Employing a Virtual Assistant to Scale Your Time and Business

Employing a Virtual Assistant to Scale Your Time and Business

Hiring a virtual assistant is a great way to scale your time and business. If you’re an entrepreneur or employee in the modern world, you probably have an endless to-do list. Effective prioritization is one way to work on this problem. But even if you do that well, you may still need more support. This is where virtual assistants (VAs) come in. Virtual assistants are part- or full-time contractors who support your business. VAs typically help you with administrative tasks and repetitive, energy-draining work. You can hire smart, widely-skilled VAs for $5 an hour. With this support, you can focus on the biggest opportunities for your business. You will also have more time for the activities you enjoy outside of growing your business. All that said, hiring someone for your team can be scary. Especially if your business is still losing money, you may want to tackle everything on your own. The problem with this “do everything” approach is two-fold. First, you will move 3-4x slower than someone who has a team. Second, you will likely burn out. If you try to do everything, you will increase the probability that your business will fail. VAs are a great solution to this problem. You can hire a smart, widely-skilled VA from the Philippines for $5 an hour. When I hired my first VA, I had no idea what I was doing. But as I’ve hired more virtual assistants, I’ve how to find good people. With less on my plate, I’ve tripled my creative output. I’ve also had more time to surf, hang out with my girlfriend, and enjoy life outside of work. Below, I share my process for hiring skilled virtual assistants for your business. My process is not perfect, but it’s worked for me. My hope is that it also works for you. Why Are You Hiring A Virtual Assistant? Before you hire a virtual assistant, you need to know why you’re hiring this person. I decided to hire a VA because I felt like I couldn’t focus on the most fulfilling and high-impact parts of my business. Instead of learning, writing, and podcasting, I spent too much time on tedious tasks. For example, after writing an article, I spent hours finding images, formating content, and so on. I could do these things, or for $10, I could hire someone else to do them. With those extra 2 hours, I could write more articles or do something else I enjoy. So my “why” was about freeing up time to focus on the work that brings me the most joy. Your “why” may be different than mine, but it’s important to define it before you hire someone for your team. What Do You Want The Virtual Assistant To Do? “You don’t hire for skills, you hire for attitude. You can always teach skills.” – Simon Sinek Once you know why you’re hiring a virtual assistant, you need to identify the specific tasks that they will work on. Don’t take shortcuts here. To hire the right person, you need to be clear about what you want that person to do. That way, you can identify someone who has the right skills for the job. It’s tempting to look for a “magical VA” who can do everything. But no one can do everything. VAs are people like you and me who have strengths and weaknesses. If you expect to find someone who can do everything, you’ll fail. Instead, define a specific list of tasks and projects that you want your VA to work on for the next 6 months. You can always make another hire down the road if you need to do so. Where Do I Find A Virtual Assistant? There are many places to find VAs, but I used Upwork. If you use my process on Upwork, you can find a good VA in 7-14 days. To hire a VA on Upwork, you need to create a profile, post a job description, create an assessment, and interview candidates. Below, I explain how to do the last three stages of this process. What Do I Include In My Job Description? Most people get job descriptions wrong because they don’t take the time to get them right. Be specific in your job description. Define the primary projects and tasks that you want the person to do in the next six months. Think about the skills required to do those projects well. And remember, you can often teach people skills if they have a good attitude. When I hired a VA, I wanted someone who could manage databases, write emails, transcribe audio, and do internet research. I also waned someone who could speak English fluently. Those were the most important skills. I could teach everything else. Finally, I wanted someone who could work with me over the long-term. So I wanted them to be interested in my company and have at least 20 hours of availability every week. Here’s the job description I used. Trusted Virtual Assistant – Experienced, Organized, and Dedicated I’m looking for an experienced virtual assistant to help support my business. Ideally, we can work together flexibly on a long-term basis. To be considered for the role, you must be fluent in written English, organized, have strong attention to detail and research skills, and be able to manage email outreach campaigns. We will work together on a number of projects, including conducting online research, organizing information, email outreach and follow up, data entry, transcribing audio files to written text, uploading content to a website, and more. To be considered, you need to be available for at least 20 hours a week. Before hiring for the long-term position, I’m offering $10 for a 1-2 hour test project designed to help us evaluate how well we will work together. If you want to be considered for the long-term role, you’ll need to apply for the role and complete this assignment, which you will be paid for. Proposal Question: Tell me about your prior experience as a virtual assistant. What were your responsibilities? How did you build the relationship with the client? What mistakes did you make, and how did you address them? What Is The Assessment You Mentioned In The Job Description? To evaluate someone’s skills and attitude, you need to work with them. A test project is a great way to do that. Before making a hire, it’s best to give someone actual work and pay them for it. This will give you the best sense for their skills, work quality, and how you will enjoy working with them. The most important part of an assessment is to actually test the skills that you need. It should give you the best clarity possible that the person can do the job you’re asking. When I create assessments, I usually include work that I’m currently doing or that I’ve done recently. That way, I have a good sense of what it takes and what quality looks like. The last point on assessments is that you need to pay people. Don’t be the person who uses assessments to get free work – that’s not the right thing to do. Here’s the assessment I used. Hi, thanks for being a part of my project! This brief assessment should take 1-2 hours to complete. If you do an exceptional job on the assessment, I will invite you to interview for the opportunity to work with each other on a long-term basis. We will work together at least a few hours per week at a rate of $5/hour. For the assessment, please complete the following: Part 1: Transcribe this short audio recording into text. (I provided a 1.5-minute