Feeling overwhelmed with all you haven’t gotten done yet? Who hasn’t wished they could clone themselves? There is a limit to what any one person can accomplish alone. At some point, if you want to grow your business you must delegate some of your work to someone else. That is where Virtual Assistants come in.
What is a Virtual Assistant (VA)?
A virtual assistant, VA, or virtual office assistant, is someone to whom you can outsource some of your regular tasks. Some VAs with deeper skill sets may also be known as administrative assistants.
Regardless of what you call them, using a VA is the easiest way to ensure regular tasks get accomplished while freeing you up to focus on running your business and generating sales.
Use a VA so you can run your business instead of working in it.
Any business can hire a VA capable of completing routine work. Some are independent freelancers who work from home. Finding one could be a challenge. An easier method is to work through an agency such as www.247virtualassistant.com. Agencies can more easily match people with the skill sets you need.
Decide What to Delegate
Before you hire your VA, first put some thought into what you do that could be delegated. Tasks that are repetitive are a good place to start. Here are some examples of work commonly delegated to a VA:
- bookkeeping
- entering data into a spreadsheet
- writing or editing content
- compiling monthly statistics
- ecommerce sites often hire someone else to add new inventory and upload product images
- managing blogs or social media accounts
- answering questions and resolving customer issues
- managing email promotions
Make a list of everything you do each month. Think about what you must do yourself and what you can train someone else to do for you.
Document Instructions
The best way to avoid conflict is to be very clear in what you want done. Providing detailed written directions can really help your new VA understand what you want.
Oral directions are easily misunderstood or too vague to allow your VA to accomplish the given task. Writing down what you want in a sequential manner will make the tasks more clear in your own mind as well as your VAs.
Managing Expectations
Be clear in what you expect. If you need a particular report done by 5:00 p.m. in your time zone, ensure your VA knows what time it is where you are. Put these deadlines where your VA can find them.
We use Trello to manage projects. Trello is a virtual bulletin board. You create lists and cards which you and your VA can drag and drop. Documents, images, and videos can be added to each card. By using Trello you reduce the potential for miscommunication.
Trello can provide a good way to document what tasks you want done. We have clients add a card for each task. All details related to that task are added to the card including target dates. Both you and your VA will be able to see at a glance what work is in progress and what has been completed.
Staying in Touch
Provide in writing the best methods to contact you including optimum methods, days and times. Be sure to provide more than one method to reach you, ideally prioritized by what will work best.
If you always let your phone go to voicemail, be sure to tell your VA they must leave a message. If you strictly observe a Sabbath, be sure to let them know what day and times you will be unavailable.
Add their email address to your contact manager (CRM) to make sure their emails do not end up in spam. Get in the habit of acknowledging emails immediately so there is no question that the other party did receive each email. Even though a sender is whitelisted by being added to a CRM, emails can still be deleted by the ISP on either end.
Consider using Skype as a way to interact. Many freelancers leave Skype open all the time. We don’t chit-chat or interrupt each others’ work, but we do pass along opportunities and answer questions for each other. While Google Talk or Facebook chat could be used the same way, they tend to create more interruptions.
Using VAs to Increase Income
By hiring VAs to perform routine must-do tasks you free yourself up to make more sales calls and plan your business strategy. Far too many business owners are so bogged down in running their business they don’t have any time to focus on growing it. By focusing on sales you can earn more than enough money to pay for your VAs.
Have you hired any VAs? Do you work as a VA?
Feel free to share your experience and ask questions in the comments.
Gail Gardner
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Which work is perfect for a virtual assistant? are they give very hard work or normally company related? Thanks
Many VAs do research, update spreadsheets, schedule social media posts or do social media management.
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I want to grow my Business with Local Business. Do you have any Tips? Please give me.
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Hi Marie,
Read the posts at https://growmap.com/category/local-search/ and check out Mike Blumenthal’s site about Google My Business Local listings.
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Really very good information you’ve shared. Currently I’m a VA working with my clients on UpWork. Its help me to make money at the age of study and improve my skill as well. Many Many thanks for this article .
Hello Gali! First Thanks form me for Sharing this Post. But, I’ve tried to increase my Earning 6 months but fail.
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Hi Jannat,
Yes, increasing earnings during economically challenging times can be difficult. You have to come up with something that people really want and find a way to provide more value than your competitors.
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Really very good information you’ve shared. Currently I’m a VA working with my clients on UpWork. Its help me to make money at the age of study and improve my skill as well. Thanks
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Thanks Gali for your kind advice . I look forward more article your site .For tasks that require quality writing in English including social media updates, many people hire from the Philippines .Virtual assistance is great source of earn extra money .
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Hi Shahadat,
I have several VAs from the Philippines working for me, but I don’t have them writing.
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Really nice information you’ve shared. Currently I’m a VA working with my clients on UpWork. Its help me to make money at the age of study and improve my skill as well. Thanks
thnks gail for sharing … as i work a Virtual Assistant (VA) role to my client on freelance market place.That really embedded extra earning …
Hi, I think Virtual assistance is great source of earn extra money… thanks for writing another great article….
Thank you, Mohd. Everyone has some tasks they could outsource. This benefits everyone.
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I’ve considered hiring a VA for a long time as I want to be more efficient, but I worry about losing quality. Your post didn’t mention where any of these VAs are located. Have you tried using VAs from different countries? If so, what did you think of the experience?
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Hi Grant,
Yes, I’ve worked with VAs in other countries and know many other people who have regular teams offshore. It is important to choose tasks that fit each person, be very clear in what you want, and spend some time training before they start. You also need a way to spot-check the tasks to make sure they are doing what you asked for with the desired quality.
There are many people I work with in India who are capable of doing anything that is repetitive and does not require writing in English. I know a manager there whose team I’ve worked with for years and recommended to many people. They charge $3/hr which is a good wage in India.
For tasks that require quality writing in English including social media updates, many people hire from the Philippines. While it is common for people from India to speak English fairly well, they do not write it the same way Americans do. Writers from the Philippines are often very similar and some can edit or write as well as writers in the U.S.
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Thanks, Gail, that’s some great insight/advice. I would never have even thought about the writing issue with Indian English speakers, but now, come to think of it, I think you’re right. Just from my recent experience trying to find a web developer, it’s apparent that they can be a little over-the-top when writing (ie, being overly polite in every message), and the use of some constructions more commonly found in British English would be caught right away by an American/Canadian readers.
I’ll have to try looking at some VAs from the Philippines. Hadn’t considered that option before. Thanks!
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Hi Grant,
Non-native English writers tend to leave “the” out where we expect it and add it where we don’t. That is the easiest way to spot them. People from India often call me “dear” – even if I don’t know them. I’ve tried to explain to them that using a term of endearment in your first conversation with a stranger is unusual here, but I’m not sure they understand.
VAs in the Philippines tend to be more expensive than those in India and other similar countries, but still only half the price of an entry level VA from the United States. (No doubt there is a range of prices available in every country.)
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There are many ways to increase income at all. this is something how we can really increase our income source so do try and keep going….
Thanks
You did your part very nicely. You described the skills of a VA is completely awesome. I loved your post. Thanks for good information
Great Info.
Can you share how to become a virtual Assistant even?
It will be a help for people like me who are looking for part time job from home.