As soon as a new outsource provider, the use of Basecamp is introduced to him right away. This is the team's daily means of communication. Before we found out the benefits of Basecamp, we have been using Gmail to send all our emails back and forth. The problem we encountered here is that we needed to have a project manager who will be able to keep track of everything.
If becomes a member of our SEO company or another team member started to work with an assistant because someone else was away, then they wouldn't know where things were up to. So we use Basecamp as a centralized place to check in and see where the assistants are up to and do the day by day communication.
For those of you who don't know Basecamp, do a little bit of research but there are whole lot of different ways that you can use it. We've tried doing things where we set up individual tasks and individual processes that are related with SEO services. Under this area, it used to be based on tasks so article writing used to get their own section and then everything to do with article writing went under that section, so that way more assistants were working on that.
But this system that we have created did not work positively in all areas. What we found to be working best is to have a thread for each outsource provider. In this, each of the assistants gets their own thread.
Before all my assistants go to work, they all have start of day calls which is done daily. My project manager does all the chatting with each of the assistants. All the things that they talk about within the call will be documented in the Basecamp. So he has a start of day call where he chats with them to get them up to speed and then those bullet points are logged in. This is the way I keep track of what has been discussed between the assistants and the project manager. From the supervisor it goes to the person then supervisor again and person again and then to the assistant.
There is also an end of day email. This provides you a guide about the assistant's task or SEO training. One cons of outsourcing, which is miscommunication, becomes prevented by the implementation of this. An assistant gets to document everything she accomplishes with in the day and the issues she encountered and questions she might have. Through Basecamp, the supervisor can jump in and be updated of where the process is directing to.
What then are the details of an end of day email? This email shows exactly what a specific assistant has done for the whole day. They are listed in bullet form. Along with them are the number of hours and minutes spent in accomplishing each of the tasks. We document this for each outsource provider as we have an expected time of accomplishment for each of the tasks. This is some sort of an average time that we set. At times, an assistant may use up longer time in finishing a task. I do not say that she is taking advantage of my time right away. I give her the benefit of the doubt and teach her techniques to finish tasks quicker.
If becomes a member of our SEO company or another team member started to work with an assistant because someone else was away, then they wouldn't know where things were up to. So we use Basecamp as a centralized place to check in and see where the assistants are up to and do the day by day communication.
For those of you who don't know Basecamp, do a little bit of research but there are whole lot of different ways that you can use it. We've tried doing things where we set up individual tasks and individual processes that are related with SEO services. Under this area, it used to be based on tasks so article writing used to get their own section and then everything to do with article writing went under that section, so that way more assistants were working on that.
But this system that we have created did not work positively in all areas. What we found to be working best is to have a thread for each outsource provider. In this, each of the assistants gets their own thread.
Before all my assistants go to work, they all have start of day calls which is done daily. My project manager does all the chatting with each of the assistants. All the things that they talk about within the call will be documented in the Basecamp. So he has a start of day call where he chats with them to get them up to speed and then those bullet points are logged in. This is the way I keep track of what has been discussed between the assistants and the project manager. From the supervisor it goes to the person then supervisor again and person again and then to the assistant.
There is also an end of day email. This provides you a guide about the assistant's task or SEO training. One cons of outsourcing, which is miscommunication, becomes prevented by the implementation of this. An assistant gets to document everything she accomplishes with in the day and the issues she encountered and questions she might have. Through Basecamp, the supervisor can jump in and be updated of where the process is directing to.
What then are the details of an end of day email? This email shows exactly what a specific assistant has done for the whole day. They are listed in bullet form. Along with them are the number of hours and minutes spent in accomplishing each of the tasks. We document this for each outsource provider as we have an expected time of accomplishment for each of the tasks. This is some sort of an average time that we set. At times, an assistant may use up longer time in finishing a task. I do not say that she is taking advantage of my time right away. I give her the benefit of the doubt and teach her techniques to finish tasks quicker.
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