audio recording). Part 2: I’m interested in understanding what software I should use to start building links to content on my website: calvinrosser.com. Do some research on potential tools and provide a list of the top 5 email outreach providers. In your list, include details on pricing, features, and your recommendation for the provider. Part 3: Read my website and use what you learn to do the following: Imagine that I’ve been asked to be a guest on a podcast about entrepreneurs who are trying to change the world. Write a three-sentence bio that describes who I am, what I’ve accomplished, and what I care about. Imagine that I want other bloggers or sites to link to my latest article on goal setting: https://calvinrosser.com/goal-setting/. Write an email to one of the bloggers that will make them want to link to and share my article. Best of luck! I’m looking forward to working together! How Do I Get Candidates To Apply For My Job Posting? Once you post your one-time, hourly project on Upwork, it’s best to invite a few potential candidates to apply for the job. I filtered for people from the Philippines (the best place to hire VAs), who charge $5/hour, and who have good reviews from former clients. Once you invite a few candidates, wait a day or two to see what candidates apply for your job. How Do I Review Candidate Applications? Evaluate candidates based on criteria you care about. I looked for good written English skills, relevant prior experience, and good reviews from former clients. Choose the best three to five candidates. Then, reach out to let them know that you’re chosen them to do the assessment, and send them the test project. I ask candidates to complete the assessment in 72 hours. You will pay each candidate $10 for completing the assessment. So if you hire someone from this group, you’ll pay $30-50 to find a great virtual assistant. How Do I Evaluate The Candidate Assessments? First, look at the project holistically. Ask yourself, “If I were to give someone this project as a member of my team, would I be happy with the output?” Then, evaluate candidates on each of the core skills. I rate how well the candidate did on each skill on a scale of 0 (terrible) to 5 (excellent). Rarely, if ever, will you find a candidate who has 5’s across the board. If someone scores a 0 on a core skill, such as English proficiency, they’re out. From the pool of assessments, I invite the best two candidates for a Zoom interview. What Do I Ask In The Zoom Interview? This is the final interview, so be intentional about what you want to ask. On the technical side, I ask questions about the assessment and their experience with specific tools. On the personal side, I ask questions about their motivations, career goals, and interests outside of work. Here are some sample interview questions. Background and Fit Questions How did you end up where you are today? What do you enjoy doing outside of work? What type of work are you best at? What are you most interested in learning more about? What are you not good at? What work do you prefer not to do? Performance Questions How did you go about doing [x] on the assessment? What parts did you find most challenging? What would you do if I gave you an assignment, you thought you understood it, but then later you realized you didn’t understand it? You’re working on an urgent deadline and your computer crashes, or your internet goes down. What’s the first thing you do? (The weather in the Philippines can sometimes cause internet problems, so it’s important to know what will happen in this scenario.) Tool and Skill Questions Have you used Slack or Trello before? How do you like to receive feedback? Have you worked with a WordPress blog before? How do you like to receive feedback? Admin Questions Are you working with other clients? What’s your availability? Is the pay of $5/hour okay? What are your schedule restrictions? What is your preferred schedule? How quickly do you respond during working hours? What’s your email? Are you comfortable getting paid bi-weekly through Paypal? I finish the interview with the next steps. If I want to hire the candidate, I let them know and send a contract. If I don’t want to move forward, I let the candidate know right away. If I have another interview to conduct, I’ll tell the candidate and let them know when they’ll hear back from me. I’ve Found The Right Candidate. What Do I Do Next? Congrats! You’re one step closer to scaling your time. I send the candidate a contract that details the job responsibilities, hourly rate, payment schedule, expense policy, work product ownership, and so on. You can find a number of templates online that you can then customize for your specific needs. Once you’ve made a hire, set a start date. Before the start date, start preparing everything that you’ll need to make your new hire successful in the role. Get them access to the right tools, create training videos, design work product templates, and so on. Once your virtual assistant starts, spend the first month evaluating their fit. While a good interview process will minimize false positives, it’s possible you didn’t make the right hire. If it’s not working out after a month of working together, I recommend letting the person go and kicking off another hiring process. It will work out better for both of you in the end. What Else Should I Know About Hiring Virtual Assistants? A $5 hire from the Philippines can do more than you would think, but they also need the right training and clarity from you. Don’t be lazy with training. Also, be extremely clear with your project instructions. It’s tough when you’re busy to be clear about what you want, but it’s worth the effort. For $5/hour, you aren’t going to get someone who can predict what you want and be a highly independent thinker. But you can get someone who can seriously help scale your time if you build the right systems, develop a good relationship, and treat them well along the way. I try to make all VAs feel a part of my team and work. I think it makes them more engaged and interested. That might mean I spend more time creating training videos or providing context, but in the long run, that helps. It’s sometimes hard to feel connected with people half-way across the globe, but it’s your job to make that happen. It’s common to have internet and weather problems in the Philippines. Be empathetic about these problems. Many people also work incredibly hard to support their families, so be empathetic when family needs arise. For the most part, people from the Philippines will not tell you “no” (they don’t like confrontation), so it’s up to you to make sure to create a communication dynamic of openness and transparency. Invite the person to provide suggestions over and over again. Invite them to tell you about problems. Keep asking for feedback. There is something called the 13th month in the Philippines. It’s essentially an end-of-the-year bonus. You don’t have to follow it, but at least look it up and consider giving the bonus to your VA. Final Thoughts Hiring a virtual assistant is one of the most powerful ways that you can scale your time and business cost-effectively. It may take a little time to get it right, but it’s worth it.

