Regular one-on-one sessions with your staff is a sign of an effective team management. When a new assistant joins our virtual business, they will have their own files and documents that they have signed after they first came aboard.
On the one on one sheet will be the date, who's attending, and when the last meeting was. Then I start off with, this is a real key one, I like this. You always ask them the same question, it doesn't matter what question it is but you open with the same question every time. How are you or something like that. It can be your own spin on it but effectively what you want to do is have a question that's like your baseline.
You ask them on a regular basis, how are you? Good, good, good, average. Bing! I know something is up. Because every time, looking through my past one on ones, they're always good, good, good, average. Things aren't going so well. That for me is a red flag in virtual team management. Then I can try and find out, well, what's going on? How can I help, how can I help the situation? So you always start with a question that is the same question every time.
For the first ten minutes they'll talk about whatever they want to talk about and then I'll just make any notes. The important things about a one on one, it's all about asking questions, listening effectively and then taking notes. It's very easy with a virtual assistant to take notes because obviously they're on Skype and they can't necessarily see you taking notes. Even with the one on ones in the office, I'll sit there and I'll scribble down notes. That's just my way of remembering. If I try and remember everything, I just don't remember it, so I use the documentation. So one on ones are all about writing effective notes.
Then ask them what it's they've been working on over the past couple of weeks. Encourage them to provide nuggets of these things as well as those that come to mind while they are sharing these concerns to you. This might be a good time for you to lead them to know more about their tasks by letting them go through a specific training or read a report to enhance their understanding about the task at hand.
Then we pass that off to our video assistant and then he cuts those out and then they end up going on to YouTube and end up being promotional pieces. In our last one on one, my assistant had said, look, I'm not enjoying that as much anymore, so now what are we doing? We're in the process of assigning it over to another assistant because it will be new for her. I think with any job, there is always going to be something that you don't enjoy. You do need to help them to understand there may be tasks and roles in their job that they're not necessarily going to enjoy, if it's part of their core job.
So if they have a repetitive task that they're not enjoying, then you can implement some changes on that or tweak their tasks from time to time. That's about using systems in doing effective team management, where I want my guys to help me come up with useful means to get the job done using outsourcing and taking action. Encourage your staff to learn this by themselves, document their findings and pass the information that they have learned to another assistant as part of their expected competency.
Finally, ask them for any project that they would like to work in the next few weeks. That is another purpose of having regular team meetings, for them to speak about tasks they are working on, and listen to updates from their fellow assistants. Always include your own updates as well, so they would know how their daily tasks can help you meet your business goals as soon as possible.
Remember that the key to effective team management is to be deeply concerned about their progress as they do these tasks for you. That explains the importance of having a one on one meeting with them to discuss these concerns and opportunities involving their daily tasks.
On the one on one sheet will be the date, who's attending, and when the last meeting was. Then I start off with, this is a real key one, I like this. You always ask them the same question, it doesn't matter what question it is but you open with the same question every time. How are you or something like that. It can be your own spin on it but effectively what you want to do is have a question that's like your baseline.
You ask them on a regular basis, how are you? Good, good, good, average. Bing! I know something is up. Because every time, looking through my past one on ones, they're always good, good, good, average. Things aren't going so well. That for me is a red flag in virtual team management. Then I can try and find out, well, what's going on? How can I help, how can I help the situation? So you always start with a question that is the same question every time.
For the first ten minutes they'll talk about whatever they want to talk about and then I'll just make any notes. The important things about a one on one, it's all about asking questions, listening effectively and then taking notes. It's very easy with a virtual assistant to take notes because obviously they're on Skype and they can't necessarily see you taking notes. Even with the one on ones in the office, I'll sit there and I'll scribble down notes. That's just my way of remembering. If I try and remember everything, I just don't remember it, so I use the documentation. So one on ones are all about writing effective notes.
Then ask them what it's they've been working on over the past couple of weeks. Encourage them to provide nuggets of these things as well as those that come to mind while they are sharing these concerns to you. This might be a good time for you to lead them to know more about their tasks by letting them go through a specific training or read a report to enhance their understanding about the task at hand.
Then we pass that off to our video assistant and then he cuts those out and then they end up going on to YouTube and end up being promotional pieces. In our last one on one, my assistant had said, look, I'm not enjoying that as much anymore, so now what are we doing? We're in the process of assigning it over to another assistant because it will be new for her. I think with any job, there is always going to be something that you don't enjoy. You do need to help them to understand there may be tasks and roles in their job that they're not necessarily going to enjoy, if it's part of their core job.
So if they have a repetitive task that they're not enjoying, then you can implement some changes on that or tweak their tasks from time to time. That's about using systems in doing effective team management, where I want my guys to help me come up with useful means to get the job done using outsourcing and taking action. Encourage your staff to learn this by themselves, document their findings and pass the information that they have learned to another assistant as part of their expected competency.
Finally, ask them for any project that they would like to work in the next few weeks. That is another purpose of having regular team meetings, for them to speak about tasks they are working on, and listen to updates from their fellow assistants. Always include your own updates as well, so they would know how their daily tasks can help you meet your business goals as soon as possible.
Remember that the key to effective team management is to be deeply concerned about their progress as they do these tasks for you. That explains the importance of having a one on one meeting with them to discuss these concerns and opportunities involving their daily tasks.
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