As a business owner, you are busy enough without having to worry about administrative tasks. If your business is growing and you need more help with the day-to-day tasks, it can be very beneficial to hire an admin assistant.
But what exactly is an admin assistant? How do they differ from virtual assistants? And why would you want to hire one instead of a virtual assistant?
In this article, I will cover everything you need to know about finding the right administrative support for your business.
| Takeaways |
|---|
| 1. Assess your business needs and workload to determine if freelance administrative support is necessary. |
| 2. Look for freelancers with relevant experience, strong organizational skills, and effective communication abilities. |
| 3. Consider the specific tasks that can be outsourced to a freelance administrative support professional. |
| 4. Establish clear expectations, provide detailed instructions, and maintain open lines of communication. |
| 5. Ensure the confidentiality and security of sensitive business information through non-disclosure agreements and secure file-sharing platforms. |
| 6. Set project milestones and deadlines, and use project management tools to track progress and manage workflow efficiently. |
| 7. Regularly provide feedback and clarify any questions or concerns to maintain a successful working relationship. |
| 8. Adapt and adjust the freelance administrative support as your business needs evolve. |
| 9. Evaluate the cost-effectiveness of hiring freelance support compared to in-house resources. |
| 10. Continuously assess the effectiveness and impact of freelance administrative support on your business operations. |
Be Clear And Upfront About Your Needs
Opening up the conversation with a freelancer can be intimidating, especially if you’re not familiar with them or their work. But being clear and upfront about your needs is crucial to ensuring that both parties are on the same page when it comes time to get started.
If you have questions or concerns, just ask! If there are certain tasks that need to be done in a specific manner, let them know so they can prepare themselves accordingly.
But don’t overlook this step just because things seem straightforward any miscommunication could lead to problems down the line for both parties involved and may even result in misunderstandings as well.
If you’re considering a career in freelance administrative support, our comprehensive guide on how to become a freelance administrative support will provide you with valuable insights and practical tips to get started.
Be Honest In Your Communication
Be honest in your communication. Honesty is the best policy. When you are hiring a freelancer, you must be upfront about what you need and ask for help when needed. It is important to provide feedback throughout the project process so that everyone knows where they stand. To maintain a successful relationship with your administrative support partner, always respond to emails and messages promptly when they are sent to you.
Have a video conference at least once during the project: A great way to make sure that both parties understand each other’s needs is to have regular video calls together preferably once per week or at least every couple of weeks so that there are no misunderstandings or miscommunications between them!
Do Not Shift Responsibility To The Freelancer If It’s Yours
When working with a freelancer, assign clear tasks and set deadlines. Do not shift responsibility to the freelancer if it’s yours. The client is responsible for their own work, so they should make sure that all deadlines are met on time. If something goes wrong during the course of your project, do not blame it on the freelancer you love to be responsible for everything!
Remember: A good project manager always takes into account that there may be some unforeseen circumstances in which their plans will have to change. The point is not to avoid any possible problems before starting a project; it’s about making sure that you can deal with them quickly and efficiently when they occur.
Don’t Be Afraid To Ask For Help
Asking questions is the best way to get the most out of your experience with a freelancer. Don’t be afraid that you’ll look stupid or annoy your freelancer, though you’re both on the same team!
This is especially important for administrative support work since there are so many aspects of it that can be tricky for someone who hasn’t done it before. It’s not just about learning how to use a new software program; it’s also about understanding how everything works together, which may not be intuitive at first.
To maximize efficiency and productivity in your business, there will inevitably be some growing pains as well as learning curves along the way while using new methods and tools. Be patient with yourself and open-minded about trying something different from what you’re used to doing on a regular basis.
Give Feedback Throughout The Project Process
As you work with your administrative support, give feedback throughout the project process. This can be in the form of a simple email saying “I really liked how you interacted with our customer today” or “You did a great job getting this report ready for me yesterday.”
It’s important to give positive feedback when it’s due so that your administrative support knows they’re doing well and are appreciated by you and your team.
But don’t hesitate to also give constructive criticism when necessary! If something is bothering you about their work, let them know what needs improvement and how they could improve upon it in future projects or tasks.
