"I've spent thousands and thousands of dollars on outsourcing, and hundreds of hours of time wasted…" says Ben Brandes,  affiliate manager for leading multi-tool platform FusionHQ –

"I'm going to give you the 5 best tips I have learned over the years so I can help save you a ton of time and money."

My very first outsourced project was an online website with an integrated affiliate system and lead generation software built in. It was a huge learning experience for me.

I actually paid someone $1000 to help make sure that it was completed with the least amount of resistance. I was told she had a lot of experience working on projects, so I thought it’d be wise to get her help rather than starting from scratch.

I spent hours writing scopes, videos, flowcharts and was told the project would all be completed in 10 days. Long story short, 3 months later, I had gone through 3 different programming teams and the project was still not completed.

I ended up ditching the project as it was getting too complicated and costing more than I’d like. All up I invested about $4000 in that lesson. So after 3 months of pulling my hair out, what did I learn?

1. Be absolutely clear on exactly what you want done

I'm primarily visual so for this project I actually went and bought some wrapping paper, then drew on the back of it. I drew all the pages I wanted created and their design. From there I could take photos and record it using video. This helped me get clear on exactly what I wanted.
When writing the scope its best if a 9 year old could understand it. Write it as though you’re telling a 9 year old what you want. Make sure you use screen shots if possible.

If designing a site or online system it’s very beneficial to find a similar system to “model”. This saves a lot of explanation and removes a lot of room for error due to mis-communication.

To avoid mis-communication early on, it is best if you –

2. State your expectations up front

Before they start any work it’s important they understand your expectations and terms. After talking with them and negotiating the price I then state all the terms in an email and make sure they agree to them.

One time I spent 3 hours explaining a project with someone, only to find they weren’t going to charge me $300 (like they said on the quote) they decided they were going to charge me $1600.

From then on I always spoke about terms and expectations for a project before I explained the whole scope to make sure they understand it.

In the terms email I say “so I will pay you $___ paid on completion of the project. I expect a daily report on what you do sent via email every night so I can keep track of the progress. I also require you to be on skype while working in case I need to contact you. Do you agree to do that?”

Now obviously it all depends on the situation, for example if you’re hiring a virtual assistant you don't say “paid on completion”. You usually work out a monthly fee then decide on the payment method and whether they’re paid weekly, fortnightly or monthly.

Every situation is different, for all my outsourcing my preferences are they are paid weekly via Paypal, they send me a daily report and they’re on skype. Also usually working from 9am to 5pm (depending on the type of work I am getting done).

IMPORTANT: If you’re using ESCROW (which is where the money is held while the project is being done) make sure you document all important changes within the ESCROW system.

The paid on completion through ESCROW is based on what has been communicated within the system.

So a good idea is to organize it on Skype then tell them you’ll send them it within the outsourcing system you’re using and get them to agree to it. That way you cover your ass for having to pay for a job that isn’t complete.

When it comes to explaining the project, it’s important that you

3. Make sure they understand

When you first explain the project to the person make sure they understand. Asking “Do you understand?” is not good enough! I like to ask “What questions do you have?”

After that I will then get them to explain it back to me. That way I am sure they actually do understand it.

I found that a lot of the time people say they understand and then they try and figure it out later. By the time I see their work, it’s obvious they didn’t understand. Communication is key – get them to explain the job back to you, it’s well worth the time to avoid major mistakes on the project.

4. In the scope use a secret word

This is a tip that has saved me lots of time, energy and money! When you post a job you will find you get different types of replies.

Most of them are automated messages that could not have possibly read through the scope.

You want to make sure that the person offering to do your project read the scope and hopefully understands it.

So how do you make sure they’ve read it?

That’s easy, at the very bottom of your scope, in big green text write the following “If you understand this scope and are ready to do this, please reply with the secret word “ready” to let me know you’ve been through the scope.”

It amazes me at how many people don't actually get to the bottom of the scope. When you get a whole heap of bids, only consider the replies that have your secret word in it.

This saves a lot of time because you can identify the people who have read the scope and you cut out all the people who didn’t read it.

5. Get a daily report

In the past I used to just trust my workers to work. I found that if I didn’t keep on top of them they would either slacken off or not do the work at all.

