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How Small Businesses Can Use Virtual
Employees To Grow Efficiently Presented by:
Jehan Noon Noon Dalton Founder & CEO
Agenda
Who is this for
My Background
What others businesses are doing?
Where to start?
Top 10 best practices
How to evaluate a provider
Top tools used while working virtually
Q&A
www.NoonDalton.com [email protected] 2
This Presentation Is For Business Owners Who:
Are looking to scale efficiently
Want to do more for less money
Are new to outsourcing / using virtual staff
Have tried to outsource in the past but did not receive the desired results
www.NoonDalton.com [email protected] 3
What You Will Learn
How other business owners have successfully integrated Virtual Employees (VEs) into their business allowing them to grow faster and at a lower cost
How to analyze your business to identify work that is best suited for lower cost Virtual Employee (VE)
Best practices for working with a VE
Top tools used to integrate a VE
How Noon Dalton VEs integrate into small businesses
www.NoonDalton.com [email protected] 4
My Background
Corporate
15 + years experience in Strategy & Outsource consulting with Deloitte Consulting & Noon Dalton
Consulted and serviced over 150 clients ranging from Fortune 100 to individually owned businesses
Entrepreneurial
Founded 3 companies in the last 4 years
All companies heavily rely on virtual employees from Noon Dalton and other providers
Education
Received an MBA and Electrical Engineering Degree from the University of Michiganwww.NoonDalton.com [email protected] 5
Case Study:Real Estate
Challenge
Owner was limited by how many orders the staff could process daily
Hiring more local staff would be too costly and would not produce the best ROI for her desired growth
Solution
Each staff member received their own virtual employee (VE) who learned the repetitive and time consuming tasks
After two weeks of working as a team the VEs took over the majority of the tasks freeing up time for the local staff
Results
The company hired 8 full time virtual staff which saved $350,000/year over local staff
Local staff shifted their free time to sales/growth activities which in turn earned them a spot in the Inc. 5000 fastest growing companies
Based on the seasonal work load the team was able to expand and contract the team as needed
6www.NoonDalton.com [email protected]
Case Study: Recruiting Firm
Challenge
A two employee recruiter did not have enough time in the day to speak with his potential recruits and search the job boards for new candidates thus limiting his earning potential
He had to turn down job requests from companies because did not have enough time in the day to source new candidates
Solution
The recruiter hired a Virtual Recruiting Assistant to focus solely on searching Linkedin and other job boards that matched his client’s job descriptions
After the recruiter identified the best candidates, the VE would then conduct advanced internet searches to locate personal emails, phone numbers, and other relevant information not originally shared
Results
The recruiter hired 2 additional VEs due to the successful outcome
The recruiter did not incur any additional training time, because the original VE trained the additional 2 VEs
Hiring 3 virtual staff saved $130,000/year in comparison to local staff
7www.NoonDalton.com [email protected]
Case Study: Lead Generation for Legal Education Firm
Challenge
Owner was looking for additional lead sources other than traditionally buying lists that were outdated and sold to industry wide
Wanted to build a proprietary database pulling from professional’s online profiles and websites, however this was too costly and technically complicated to scrape the information
Solution
Began using data entry VEs to build a database of all the lawyers across the United States by pulling information from their websites, ads, Linkedinprofiles, etc.
As those leads generated more and more business, they scaled to a team of 13 full time VEs working 8 hours per day 6 days per week generating new leads
Results
The company hired 13 full time data entry VEs which saved $550,000/year in comparison to local staff
Easily transitioned list building to different industries
Reallocated staff roles to urgent requests when extra help was needed
8www.NoonDalton.com [email protected]
Where would I begin to Outsource?
Questions Evaluation Metrics
(1)
Identify Tasks
What activities take the most amount of
time to complete or distract you from
your core role?
Are these repetitive activities?
Highly manual, time intensive activities
(Best)
Mostly automated with some manual
exceptions
Automated or quick tasks to complete
(2)
Complexity
Can you teach someone how to complete
this task virtually?
Low = Less than 15 min (Best)
Medium = 16 min – 2 hrs
High = 2hrs +
(3)
Duration
How many hours per month do these
activities take?
Over 40hrs/month (Best)
Between 10 – 40 hrs/month
Less than 10 hrs/month
www.NoonDalton.com [email protected] 9
Top 10 Best Practices For Training And Working With Your Virtual Staff
1. Feedback, Feedback, Feedback!
2. Screen share whenever possible
3. Train incrementally
4. Utilize all available hours by designating background tasks
5. Communicate and confirm priorities on a daily basis
6. Time box new activities
7. Better structure yields better results
8. Require your virtual staff to create process documents for new tasks
9. Monitor, Monitor, Monitor!
10. Review end of day status reports
www.NoonDalton.com [email protected] 10
Top 10 Traits To Look For In A Provider
1. Strategy & Operations
2. Enterprise vs. Individual
3. Dedicated vs. Shared model
4. Quality Control and Management Structure
5. Trial Period & Working Hours
6. Security / Data privacy
7. Company Location
8. Turnover Rate
9. Retraining Policy
10. Backup / Down Time
www.NoonDalton.com [email protected] 11
Most Utilized Tools Noon Dalton Uses Screen Sharing / Training
Team Viewer – www.teamviewer.com
Skype – www.skype.com
Logmein – www.logmein.com
Training
Cam Studio - www.camstudio.org
Jing - www.techsmith.com/jing.html
File Sharing
Dropbox – www.dropbox.com
Google Docs – www.Docs.google.com
VOIP / IM
Skype - www.skype.com
Gtalk – www.gtalk.com
www.NoonDalton.com [email protected] 12
Noon Dalton Operations Overview
U.S. based entity with 150+ full time employees in Udaipur, India & Dominican Republic
Over 15 years outsourcing experience
Operate a six day work week equaling 48 hours a week
U.S. time zone or overnight working hours
Dedicated full or half time employees
Three levels of staffing
Basic – Data Entry/Uniform Processes
Professional – Increased communication skills, analytical skills, and work experience
Outbound/Inbound Calling Representative – Hired based on client’s specifications
Fully secure facilities with virtual terminals and all activities monitored
No set-up fees or long term contracts
www.NoonDalton.com [email protected] 13
Additional Information / Next Steps
www.NoonDalton.com [email protected] 15
While this presentation was for a broad audience our firm offers a complimentary strategy session with a senior partner to assist identifying the best tasks to begin
If your needs and our capabilities match we can also offer a free week trial to experience the results of our VEs
For further questions or to set up a time to speak with one of our partners please email or call
1-877-820-6522
