- Screen and Handle Your Email and Phone Calls
.
How many times have you opened your email or voicemail
and had a flood of new messages come through? As you
open each in a hurry, you realize that only a small
percentage are ones that you are interested in.
A VA will screen your email and voicemail, note
important dates and deadlines and delete the messages
you really don't need. It may be beneficial for you to
have a "secret/private" email address that you give out
to only selected people and that your VA can forward
important message to.
- Follow up with Clients, Contact Potential New Clients, Schedule Appointments
Instead of spending your valuable time playing "phone
tag" with a client, have your VA follow up with
existing and potential clients and schedule appointments
for you. This way you can maximize your time on your
scheduled calls and other activities.
- Manage Projects, Important Deadlines and Dates
Do you often feel so overwhelmed that you don't have
time to follow up with someone who hasn't submitted
their report, you miss a deadline or forget someone's
birthday? Have your VA keep track of your projects,
deadlines, and important dates. What a sense of accomplishment
you feel when you have completed a project by your goal date.
- Make your Documents Look Professional
You don't have the expertise in formatting that training program
document, presentation or spreadsheet so why spend hours of your
valuable time trying to learn how? A VA will make your
documents reflect the professional image of you and your
business and check the document for punctuation and correct
grammar.
- Special Projects
Need to complete a project but you just don't know
where you're going to fit it into your day? Have your
VA do the research for you and present you with the information
you need. For example, Sylva asked me to research Ezine Management
software systems available so that we could provide details
of each on in the upcoming Tech Tips Newsletter. With
Sylva's busy schedule, it would have taken her weeks to
complete this but I, as her VA, was able to complete the
project in a matter of hours, saving her valuable time and
money.
- Newsletters/Ezine/Daily Quotes etc.
Ofcourse you want your publications to represent the
professionalism of your business. A VA can customize
a newsletter according to your company colours, style
etc. by using a variety of programs available online
to send out your regular newsletter to your distribution
list. Perhaps ask your VA to write an article (just as I
do with the Tech Tips Newsletter) and have them create a
newsletter that represents you.
- Special Events
A VA can work with you to hold that event that is going
to impress all your attendees. Whether it be a training
session, seasonal event or meeting, delegate the planning to
your VA - including location, seating arrangements, refreshments,
audio/visual equipment, invitations, nametags, programs, etc.
Focus on the idea behind the event and what you want to present
to your attendees while your VA handles the details.
- Support and Feedback
Are you struggling with how to word something or have
a problem that needs to be dealt with? A VA is a
great support system to "bounce" ideas off. A VA can
offer suggestions on how to word a sentence differently
or advice on how you can manage a task more efficiently.
There are so many resources available to make your job easier;
a VA will be able to offer support and expertise in a variety
of areas and allow you to focus on your clients and customers.
- Web Design/Maintenance
Many VA's offer expertise in web design and can build
a website to meet your needs. Others that don't offer
the design expertise can assist with the general maintenance
and editing of your website.
- Bookkeeping
Delegate the financial aspects of your business to
someone with the financial skill! Many VAs can
assist with invoicing, accounts receivable, accounts
payable and income tax preparation.
A relationship with a VA takes commitment from both parties. You
must make the time to delegate and consult with your VA so that
he/she can learn your business and provide you with the support
you need. Once the initial and brief "newness" of the relationship
is over, you are set for complete efficiency and you may find that
you will have a "partner", not just a VA.
Next issue we will explore the benefits of hiring a VA versus a
hiring an employee.