Are you looking to hire a freelance administrative support professional? Explore our article on the top 10 reasons to hire a freelance administrative support professional to understand the benefits they can bring to your business
Provide Timely Responses To Any Messages Sent To You
While it’s great if your freelancer can answer your emails and voicemails within 24 hours, the most important thing is that they respond in a timely manner.
It’s not uncommon for clients to send an email or leave a voicemail with questions or concerns, and then go days without hearing back from the freelancer, leading them to assume that their message wasn’t received.
If possible, try picking up the phone when someone calls rather than sending an email it’s usually faster and easier to address concerns over the phone than through writing.
Additionally, if you’re going to be out of the office for more than a day or two while working with this person on a project (even if they are remote), set up an automatic reply so people won’t think something is wrong if they don’t hear back right away.
Have A Video Conference At Least Once During The Project
Having a video conference at least once during the project is a great way to get to know someone and their personality before working together. This can be done at the very beginning of your relationship, or anytime after that if you feel like it’s needed.
It’s also important to have an initial meeting with each other so that you can establish trust, set expectations, and build rapport. A face-to-face conversation about what you expect from one another is crucial for a successful partnership; plus there’s something special about seeing each other in person!
Don’t Expect Them To Complete Tasks Outside Their Scope Of Services
As you know, an administrative support team member is responsible for tasks that pertain to their role within your business. For example, a receptionist will greet clients and help them with any questions they may have about your company but if you need someone to perform a marketing analysis or design a website, then it’s not fair to expect them to complete those projects without asking first.
In other words: don’t expect the same person who greets visitors at the door on Monday morning to also create marketing campaigns over the weekend. Before hiring anyone for any project or task, make sure that everyone has a clear understanding of each team member’s responsibilities and boundaries so there are no misunderstandings later down the road!
When it comes to finding the right freelance administrative support for your business, it’s essential to know the best places to look for freelance administrative support jobs. Discover valuable resources and platforms that can help you connect with qualified professionals.
Allow For Downtime For Sick Days And Emergencies, But Don’t Take Advantage Of It Or Be Unreasonable
It’s important to have a backup plan. You should expect your freelancer to have one as well. You should discuss the plan and what it entails with your freelancer so that they know what you expect of them in case something goes wrong or they need time off.
Likewise, make sure that your client has a backup plan as well. If you’re hiring an administrative support service for them, let them know in advance how many days/hours are covered by their plan and whether they can take advantage of it if they need more time off than expected. This way there won’t be any surprises when an emergency comes up unexpectedly (and remember: unexpected things happen all the time!)
Communicate Clearly What You Want From The Freelancer
As a business owner, it’s important to make sure that your administrative support understands exactly what you need from them. This can be tricky since you and the freelancer may not have worked together before. You don’t want to leave room for misinterpretation or misspeaking because in some cases, these issues can lead to serious consequences.
In order to ensure clarity in communication with your administrative support, here are some tips:* Your initial conversation should include a detailed description of your needs and expectations.* If there is anything unclear about what you said during this conversation (for example: if they ask questions), then answer those questions immediately.*
What if they still don’t understand? Don’t worry! Just send them an email explaining more clearly why something needs to be done or how best it should be done (this will help avoid another round of confusion).*
If they still don’t understand after receiving your email explanation—or even after talking over Skype then give them another chance by writing down everything again clearly on paper so they can read it themselves instead of listening while doing other things like driving etc…
If you’re a business owner seeking reliable freelance administrative support, check out our guide on how to get a job freelancing administrative support for insights on securing the right talent and ensuring a successful partnership.
Share Your Big-Picture Goals And Priorities With Your Freelance Admin Support Team
It is important for your freelance administrative support team to understand the big-picture goals of your business. Your team members should know what you are trying to accomplish and how their work fits into that overall vision. When a freelancer has a strong understanding of the big picture, they will be more invested in their work for you and see themselves as part of your team.
This will help them want to do whatever is needed (even if it’s not an immediate task) in order to help you succeed so they can see themselves as part of something bigger than just “doing someone else’s job”.
