Hi

There were such excellent advice and tips offered here on subcontracting. I know it will help so many. Communication is absolutely the key.

Subcontracting can be such a positive experience for both when it works out. As a VA who used Subcontractors on a regular basis, I know that once you find some that are good, they are like gold! I do everything I can to keep them and make them happy and want to stay with me.

Here are some of the things that I've discovered that have worked for me over the years.

1) Directions are very important. I will often have the subcontractor write back and confirm the directions before getting started and also send me an example before they do the entire project. That has saved us so many problems. Often times it's been me that has written the directions wrong. I'm in a hurry and write them quickly and they aren't as they should be. But by having her repeat it back, and send a sample, we catch it. Of course, I do try and slow down and send better instructions too.

2) Time for completion of work. It's really important to have an understanding of this. When I send something new, I will let them know when I need it by and then they confirm. If anything comes up, they know I need to know ASAP. They realize that I'm on a deadline with my clients, so usually they are very good at meeting the timeframes we need.

3) Mistakes ... Often times when something is done wrong, I'll try and explain what is wrong with it and not be too critical. We all make mistakes, and I value them so much that it's not a problem. But I want to be able to come to them with how to do it right so that it's done correctly the next time. I know how I feel when a client comes to me with a mistake, so I avoid the terms "typos," etc. It's a learning process for both of us, so we try and keep it that way.

4) Samples .. I will try and provide them with samples of what I need whenever possible. That really helps.

It's so true that our reputation is on the line so often. I've too had VAs that have disappeared. It is so stressful. I try now and get a phone number and get references and really check them out first. How they present on the forums and their website is a big indicator of their professionalism.

Thanks!

Diana Ennen

Originally Posted by Diana_E

Hi There were such excellent advice and tips offered here on subcontracting. I know it will help so many. Communication is absolutely the key. Subcontracting can be such a positive experience for both when it works out. As a VA who used Subcontractors on a regular basis, I know that once you find some that are good, they are like gold! I do everything I can to keep them and make them happy and want to stay with me. Here are some of the things that I've discovered that have worked for me over the years. 1) Directions are very important. I will often have the subcontractor write back and confirm the directions before getting started and also send me an example before they do the entire project. That has saved us so many problems. Often times it's been me that has written the directions wrong. I'm in a hurry and write them quickly and they aren't as they should be. But by having her repeat it back, and send a sample, we catch it. Of course, I do try and slow down and send better instructions too. 2) Time for completion of work. It's really important to have an understanding of this. When I send something new, I will let them know when I need it by and then they confirm. If anything comes up, they know I need to know ASAP. They realize that I'm on a deadline with my clients, so usually they are very good at meeting the timeframes we need. 3) Mistakes ... Often times when something is done wrong, I'll try and explain what is wrong with it and not be too critical. We all make mistakes, and I value them so much that it's not a problem. But I want to be able to come to them with how to do it right so that it's done correctly the next time. I know how I feel when a client comes to me with a mistake, so I avoid the terms "typos," etc. It's a learning process for both of us, so we try and keep it that way. 4) Samples .. I will try and provide them with samples of what I need whenever possible. That really helps. It's so true that our reputation is on the line so often. I've too had VAs that have disappeared. It is so stressful. I try now and get a phone number and get references and really check them out first. How they present on the forums and their website is a big indicator of their professionalism. Thanks! Diana Ennen

Thanks for sharing Diana! Your advice is straight forward and clearly stated! It's so important for anyone subcontracting or otherwise to be sure that the work they take on can be done. It's easy to get excited and want to work right out of the gate, especially if a VA is just beginning, but it's important to realistic and upfront about what one can and can not do.

