and how they would deal with similar issues within your enterprise.
  • Communication Skills: As you will be outsourcing yourself to your virtual assistant and you will be communicating with them, good communication skills is something that cannot be compromised. Check whether or not they can write and speak English correctly and express their ideas coherently and persuasively.
  1. Ensuring a Smooth Onboarding Process

Getting the right virtual assistant is never the end of the process for anybody or any business. It is important that the starting period is professional and easy so that the cooperative flow of the working relationship is well set. Here’s how to onboard your new virtual assistant effectively:

  • Provide Comprehensive Training: However, even if your virtual assistant does have these competencies, they will also have to comprehend how your business exists. Ensure the third party has adequate knowledge as well as understanding of your business processes and tools besides adhering with certain expectations from them. Teach them by sharing your screen or if that is not possible, you can record yourself as you do the task and share it with them.
  • Set Clear Objectives and KPIs: When initiating the project, set Do’s and Don’ts and identify the project goals and its measurable goals or milestones, known as KPIs. This will provide a blueprint that your virtual assistant can follow and at the same time enable you to establish parameters of how their performance will be gauged.
  • Regular Check-Ins: It is recommended to have check-ins at least once per week, preferably in the first few weeks of the commencement of work in order to help the virtual assistant with questions and possible problems. It will make the person feel more obliged and let you critique or offer the information to them in earlier stages.
  • Encourage Open Communication: Immerse yourself in creating an open atmosphere where your virtual assistant is free to contact you with questions or any issues that occur to him/her. To ensure constant contact, channels such as Slack or Microsoft Teams should be applied to keep the communication going.
  1. Building a Strong Working Relationship

Having a virtual assistant is not the same as hiring an independent contractor: this is actually an additional team. Outsourcing is most advantageous when it is possible to establish a good working relationship. Here is how one can build a good working relationship with the other party.

  • Show Appreciation: Treasure your virtual assistant and be grateful for the work they do. As small as it may seem, a ‘thank you’ or words of appreciation for efforts they put in will do a lot to encourage them and make them more loyal.
  • Provide Constructive Feedback: Give feedback often but it has to be constructive. If there is something they should improve on, kindly show them how to improve and not just tell them their errors.
  • Respect Their Time: Having a virtual assistant does not mean they are on call whenever you want to respect their time, and avoid contacting them during odd hours unless absolutely necessary.
  • Promote Professional Development: Encourage your virtual assistant to expand their skills by providing professional development opportunities. This could be through online courses, seminars, or additional duties. Their growth will benefit both them and your company, making outsourcing virtual assistant tasks even more effective.
  1. Utilizing Technology for Seamless Collaboration

There are various tools that can help determine the efficiency of your interaction with the virtual assistant. Since you are running your business in two distinct geographical areas, it is crucial to take advantage of technology. Here are some tools and strategies to think about:

  • Project Management Tools: Tools like Asana, Trello, or Monday can help organize work, set deadlines, and track progress. These platforms are essential when you outsource assistant tasks to ensure that everything stays on track.
  • Communication Platforms: Consistent communication is key when you outsource assistant roles. Platforms like Slack, Microsoft Teams, or Zoom can be used to conduct virtual meetings, discuss projects, and share updates.
  • Time Tracking Software: Apps like Time Doctor or Toggl can help track how much time your virtual assistant spends on specific tasks. This facilitates accountability and helps you manage processes more efficiently, making outsourcing to the Philippines even more streamlined.
  • Cloud-Based Document Sharing: Tools like Google Drive, Dropbox, or OneDrive are essential for sharing files and documents. Ensuring your virtual assistant has access to the necessary tools will make outsourcing virtual assistant tasks more effective.
  1. Monitoring and Evaluating Performance

To ensure that your outsourcing investment is providing the best outcomes, it’s important to assess your virtual assistant regularly. Here’s how to put this into practice:

  • Set Regular Reviews: Conduct weekly or biweekly meetings to reflect on performance, achievements, struggles, and areas of improvement. These reviews are essential to ensure that the goals set during the onboarding process are being met.
  • Measure Against KPIs: Revisit the KPIs set during the onboarding process. Are deadlines being met? Is the quality of work satisfactory? Measuring performance against these objective indicators is crucial when you outsource assistant roles.
  • Deal with Feedback: It’s important to receive feedback from your virtual assistant as well. This can reveal areas where processes can be improved, making the outsourcing experience more beneficial for both parties.
  • Adjust Responsibilities: Over time, you might need to expand your virtual assistant’s duties. Reviewing and enhancing their responsibilities keeps them engaged and allows you to get the most out of your outsourcing virtual assistant strategy.
  1. Scaling Your Outsourcing Efforts

Once you successfully integrate a virtual assistant into your business, you may find more areas to outsource. Scaling your outsourcing efforts strategically can lead to even greater efficiency and growth. Here’s how to do it:

  • Identify Additional Tasks to Outsource: Look for other areas of your business that could benefit from outsourcing. This might include customer service, content creation, or lead generation.
  • Hire Specialists: As your outsourcing needs grow, it may become necessary to hire specialist virtual assistants. For example, if you want to expand your marketing efforts, hiring a virtual assistant with expertise in digital marketing can be highly beneficial.
  • Create a Team Structure: If you outsource several positions, consider developing an organizational chart and defining a reporting hierarchy. This fosters order and accountability within your team.
  • Use a Centralized Communication Hub: When managing a larger team, using a platform that facilitates communication and organization is essential. This ensures that everyone stays informed and aligned, preventing any misunderstandings or inefficiencies.

Conclusion

Outsourcing to the Philippines offers numerous benefits, from cost efficiency to a highly skilled workforce. By understanding how to effectively hire, onboard, and manage virtual assistants, you can maximize the advantages of outsourcing virtual assistant roles. Utilizing technology, monitoring performance, and scaling your efforts can further enhance your business operations, making outsourcing more than just a cost-saving measure but a strategic growth tool. Overall, outsourcing virtual assistant tasks to the Philippines can greatly benefit businesses of all sizes. By utilizing effective communication strategies, time-tracking software, and document-sharing platforms, businesses can ensure that their virtual assistants are able to work efficiently and effectively. Regular performance reviews and adjustments in responsibilities can also help optimize the outsourcing experience.

Frequently Asked Quesions

The cost of outsourcing virtual assistant tasks to the Philippines can vary based on skill level, but generally, you can expect to pay between $5 to $15 an hour.

Popular platforms for outsourcing to the Philippines include EO Staff, Upwork, and others. These platforms offer access to a wide range of skilled professionals.

To ensure productivity, clearly define goals, use time tracking and reporting tools, and maintain proper communication. Performance appraisals can also help maintain accountability among your virtual assistant.

Tasks that can be outsourced include administrative duties, customer support, digital marketing, content creation, and more. The key is to match the tasks with the virtual assistant's skills.

Yes, it is safe if you take proper precautions. Use encrypted communication methods, control the extent of information exposure, and have your virtual assistant sign a non-disclosure agreement if necessary.

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