Category: Virtual Assistant

Tips for clients who want to get more out of their VA relationship

You have made the decision to engage with a virtual assistant, and you are now several weeks into working together, but you are experiencing a few niggles, here’s my guide on how to utilise your working relationship to help streamline operations and maximise productivity with a virtual assistant.

Tip 1 : Establish clear communication and expectations

Effective communication is the key to any successful relationship, but is more important when that relationship is virtual. Clearly defined tasks, detailed instructions and established regular check ins will help to ensure everyone is on the same page. This clarity sets the stage for a productive working relationship.

Tip 2 : Delegate tasks

A virtual assistant can handle a wide range of tasks, from administrative duties to specialised projects. Identify the tasks that require your unique expertise and delegate the rest. This allows you to focus on high-priority activities, whilst your virtual assistant takes care of the rest.

Tip 3 : Utilise task management tools

Utilise project and task management tools and platforms to assign, track and monitor progress on various projects. These tools facilitate seamless collaboration and provide a centralised hub for managing tasks efficiently.

Tip 4: Set priorities and deadlines

Clearly define priorities and deadlines for each task. This helps your virtual assistant understand which tasks require immediate attention and ensures that important projects stay on track. It also helps to highlight any conflicts, such as holidays or pre existing commitments.

As many virtual assistants have multiple clients, setting your priorities and deadlines is a great way to ensure your work is carried out and completed accordingly.

Tip 5: Provide feedback and encouragement

Having been a virtual assistant for a number of years, I wholeheartedly believe feedback is the most important aspect of an effective working relationship. Regular feedback is invaluable for continuous improvement for both parties. Recognise your virtual assistant’s accomplishments and offer constructive feedback to refine their approach and align with your preferences.

Too often clients expect maximum results and output, based on very little input from themselves. It is vital to remember virtual assistants are there to support your business, not run it in its entirety.

Tip 6: Utilise specialist skills

Virtual assistants often have specific skills or expertise in various areas. Whether it’s social media management, project management, accounting or customer support, tap into their specialised knowledge to enhance the quality of work delivered.

Tip 7: Establish standard operating procedures

Developing clear operating procedures for recurring tasks can help to maximise productivity and minimise mistakes. This documentation provides a step by step guide for your virtual assistant ensuring consistency and efficiency in their approach.

By implementing these tips, you can unlock the full potential, maximising productivity with a virtual assistant in your business to achieve your objectives. With effective communication, strategic delegation and a collaborative approach, the partnership between you and your virtual assistant can be a powerful force.

How remote office support can support your business

Find yourself confused about the types of tasks for a virtual assistant?

Virtual assistants are the flexible solution to your business needs. The role of virtual assistants has emerged as a game-changer in both personal and professional spheres. We are capable of executing a range of tasks, quickly, efficiently and all from the comfort of our own offices.

We charge an hourly rate, work by our own terms and conditions, and we can be contracted for as little or as many hours as you choose.

Let’s find out the diverse types of tasks a virtual assistant can carry out to revolutionise your business and increase productivity:

Administrative Support Tasks

If you are struggling to realise the concept of a virtual assistant, think traditional PA or Secretary, and then you will have a good idea of the tasks we can carry out.

Many virtual assistants provide ‘traditional’ administrative support, generating documents, filing, scheduling appointments and managing calendars, organising emails and setting reminders.

Case Study : Working with a charitable organisation providing support in meetings; taking minutes, transcribing audio and producing meeting reports for Executive Members.  Work was carried out on an ad-hoc basis with the client paying for the time of the meeting and additional hours to produce the required documentation.

Communication Tasks

Virtual assistants excel in handling communication tasks. Whether it’s drafting emails, composing responses, or even transcribing voice messages, we facilitate efficient and effective communication.

