How to Train and Manage your Virtual Staff
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Transcript of How to Train and Manage your Virtual Staff
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upscaleyour business
with
GMT Client Training Manual
www.growmyteam.com.au
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before your staff start
The successful transition of new remote staff into your business relies heavily on making sure that you are set up and ready to go
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getting setupSoftware and hardware Recommendations
skype
scannerA multi-feed scanner for hardcopy correspondence transfer
voiptelephone networking system
cloud drivesoftware such as Google Drive or Drop Box for example
project managementCloud based Project Management software such as Asana or Basecamp
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training
We cannot stress enough the importance of a thorough and detailed training schedule for all new staff
The secret to engaging and training remote workers?Support and engage through technology
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training
There are several good methods and tools to use to train remote staff. You can use one or several methods combined to create your own personalised program to fit in with your company structure and culture
It may be a trial and error process and you will find that one method works better than than other
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conducting staff trainingproject management
Using Project Management software such as
Asana or Basecamp
In both of these programs you can create training modules specific to the task/s that you would like learned by the staff
Using these cloud based programs,you can assign time frames (using the shared calendar function) and you can be notified when your staff have completed a task
These programs also allow for fluid conversation, so that you and staff can have a conversation surrounding any task
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conducting staff trainingvideo conferencing
skype
anymeeting
zoom
o0voo
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conducting staff trainingvideo tutorials
sCreating video tutorials that show step by step instructions
http://www.camstudio.org
http://www.screenvideorecorder.net
You can open source software such as
Camstudio or Screen Video Recorder
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understanding
This will have the duo result of then creating documentation of all your processes
Whatever method you use to conduct training it is vital that you make sure that your staff have understood
For e.g. If you're doing a quick lesson via Skype, require the staff to summarise all the points from your lesson in a succinct email and send it back to you after the session
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onboarding process
3. Set up introductions to any key staff members or clients. This can be done via Skype or email
1. Setting up a company email access, Skype account, and any other other software logins
It is important to create an on boarding process that is easy for you to manage and easy for your staff to understand
2. Create a check list of required tasks that must be completed on or before the first day
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the first dayPrior to your staff member’s first day we will send through an email that contains their contact info including their email address and Skype handle
We encourage you to add them on Skype and send a welcome email prior to their first day
On their first day, introduce yourself on Skype to initiate training
We are always here to facilitate that introduction on the first day
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getting startedRemember that your new staff will be a little nervous about starting a new job
Ease them into the job by setting the easier tasks first
Make them feel comfortable to ask questions and have an open dialogue at all times
Always tell your new staff member if they have done something right or wrong and why. They will learn to understand your expectations and style
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Examples of some of the less complicated tasks
Reading up the business(website, any other collateral)
Watching training tutorials
Adding content to marketing templates
getting started
Data entry
Bookkeeping
Organising e-filing
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go team!
keep staff motivatedIt is important to make your remote staff feel like they are part of your team
Have a clear vision. This ensures that all team members are in tune with what the business is trying to achieve
Trust your team to deliver on tight deadlines or important projects remotely
Communicate with your staff. Make an effort to speak your staff every day, or every other day at the very least. Even if it is through Instant Messenger (for e.g.Skype, Gchat).There doesn’t need to be a reason for the chat. You will end up discussing all sorts of things.
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go team!
keep staff motivated
Make People Feel Part of a Team
Provide Feedback
Give Praise When It Is Due
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paying staff
Staff are paid once a month
We pay directly into their personal bank accounts
To ensure that all staff are paid promptly we need to make sure that our clients pay their invoice within 7 days
We send through several reminders before the due date
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paying staff
If clients are late in paying their invoice, we do need to ask staff to stop working until the invoice has been paid
our terms are strict. if you are even 1 day late, we need to ask your staff to stop working
before your new staff member begins work, we will issue you with an invoice that covers our recruitment fee ($200+GST) and the staff member’s first month of wages up front,
after that first month, we then issue our invoices on the 1st of each month. our payment terms are strictly 7 days.
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thank you!
If you have any questions at all please do not hesitate to get in touch. We are here to help and guide you through the on boarding process