Make sure you understand how long it will take for them to complete tasks before hiring them to avoid delays later on in the process or missing deadlines because they can’t provide those final touches on time due to prior commitments that have already been set up with other clients before you signed on with this team member).
Make sure you understand how long it will take for them to complete tasks before hiring them to avoid delays later on in the process or missing deadlines because they can’t provide those final touches on time due to prior commitments that have already been set up with other clients before you signed on with this team member).
Ask them how much time they need for each task so that you can plan accordingly. If needed, ask for an estimate of how long it’ll take to complete, and don’t be afraid to push back if their timeline doesn’t match up with yours!
Make sure that there is a mutual understanding between both parties about availability (i.e., when are we available) and scheduling conflicts (i.e. if someone else has made arrangements ahead of time).
For example, would it be okay if I didn’t respond until tomorrow morning? This means there needs to be some flexibility built into any agreement between client and contractor because things happen unexpectedly all the time (and sometimes they’re good things!)
Navigating the world of freelance work in administrative support can be challenging. Our article on 15 tips every administrative assistant should follow offers practical advice to excel in this role and make informed decisions for your business.
Conclusion
There are many freelance administrative support teams out there, so it’s important to find one that fits your needs. You should ask yourself a few questions when choosing an administrative support team:
- What are my goals? How can they help me achieve those goals?
- Do they have experience working with other businesses like mine?
- Do they understand what I need from this relationship and how they can help me achieve those goals?
It’s also important to look for people who are passionate about what they do!
Further Reading
Here are some additional resources to further explore the topic of choosing the right freelance administrative support for your business:
How to Find the Best Freelance Assistants: Discover practical tips and strategies for finding and hiring the best freelance assistants to support your business needs.
Freelance Support to Businesses: Learn about the benefits and advantages of freelance support for businesses, including how it can enhance productivity and efficiency.
How to Select the Right Freelancer for the Job: Gain insights into the process of selecting the right freelancer for a specific job, including factors to consider and best practices.
Frequently Asked Questions
What Are Some Common Mistakes That I Should Avoid When Hiring Freelance Administrative Support?
Hiring the first person who comes along: When you’re in need of a new employee, it’s natural to want to find someone and get them onboard quickly. However, don’t rush through the interview process or hire someone simply because they’re available right away. You’ll be setting yourself up for disappointment down the line if you do this because it means you won’t have found someone truly suited for your business.
Not checking references: If a freelancer doesn’t have any work history with other companies or clients, it’s best not to hire them even if their resume looks fantastic! This is especially true if there’s no reason given for leaving previous jobs (e.g., moving away from town). The safest way to make sure your new employee is qualified is by checking references from previous employers.
Q: How do I determine if I need freelance administrative support for my business?
A: Assess your workload, time constraints, and specific tasks that could be outsourced to a freelance administrative support professional. Consider factors such as cost-effectiveness and the need for specialized expertise.
Q: What qualifications should I look for when hiring a freelance administrative support professional?
A: Look for freelancers with relevant experience, excellent organizational and communication skills, proficiency in necessary software tools, and the ability to adapt to your business’s specific needs.
Q: How can I effectively communicate and collaborate with a freelance administrative support professional?
A: Establish clear expectations, provide detailed instructions, and maintain open lines of communication through email, project management tools, or virtual meetings. Regularly provide feedback and clarify any questions or concerns.
Q: How do I ensure the confidentiality and security of sensitive business information when working with a freelance administrative support professional?
A: Sign a non-disclosure agreement (NDA) with the freelancer to protect your confidential information. Use secure file-sharing platforms and clearly communicate your data security expectations.
Q: How can I manage the workflow and deadlines when working with a freelance administrative support professional?
A: Clearly define project milestones and deadlines from the beginning. Use project management tools to track progress, set priorities, and maintain transparent communication to ensure timely delivery of tasks.
Costantine Edward is a digital marketing expert, freelance writer, and entrepreneur who helps people attain financial freedom. I’ve been working in marketing since I was 18 years old and have managed to build a successful career doing what I love.