Case Study : Working with a client to transform an overcluttered email inbox, to reduce overwhelm caused by thousands of unanswered emails, and make the system work for them.  This was achieved by unsubscribing to newsletters and unimportant notifications; using folders and rules to file emails automatically; using plug-ins to automate responses; setting up signatures to project professional image.  

Research Tasks

Need to gather information swiftly? Virtual assistants are adept at conducting online research. They can sift through vast amounts of data to extract relevant insights, saving you the hassle of manually combing through numerous sources. This is particularly valuable for professionals in industries where staying informed is crucial.

Case Study : Working for a client setting up her own business I was tasked with a research project investigating the links between wellbeing and imagery.  Using academic sources I was able to establish a databank of research documents and a corresponding workflow to extract data to use for business planning, marketing and credible social media content.

Data Entry and Organisation Tasks

Virtual assistants are meticulous when it comes to data entry and organisation. Whether it’s updating spreadsheets, managing databases, or categorising information, they ensure that your data is accurate, up-to-date, and easily accessible.

Case Study : Working with a public sector client I designed and implemented an excel spreadsheet to track task progress based on a series of inputs.  This offered the organisation a workflow tool utilising the software already purchased, without the need for additional expenditure or training.  

Social Media Management Tasks

Maintaining a strong online presence is vital in today’s digital landscape. Virtual assistants can take charge of your social media accounts, scheduling posts, responding to comments, and even analysing engagement metrics. This allows you to stay connected with your audience without the constant need for supervision.

Case Study:  Helping an entrepreneur create and grow a social media presence, including setting up on new platforms and establishing a new website.  Working with the client in collaboration to create social media content in their authentic voice.

Financial Management Tasks

Virtual assistants can provide assistance with expense reports, receipts, reconciling and generating invoices, however this is only offered by Focusify Ltd as part of a larger package of non financed based work.

Case Study:  Working with a private business as a recruiter with the additional request of adding subcontractor invoices to the company accounts package, for processing and payment by the accounts clerk.

In essence virtual assistants are extremely able, and each have their own set of skills, experience and strengths. As an experienced virtual assistant we prefer to be honest with potential clients and will discuss alternative support if requirements are not aligned with our skillset.

Embracing part time work can elevate productivity and increase wellbeing

In today’s dynamic work landscape, the traditional nine-to-five grind has evolved…. flexible working, working from home, hybrid working.

More professionals are opting for part-time roles, discovering a wealth of benefits that extend beyond a standard workweek. Here are several reasons why I work as a part time Virtual Assistant and how it can benefit my customers:-

1. Unleashing Laser-Focused Productivity

Working part-time isn’t about doing less, but about doing better!! With a concentrated work schedule, part-time workers often bring a level of focus and intensity that leads to heightened productivity. By dedicating my energy to core tasks, I can achieve more in less time, delivering high-quality results without the drag of burnout.

2. Preventing Burnout, Nurturing Well-Being

The all-too-common struggle with burnout is a real concern in today’s fast-paced, multi client world. Part-time workers have the opportunity to balance work commitments with crucial downtime, nurturing their well-being. For me this translates to a refreshed mindset, improved creativity, and a sharper focus on the tasks at hand. The result? My customers have a more efficient, innovative me!

3. Cost-Effective, Efficient Resource Allocation

Embracing part-time workers is a strategic financial move. You’re able to leverage our skills and knowledge without the overhead costs associated with full-time positions. This means you’re getting a high return on investment, as you’re paying for the quality of work rather than the quantity of hours. All of my clients pay a monthly invoice, without a retainer or set number of hours.

4. Work-Life Harmony: A Win-Win Situation

A balanced work-life dynamic is essential for sustained success and personal well-being. Part-time workers have the opportunity to allocate more time to personal pursuits, family, and self-care. This means they return to work rejuvenated, with a fresh perspective and a renewed sense of purpose.

For me, working part time allows me the freedom I need to run my own business, my family and my other commitments. It enables me to be focused and productive for my customers, ensuring their work is executed professionally. If I negotiate a deadline, you can be assured the work will be delivered on time and at the highest quality.

