Virtual Assistant - Training Resources

Virtual Assistant - Training Resources



Just a reminder that it is your business who is dealing directly with OVA to engage the service of a Virtual Assistant - you are also obviously welcome to source your own assistance with another person/company as well.

I only get my VA to work on administration type work - Travefy, Price Checking, Emailing Hotels - not actually booking anything as I personally find that too great of a risk, I also check over all of the the Travefy itineraries that she works on, as the accuracy is still my responsibility. She saves me a significant amount of time, but I am not putting the onus on her for it to actually be correct/checked in any way.

This is particularly important to take into consideration because your VA has no direct link/working agreement with Global Travel Network and therefore mistakes/errors/omissions are not covered by our Professional Indemnity Insurance.

It is also a service agreement with OVA, rather than employing or sub contracting, so it is not possible to add any employee insurance to my/your businesses.

For these reasons, I stick to admin work only, and need you to understand there is nothing we can do if you choose to get your VA to do bookings or type invoices and mistakes are made. 

Having said that - the amount of boring admin is abundant, so stick to doing the fun side of things, and get help streamlining the rest and you are in for a game changer! :-)
 
Providing training to your VA is your responsibility - it is crucial that you allow enough time to build the relationship and ensure they are set up properly to understand what you are wanting from them 

I have however, created some resources when I was setting things up myself, that are available to you to help with your onboarding and training :-)

K x

_____________________________________________________________


Additional Login Costs (if required)

VA Training Videos
www.globaltravelnetwork.com.au/va  (PW: GTN)

There are training videos specific to VA's who will be working within the GTN platform, as well as videos we have recorded together from calls - ie Booking Forms, Travefy Marketplace etc.

Travefy's Getting Started Training Videos - www.youtube.com/playlist?list=PLNGGGYVXVyIn17ZzUhFhH8lDmubDLH9n3
GTN Travefy Training - www.globaltravelnetwork.com.au/travefy (Basic training on the VA page, this has info on Marketplace & Webpages etc)
GTN Booking Forms  - www.globaltravelnetwork.com.au/quick-calls (March 18th)


Communication
You will split the cost of a GTN Gmail email address for your VA with whoever you are sharing their hours with - this will enable you to use email, chat, voice call, video call, send voice messages and share google docs (ie logins spreadsheet)
  1. Set up a chat with you and your VA
  2. Use this for communication during your set hours only (to respect/not interrupt the other consultants time)
  3. Within the Chat, you can also send a voice message if it needs a bit more explanation, or send a link to jump on a video call to share your screen for training:

    Or at the top....



  4. Outside of your allocated hours, use Monday.com / Email to send info or add tasks.... as a group, make sure it is clear to your VA that any emails you send outside of your allocated working hours are not to be read/actioned until they are back working with you.

  5. You can set up a folder & filter for each person in the group so that emails get sent to a folder in your VA's email inbox

Travefy
There are training videos above, I would highly recommend creating as many templates as you can so that it is both quick & easy for your VA, and so you can control the look of the Travefy Itinerary.

For example, I have one for the different airlines so that Laney can just click & add the relevant template and then attached the eTickets and reference number - I have loaded all of my templates to Travefy's Marketplace if you would like to save them to your own library - https://travefy.com/a/marketplace/search?q=gtn%2C%20airlines


Monday.com
Continuity is a really important part of creating a clear work environment for your VA - particularly when they are working with multiple consultants. It also means your VA will learn much quicker and will make fewer mistakes as they are not having to remember different things for different people.

Please make time to have a conversation with those you are sharing the work hours with so ensure you are doing things in a similar fashion, and create a training plan.

Monday.com offers a free version which allows two people and two 'boards' for tracking the work progress. There is also a paid version if you want to add more boards/people.

Please create and individual account that you will then add your VA to, and set up the boards in the same way with everyone in your shared hours group.

Setting Up Monday.com - https://youtu.be/Bw7sg-7QCxQ

Here is how I use them for Tracking Bookings & Progress  and Price Checking Hotels/Cars/Transfers etc



I use 🏨/🚗 to signify where I have booked it currently, I then get my VA to check the suppliers listed and enter the cheapest price that she finds (entering all prices is obvsiously a waste of time... I get her to book it if it's a flexible rate that can be held, or send me a note (see  next to pax name) to let me know if it's a non-refundable rate etc.... we also use this for adding notes, info, requests about that client/booking. 


ChatGPT
This is an invaluable tool for your VA to use to update hotel blurbs in Travefy and also removes the need to check spelling & grammar.

My recommendation is to set up a free account for your VA so that the program learns the style, and give them very clear wording to enter and then copy to Travefy.

As an example, I have one for resort style/beach properties and one for hotel/city properties... I have these saved in Laney's 'Keep' tab in her GTN Email account so that she can copy and paste each time and just replace the hotel/room type.

 

This is how it is formatted by chatPGT....




    • Related Articles

    • Virtual Assistant - Info & Pricing

      A number of consultants within Global Travel Network have teamed together to share hours with a full time VA through Offshore Virtual Assistants. OVA is an Australian based company that works with specific focus in the travel industry with VA's based ...

    • Adding Admin Staff to your Business?

      As you continue to grow your businesses, there have been some people choosing to employ someone to help them with the admin side of things. Here is the information regarding the costs to have additional licences/logins etc: VTO: $99/month An ...

    • Sabre Training (Full, Refresher, NDC & more)

      eClassroom - Instructor Led Refresher Training https://sabretrainings.netexam.com/?tkn=4C99329D-0495-429C-98F6-208CD8037237#:clscs120939 NDC https://sabretrainings.netexam.com/?tkn=4C99329D-0495-429C-98F6-208CD8037237#:clscs156044 All Instructor Led ...

    • Virgin Australia

      Reservations: 13 67 89 Consumer Website: www.virginaustralia.com Agent Website: www.virginaustralia.com/au/en/bookings/agents-corporate-bookings/agency-hub Virgin Groups Phone: 136 700 Email: groupsales@virginaustralia.com Booking Website: ...

    • Supplier Updates - Recordings

      Recordings of Supplier Update Presentations are uploaded on the GTN website if you aren't able to join in live so that you can watch back at a convenient time www.globaltravelnetwork.com.au/suppliers