Top 10 Ways You Can Utilize a Virtual Assistant?
Top 10 Ways You Can Utilize a Virtual Assistant?
So, your business is taking off and although you are excited about that, you are probably feeling overwhelmed, frazzled and weighed down by all the administrative tasks in your business that take away from your time doing what you actually enjoy. Some days, that check list can feel like a 10 foot monster standing over you. So, you are at the point of considering a Virtual Assistant (“VA”) but wondering how you can actually utilize a VA and how helpful they will really be for your already limited dollars.
Well, VAs can be very effective in helping you get things done, while freeing you to focus on other, more important areas of your life and business. So to answer your question, your VA can pretty much help you with anything that doesn’t require their physical appearance. Most VAs have a Niche(s) and their duties vary based on that. My Niche areas are compatible for creative and artistic businesses.For example, my main areas of service are businesses in the Wedding Industry, Ministries, Music Businesses & Artists, Authors, Inspirational Speakers and Apparel Businesses.
My philosophy is “I don’t have job duties! My job duty is to give you back some hours in your day and what you do with those hours are totally up to you!” I’ve recently taken on a couple of Apparel businesses and have been given the task of looking up expos and trade shows for their participation and researching brick & mortar locations for merchandise. Again, not something I’ve ever done but now, I’m a pro!
So let’s jump in! Here are 10 areas a VA can assist you:
Email Management: Email is the way of the world and can really become a huge monster because things can easily be overlooked. Your VA can do an initial inbox clean-up which means creating folders to begin categorizing your emails, set rules for incoming emails if needed etc. This will keep your actual inbox clean while organizing the remaining emails. She can check your main email accounts, handle what she can, and “redirect” the messages that require your personal attention to your private account. A VA should be able to reduce your email load. You can also set her up with an email reflecting your business domain.
Social Tasks: Let’s face it, social chores have become such a time eater for small businesses especially and it’s become the leading road in communicating products and services. A VA can be a great asset for Social Media Management, handling tasks such as writing holiday/birthday cards/emails or sending thank you notes etc., scheduling social posts and creating content, scheduling Blog posts and creating content, Newsletters etc.
General Admin Tasks: Compiling quotes and communicating them to potential clients, drafting contracts and seeing the process through until executed, presentations, respond to information requests, employee scheduling, memos, correspondence, create wedding day detail timelines, agendas, meeting minutes and materials etc.
Book Keeping: Most Vas can handle “simple” Book Keeping tasks. For example, invoicing clients and following up, creating spreadsheets (if that’s your style), inputting information into Quickbooks or Freshbooks etc. Also keep in mind, many VAs have a niche in Book Keeping and can help you with far more than I’ve listed here.
Scheduling: I know letting go of your calendar may be difficult but this is a major area your VA can help. Your VA could assist with meeting invitations from others, scheduling appointments with clients and helping to plan events. She can set rules for your calendar if needed (meetings only on Mondays and Wednesdays etc.) and eventually, all calendar entries can pass through her.
Travel Arrangements: Your Va can handle all the details including airline reservations, hotels, car rentals etc., set up a trip in “TripIt” so that everything is in one place and even provide you with an itinerary for your trip if that’s what keeps you on track.
Online Research: Research is a huge part of small businesses especially when starting out. Your VA can perform specific research and provide you with clear findings for your review.
Make Calls on your behalf: Your VA should have a professional demeanor so that she can make appointments whether personal or professional, confirm appointments, manage your voice mails and follow-up if needed, or gather research information (if needed).
Project Management: Projects are time-consuming and it’s really great to pass that along to your VA to the extent you are able. Example: Photographer: Hi Rayna! I’d like to network with Wedding Planners in my area and maybe meet with them to discuss my services etc. VA: Sure! I’ll do some research in your area and create a spread sheet with Planner Name, Address, Email and Phone Number. I will reach out to all, do some footwork and set up meetings with those that may seem to be a good fit. I’d make sure we have an awesome easy access portfolio to grab their interest.
Data Entry: You may have lots of information and don’t have the administrative knack to organize it or even time to get it into a system. Your VA can handle the initial input and maintain going forward.
I know this was extensive but I wanted to hit most areas! Again, many tasks will vary. With my experience as a Wedding Planner, it’s easy to complete tasks in that area. For example, one of my favorite clients is a Music Entertainment Company. I am the liaison between the Band Leader and his clients so I’m creating the song lists, actually leading the telephone conferences, all emails etc. So it all depends on your needs!
I’m hoping this helps you gain some clarity as to how you can utilize and really rock with a Virtual Assistant! Questions are always welcome and I’d love to hear from you!
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