WHAT IS A VIRTUAL ASSISTANT?
A Virtual Assistant or VA is an individual who provides certain services for your business from a remote location.
WHAT DOES A VIRTUAL ASSISTANT DO?
VAs have a wide range of skills and expertise. Virtual Assistant work can be provided into three broad categories:
Administrative Support
Marketing Support
Systems Support
Many VAs specialise in providing Administrative Support. Just like a regular administrative assistant, they are pros at administrative tasks like:
Data Entry
Inbox Management
Phone Calls
Calendar Management
Schedule Meetings
Making Travel Arrangements
Invoice Entry
HR
You can definitely count on your VA's organisational skills. They are quite flexible too, sp you can talk to them about other specific tasks you want them to do.
Marketing Support covers a wide range of skills and tasks. Here are a few marketing services your Virtual Assistant can provide:
General or Marketing Research
Serach Engine Optimisation
Content Marketing
Content Writing
Social Media Management
A VA marketing specialist can help you upscale you marketing and social media strategy.
A System Support specialist can help you implement your business processes, including customer relationship management. For example. a VA can help you build membership sites to encourage customer loyalty.
System Support specialists are familiar with different business software and programs, like Mailchimp.
These are just a few examples of what a VA can do for your business, but this barely scratches the surface.
HOW ARE VIRTUAL ASSISTANTS DIFFERENT FROM REGULAR EMPLOYEES?
There are key differences between regular employees and virtual assistants. Most regular employees physically report to work.
VAs work remotely from home. They provide their own office and equipment. They pay their own taxes and superannuation. You don't need to pay them holiday or personal leave. You just pay them a flat rate for the number of hours they do work for you. They can be more flexible in their working hours. They are hired on a need-to-need basis. They can work from 5 hours to 30 hours a week for you.
ADVANTAGES OF HIRING A VIRTUAL ASSISTANT
Many businesses can benefit from hiring a VA. VAs offer the following advantages:
More cost effective than hiring a full time employee
Helps free up your time
Lightens the workload of on-site employees
Reduces the need to train in-house employees
Helps streamline business processes
Improves customer service
Minimal commitment
Increases productivity
HOW DO YOU MANAGE VIRTUAL ASSISTANTS
Managing remote employees can be a little different from managing on-site employees. Business owners have to be comfortable with delegating and remote supervision.
Here are some tips:
Set Communication Channels - Communication breakdowns can happen in any work setup. You can save a lot of time if you and your VA know the best way to keep in touch
Set Clear Expectations - It is important to define, communicate and set realistic and time-bound goals for your VA
Establish a Workflow - A workflow refers to the steps you would need to take to complete the task. This is especially important if you are delegating routine work (eg: bookkeeping)
Give Timely and Constructive Feedback - VAs are eager to improve and do their best work. You can help them with this by providing timely and constructive feedback. This also helps establish a healthy, professional relationship.
Establish a Routine and Schedule - To help maximise your VA's working hours, establish a proper routine and agree on a work schedule. That way, you know the best time to schedule real-time conversations with your VA.
There can be challenges in managing Virtual Assistants, but having the right technology is helpful. Email, instant messaging, video conferencing, and project management apps, make it infinitely easier.
You just need to find that right VA that fits with you and your business needs.
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