Archive for Virtual Assistant
Oursourcing Your Way to Success in 2012
So you have made the decision that 2012 is going to be your year. You want to grow your business and you have decided that outsourcing your administration to a Virtual Assistant is the way to help do this.
Great decision! But this can be a very scary time outsourcing parts of your business but never fear Little Miss Useful has some great tips to make the outsourcing process a little smoother.
1. Start out small
I have outsourced myself and know first hand what it is like to feel like you are losing a little bit of control in your business (particularly hard if you are a control freak like me!) so the best way to do this is to start out small.
Once you have found a provider start by sending adhoc jobs and as you receive the work back and feel ready to hand over more, then do so. Starting out slowly helps to build the trust between your and your Virtual Assistant.
2. Be specific
Being specific about what you want and also what your deadline is will definitely make outsourcing easier. Your Virtual Assistant will more than likely have a few clients at a time so the more specific you are about a deadline the better your outcome will be. It also makes your virtual assistant’s life a little easier when it comes to prioritising tasks.
The other thing to do is tell your virtual assistant which are your priorities, particularly important if you hand over a long list of things to do. Tell your VA which is the most important to you to be completed first and then work from there.
Quick Tip: Also be very specific with how much time you want spent on a task, which will avoid any high bills. My clients can quite often say keep going until you have done 2 hours work and then let me know where we are at. It is a great way to stay in touch about a project and also keep your costs under control.
3. Don’t choose a Virtual Assistant based solely on price
I know price (especially in small business) is a consideration, but please don’t let it be your only consideration. You are paying your Virtual Assistant not only for their time but also for their expertise and knowledge. My client’s quite often don’t only use me to do the work but also to consult for my ideas on how a process can work better. What you need to look at is the value you are getting from your Virtual Assistant instead of worrying about the price so much.
JUST FOR FUN! I saw this on Facebook the other day (can’t remember who shared it, so sorry to whoever it was!) and thought it was very clever and oh so relevant.
4. Do your research
Finding the right Virtual Assistant can take time, so make sure you do your research. Ask colleagues if they have ever used a VA and if they have any recommendations, I don’t think you can beat recommendations when working with a Virtual Assistant. There are also dedicated websites and networks that help you find the right VA’s companies like www.virtuallyyours.com.au can help you with your search. Companies like that usually have reference checks and certain service level standard they operate to.
5. Always sign a contract
There I said it and yes a lot of people don’t like to work using a contract but it is so important that you do. The contract protects you and tells you how your information is used. More often then not when working with a Virtual Assistant you need to give them access to a lot of sensitive information, whether that be passwords or actual information on your products. So a privacy policy and contract is a must!
Outsourcing and what I am learning from my own experiences
I wrote this article for my August newsletter but I felt like it deserved a blog post all on it’s own.
August was a huge learning period for me as I started outsourcing some of my own work, which is part of my master plan with baby number two on the way. I need a team around me to help give me that support over the months when bub has arrived. It will not only mean I won’t be a stressed out crazy lady and it also means that my clients have the best support possible as well.
I have been experiencing first hand the hesitation to let things go within the business. Ironic in the sense that it is one of the things I preach about being a Virtual Assistant. So I am actually taking my own advice that I give to clients and starting out slowly and building on things as I go. I think that this experience will also make me a better Virtual Assistant as I am going through the same situation/s that my clients go through on a regular basis.
I have to say that even though I am going through a big learning phase I am LOVING it. I really do love that I have people to back me up and help me out when I have too much on my plate. It feels amazing to send the work out and know that it is going to come back completed and ready for me to quality check prior to sending back to the relevant client. It is giving me more time with my clients and also giving me more time to spend with my family. I am proud to say that over the past two weekends I have been able to keep completely work free and isn’t that what outsourcing to a Virtual Assistant is all about… gaining time back for YOU.
The hardest thing about outsourcing is that feeling you are losing a little bit of control over your business, but it doesn’t have to be the case at all. So I wanted to share my top tips for working with a Virtual Assistant.
1. Start out small
Don’t dive in head first straight away, test the waters before hand. This might seem obvious but it is very true. Building a relationship and trust takes time so start by handing over smaller tasks first. This will help on several levels, you are able to gage the work ethic of the VA, you see the standard of work they produce, and you get to see if you are compatible in the way you work together. Not all VA’s will be right for you, so you need to choose one that fits in with you and your business.
2. Provide specific instructions and deadlines
Again this might seem very simple, but the amount of work that I am sent that doesn’t specify deadlines is amazing. This really helps to eliminate misunderstandings, the more specific the better!
3. Letting go
VA’s understand this point we really do. Your business is your baby, we completely understand as out business is our baby as well. So relinquishing that ‘control’ can be really difficult at first. Be open with your VA about how you are feeling and they will be able to guide you through this stage. The points I made in number 1 also help with this point, starting out slowly at your own pace will definitely help ease this feeling. I promise once you do let go and hand over the work you will feel a huge sense of relief.
4. Always remember why you are Outsourcing
Always keep in mind exactly what you are trying to achieve by outsourcing. Perhaps you want to work less hours or you want to focus your time on other projects but always keep this in the back of your mind and it will help you to achieve your goals.
