Build Your RTO with a Virtual Assistant: How to Plan for Growth

Hiring a virtual assistant is a major step in growing your RTO. With a VA taking over certain tasks and aspects of your RTO, such as those annoying repetitive tasks, you can do so much more. They give you more time to plan and strategize, and more room to scale. The key to hiring and working with a VA successfully is to plan well.

What Tasks Can You Outsource?

Start by thinking about what tasks you want to outsource from your RTO. Consider tasks you’d like to outsource today, as well as those you might find helpful as your RTO grows. For example, you may have some routine daily activities you can get rid of now, but also plan to turn over your social media, blog writing and training administration to someone in the future.

You need to clarify which tasks you’ll outsource so you can find a qualified person to handle them. This will determine the skills and experience you’re looking for.

Training and Onboarding Your VA

When you first hire a virtual assistant, you’ll need to onboard them. This is the process of kicking off your relationship and getting them started. It includes:

  • Teaching them the important core values and vision of your business so that they’re on the same page
  • Getting to know them personally so your relationship gets started on the right foot
  • Training them, which includes providing training materials and protocols for accomplishing tasks you’ll delegate
  • Teaching them about the training industry, compliance and how to best manage data
  • Following up with your VA to make sure they don’t have any issues and to giving them constructive feedback.

This process is important at the beginning of your relationship with your VA, but you won’t need to continue after the first few months or so (though it never hurts to give feedback). What’s important here is to have everything planned and in place before you hire them.

Create a Communication and Workflow Plan

Before hiring a virtual assistant for your RTO, you’ll need to set up a plan for working together, whether with you directly or with another person on your team. This includes any tools you’ll use, such as a student management systems, Trello boards, Team chat, email system etc.

Since you’re working together virtually, you’ll have to choose a method and frequency for communicating with your VA. Even if they know what to do and the work is going smoothly, it’s good to touch base regularly and see if they’re having any issues. There may also be changes you need to tell them about.

The Growth Mindset

Finally, there’s a certain mindset you have to cultivate in order to hire a virtual assistant. There are risks involved and you’ll be handing over some aspects of your RTO to someone else. During the process of hiring and working with a VA, keep in mind the benefits of this working relationship and the future growth it will enable.

We’ve only scratched the surface here and I have much more I can tell you about hiring and working with a VA.

Are you ready to start growing your business with your first RTO VA?

I’m offering a full course that teaches you step-by-step how to find the right VA and work with them, complete with learning exercises so that you get started as you learn. Check it out here:

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