Employing a Virtual Assistant to Scale Your Time and Business.

Employing a virtual assistant is an excellent strategy for scaling both your time and your company’s operations.

If you are an entrepreneur or an employee in today’s society, you most likely have a never-ending list of things that need to be done. One strategy for addressing this issue is to create a prioritized list of potential solutions. However, regardless of how well you do, you could still need more help.

The role that virtual assistants (VAs) play in this context cannot be overstated. Virtual assistants are independent contractors that work either part-time or full-time to provide help for your company.

Typically, VAs will assist you with administrative activities as well as labor that is monotonous and depleting of your energy. You may employ savvy virtual assistants that have a broad range of skills for the hourly rate of $5.

Because of this help, you will be able to concentrate on the most lucrative prospects for your company. You will also have more time to devote to things that you take pleasure in outside of the expansion of your company.

Having said all of that, the process of recruiting new members for your team may be nerve-wracking. You may prefer to take care of everything on your own, especially if your company is still experiencing a loss in revenue.

The “do everything” method has two major flaws, both of which are problematic. To begin, you will move three to four times more slowly than someone who is part of a team.

Second, there is a good chance you will get exhausted. If you give all you’ve got to run your firm, there’s a good chance it won’t succeed. If you try, however, you can at least boost its chances.

The use of VAs is an excellent answer to this issue. For about $5 an hour, you may employ a knowledgeable and multi-talented virtual assistant from the Philippines.

I had no clue what I was doing when I engaged my first virtual assistant (VA). On the other hand, as I’ve recruited more virtual assistants, I’ve learned how to identify trustworthy individuals.

My creative production has increased by a factor of three now that I have less responsibilities. In addition to that, I’ve had more spare time to go surfing, spend time with my girlfriend, and generally enjoy my life outside of work.

