Behind the Scene Execs

Virtual Assistant | Gilbert, AZ

Workforce

Tips for Managing Subcontractors

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Subcontractors aren’t new in the workforce, but they’re becoming increasingly common, and any business can benefit from this flexible labor solution. Because they technically work for themselves, subcontractors are less expensive than hiring a full-time employee and are excellent resources for completing one-off projects and providing specialized skills you may not need 100 percent of the time.

As with everything in life, your mileage with subcontractors will vary. They’ll fall anywhere on the spectrum of “I’m so glad I never have to work with them again!” to “Wow, I wish I was hiring so I could keep them all to myself!”

Hopefully, you’ve had more of the latter than the former, but if you haven’t, there are ways to make sure the partnership is a positive experience.

Consider these tips for managing subcontractors.

Get it in writing

Don’t let a subcontractor start without a written contract. Contracts set expectations, spell out each party’s rights and obligations, and enforce accountability to protect you and the subcontractor.

Make sure you:

  • Identify each party correctly. Use legal names and official titles, don’t forget the Inc. or LLC suffixes, etc.
  • Spell out the details. If you discuss something but don’t put it in writing, it will be difficult to enforce.
  • Specify payment terms. Will you pay in installments, when work is completed to your satisfaction, monthly, weekly, or on some other schedule? Do you offer payment via cash, check, PayPal, or direct deposit? And don’t forget to include the pay rate.
  • Agree on resolving disputes. Consider using arbitration or mediation before taking disputes to court.
  • Agree on contract termination. If one party fails to uphold their responsibilities, the other party must have the right to terminate the contract.
  • Define the scope of work. Describe, down to what seems like ridiculously minute details, what the subcontractor is being hired to do.
  • Identify rights, duties, and constraints of each party. Is the subcontractor responsible for their own liability insurance? Can they subcontract parts of their work? Will they provide their own tools?

We strongly encourage you to consult a lawyer to help you draw up contracts.

Set expectations

The contract may be signed, but that doesn’t mean your subcontractor can jump in with both feet. They need to know how you work, particularly involving communication.

  • Who do they approach with questions?
  • What is your primary means of communication?
  • Do they need to download software (e.g., Zoom or Slack)?
  • How often do you expect them to check in?

Subcontractors won’t necessarily need to “jive” with your team, especially if they work remotely, but they need to know your standard operating procedures.

Also, be clear about what you want and when. A well-designed brochure? New content for a website? Consultation on a research project? Friday? Next week? Whenever you have time? You can’t hold them responsible for what you don’t tell them.

Don’t be hands-off

Because they aren’t technically your employees and your work together is limited/finite, your relationships with subcontractors will differ from those with official employees. Sometimes, managers assume they don’t need to ‘tend to’ subcontractors as much, and while there is truth to that, steer clear of making your work with subcontractors purely transactional. Treating them like people will inspire them to do their best work and ensure they want to work with you again.

But don’t micromanage

Many subcontractors freelance for autonomy, so it’s essential to give them that freedom. If they complete their work on time and to your satisfaction and follow your standard operating procedures, give them space to work.

Stay compliant

Many industries are subject to state and/or federal regulations, and failure to comply can cause penalties like fines and criminal charges. Hiring subcontractors with compliance in mind can be challenging, but it’s your responsibility to make sure your subcontractors follow regulations.

For example, if you’re in the medical industry, make sure they understand HIPAA. If you’re hiring drone pilots, make sure they have a remote pilot certificate with a small UAS rating. If you work in a manufacturing or distribution plant, make sure they’re aware of OSHA standards. Et cetera.

Follow the Golden Rule

As in all parts of life, follow the Golden Rule: Treat others as you would like to be treated. Pay your subcontractors on time. When you offer criticism, make sure it’s constructive. Offer positive feedback for a job well done. Respect their time. (You get the idea.)

Managing your subcontractors is as important as managing your employees. Follow our tips for long, happy, and productive relationships with subcontractors.

Don’t have the time to manage your subcontractors? Behind the Scene Online Business Manager specializes in team management. Schedule a free consult today.

4 Mistakes to Avoid When Hiring a Virtual Assistant

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Solopreneur and Superheros are practically interchangeable, don’t you think? At least, as a fellow solopreneur, that’s what it feels like to me.

One minute you are the social media manager; the next you could be customer service, production, or even the accountant. We pat ourselves on the back for being able to juggle so many balls…but are we? Imagine how much more productive you could be if you were able to stop the juggling and delegate some of the day to day tasks. But it is important to know how to delegate and find the right person for the job.

So here are the 4 mistakes to avoid when hiring a Virtual Assistant.

Do not assign tasks that are best suited to be done by you.

Virtual Assistants are meant to take the task off your plate that stops you from focusing on your business. Not the task that requires your expertise.

Do not be vague in your instructions

The more precise and clear you can be on what you expect to be completed will give you better results. Remember you know what needs to be done and how, after all, you created it. But your Virtual Assistants is new to your business and procedures.

Start off slow.

We love you are excited to delegate, but take it slow. Don’t overwhelm your virtual assistant by giving them everything the minute you hire them. Take your time, build trust, and create communication.

Do not overreact to early mistakes.

No one is perfect, no matter how good they are. Again remember you know the ins and outs of your business, a new VA will take some time to adjust to your way of things. Mistakes will happen. Learn from them and keep moving forward.

The New Workforce

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In this ever-expanding digital world – where you can practically run your business remotely from a simple phone or tablet – a new workforce has been sparked: The Virtual Assistant (VA).

Ok, so maybe the idea of a VA isn’t THAT new, but how they are being leveraged and what they can offer has changed dramatically over the last few years. From simple daily tasks to more strategic support like building funnels and growing your social media following, VAs are key to driving the entrepreneurial workforce.

Let’s start by defining what a Virtual Assistant Is…

The high-level definition of a VA is, typically, an individual that is self-employed works remotely and supports businesses with various tasks. They provide their own equipment and software, thus making them a true independent subcontractor.

Most VAs will search for a particular niche – both in what they offer and whom they market to. Some will focus on strictly the administrative side of a business and cater to all industries, where other VAs will pick a particular industry to focus on and offer a very defined set of skills.

So why should you use a Virtual Assistant?

By far one of the greatest reasons for hiring a VA is that they only work when you need them to. Only need support 5 hours a week? Why hire someone full time and potentially have to pay them benefits when you can subcontract out a VA!

Also, their vast knowledge and skill set allows them to start a task with minimal training, especially if you find a VA that specializes in your field. They allow solopreneurs to increase their business production without greatly impacting their overhead. No need to purchase more office space, they work remotely! No need to buy more computers or printers, a VA already has all the equipment!

What can a Virtual Assistant do?

Sometimes it’s hard to define exactly what a VA can do because the list is so vast, but what you need to know is that a VA can support your business in virtually whatever you need help with! The key is to just find the right VA for you that specializes in what you need to help grow your business.

To determine how to get started delegating, click this link for a quick exercise! http://behindthesceneexecs.com/delegating

Want to hire a Virtual Assistant?

Here’s how!

When hiring a VA, it’s important to make sure they fit your personality and style. Don’t be afraid to ask questions! Here are some example questions we recommend asking:

  • What’s your background/experience and do you have a specific skillset?
  • Can you give me some examples of your work?
  • How many clients do you typically have at once?
  • What are your normal working hours?
  • How do you prefer to communicate?
  • Can you provide references?
  • Do you work on an hourly rate or packages? What is the cost?

Not sure how to even begin working with a virtual assistant? Try this quick excercise by clicking here.