In my corporate days, I often heard executives tout their “open-door policy.” It sounded great in theory, but in practice, those doors were often closed — both literally and figuratively. Higher-ups frequently seemed reluctant to hear about real issues from employees. This disconnect left a lasting impression on me. 

That’s why when I founded HireSmart Virtual Employees with my husband, we made “availability” one of our core values. I’m always ready to meet with clients and staff, and I expect the same from everyone who works for us. It’s not just a policy; it’s a key component of two other HireSmart core values: service and relationships. You can only provide good service if you are available, and you can only develop relationships of trust if you’re there when needed. 

That’s why being available can’t be left to chance. It’s an upfront decision that’s “simple but not easy.” So, how do you make this simple choice stick in your business?  

When It Comes To Time Management, Embrace Being ‘Chunky’

Here are five tips to help you and your team prioritize availability as a core value: 

1. Implement a Quick Response Policy: At HireSmart, we have a two-minute rule. All virtual employees must acknowledge client requests within two minutes. They may need time to work on the answer, but the client knows they’re ready to help. Consider adopting a similar policy in your business. Set clear expectations for response times, whether it’s to clients, colleagues, or team members. This doesn’t mean you must solve every problem instantly, but a quick acknowledgment keeps a person from feeling ignored, which none of us like.

2. Schedule “Open Office” Hours: Block out specific times in your calendar for open communication. Perhaps you have a daily “office hour” where team members know they can drop in with questions or concerns. For remote teams, this might be a virtual meeting room that is always open during certain hours.

3. Leverage Technology Wisely: Use tools that support availability without creating constant interruptions. That might mean setting up status indicators in your team chat app, using shared calendars effectively, or implementing a ticketing system for client requests. The key is to find a balance between being accessible and maintaining focus time for deep work.

4. Train Your Team on the Importance of Availability: Make availability a part of your onboarding and ongoing training. Discuss what it means in practice, why it matters, and how to manage it alongside other responsibilities. Encourage team members to share their best practices for staying available while managing their workload effectively. As I mentioned, “availability” is one of our core values. Make sure your team understands it’s one of yours as well. 
5. Lead by Example: As a leader, your actions set the tone. Be consistently available to your team and clients. When you can’t be immediately available, clearly communicate when you will be. Being available doesn’t mean being at everyone’s beck and call 24/7. It’s about being present and responsive during agreed-upon times.

How HireSmart VEs Support Your Availability Goals 

At HireSmart, we pride ourselves on being ready and attentive. We’re always present in the virtual world for our clients. Our two-minute rule ensures that clients can easily find out where their VE is and what they’re doing. Our VEs also report to our clients on their actions every two hours. 

HireSmart VE Is Always Available for His Family and Profession 

By partnering with HireSmart, you can extend your availability without stretching yourself too thin. Our VEs can handle many day-to-day communications and tasks that might otherwise overwhelm you, allowing you to focus on being available for the most critical interactions. 

Budgeting for availability is about more than just time. It’s about attention, responsiveness, and commitment to your clients and team. It’s a simple concept but one that takes commitment, which is crucial to quality business relationships and overall success. 

Want to Up Your Hiring Game?

Please understand that when you partner with us, we’re available for you. We don’t just link you with an employee and leave. We’re always available if you have questions or issues.  

That faux “open-door policy” I frequently witnessed in the corporate world doesn’t cut it at HireSmart. We’re the real deal on availability. I make sure of that because it’s baked into our processes. It’s who we are.  

Ready to explore how a HireSmart VE can help you enhance your availability and service? Click here to schedule a consultation. Let’s discuss how we can support your commitment to being there for your clients and team.