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.
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?
Here are 85 potential tasks you could consider outsourcing in your business.
ADMINISTRATION 1. Managing phones
2. Email 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 voicemail, 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
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
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
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