Working part time is a win-win for productivity and wellbeing!

… and if anyone tells you it is, then run a mile!

Okay, let me just level with you, I have become so frustrated by the number of social media posts I see referring to becoming a virtual assistant as a hobby venture, or a ‘side hustle’. The use of such terminology undermines the dedication, effort and sheer hard work hundreds of people put into growing and establishing their virtual assistant businesses.

In my opinion being a virtual assistant is not, and never can be a ‘side hustle’.

What is a side hustle?

The term ‘side hustle’ is often used to refer to a cheeky little extra income stream, a hobby project or an extra focus that is in addition to your main employment, job or income stream. Let me state clearly that I am not saying there is anything unacceptable or wrong about side hustles, it’s just that being a virtual assistant cannot simply be regarded as a hobby project.

First class service

Most virtual assistants I have had the pleasure of meeting, have dedicated many stressful hours setting up their business. They have marketed and searched for clients. Many virtual assistants may have taken lower paid positions or agency work whilst growing their businesses. Some virtual assistants have been forced to set up on their own due to redundancy or inability to find child friendly hours. Whatever their journey into the world of virtual work, they have one common goal, to provide a first class, quality service for their clients.

Virtual assistants are not just casual freelancers; they are indispensable contributors to businesses and professionals worldwide.

Commitment

Being a virtual assistant requires a higher degree of trust with our clients. As we do work remotely we should be regarded as being transparent, responsive and reliable. Therefore our clients must feel their needs are being met.

Depending upon the situation and role, we are also strategic collaborators. Successful virtual assistants align their work with the overall objectives of the businesses they support. We participate in decision-making processes, offer insights, and contribute to the growth and efficiency of the organisations we work with.

This level of engagement and commitment goes far beyond the typical boundaries of a side hustle.

Highly skilled

Being a virtual assistant demands a diverse skill set that goes beyond basic administrative tasks. From project management and social media marketing to customer relations and data analysis, virtual assistants often wear multiple hats.

This wide-ranging skill set positions them as valuable assets in any professional setting, showcasing that this is more than just a part-time side hustle.

Dedication vs Side Hustle

Virtual assistants play a pivotal role in ensuring the smooth operation of businesses. They handle essential tasks, manage workflows, and contribute to overall productivity. Businesses increasingly recognise the critical role virtual assistants play in streamlining operations and freeing up valuable time for core functions. This reinforces the idea that being a virtual assistant is not a side hustle, but demands a long term buy in by both parties, to build a

Being a virtual assistant is a career choice for many of us. We are striving to create a legitimate career path. Side hustles are great for additional income. But for a serious and professional service it’s a legitimate virtual assistant you need.

Dispelling the myths of Virtual Assistants

In an age where technology has revolutionised the way we work, the concept of a virtual assistant might still seem like a distant concept. However, in the modern era of improved technology and communications, the digital worker is a reality.

In this blog post we discover the real world of Virtual Assistants and what you should look out for when engaging with an agency or sole trader for the first time.

Myth Number 1 : Anyone can be a Virtual Assistant

Virtual assistant jobs are not only real, but thriving in today’s digital landscape. Give someone a phone, laptop and a reliable internet connection and they can set up as a virtual assistant from any location. However, being a virtual assistant is a highly skilled profession, providing administrative, technical or creative support.

Virtual assistants are often experts in their respective fields and are equipped with the tools, technology and experience to efficiently carry out tasks just like an in-person assistant would do.

Myth Number 2 : Virtual Assistants are too costly

Virtual Assistants are a cost-effective solution for individuals and businesses looking to streamline their operations, or hire short term help on project basis. Whereby traditionally organisations would engage with temporary agencies, hiring virtual assistants means the costs associated with office space, equipment and benefits are eliminated.

Virtual assistant rates do differ but typically range from £30 to £45 per hour, depending on skills and experience. Contracts may be long or short term, but can be tailored according to specific client need.

