Virtual assistants can be invaluable to coaches who want to systematize their business and take the more menial tasks off their plate.
The concept is simple, but training a new VA is often a rushed process that leads to mistake-fill work, and many coaches revert back to doing these tasks themselves.
The method I use to train a VA looks quite a bit different. I call it 5 Minutes To Freedom.
That’s our goal. We want to get stuff out of your head and into their world in a way they can pick it up and run with it in five minutes or less.
The first key is for you understand context before content. You need to make sure your VA understands why the task matters, where it fits in the big picture, and when it occurs.
When they understand the WHY of a task, the HOW becomes much more simple.
The next steps show you how to teach the HOW (the method of doing a task) in a way they can really understand.
Instead of explaining how to do something, capture yourself doing it. This is key in training a virtual assistant. -Taki Moore [Tweet This]
Cook On Camera
The tasks you want to off-load to a virtual assistant are probably things you’re unconsciously confident at doing.
Basically, you’re good at it.
It takes zero thought because you’ve been doing it for a while and so now you have unconscious confidence.
The challenge is when people with unconscious confidence explain things to people with no confidence, they miss steps. We all do it.
We miss steps when giving instructions because most of what we do, we do automatically. To fix this, we need to change the pattern.
Instead of explaining how we think we do something, we need to capture ourselves in motion, actually doing the process.
Think about popular cooking shows on TV. It wouldn’t be very helpful if they featured a bunch of chefs reading ingredients and instructions aloud, one after another, would it?
“I just take a pinch of this and a handful of that and throw it in the oven for a few minutes and pop it out and it’s good to go”
Unless you already have unconscious cooking confidence that wouldn’t be very helpful.
Cooking shows are successful because the chefs take you through each step in detail, showing you how to make a dish.
We need to do the same thing. We need to record ourselves doing the task live instead of only explaining it.
There are two huge benefits of recording yourself doing the task live:
- Your team gets to see exactly how the task is to be done — not just the theory or what you remember, but exactly how the task is to be done, in the right order.
- Instead of having to explain it and document it, you can do the task, record it, and give them a complete, ready-to-go system that takes you less than five minutes to create.
A great tool to use for this is Jing
Cook on camera. Literally do the demo live while you’re recording it on screen, like a TV chef does.
Delegate The Document
The last key principle in training a VA is to give them the video and have them document it for you.
That way, it’s much quicker for you. You only have to do the task once, and it’s their job to document it. This accomplishes three things.
- It’s a much faster way for you to get a copy of the new process.
- When they document the process they can understand it better.
- Because they’ve helped create the system, they become much more committed to following it.
This last point is crucial. Delegating the document help take your process from an obligation to a personal commitment. In Principle-Centered Leadership, Steven Covey writes, “Without involvement, there is no commitment. Mark it down, asterisk it, circle it, underline it. No involvement, no commitment.”
Your job then is to make things up at the speed of thought, pass it along to your virtual assistant, and have them write their own job description for you.
Remember the three keys to train your VA effectively and quickly.
- Context Before Content
- Cook On Camera
- Delegate The Document