Transcribe of “How to train virtual assistants while plane spotting”
Hi, it’s Neil Waterhouse. Training staff or virtual assistants used to be a huge headache. But today it’s so fast and easy as I’ll clearly show you. Back when we started. You know, using virtual assistants, I used to fly to Cebu in the Philippines to train them. But today it’s far more efficient and thousands of times faster just to use a simply piece of cheap software.
Simply learn the task yourself and then record yourself doing it
What I’m talking about here is to simply learn the task yourself. And then record yourself doing it and then you never ever have to do the task again yourself. Most tasks only take three to four minutes to record each task. So you take any task and break it down into just small three to four minute chunks. And it’s amazing what you can teach in three to four minutes. Now, I’m not talking about having someone behind you with a video camera recording what you’re doing.
Use software which records your screen and records your voice while you do a task
I’m talking about using software which records your screen and records your voice while you do a task. So what do you do to create a short instructional video of how to do a task. Is press record button on your computer. Do the task on your computer, and speak into the microphone explaining, you know. What you’re doing and always pretend you’re speaking to a 10 year old so you give clear instructions.
The great thing about this strategy
The great thing about this strategy is you build a library of short videos. Showing how to do every single task. Then, you just get your virtual assistants to watch each task. If they get stuck, they just rewind the video. You know, this is a thousand times more cost and time efficient than flying over to the Philippines. To train them manually because with a video. The VA or Virtual Assistant, can watch it over and over again. You know, so it’s recorded for life. So, you know, if the assistant leaves you or you need to train someone else. You just go to your video library and send them the video. You also don’t need to hire skilled or trained staff as a video was recorded originally, you know, for a 10 year old.
The videos are also really useful if you get held to a task
The videos are also really useful if you get held to a task, or one of your task on holidays, or you need to cross-train another staff member, or, you know, for whatever reason. You know, that’s what prodded me to shoot this video now. I’m in Tucson, Arizona, visiting the aircraft boneyard, which is a real great place to go if you’re an aircraft enthusiast, but anyway back to topic. This morning I received an instant message from one of my virtual assistants in the Philippines asking, you know, how to do a task. I instantly replied and told her which video to watch to learn how to do that task. You know, that instant message reply took me less than one minute.
Share some with TeamViewer or whatever software
If we didn’t have that recorded video library, you know, or that recorded video in our library, you know, I’d have to spend, you know, at least an hour or so sitting at my computer, logging in, and doing, you know, a lot of screen sharing, share some with TeamViewer or whatever software. And, then, quite possibly, I’d need to do the same thing again some time down the track, you know, somebody else needed to do the same task again.
The other great thing about creating a library of short instructional videos
The other great thing about creating, you know, a library of short instructional videos is you can use them yourself if you ever forget how to do a task. You know, what I mean by this is you know when you outsource a task, you no longer do it regularly your self. It can be easy to forget, you know, parts of how to do the task. Especially, you know, as we get older. You know, if you outsource a task, say today, and then for some reason, say six months time, you need to do the task again, sometimes it can be hard to recall different parts of the task. This is where building your own library of instructional videos really comes into it’s own.
If you forget how to do something, you simply go to your video library and watch the video
If you forget how to do something, you simply go to your video library and watch the video. Most of the instructional videos, by the way, that we create are between three to five minutes long. So, in three to five minutes, you know, you’re back up to speed. Now, the program we use is Snagit and it costs around 50 bucks and I’ll put a link on the screen but Snagit’s not the only program out there, you know. There’s a load of others that can record video including Jing and, you know, a multitude of other ones.
The only thing that you need besides a software is a set of headphones for the microphone
The only thing that you need besides a software is a set of headphones for the microphone and you can pick these up on eBay or Amazon for less than 15 bucks. Again, I’ll put up a link on the screen. It really is amazing to stop and, you know, be grateful in thinking how, you know, software like this, you know, it’s completely transformed how we teach staff.
A complete game-changer of how human beings, are now trained in almost every single task
It really is a complete game-changer of how human beings, in general, are now trained in almost every single task, you know, in most industries. Only such a short time ago, you know, I mean less than two years ago, we’re writing instructions in Microsoft Word and pasting screen shots.
Cutting edge technology
You know, at the time, it did seem like, you know, cutting edge technology but, you know, we could spend hours writing a 20 to 30 page document to teach a task and invariably we give, you know, this 10 or 20 page document to a virtual assistant and they come back, you know, with a ton of questions. Video massively reduces questions. Now, with recording video, what used to take hours, you know, to document a task now takes literally only minutes. That’s all for this week. Please scroll on down, leave me a comment below. Until next week, list more, sell more. This is Neil Waterhouse.
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