In the following, I will walk you through the steps I take to hire experienced virtual assistants for your company. My method is not foolproof, but it has proven successful for me. I have faith that it will be successful for you as well.

Your decision to hire a virtual assistant begs the question: why?

You need to have a clear purpose in mind for employing a virtual assistant before you go ahead and recruit one.

Because I didn’t feel like I could concentrate on the aspects of my company that would have the most positive influence, I made the decision to engage a virtual assistant (VA). I should have been studying, writing, and recording podcasts, but I wasted too much time on mundane errands.

For instance, once I finished writing a post, I spent a lot of time searching for photographs and formatting the information, among other things.

I could do these things myself, or I could pay someone else $10 to do them for me. Either way, I have options. If I had those two more hours, I may be able to produce more articles or do anything else that brings me pleasure.

Freeing up time so that I may concentrate on the task that gives me the greatest satisfaction was thus my “why.” It’s possible that your “why” is different from mine, but it’s critical that you articulate it before you bring on a new member to your team.

What Is It That You Desire To Have Done By The Virtual Assistant?

“Attitude is more important than abilities when it comes to hiring. It’s always possible to teach new talents.” — Simon Sinek

After you have determined the purpose behind your decision to hire a virtual assistant, the next step is to determine the particular responsibilities that person will be responsible for. Here is not the place to cut corners.

To ensure that you recruit the proper person, you need to have a firm grasp on the responsibilities that will be delegated to that individual. That way, you’ll be able to pinpoint an individual who has the talents necessary for the position.

It might be difficult to resist the urge to search for a “magical VA” who is capable of doing everything. However, nobody can be good at everything. VAs are regular individuals with regular lives who have their own set of advantages and disadvantages. It is unrealistic to expect to discover someone who is capable of doing everything all at once.

Define a clear list of chores and projects that you want your virtual assistant to work on over the next six months rather than leaving it up to chance. If you find that you need to make another hiring in the future, you may do so at any time.

Where can I locate a Virtual Assistant to work with me?

There are numerous other locations where virtual assistants may be found, but I chose Upwork. If you utilize my method on Upwork, you should be able to locate a capable virtual assistant within seven to fourteen days.

You will need to build a profile, publish a job description, develop an evaluation, and conduct applicant interviews in order to recruit a virtual assistant via Upwork. In the following, I will describe how to complete the last three steps of this procedure.

What Should I Include in the Description of My Job?

The majority of individuals get job descriptions incorrect because they do not spend enough time getting them properly.

Be explicit in your job description. Define the most important initiatives and responsibilities that you want the employee to take on throughout the next half year.

Consider the abilities you’ll need to successfully complete those tasks. And keep in mind that if a person has a positive attitude, it will be much easier to teach them new skills.

When I was looking to recruit a virtual assistant, I was looking for someone who could transcribe audio, perform online research, maintain databases, and send emails. I was also looking for someone who had an excellent command of the English language. These were the most essential abilities to have. Everything else is something I could teach.

Last but not least, I was looking for someone who could collaborate with me throughout the course of a longer period of time. Consequently, I desired for them to have an interest in my business and have a minimum of twenty hours of availability each week.

The job description that I utilized may be found here.
A Reliable Virtual Assistant Who Is Skilled, Organized, and Dedicated to Their Work

My company could use the assistance of a knowledgeable virtual assistant, and I’m on the lookout for one. In an ideal world, we’ll be able to collaborate on a flexible basis for the long term.

If you want to be considered for the position, you need to be able to write fluently in English, be organized, have excellent research abilities and attention to detail, and be able to handle email outreach campaigns.

We are going to collaborate on a variety of projects, some of which include: performing internet research; organizing material;

using email for outreach and follow-up; entering data; converting audio recordings to written language; uploading content to a website, and other tasks. To be taken into consideration, you need to be accessible for a minimum of twenty hours each week.

I am willing to pay $10 for a test project that will last between one and two hours and will assist us to determine how effectively we will be able to collaborate with one another before I hire someone for the long-term role.

You are required to submit an application for the position and finish the assignment in order to be considered for the long-term role. You will be compensated for the completion of the task.

Tell me about your previous work experience as a virtual assistant in the proposal. I’m interested. What were the duties that were expected of you? What steps did you take to cultivate a connection with the customer?

What kinds of errors did you commit, and how did you attempt to correct them?