Myth Number 3 : Are Virtual Assistants accountable?

One of the primary concerns when considering a virtual assistant, is the fear of lack of control or accountability. It’s natural to wonder if a person working remotely can truly be as reliable as someone working on-site. However, many virtual assistants use software such as Toggl or Clockify to record their time per client, and task.

If you are concerned tasks are not being carried out in a timely fashion , request a copy of the timesheet. Established and successful virtual assistants work hard to instil a high level of accountability and transparency in their client relationships.

Myth Number 4: Virtual Assistants are not professional

Many virtual assistants have professional qualifications in their respective areas of expertise. Most virtual assistants will provide an all round service, offering not only administrative support but may also provide specialised services such as marketing, content creation, social media management, graphic design and more. Potential clients should ask to see resumes or copies of qualifications if unsure.

Myth Number 5 : Virtual Assistants are all working in coffee shops

As much as I like coffee, sitting in a coffee shop all day is not conducive to being a productive Virtual Assistant! Professional virtual assistants are dedicated to their work and their clients. Just as you would expect with onsite workers, we have dedicated business hours and holidays. Unlike employees we have our own Terms & Conditions, Pricing Policies, insurance and are registered for GDPR.

For many sole traders this is our main source of income, just as your business is important to you, so is ours to us. In order to increase the reputation of being a virtual assistant as a career, many of us are part of dedicated networks such as the Society of Virtual Assistants

What to do next?

Are you still on the fence about whether virtual assistants are real? Maybe it’s time to take the leap and experience the transformative impact they can have on your work life.

Unlocking Social Media Success

In the fast-paced digital landscape, an authentic online presence is non-negotiable for any business aiming to thrive. Increasingly social media content curation and post scheduling are the most frequently asked for skill from new clients. But can virtual assistants actually help with social media? Or, should you seek the dedicated services of a social media manager?

The All-In-One Solution

A virtual assistant, as part of a comprehensive package can bring understanding of social media management to the table. Their services may include crafting engaging content, scheduling posts for optimal reach, and analysing performance metrics to refine strategies over time. The advantage to this solution is that you have one person carrying out all your support tasks, and often at a lower rate than that of a dedicated social media manager.

If you choose to engage with your virtual assistant to carry out these marketing tasks, ask to see their marketing qualifications prior to signing terms and conditions. My own marketing qualifications include a Chartered Institute of Marketing Level 6 qualification in Digital Marketing.

One of the main advantages in using your virtual assistant as part of a larger package of work is they have a greater understanding of the organisation and the brand.

Client Collaboration

For social media success, collaboration is undoubtedly key!

Clients should be active, invested and willing to contribute to the social media plan. This involves actively sharing your brand voice, providing voiceovers for multimedia content, sharing relevant information, and contributing imagery. This collaborative approach ensures that the virtual assistant can seamlessly integrate the brand’s essence into every post, fostering an authentic and relatable online persona. However, if this collaboration is not available, a virtual assistant is forced to become more strategic and responsible for creating content, ultimately warranting a higher rate of pay.

If clients are unable to provide this much needed collaboration, I advocate working with a dedicated social media manager or agency rather than a virtual assistant. Social media managers and agencies are up to date with trends, algorithms and have a greater awareness of marketing going forward.

Can virtual assistants help with social media?

In answer to the question ‘can virtual assistants help with social media?’, yes they can, but it remains the responsibility of the client to advise the message they wish to be conveyed, and to provide material to post.

With a collaborative mindset, a commitment to authenticity, and strategic planning, a virtual assistant can elevate your brand’s online presence. However, it is imperative you have realistic expectations as to what can be achieved from the outset.

If you a strategic direction consult with a social media marketing manager who can help advise about content and posting, this is often more expensive in the short term. Marketing is a holistic approach and should be considered as part of overall business planning rather than reactive.