It’s important to check up on them daily to ensure they’re doing the work correctly and efficiently. Remember to give lots of feedback, especially early on. That way they know their work needs to be accurate and will get it right in the future.

Make sure you actually do check their work! In the past I’ve just assumed it was correct and had to go and re-do a lot of it.

Outsourcing is an amazing skill to have, when you master outsourcing it means you can master implementation. When you can implement ideas and get things done, that is when you get results.

Outsourcing allows you to leverage other people to get more done and free up your own time. These outsourcing tips have been learned the hard way.

Have fun with it and be persistent!

Id love to hear about any other advice you guys have out there…

Ben Brandes is an affiliate manager for the leading multi-tool platform,  FusionHQ

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Having a Virtual Assistant may be new to you, as compared to having your assistant in your office for face-to-face discussions about projects. How can you make your new working relationship effective?

In her recent blog post, Sue Canfield offers three tips:
1. Take advantage of today’s technology by utilizing what works best for you. Do you prefer email, telephone conversations, or another tool as your primary communication method? Consider trying something innovative, such as Skype or eFax. Once you determine your preference, your VA will be able to respond in the fashion that is most effective for you.
2. Decide how often you wish to communicate with your VA. If your project has deadlines, you may require frequent progress reports, especially if your working relationship is new. However, if your schedule is demanding, you may prefer to designate a specific date and time (such as Monday at 8:00 am). Remember that your VA’s role is to offload tasks so that you can utilize your time efficiently.
3. Be clear as to your expectations. You and your VA can team successfully if you both have the same goal.

Applying these ideas should make your relationship with your virtual assistant mutually profitable.

Generally speaking, an independent VA may be a more economical choice than an agency, as an agency's fees include their own commission. The benefits of agencies include that the VAs they represent are screened, well qualified, and specifically assigned to a project based upon her/his skill set.

In addition, should the VA assigned to your task fail, another can take on the job and complete your assignment satisfactorily. This is not to imply that independent VAs are not highly skilled, but in the event that her/his work is sub par, there is no other VA to whom your task could be re-assigned. You would have to find another VA, or attempt to resolve the problem satisfactorily.

A contributor to the publication "Outsource Outtakes" presents an example of a situation in which an agency, or better investigative interviewing, might have served his needs more efficiently.

In this scenario, the client contracted with an independent VA specializing in website updates to add some new links to his website. Giving the VA a "soft" deadline, he left the professional to his work, and did not check in until that deadline was upon him. The VA did not return phone calls or e-mails, so the client solicited help from a friend to complete the task. When the VA reappeared, he claimed that he had done the work, but had just not submitted it. They settled on a price to resolve the matter.

What the client learned was that he had no backup plan when he contracted with the VA who failed to follow through. Unable to complete the task himself, he would have had no updates for his website had his friend not helped him out.

He realized that in the case where a task is critical and requires specific knowledge, an agency or simply more advance investigative interviewing would have served him better. Had he used an agency, he would have had a manager with whom to communicate.

Had he obtained references, he might have learned that the VA he chose might not have been an ideal candidate for meeting deadlines. He strongly suggests that if you choose to work with an independent VA, that you check references, and check in frequently to assess progress, rather than waiting until a deadline is approaching.

For more outsourcing tips, read "Outsource Outtakes" here. For information on how a virtual assistant can help your , visit Virtual Staff, Inc. at this Link.

As an entrepreneur it’s important that people– vendors, current and prospective customers and potential investors– not perceive you as a “Mom & Pop Shop”. This kind of perception can spell disaster for any small business.

Including a Virtual Assistant as part of your team shows that you are profitable enough to retain staff. Having an assistant will show potential investors that as the owner you are available to grow your client base and develop new products and services.

It's not just about perception either. A Virtual Assistant is a highly skilled professional. This individual will be trained in all aspects of administrative support and some even specialize in fields like real estate or accounting. A team member with these skills will provide peace of mind and the time you need to break onto the scene as an up and coming success.

The most "in demand" skills now needed in the marketplace are social media networking capabilities. If you are working with a VA, consider paying for training in these essential skills through VAClassroom. Or take the course yourself, for more direct benefits, and delegate intelligently to your virtual assistant, to keep your business name and services on the forefront. Check out VAClassroom – social media marketing specialist training here.