How To Work With A Virtual Assistant

Transcription

1

2 Introduction A virtual assistant is a business owner with a skill set that works with fellow business owners from a remote location, normally their homes. Using various online tools such as Skype and Dropbox, they are able to connect with their clients and share content, without any inconvenience. Before you start working with a Virtual Assistant, define what you want the role to do. What will be the core responsibilities, what skill set they need to have and how you will determine the success of the role in meeting your needs. You need to then outline your expectations for the relationship and the role. How you want them to communicate with you, when you want tasks done by and how you are doing to monitor the progress of tasks being done, establish deadlines or expectations on when tasks are to be done. Don t forget a Virtual Assistant is a business owner, not an employee, so you must determine rates and invoicing payment period. Some VA businesses are prepaid services and others are weekly, fortnightly or monthly. Once you have established what you need from your end, contact several virtual assistant businesses and tell them your needs, however be sure to ask them what they can give you. They may have further recommendations to help you clarify your needs further. Don t be afraid to ask as many questions as you need, and no questions is not worth asking. Ask for recommendations for VA services, but also ring some yourself. Working with a VA service is about establishing a strong working relationship, you want someone you can trust and who has the skill set you need. Page 2 of 7

3 Here are some outlined questions you can ask that may help you in the process. 1) How do you operate your Virtual Assistant business? 2) What are you working hours? 3) What do you charge your clients for? Do you have packages? 4) What additional charges could I expect, eg: phone call charges if there is diary management, travel if meeting with me face to face, double time if working weekends? 5) How do you enable your clients to know where they spend is? Or how do you communicate when a client is passed their budgeted amount? 6) Do you work to budgets? 7) What is your estimated time to do (name your specific task)? Eg: Newsletters, uploading blogs, typing a report. 8) What can I expect from you in terms of your business standard? Eg: do you maintain strict confidentiality? Do you ensure strong communication with your clients if yes, how do you do this? 9) What types of programs/software do you use? 10) How can we project manage various tasks? What are your recommendations? Page 3 of 7

4 Here are 85 potential tasks you could consider outsourcing in your business. ADMINISTRATION 1. Managing phones 2. Management (both customer support or management) 3. Diary Management 4. Scheduling Client Meetings 5. Sending client appointment reminders 6. File management using file system such as Google Docs or Dropbox 7. Taking minutes 8. Transcribing (transcribing voic , video or audio, podcasts) 9. Creating documents or basic reports 10. Preparing Powerpoint presentations 11. Formatting documents 12. Creating correspondence 13. Setting up mail merges SYSTEMS 14. Creating business templates 15. Setting up systems 16. Review suitable systems to meet your business needs BUSINESS POLICIES & PROCEDURES 17. Researching and preparing business policy and procedures 18. Updating company policies 19. Preparing manuals and systems CLIENT RELATIONSHIPS 20. Database building ~ using CRM programs or excel Page 4 of 7

5 21. Database maintenance 22. Importing / Exporting databases 23. Categorising database WEBSITE 24. Setting up Opt-In 25. Updating page content 26. Updating shopping carts 27. Updating graphics 28. Setting up links 29. Tracking and monitoring Google Analytics. BLOG 30. Research for blogs topics 31. Write/draft blogs 32. Proof/edit blogs 33. Upload blogs onto website (Wordpress or Joomla) 34. Tracking and monitoring Google Analytics NEWSLETTERS 35. Setting up Autoresponders in Mailchimp or Aweber 36. Setting up newsletter template 37. Creating newsletter 38. Sourcing content 39. Despatching newsletter 40. Monitorings statistics, open rates, bounce rates PROJECT MANAGEMENT 41. Setting up project management software 42. Liaising with various teams Page 5 of 7

6 43. Communicating updates 44. Reviewing projects 45. Scheduling meetings / reviews RECRUITMENT 46. Writing job descriptions 47. Writing job advertisements 48. Recruiting staff 49. Drafting employment letters/contracts 50. Getting documents signed using programs like Adobe EchoSign SOCIAL MEDIA 51. Setting up social media platforms 52. Creating & researching content for social media 53. Monitoring social media platforms 54. Uploading social media content 55. Monitoring statistics eg; likes, reaches, shares, etc WEBINARS 56. Setting up webinars 57. Advertising campaign for webinar 58. Maintaining registrations 59. Assisting on live webinar ACCOUNTS 60. Pay bills 61. Chase outstanding invoices 62. Send invoices 63. Accounts payable and receive entry 64. Accounts P/L Page 6 of 7

7 EVENTS 65. Create invitations 66. Collate RSVPs 67. Collate dietary needs/special needs 68. Create event name tags 69. Create event lists 70. Source quotes / suppliers 71. Register guests 72. After event follow ups 73. Sourcing promotional materials 74. Sourcing sponsors TRAVEL 75. Organising travel arrangements 76. Organising accommodation 77. Sourcing quotes DESKTOP PUBLISHING / DESIGN 78. ebooks 79. Flyers 80. Brochures 81. Menus 82. Invitations SEASONAL 83. Organising Christmas cards 84. Organise corporate gifts 85. Sales Page 7 of 7