What exactly do you mean by the evaluation that is mentioned in the job description?
Working side by side with someone is the best way to gauge their abilities and mentality. That is best accomplished via the use of a pilot project.

It is a great practice to provide someone real job and pay them for it prior to making a hiring decision. This will provide you with the clearest picture possible of their capabilities, the quality of their work, and how much you will like collaborating with them.

The actual testing of the abilities that are required is by far the most significant component of any evaluation. It needs to provide you with the highest level of clarity conceivable that the individual is capable of doing the work that you are asking them to undertake.

When I do evaluations, I almost always include the work that I am presently doing or that I have done over the last several months. In this approach, I am able to get a solid understanding of what is required and how quality should seem.

The last consideration for assessments is the obligation to make payments to individuals. It is unethical to take advantage of evaluations in order to get free labor, so don’t put yourself in that position.

Please see below the evaluation that I utilized.
Hello, and I want to express my gratitude for participating in my initiative.

The completion of this quick test should take between one and two hours. If you do very well on the evaluation, I will extend an invitation to you to participate in an interview for the possibility of us working together on a more permanent basis. At a fee of $5 per hour, we have agreed to collaborate for a minimum of a few hours each week.

In order to complete the evaluation, please fill out the following:

The first step is to transcribe this little audio clip into written form. (I gave a 1.5-minute audio recording).

The second part of my question is about the software that I should use to begin establishing links to the information on my website, which is located at calvinrosser.com. Carry out some research on possible tools, and produce a list of the five most effective email outreach service providers. Include specifics on price and features, as well as your own recommendation for the service provider, on your list.

Part 3: Read everything on my website, and then put what you’ve learned into practice by doing the following:

Imagine that a podcast that features entrepreneurs who are working to make the world a better place has invited me to appear as a guest on the show. Please compose a short bio for me that includes three sentences describing who I am, what I’ve achieved, and what I care about.

Draft an email to one of the bloggers that contain information that will encourage them to link to and promote my content.
Have the best of luck! I am excited about the possibility of us working together!

How can I increase the number of applications I get for my job posting?

When you have finished posting your one-time, hourly project on Upwork, the next step that you should do is to personally ask a few individuals who may be interested in the position to submit an application.

I narrowed my search to individuals who work for $5 an hour, are based in the Philippines (which is the greatest area to find virtual assistants), and have received positive feedback from previous customers.

After you have invited a few potential prospects for the job, wait a day or two to see whether any of them apply for the position.

How do I go about reviewing applications from potential candidates?

Evaluate potential applicants using the factors that are important to you. I searched for strong written English abilities, past experience that was relevant to the position, and positive recommendations from previous customers. Determine the top three to five applicants and choose them.

After that, make contact with them to inform them that you have selected them to complete the evaluation, and deliver the test project to them. I give each applicant a total of three days to complete the evaluation.

You are going to provide ten dollars to each applicant as a reward for finishing the test. Therefore, if you employ someone from this category, you may get a superb virtual assistant for between $30 and $50 per hour.

How Do I Determine Who Is The Best Candidate Based On Their Assessments?

First, take a more comprehensive look at the project. Ask yourself, “Would I be satisfied with the outcome of this project if I were to hand it to someone else to work on as a member of my team?”

After that, assess each applicant based on their mastery of the essential competencies. I use a scale that goes from 0 (poor) to 5 (great) to score how well the applicant fared on each skill (excellent).

It is quite unlikely that you will discover a candidate that has received a score of 5 in every category. A person is eliminated from the competition if they get a score of 0 on a fundamental ability, such as their ability to communicate in English.

After reviewing all of the candidate evaluations, I will be doing a Zoom interview with the top two applicants.

In the Zoom interview, what questions should I ask?

This is the last interview, so give some thought to the questions you want to ask before moving on. Concerning the technical aspects, I inquire about the evaluation as well as their prior experience with various instruments.

On a more personal level, I inquire about their inspirations, objectives in their professional lives, and hobbies outside of the workplace.

Here are some example interview questions.
Questions Regarding the Context and Yourself

How did you get to the point in your life where you are right now?
What kinds of activities do you prefer doing while you’re not at work?
What kind of job do you excel at the most? What is it that you want to know more about more than anything else? What are some areas in which you struggle? Which tasks would you rather not have to complete?

