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Ethics and egos in virtual assistance and relationships

Leesa Barnes is very firm about this: outsourcing social media content and relationships is not okay.

I mostly agree. oDesk and Elance job posts recruiting people to write reviews and post comments praising products or places give me the heebie-jeebies, and there’s something Really Weird about asking someone to write fan letters to people you don’t even choose. I don’t invite random strangers to connect on LinkedIn or Facebook, and I don’t leave random blog comments in an effort to build links.

On the other hand, I think that a little bit of delegation–yes, even in your personal life–can be surprisingly helpful. I really appreciate the list of upcoming birthdays and contact information that an assistant prepares for me each week, because I’m otherwise horrible at remembering birthdays, and it turns out that acknowledging people’s birthdays makes people smile. I’m glad that I have someone doublechecking the dates and times of meetings, because I’ve been burned by that before. I like being able to respond to Facebook and LinkedIn messages without having to use the Web interface.

So there’s more to this than than just outsourcing, and I wonder how much of it is related to ego. ;) I don’t get frazzled by a lot, but I do know I tend to get mildly peeved when people impolitely make me feel bad because I didn’t make them feel important enough. For example:

  • When I confess that I’ve forgotten someone’s name, and that person doesn’t just gloss over it but instead further embarrasses me by dropping “obvious” hints, I’m less likely to introduce that person to anyone I know because I wouldn’t want him or her to inflict the same treatment on my friends.
  • When I’ve taken a little time and effort to reach out to people, and they zing me because they don’t feel that things are personal enough, I wonder if that defeats the purpose…
  • When someone gives me grief because I unfollowed them on Twitter, I can’t help but think they need to spend less time worrying about their numbers. ;)

Hmm. When I get a half-joking prod about whether or not I had a virtual assistant handle a social gesture, I may send that person a link to this blog post.

What’s important in a social gesture, anyway? Is it that someone holds all of the information about you in his or her head, or that someone cares enough to look it up or have it available? Is it that someone thinks about you all the time, or sets up ways to be reminded of you every so often? Is it that someone reads your blog and follows your tweets almost obssessively, or that someone’s willing to ask you questions about what you’re excited about and to listen to your update, and perhaps even drop by once in a while? (You can tell what I think. )

If I had someone whisper in my ear the likes, dislikes, and conversational topics related to whoever’s walking up to me, I’d love that. I can’t remember everything on my own. Knowing more allows me to be of more help. Also, it makes me less stressed about interacting with people.

If it offends someone that I don’t remember everything about them right away, or that I don’t know about the latest posts on their blog or the latest tweets they’ve shared, well–that’s probably more related to their ego. I’d be happy to let them take the initiative in the conversation. Most people forget, which is an interesting thing.

And if you find yourself having that kind of a reaction… stop and think about it for a sec, mmkay? =) Maybe you don’t need to react that way. There’s a space between stimulus and response, and you can decide how you perceive things. If you find yourself focusing too much on a perceived slight, try to move past it and focus on the good stuff instead.

Of course, other people get the same deal. If you meet me and you have no idea what I’ve recently been writing about or working on, that’s totally okay. If you say you can’t remember my name, I’ll happily reintroduce myself, no hard feelings. (In fact, if you hesitated even a little bit, I’d probably already have reintroduced myself by that point.) If you say, “Nice to meet you!” when we’ve already met, I’m never going to give you a hard time about it.

So yes, I’m fine with delegating relationship-related tasks to virtual assistants (not all, but more than most people do). I think that people can help me both be more thoughtful and learn to be more thoughtful, and I think that there’s more to building relationships than just the mechanics of social gestures.

And yes, W- knows I’m learning more about delegation, and why I’m learning about delegation, and he thinks it’s a good thing. He’s so awesome. =)


This post was inspired by danielpatricio‘s tweet, which led me to leesabarnes’ tweet, which led me to her blog post, which tapped into something else I’d been meaning to write about because people occasionally do that “of course you should be able to remember my name” thing. =)

Short URL: http://sachachua.com/blog/p/5973

Virtual assistance and a review of TimeSvr, ODesk

I’m starting to get the hang of this delegation thing, and I like it.

Jeff Widman pointed me to TimeSvr.com, a virtual assistance outsourcing service that’s priced much more affordably than similar services like AskSunday, GetFriday, and LongerDays. With a USD 69/month plan, you get unlimited 15-minute requests and up to 8 hours for complex tasks.

I took advantage of their a free 3-day trial period to give them a whirl, sending them 10 small tasks I’d been meaning to work on.

Tasks with clearly defined processes (approve Facebook friend requests except for those who found me through Friend Finder, request books from the library, post my checked-out books on LibraryThing and Shelfari) worked out pretty well. I may set up repeating tasks to take care of these things.

