So you're about to hire your remote team member and we're just as excited as you are!
In this guide, we share the most useful tips and tools on how you can seamlessly onboard and work with your virtual staff.
We recommend Deel.com to handle contracts and sending money to your offshore contractors. They have contract templates, a robust interface and an easy-to-use system to send money.
That is up to you and your legal team - but 98% of our clients classify their overseas hires as contractors. Most enterprises use the Deel Contractor plan, priced at $49 per month. Deel has contract templates to use for your new hires and they automate invoicing, expenses, time off, etc.
We strongly believe that all members of an effective remote team should have a second monitor and a headset with a dynamic microphone (if they do customer service or sales).
A second monitor allows team members to have two screens open and switch between web apps, browsers, team communication tools like Slack and generally accomplish tasks much faster.
Generally, brands like Acer are available all over the world, and we love the Acer 21.5 inch Full HD SB220Q or similar models. They are available for under $100 in most countries. We also like the Sceptre 20” 1600x900 75Hz Ultra Thin LED Monitor which can be purchased in the states for $60. Ask your new team member to tell you what options are common or available locally or online for them. The top of the line model we love for executive level team members is the LG 40WP95C-W - for around $1200 in the states.
A headset with a dynamic microphone can make a tremendous difference in audio quality - and with most overseas team members being english-as-a-second-language, audio quality can have a DRASTIC impact on how well they are understood by your customers on the phones.
A dynamic microphone eliminates background noise and improves audio clarity. For hiring Filipino VAs or hiring remote virtual assistants from other regions, clear communication is essential, especially when they are interacting with customers. This is ideal to eliminate background noise or noise from other speakers in the vicinity. Read this to learn more about the difference.
Some of our clients have noted an increase in the close percentage of salespeople who use a higher quality microphone - this stuff really matters!
We like the Shure WH20 or Audio-Technica Pro 8HEx headsets for our team members - both available for under $100 and available in most countries.
Tip: Ask your candidate to provide details on their laptop model, age and processor specs. It is generally not expected that you should have to buy your new team member a laptop and finding this out early can save you problems that arise from slow or unreliable machines.
Tip: Some countries have unreliable electrical grids - like the Philippines and South Africa. You should ask candidates from these areas if they have backup generators - this should be a requirement and is not something you should buy for your team members. Latin America generally has very reliable electricity and internet.
Your international team member will need a phone service to communicate with you and your customers or vendors. We recommend two service providers in this regard but there are a TON of great options.
OpenPhone is a simple and easy-to-use phone system that we love for small teams. It starts at $15 per month.
Ring Central is affordable and offers a great feature set. You can set up call trees (i.e. press 1 for sales, press 2 for service, press 3 for…), record conversations for quality assurance, and add a lot of team members with US numbers. There are also basic texting functions and you can forward calls to mobile phones. Ring Central's cost is about $20-35 per month per user.
GoTo (previously GoToConnect) is a more robust feature set and can link better with CRMs like Salesforce or Hubspot, but it is more complex and less user-friendly. This is often the better option if you have an outbound sales team or need follow-up text messaging. You can set up automatic text messages, API integrations and a more feature-rich call tracking and recording setup. A feature we love about GoTo is that you can leave automatic voicemail recordings at the push of a button. This is great if you’d like your appointment setter to leave a voicemail from your lead salesman, for example, or if one of your reps is tasked with leaving hundreds of voicemails daily. They can do this at the click of a button!
Most of our clients utilize GSuite and set up a new Google email account (branded under their own domain) with all new team members.
Do this and your team member will automatically get access to Google Drive and all of Google’s tools. We recommend setting up the email signature for the team member as part of onboarding.
Do not give bank account access to your international team members.
Many of our clients use an online banking service like Mercury or RelayFi to assign virtual credit cards to team members who need to pay bills or vendors. These online services let you manage permissions and set spending limits. You can also login and track spending on these cards easily.
Slack is a great daily comms tool that keeps everyone connected. It’s quick, reliable, and easy to use. Set up channels for different teams or projects to keep conversations organized. Don’t forget to add some fun channels—work should be enjoyable.
Zoom is essential for video calls. It’s simple, reliable, and packed with features like screen sharing and recording. Use it for team meetings, client calls, or training sessions. It keeps everyone on the same page, no matter where they are.
Google Meet integrates perfectly with GSuite. Schedule and join meetings directly from your calendar. No extra downloads or plugins needed. It’s straightforward and works well if your team already uses Google tools.
AI meeting tools like Fathom and Avoma help you get more out of meetings. They transcribe and summarize, so you don’t have to take notes. Action items are tracked automatically, making meetings more productive and efficient.
For times when you don’t need a live meeting, use Loom or CleanShot. They let you record and share quick videos. Whether it’s explaining a new process or giving feedback, these tools help you communicate without the need to schedule another meeting.
When you hire from the Philippines or hire from Latin America, understanding cultural differences is crucial. They have their own customs and holidays. Respecting these differences is important.
Ask your team members about the holidays they observe. It’s a good idea to plan around these dates. This helps avoid disruptions and shows you value their culture.
Remember, your team might be working during the US holidays. Be clear about your expectations. Be flexible with schedules. Flexibility keeps your team happy and productive.
Respecting cultural differences builds strong relationships. It’s a simple way to make your team feel valued.
(we have this guide, The Ultimate Guide to Filipino Holidays. We should update it and make one for every region we source from)
Be upfront about when and how bonuses are given. Set clear KPIs and regularly track progress—weekly, monthly, and quarterly. Your team should always know where they stand. There should be no surprises about whether a bonus is achieved or not.
Handling advances on pay or extra funds for equipment varies by company. We recommend saying NO to all advances on pay when team members request funds for generators or other equipment. Get a list of equipment in advance of employment from each candidate.
Notion is a powerful tool that keeps everything in one place. Use it to create, share, and track projects. Connect your projects to customized databases to further organize and manage information.
Asana is made to manage tasks and projects. It’s simple to set up and keeps everyone on track. Assign tasks, set deadlines, and see progress at a glance.
Insightful.io helps you measure productivity and keep your team focused. It unifies your remote team without losing efficiency. You can see how location affects performance, track time and attendance, and get insights into which tools your team uses.
KnowBe4 trains your team to spot phishing scams with real-world simulations. It has the largest library of phishing templates, making it easy to teach your team to stay safe. Tools like PhishER and Compliance Plus help you manage email threats and roll out training quickly, keeping your team secure and efficient.
Implement a solid password management system. Use password managers to generate and store complex passwords securely. Consider using tools like Google Authenticator for MFA.
Develop strong data loss prevention (DLP) policies. Focus on securing your data, not just controlling access. A good DLP policy helps you monitor and control sensitive information, reducing the risk of breaches and keeping your data safe.
Implement zero trust access controls. Trust no one by default, even those inside your network. Continuously verify users to ensure they have the right access.
While we provide comprehensive support in recruiting and sourcing candidates, the responsibility for the onboarding, training, and management of new hires lies solely with the client. Our company does not oversee or control the methods, processes, or content used in these areas. As such, we cannot be held liable for any outcomes resulting from the client’s decisions in these matters, including but not limited to, employee performance, legal compliance, or any other associated risks. Clients are encouraged to seek independent legal or professional advice as needed.
Whether you’re looking to hire from the Philippines, South Africa, or hire from Latin America, or expand with a mix of global talent, finding the right people is key.
Need to hire Filipino EAs or hire South African and Latin American remote employees?
We’re here to help. Contact us today to start building your dream team.
We'll find you amazing remote employees in the Philippines.
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