__________________
Doreen R. Patrick, MVA, ACS, CIVA
www.virtualbusinesspartners.net

Originally Posted by DianaEnnen

Hi There were such excellent advice and tips offered here on subcontracting. I know it will help so many. Communication is absolutely the key. Subcontracting can be such a positive experience for both when it works out. As a VA who used Subcontractors on a regular basis, I know that once you find some that are good, they are like gold! I do everything I can to keep them and make them happy and want to stay with me. Here are some of the things that I've discovered that have worked for me over the years. 1) Directions are very important. I will often have the subcontractor write back and confirm the directions before getting started and also send me an example before they do the entire project. That has saved us so many problems. Often times it's been me that has written the directions wrong. I'm in a hurry and write them quickly and they aren't as they should be. But by having her repeat it back, and send a sample, we catch it. Of course, I do try and slow down and send better instructions too. 2) Time for completion of work. It's really important to have an understanding of this. When I send something new, I will let them know when I need it by and then they confirm. If anything comes up, they know I need to know ASAP. They realize that I'm on a deadline with my clients, so usually they are very good at meeting the timeframes we need. 3) Mistakes ... Often times when something is done wrong, I'll try and explain what is wrong with it and not be too critical. We all make mistakes, and I value them so much that it's not a problem. But I want to be able to come to them with how to do it right so that it's done correctly the next time. I know how I feel when a client comes to me with a mistake, so I avoid the terms "typos," etc. It's a learning process for both of us, so we try and keep it that way. 4) Samples .. I will try and provide them with samples of what I need whenever possible. That really helps. It's so true that our reputation is on the line so often. I've too had VAs that have disappeared. It is so stressful. I try now and get a phone number and get references and really check them out first. How they present on the forums and their website is a big indicator of their professionalism. Thanks! Diana Ennen

Thanks for these very important tips Diana. I do subcontracting work for another US-based VA ( I am from the Philippines) and it's nice to read the thoughts of a VA/Client.

I appreciate the info, I am subcontracting for a VA service and I consider them my client. It may be different because its a service but I would never leave them high and dry! I definitely consider any feedback as free training!

great advice.. I will definintely keep the info for future issues

You'll find that this forum offers a plethora of great advice, and an equally great number of members with varying styles, experience/backgrounds and creativity.

__________________
TRImages, Ink
Tanya Ericksen-Troska
Executive VA - Member of Kudzu, IVAA, REVA, IREAA

Comunication is key! Thanks for the insight.

As someone that works with sub-contractors this is all very sound advice. I just want to add that i learned from the ones that did not work out. I have established a criteria list and took note on why it did not work out so that i could work to prevent those set back in the future. Not all things are avoidable.

Like a few of you stated, some work out great in the beginning then they just vanish even with great communication. The last time that happened. I waited a couple of weeks and then contacted the person back and she simply did not know how to go about contacting me after some time had passed. Just not business savy. She thanked me for giving her a second chance. Some new VA's have never owned their own business or have any business backgroud they just know how to do the work that is given to them and it is all a learning process.

I would suggest setting up a follow up process with your subbies and establish working guidelines.

I am always looking for new VA's to delegate to. Not every one is a match but when a good one comes along it makes it all worth it.

__________________
Carla Kroger, Business Manager
www.dailyadministration.com

You've all raised some very good points, and timely too. I had a call early this mornining from an event planner who is looking for someone to handle some logistics for her on a specific event. We have had a working relationship in the past but she worked for me in a previous life. Two things from this thread that I will be keeping in mind are 1. She is my client and my reputation and hers are on the line. and 2. Don't overestimate your abilities.

Both points can be minimized by keeping in touch with her, providing updates on where you what has been completed and where you may have difficulty. Follow up on what you have delivered, pros and cons.

We have set up a date to meet and discuss face to face exactly what she is looking for before we go into this agreement but so far things are looking great. In anyone has anything to add, please do, today I could use a little encouragement...

__________________
Bernice
Energy Virtual Assistant

Hi Doreen and everyone,
I really have enjoyed this thread. I am also a subcontractor and I have had some great clients. I really love it and would really like to focus my practice right now to catering just to Lead VAs or being apart of a growing team.

What I have found as a subcontractor is that yes communication is the key. I have had two wonderful clients that communicated with me on a very constant basis and one that communicated with me from time to time.

One of client experienced a decrease in workload and had to drop me. One client that I am still working with communicates with me on a weekly basis. She allows me to do my assigned project with little supervision and she trusts me enough to ask for suggestions and ideas on how to improve the project for her clients. My last client has had a lot of fluctuation in her own practice and her subcontractors have fallen by the wayside, still waiting for payment.

I am currently trying to pick up new clients and my question is: How can I, as a subcontractor, help you regain your confidence and trust in delegating some of your work? I am eager to learn new skills and take on new projects but I am finding that due to bad experiences in the past some VAs are hesitant to take on a new team member. What can I do to help you and your practice?

Thanks again Doreen for starting this thread. The advice and insight here has been incredible. Communication and trust are key factors to all working relationships but there is a kinship that is formed within a good VA team.

Have a great day,
Renee

__________________
Have a great day,
Renee Zeliff, High Desert Business Solutions, Helping Business Dreams Become Reality!