5. Stay in regular contact
Communication is essential working with a VA. Set up a schedule of when you want to be in contact with your VA. Perhaps you want to be in touch once a week or as regular as once a day, but be up front from the outset and both you and your VA will know what to expect.
6. Your VA is a professional
Remember your VA has done this before and they know what they are doing.
Working with a Virtual Assistant could be one of the best decisions you could make for your business.
What would you do if you could gain a few extra hours back each month?
How to improve your virtual assistant relationship
A Virtual Assistant can be a great asset to any small business or entrepreneur. They can save you time and money by taking care of those small administrative tasks that you don’t want to do….. but do you really get the most out of your virtual assistant?
To get the most out of your virtual assistant be very clear on what tasks are to be delegated i.e. Will your virtual assistant be dealing with clients or will they just be doing back office tasks, such as formatting a document? Now if they are only formatting a document or updating a database then your virtual assistant chances are they won’t need much more information than the document and directions on how you want it formatted (e.g. font or text size).
However, if your virtual assistant is dealing with client matters it is extremely important that you brief your virtual assistant on your business and the task at hand – just as you would with an in-house employee. The reason for this is simple your virtual assistant needs to be briefed so that the task can be carried out as if they were dealing directly with you.
For example, I have recently been assisting a client with sponsorship for an event. My client has provided me with ample information to ensure I can do my job properly and professionally. My client has provided me with background on the event, details on her company, details on the event and also templates that I can use for standard responses to sponsors. I also have access to the sponsorship email account that I can use to respond to sponsors instead of using my virtual assistant email. It is small details like this that can make a HUGE difference.
Another way to maximise the benefit of a virtual assistant is to define clear parameters on what decisions your virtual assistant can make without consulting you. What is the point of hiring a virtual assistant if they need to speak to you every time a query comes in – you may as well be doing the task yourself.
Basically the more information you provide your virtual assistant the higher the quality of work you will receive. Please do not take this as the chance to micro-manage your virtual assistant because that is not how virtual assistants like to work, however ensure that you communicate your expectations right from the beginning and provide as much information as possible so that you can maximise the benefits of using a virtual assistant.
Cheers, Nicole
Tasks your Virtual Assistant can complete in one hour
I just love finding new resources and ideas that can help me market my Virtual Assistant business, so can you imagine my excitement when I came across this great little resource on Virtual Assistant Forums.
The document titled ‘Projects Your VA Can Accomplish in One Hour or Less was compiled by a few of the Virtual Assistants on the forum and lists 71 tasks that a Virtual Assistant could complete in one hour.
There are so many businesses out there who are thinking of hiring a Virtual Assistant but aren’t quite sure what to delegate…. well take a look at this list and you will be wondering no more!
I have selected 15 of my favourite tasks that a Virtual Assistant could complete in one hour.
- Update and manage your calendar
- Research travel, hotel and meeting facilities
- Book your flight, hotel, and/or rental car reservations and create a travel itinerary
- Do follow-up research on a client, prospect, applicant, or competitor
- Create a PowerPoint presentation
- Phone a minimum of 25 clients for a specific project
- Mail merge 50-100 letters including stuffing and mailing
- Data Entry of a minimum of 75 contacts into an excel spreadsheet
- Research a few venues to visit on your trip, along with directions to get to them from your hotel
- Update an old word processed file to reflect your company’s new colour, logo, font, etc.
- Post a job ad online and monitor resumes for the role
- Create correspondence for a client or prospect
- Edit and proof a minimum of a five page report
- Setup the process for an E-zine or newsletter
- Delete spam accumulated in your e-mail overnight, and sort, answer, or redirect remaining messages
I hope you enjoy the list as much as I did and remember don’t be afraid to delegate!
Who knows hiring a Virtual Assistant could be the best decision you ever make.
Cheers,
Nicole
What is a Virtual Assistant and How Can Your Business Benefit?
The most common response I receive from people when I tell them I am a Virtual Assistant is “What is a Virtual Assistant?”
So what is exactly is a Virtual Assistant?
The ‘International Virtual Assistants Association’ defines a Virtual Assistant as “an independent entrepreneur providing administrative, creative and/or technical services. Utilizing advanced technological modes of communication and data delivery, a professional VA assists clients in his/her area of expertise from his/her own office on a contractual basis”
So how can you as a business owner benefit from a Virtual Assistant?
Increase revenue
Why spend your precious time on administration tasks when you can get a Virtual Assistant take care of it instead? You can then focus on revenue generating tasks and increasing your client base.
Virtual Assistant become business partners
Virtual Assistants work hard to build up great working relationships with their clients. Virtual Assistants are in constant contact with their clients so that you can be assured that you are being provided the best service possible.
You don’t have to provide equipment or office space
A Virtual Assistant works from their own office and uses their own equipment so you don’t need to worry about providing expensive equipment or office space.
You only pay for the time spent on your tasks
A Virtual Assistant only works the hours you need to complete the project, which means a significant saving to your company when compared to a permanent staff member. The best thing is that Virtual Assistants work on an ad-hoc basis, so you can use them as frequently or as infrequently as you need to.
Why not speak to us to see how we can assist your business?
Cheers,
Nicole
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