Web research tasks had mixed results.
When I asked them to find me a Linux-compatible black-and-white laser printer and scanner that could do both sheet-fed and flat-bed scanning, they recommended two Samsung printers available from FutureShop. One of them didn’t do sheet-fed scanning, but the other was a pretty good deal, and we went out and picked it up the same day. (I’m very happy with my new Samsung SCX-4828 – it actually works!) When I asked them to find me that Firefox extension that adds numbered shortcuts to Google Search results, I got back a page that didn’t have anything to do with it. Your mileage may vary.

How does this compare with the dedicated virtual assistants you can hire from oDesk or other services? I’m coming to similar conclusions as Sid Savara in his post Can Virtual Assistants Make Your More Productive? An Experiment, and a TimeSvr Review (with pretty diagrams!). TimeSvr’s 24/7 availability is a big bonus. Because of their focus on 15-minute tasks, I don’t feel nearly as guilty assigning them routine, well-defined tasks. On the other hand, I’m quite impressed by the initiative and personal development shown by one of the VAs I’ve hired off oDesk. I think web research tasks benefit from having someone build up background information and certain tasks benefit from processes that we develop, so I can lean towards asking her to do more of those kinds of things.

I’ll continue with TimeSvr past the 3-day free trial to get a sense of what my small-task volume is like over a month. I’d already carved out a small portion of my budget for outsourcing experiments because I see it as valuable (and otherwise hard-to-get) education on delegation and management, and that + a little web research by Ana would fit in my budget nicely. After a month, I’ll review it to see whether it’s been a good fit, and what would make it even better.

UPDATE: Added affiliate link to TimeSvr for better tracking. Disclosure: If you do sign up and you like it, I’ll get $10 from that, up to a maximum of $30. =)

Short URL: http://sachachua.com/blog/p/5896

Tungle for the win: kaizen and calendar management

Life just keeps getting better and better. =) So after I posted that quick note about Timebridge, Aidan Nulman nudged me about Tungle. I asked Ana to look into it, updating the calendar management process along the way. Based on a little exploration, I think Tungle wins in terms of calendar management. =) It can synchronize with my multiple Google Calendars, show all of my Google Contants on the left side, and automatically avoid double-booking. I’m in love. (TimeBridge, AgreeADate, I hope you’re listening – keep up with the competition!)

So in the spirit of sharing, here’s our newly refined calendar management process. Ana even went to the trouble of adding screenshots – how cool is that?

Setting up appointments:

  1. Login to http://www.tungle.com, see Accounts and Passwords section for the login information.
  2. The screenshot below shows an example of a personal Tungle Page. To set up an appointment, click on Schedule a meeting at the upper left side of the screen.
  3. Fill in the fields.
    1. Subject of the Event
    2. Choose from the dropdown list for the duration of the meeting/appointment.
    3. Meeting Location (Note unless specifically specified on Sacha’s meeting details, here are Sacha’s Venue Preferences:
      • Lunch during weekdays
        • Ichiriki – Japanese – 120 Bloor Street E, Toronto Hours: 11:45 – 2:30?
        • Camros Eatery (http://www.camroseatery.com/) – Vegan – Hours: M-F 11:30am to 7:30pm (no travel time necessary)
      • Weekends: Linux Caffe (http://www.linuxcaffe.ca) – 326 Harbord Street, Toronto. Hours: M-F: 7am to 11pm, Sat 10am to 11pm, Sun 10am to 5pm
    4. Click Add for every person added in the list of Invitees.
    5. The calendar on the lower part of the page is linked to Sacha’s Google Calendar so you will know which hours and days she is available. Highlight available times or as instructed by Sacha.
      Additional Information in selecting time:

      • Offer 3-5 choices, conflicts and double bookings will not be a problem with Tungle since it is synchronized with the Google Calendar.
        1. For in-person meetings, I prefer lunch (12:00 PM – 1:00 PM) or coffee/tea/hot chocolate (any time between 3:00 PM and 5:00 PM), preferably on a Thursday or Friday
        2. For phone meetings, I prefer calls on Saturday or Sunday (9:00 AM – 9:00 PM), preferring Saturday afternoon
      • Sacha’s Google Calendar will be automatically updated as soon as invitees send back their confirmations.
    6. Click the RIGHT arrow beside Step 1 of 3.
  4. Step 2 shows a summary of the tentative dates you are proposing to the invitees. Click on X if you have entered an incorrect entry and go back to Step 1. If the details are all correct, click on the RIGHT arrow button to proceed to Step 3.
  5. For personal message refer to instructions below. Then click PREVIEW.
    • For phone appointments, include the following segment in the Personal Message box:

      Times are in your current time zone by default. If the timezone is incorrect, use the “Change” link above the calendar.

      Sacha Chua’s contact information
      Skype ID: XXX
      Mobile number: XXX
      Work number: XXX
      E-mail: XXX

    • For in-person appointments, include the following segment in the Personal Message:

      Sacha Chua’s contact information
      Mobile number: XXX
      Work number: XXX
      E-mail: XXX

  6. Check meeting details. Send invitation.
  7. A confirmation box will be shown to you after sending invites. See screencap below. Close.

Short URL: http://sachachua.com/blog/p/5880

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