How to Use and Choose a Virtual Assistant

“Time is more valuable than money. You can get more money, but you cannot get more time.” ~ Jim Rohn

It is a well known fact that the valuable time that small business owners and entrepreneurs spend on administrative tasks doesn’t contribute to the success of their business or help to accomplish their goals.  In fact, it actually decreases their return on investment.

You may be saying “I can do this so much faster, why should I delegate this task?”  The question isn’t whether or not you can do it; it’s a question of why you should be doing the task.  Think how much time you will have to focus on other aspects of your business, if you are freed up from administrative tasks.

Take a step back and look at the areas of your business that are draining your time. Could some of those tasks be outsourced, enabling you to spend more time with clients and grow your business? If you can think of at least three tasks you complete everyday that you could outsource, then a Virtual Assistant is your answer!

You can use a Virtual Assistant in exactly the same way you would use an in-house Administrative or Personal Assistant, without having to worry about the overhead costs associated with having a full time employee.

Let’s look at just a few areas where a VA can be of help to you in your business.

• Social Media Assistance: Setup and manage your social media networking sites like Twitter, Facebook or LinkedIn.  Edit, format and publish articles to your blog
• Email Marketing: Create email newsletters and online surveys to send to your clients
• Administrative/Document Preparation: Correspondence, PDF conversion, Transcription, Meeting Minutes, Proofreading, Mail Merge, Bulk Mailings, Courier
• Executive Office Assistance: Calendar management, Travel arrangements, Client contact and representation, Customer/client service/follow up
• Data Management: Data Entry, Create/maintain Expense Reports, Spreadsheet creation/updates, AR/AP/Invoices
• Desktop publishing: Brochures, Business cards, Newsletters,  Letterhead, Flyers, Greeting Cards, PowerPoint creation
• Event Management: Trade Shows, Corporate/Client Meetings, Special Occasions, Fundraising

Now that you’ve decided that you need a VA, and know what tasks that you want to delegate to them, how do you ensure that you choose the right one?

• Make a list of the tasks that you wish to delegate and a list of the office equipment and software your VA will need to have.  When you are interviewing your VA, make sure during the interview process that you review that list with a potential VA to determine if she can do all those tasks. Do they have the skills you need to do the work required? Does the VA use the same software that you are using, so that you can share files?  Can all of your tasks be done by one VA, or will you need to have 2 or 3 VA’s doing different aspects of your “to do” list?

• Check the VA’s website to review their image.  Are all the words spelled correctly? Is the grammar acceptable?  A VA that doesn’t pay attention to their own work isn’t likely to pay attention to your work either.

• Ask for and check business references. *Very important!*

• Trust your instincts.  Did the VA respond to your emails and phone calls in a timely manner?  Did they answer the email or telephone in a professional manner?  If they promised to send you something, did they do it in a timely manner?  All of these will indicate how your future business relationship will be.  Did you feel a connection with this person?  Remember, you will be trusting this person with some key aspects of your business.  You want someone who is friendly, enthusiastic, and detail-oriented, with extraordinary follow-up skills. You should be able to communicate with this person and know that they understand your needs.

Many business owners think having a VA is financially out of their reach, when in actual fact, it’s one of the most fiscally sound investments they can make.  Once you have chosen the right VA, it won’t be a question of whether or not you can afford to have one, it will be a question of how can you afford to be without one.