Questions Regarding Performance

How exactly did you go about accomplishing [x] on the test? Which aspects did you find to be the most difficult?

What would you do if I gave you a task and you believed you understood it, but then you discovered that you didn’t comprehend it after some time had passed?
You’re working diligently to meet a critical deadline, but your computer or internet connection suddenly stops functioning.

What is the very first step that you take? (Because the climate in the Philippines might sometimes result in issues with internet connectivity, it is essential to be aware of what will take place in this situation.)
Questions Relating to Tools and Abilities

  • Have you ever worked with a team using Slack or Trello?
  • How do you like to have feedback sent to you?
  • Have you ever dealt with a blog that uses the WordPress platform?
  • How do you like to have feedback sent to you?
  • Admin Questions

Are you assisting a number of customers at once? How flexible are you with your schedule? Is an hourly rate of $5 acceptable to you?
What kind of time constraints are you working with? Which of these schedules do you like to follow? During normal business hours, how fast do you react to requests?

What’s your email address like? Are you okay with being paid every two weeks using Paypal?

I wrap up the conversation by outlining the measures to take next. If I am interested in hiring the individual, I will inform them of my decision and then send over a contract.

In the event that I do not choose to continue with the process, I do not hesitate to inform the applicant. I will inform the applicant if I have another interview to do and will let them know when they may expect to hear back from me if they are selected.

I’ve Located the Ideal Candidate for the Position. What Steps Should I Take Next?

Congrats! You have moved closer to the goal of improving your time. I provide the potential employee a copy of the contract that outlines the job requirements, hourly rate, payment schedule, expenditure policy, ownership of work output, and other pertinent information.

On the internet, you may discover a variety of different templates that you can then modify to suit your own personal requirements.

Once you’ve made a hire, specify a start date. Start getting things ready far in advance of the new hire’s start date to ensure that they have all they need to be successful in their new position.

Provide them with access to the appropriate resources, develop training films, and construct templates for work products, among other things.

After your virtual assistant has begun working for you, you should devote the first month to determining whether or not they are a good match. It’s conceivable that you didn’t recruit the correct person, even if a solid interview procedure will cut down on the number of false positives.

If, after a month of working together, it’s clear that things aren’t going to work out, my advice is to fire the employee and start the recruiting process all over again. In the long run, it will turn out to be more beneficial for the two of you.

What Else Should I Understand Regarding the Employment of Virtual Assistants?

You would be surprised at how much a $5 recruit from the Philippines can do, but you will need to provide them with the appropriate training and as much direction as possible. When it comes to training, don’t be a slacker.

In addition to that, ensure that the directions for your project are crystal clear. It is difficult to be clear about what you want while you are busy, but it is well worth the effort to make the attempt.

You are not going to get someone who can anticipate what it is that you want and is a highly autonomous thinker at a wage of $5 per hour. However, if you construct the appropriate mechanisms, cultivate a nice connection with them, and treat them properly along the way, you may be able to find someone who can genuinely assist you in scaling your time.

I do my best to ensure that each VA feels that they are an integral part of my team and our job. I believe that it encourages more participation and interest from them.

It’s possible that this may need me to spend more time developing instructional films or giving background; nevertheless, in the long term, this will be beneficial. It might be challenging to have a sense of connection with individuals located on the other side of the world, but it is your responsibility to do so.

In the Philippines, it is not uncommon to have issues with both the internet and the weather. Show compassion for anyone affected by these issues. It takes a lot of individuals working very hard to provide for their families, thus it is important to have empathy when problems develop in the family.

Because individuals from the Philippines like to avoid conflict, for the most part, they will not tell you “no.” Because of this, it is incumbent upon you to ensure that the communication dynamic you establish is one that is open and transparent. Invite the individual to continue providing their thoughts on many occasions. You should invite them to discuss the issues with you.

Always be sure to ask for feedback.
In the Philippines, there is a concept that is referred to as the 13th month. It’s kind of like an end-of-the-year bonus if you will. You are not required to adhere to it, but you should at least research it and think about awarding the incentive to your virtual assistant (VA).

A Few Parting Thoughts

Employing a virtual assistant is one of the most effective and efficient methods to expand both your time and your company in a manner that is also cost-effective. It may take some effort and some time, but the end result will be well worth it.

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