I am often asked by business owners to tell them what other people usually outsource to a Virtual Assistant because they say they can’t think of anything that they do that they could delegate to someone else. This isn’t about having nothing to delegate; it’s about not being in control of your business. Whilst I do understand the need for small business owners to feel in control, making the decision not to delegate can make it hard to grow your business. This blog post will give you a few ideas on what you could pass to a VA to help free up time in your calendar.
1. Diary and meeting management
If you have a lot of meetings that require multiple people to attend, especially if they are external to your company, it can be time-consuming to set up and manage the meeting admin. If you outsource to a Virtual Assistant, they can handle the initial set up, any rescheduling, sending out agendas and even taking minutes.
2. Answering emails
Many of us suffer from an overfull inbox and if you do not keep on top of incoming mail, it can be easy for customer queries and orders to be overlooked. A VA can help you manage your email by setting up an easy-to-use filing system so you can find what you are looking for quickly. They will ensure that urgent emails are responded to on time which means your most important customers feel like they are being looked after well.
3. Social media
Many Virtual Assistants now offer content creation and social media account management. Social media is vital as a marketing tool for most businesses but it can also eat into your day substantially if you let it. By hiring someone who can create and schedule posts, you can be certain that your brand is being seen by your ideal client.
4. Invoicing and credit control
One of the most important admin tasks, when you run a business, is making sure that you get paid. Invoicing promptly and chasing down overdue payments is a must if you are to keep a positive cash flow in your organisation. Many business owners don’t enjoy dealing with the finances so this is a great task to outsource to a Virtual Assistant.
5. Project management tasks
Running a business sometimes involves managing larger pieces of work that aren’t your usual everyday activities. For example, you might be implementing a new system, creating a new product or perhaps an online course. When you have many activities that need to happen concurrently or in a certain order, it can be a great help to have someone managing the project to ensure everything runs on time and budget.
6. Document production
This is a huge area for many business owners and could cover everything from writing an email or letter to a customer, supplier or employee through to preparing a large presentation, sales pitch or even standard operating procedures. Writing large documents can be challenging, so consider outsourcing this activity if it’s not your strength.
7. Database/CRM management
Most businesses have at least one collection of data, even if it’s only stored in a spreadsheet but these days purpose-built software tools such as accounting systems or CRMs can simplify how you hold and use your company data. A Virtual Assistant can add, amend and delete customer records in your CRM.
8. Event management
Now that more businesses are running events face-to-face again, you might need help to pull together an event schedule, identify and manage suppliers, book speakers or trainers and send out communications to delegates. When you outsource to a Virtual Assistant who has experience in managing events, that can take a lot of the pressure away from you.
9. Streamlining your business processes
By looking at the current procedures and processes you have in your business a VA can identify where the gaps are in those processes or where steps could be automated to allow you to concentrate on doing the things you love in your business.
10. Customer support and service
Without excellent customer service, you are likely to lose customers to your competition. Ensure your customers get the best experience of your company by implementing a robust process for dealing with queries and any complaints. Your VA can look after any support tickets that are raised, following them through to a successful conclusion that makes the customer feel that you really care about them.