As a small business owner, you often have a long list of tasks that need to be done but not enough hours in the day. Enter virtual assistantship-- outsourcing specific administrative tasks, such as setting appointments and booking travel, to help free up your schedule and save money. Find out more about how this service can benefit your business here.
Understand what Virtual Assistantship is
Before you search for the right virtual assistant for your business, it's important to understand what a virtual assistant does. Virtual assistants are skilled professionals who provide administrative support remotely, taking on various tasks, from scheduling meetings and handling emails to providing customer service. Having someone take on these tasks from afar allows you to focus on the big-picture and grow your business while freeing up time and resources.
A good virtual assistant should be tech-savvy and well-versed in modern workplace software such as Slack, Zoom, Asana, and Google Workspace. They should also possess strong communication skills and the ability to plan ahead, quickly adapt to changing circumstances, prioritize tasks, remain organized, handle multiple projects at once, as well as strengthen customer relationships. You must find someone who is experienced and fits into your company's culture, so make sure you take time to vet potential candidates carefully.
Ultimately, having the right virtual assistant can help you save money and increase efficiency in the long run.
Define Your Tasks and Objectives.
Before you start with your virtual assistant in earnest, define the scope of tasks and desired outcomes. Creating a detailed job description will help you set clear expectations for what needs to be done and help your VA hit the ground running when they begin. Establishing measurable objectives upfront will help minimize confusion between you and your virtual assistant about their expected deliverables.
You'll want to go into further detail about a daily, weekly, or monthly task schedule. For instance, if you need social media management support, this could involve creating and publishing posts three times per week on X platform, along with monitoring engagement responses from followers and periodically running reports. Creating structured objectives can help ensure your VA can succeed in the role while allowing you more time to focus on other activities.
Identify the Right Type of Virtual Assistant for You.
With virtual assistantship being a relatively new entry in the job market, it's important to identify the type of virtual assistant that best meets your needs. Virtual assistants come with different levels of expertise, ranging from specialized professionals to those who can offer basic support services such as data entry and research tasks. Depending on how much work you need to be completed, shop around to find someone whose skills and experience best fit your business's needs.
The type of virtual assistant you choose will also determine where you hope to develop yourself or your business. If, for instance, you want to increase your online presence through social media, find a digital marketing expert with a track record of success in the field. Or, if you need someone who can manage all areas of the company, from back-office administrative tasks to customer relationship management and financials, look for someone with broad business expertise. Each job requires different skill sets, so make sure your knowledge is matched appropriately.
Establish Digital Workflows with Your Virtual Assistant.
Once you have identified the right assistant and tasks for them, setting up digital workflows between yourself and your virtual assistant is crucial. Assigning specific processes to the virtual assistant for them to follow ensures that all areas are covered, making it easier to ramp up efficiency without compromising standards. Digital workflows will also save time by helping your team create a quality process framework from the beginning.
Before creating the digital workflow:
Establish clear expectations with your virtual assistant.
Map out what tasks need to be done and when they need to be completed.
Once you have outlined the process together, detail each task with clear instructions.
Make sure you list any standards VAs need to follow.
Ensure those expectations are firmly communicated and understood by both parties so there can be no mix-ups in terms of what needs to get done and how it should be done.
By setting up a digital workflow system with your virtual assistant, you will ensure that all necessary steps are taken to deliver superior services quickly and efficiently - every single time.
Set Performance Evaluation Guidelines and KPIs.
Having performance expectations and KPIs in place enables you to measure your virtual assistant's progress. This allows you to identify areas of improvement, ensure they are following processes correctly, and understand where they are performing above standard. Performance evaluations should be done regularly and provide feedback on what needs immediate focus as well as actions that can be taken to optimize their workflow further.
When setting KPIs for virtual assistants, consider their daily tasks, any set goals you have in place, and the geographical context. KPIs must be measurable benchmarks that allow you to evaluate performance so that you can make necessary changes if needed. Examples of KPIs include response time for customer inquiries, project completion rate, accuracy on assigned tasks, and meeting deadlines. When creating metrics like these, ensure they are specific and achievable to ensure progress toward your broader goal.
Setting up a metric system allows both parties to create growth opportunities through clear communication and real-time feedback.
Hiring a Virtual Assistant.
As a small business owner, you know that recruiting new employees takes a lot of time and also a big part of your budget. If you want to reduce those costs while making the most of your time, you can hire a virtual assistant.
As you have read in this article, virtual assistants need a constant workflow and lots of communication, and they need this for a reason. These two aspects are key when growing a company, and with one of our VAs, you will start to see results in less time than with a regular employee. VAs are experts who want to share their skills and experience with your company while saving you turn-over costs.
Try a virtual assistant today!