Congratulations! You’ve successfully hired your new virtual staff through VirtualStaff.ph. By now, you’ve already messaged, interviewed, sent an offer, and onboarded your new team member. Now, it's time to focus on the crucial initial communication phase, which sets the foundation for a successful working relationship.
The beauty of the platform is that it ensures both you and your new staff are completely aligned from day one. Everything is clearly defined—salary, work hours, and their specific job role—so you’re off to a great start.
But what comes next? Now that your new team member appears in your dashboard and is officially part of your team, it’s time to focus on communication and setting them up for success.
Building a team in the Philippines is one of the smartest moves you can make to increase profitability. Whether you’re looking to outsource customer support or tap into other roles, the talent and cost-effectiveness of the Filipino workforce can significantly benefit your business. Here’s how to get started with that all-important initial communication.
1. Confirm the Start Date and Time
Just like you would when hiring someone in a physical office, your first step after onboarding is to reach out to your new virtual staff member. Even though you’ve already discussed the details, it’s always a good idea to remind them of their start date and working hours.
A quick message to confirm their official start date, along with a friendly welcome, will help set the tone for a productive working relationship. This simple step ensures that everything is clear and avoids any misunderstandings about when they should start or what their initial tasks will be.
2. Schedule a Kickoff Call
Once the start date is confirmed, schedule a call to officially kick things off. Whether it’s a video call or just a voice call, having that first conversation is crucial. It’s your opportunity to reinforce expectations, introduce your business culture, and ensure they feel comfortable from the start.
During the call, cover the following:
- A quick recap of their role and responsibilities.
- A rundown of any specific tools or software they’ll be using.
- Your expectations around communication, deadlines, and reporting.
If your new hire is handling a critical role, like customer support or finance, make sure to explain how their work ties into the broader business strategy. This is particularly important for positions that have a direct impact on profitability—whether it's helping you outsource customer support or letting you build a team of accountants and bookkeepers who are better than the outsourced accountant.
3. Provide Access to Tools and Software
Now that your new virtual staff member is officially part of the team, they’ll need access to all the relevant tools and software to perform their tasks effectively. This could include project management systems like Trello or Asana, communication platforms like Slack or Microsoft Teams, or specific software related to their role such as QuickBooks for finance roles or Zendesk for customer support.
One important thing to note: never share your password. Instead, use tools like LastPass or another password manager that lets you share access without revealing sensitive information. For example, if you’re using a project management tool or CRM, assign them access directly through the platform. This way, you maintain security while still giving them the tools they need to succeed.
Remember, the key is to make sure your new hire has everything they need to hit the ground running without compromising your business’s data security.
4. Reiterate Expectations and Responsibilities
During this initial communication phase, it’s important to reiterate the key expectations around their job role. While you’ve already covered this during the interview and onboarding process, now’s the time to ensure your new team member fully understands how they fit into the bigger picture.
Outline their daily tasks, key performance indicators (KPIs), and how they will report their progress. Clear expectations are the foundation for success, particularly when working with remote staff. This level of clarity ensures that your virtual staff member knows exactly what’s expected of them and feels confident about their role in your team.
5. Maintain Consistent Communication
After the initial communication, continue to touch base regularly, especially in the first few weeks. Remote work can sometimes feel isolating, so it’s important to keep the lines of communication open. Whether your new hire is handling customer support or involved in broader BPO services, keeping them engaged and informed is key to ensuring they feel like a valued part of your team.
Regular check-ins via messaging apps, video calls, or email help to create a sense of inclusion and accountability. The more connected they feel to your business, the better their performance will be in the long run.
Final Thoughts: Human Interaction is Key
The onboarding process doesn’t end with hiring—it’s just the beginning. The initial communication phase is where you set the foundation for a successful working relationship. It’s about conveying information and establishing trust, understanding, and a sense of belonging. Whether you’re hiring locally or remotely in the Philippines, it all boils down to basic human interaction.
Treat your virtual staff the same way you would an in-house employee. Welcome them, give them the tools they need, and make sure they understand their role and responsibilities. When done right, you’ll have a productive new team member and start building a relationship that will help your business grow in the long term.
Hiring virtual staff from the Philippines is one of the most intelligent decisions you can make to increase your profitability, and that goes for a wide range of industries. So whether you’re looking to outsource customer support, tap into BPO services, or build a finance team that’s better than the outsourced accountant, the key to success lies in strong communication and clear expectations from the start.
Happy hiring!
