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Virtual Assistant Tasks
Begin the process of determining your needs for a virtual assistant by identifying your long
term and short term goals for your business. Go back to our basic organizational chart:
Within each of the divisions or departments, write down some development goals for each.
Don’t hold back on me here. Where would you like to see each of these areas in 5 years.
Dream Big. Write down a wish list. Continue breaking down this process by thinking of how
you would accomplish these goals and the number and types of employees you would need to
hire to do this. What would they do? Ask yourself if these various jobs are something that
earns you the most money by having you perform them yourself. Chances are you have
identified many tasks that take up a lot of your time but do not create income. Perhaps these
jobs are something that you do not have the expertise to perform. Maybe you just don’t enjoy
the time and detail it takes to do them well. Chances are likely that even if you can fit them in
and love the process of doing them in your current work day, if your business was growing and
thriving as you intend, they would soon become the source of stress and aggravation. AND I
would bet the farm that they are not worth your goal hourly rate, not even close. They are not
the highest and best use of your time. These are clearly the tasks that you should outsource.
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The tasks are endless that you can outsource to a virtual assistant. We are outlining below a
number of routine tasks that you may do regularly but are easily transferable to a virtual
assistant. In referencing our organization chart, keep in mind that many of the categories of
the tasks we are using below may fit into one or more functions of the various org chart
departments. For example an administrative assistant can participate in supporting product or
service development, accounting, customer service and so on. These are just some ideas to stir
your creativity and remember evaluate the logic in assigning tasks to an outsourced
professional at $5 per hour versus doing them yourself at $50 or $100 an hour.
Also remember all documents or resources created by or used by a virtual assistant can be
quickly and easily transmitted via email attachment, FTP, fax, text message or Skype. We
discuss elsewhere in this manual how to select and utilize several of these communication
methods and I am just assuring you that the technology exists and will be covered in this
manual. The key is to constantly contact your VA as soon as an idea, a date or a to-do task
comes to mind and have them act on it. Think of it as the mind dump to the person sitting next
to you. With the speed and advancement of technology, even if you assistant is half a world
away it is as if they are right beside you. As soon as the thought occurs, dump it via email or
Skype to your VA and have them organize it. Whether your thought is related to your business
or is personal, you VA can keep you organized and out of stress and trouble. This way even the
most random of thoughts is memorialized where you both can access it and you can unclutter
your mind with trying to remember endless details.
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Administrative Assistant Tasks
Maintain and Organize Your Calendar. You no longer need to have a physical calendar on your
desk for with you at all times. There are several online calendar resources available. We
personally recommend utilizing Google Calendar. Selecting and using an online calendar will be
covered elsewhere in this book. Both you and your assistant can add to your daily calendar. If
you schedule an appointment, you can contact you assistant with the details of the date, time,
duration and details and have him place it in your calendar. You can both access the calendars
for changes and for reference purposes. At a glance, you know what is scheduled for your day,
your week or your month.
Update Your Contact Lists. As part of many online calendars, there is also a feature that allows
you to enter the contact details of any individual. You can scan and email business cards that
you collect and have your VA enter them into the contacts area of your calendar. You can also
Skype or email any changes and additions to your contacts list. If you give your VA access to
your email, they can also independently build a contacts list from emails you receive or you can
simply forward emails you receive to the VA to review for contact information. At a glance,
your contacts are complete, updated and ready for you to access.
Confirm Your Weekly Appointments. Your VA can access your contacts and confirm each of
them by making a Skype Call or sending an email and requesting a reply. Your VA can provide
you with a list of confirmed appointments. At a glance, you know your confirmed
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appointments and can decide to cancel the unconfirmed appointments so you are not wasting
precious time.
Create Reminders for Tasks, Goals and Long Term Planning. If it can go on a list, your VA can
coordinate it for you. For example, your spouse’s birthday is coming up, your VA can remind
you in advance to buy a gift or better still can give you the list of gift ideas that have occurred to
you throughout the year. They can order flowers online, send an e-card and even order a gift
for you. You can also outline milestones in a long term or short term project you are working
on. The VA can send reminders or add to your daily task list reminders of what must be
completed and the due dates. At a glance you will know what you need to do or expect from
others each day, each week or each month.
Confirm Driving Directions to a Meeting. Your VA can utilize Google Maps or Mapquest to
obtain directions and drive time to your weekly meetings or other events. This information can
be added to your calendar or emailed to you. The VA can also factor in the drive time into your
calendar to keep you on schedule. You are probably utilizing a smart phone so you will have
this information available to you at all times. At a glance, you will know exactly where you are
going and how long it will take to get there.
Maintain Routine Time Reports. If you work on an hourly basis, need to account for time spent
on projects or clients throughout the day, report on calls made, prospects reached or any type
of daily, weekly or monthly routine reporting, your VA can gather this information from you and
record it in a report format that you create or use. Maybe you just want to record how you are
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spending your time on a daily basis. You can Skype your results as you go along in the day and
have your VA record the information in report formats that you use. At a glance, you will know
if you are on track with your goals and be able to adjust your work flow or focus accordingly.
Make Travel Plans. You can supply your VA with your airline, hotel, rental car preferences.
Give them the details of when and where you are going and have them plan and confirm your
entire trip saving you endless hours of trying to find the best deals or times for your travel.
They can check you in to your flight, print boarding passes or pay luggage fees. They can
contact your hotel and make sure your extra towels and pillows are waiting for you. Your VA
can supply you with a detailed report of travel schedules, confirmation numbers, addresses,
phone numbers and every other detail of your travel arrangements. At a glance, you will have a
complete itinerary and can travel at ease.
Make Personal Reservations. Need to make restaurant reservations, tickets to an event,
conference registration, hair cut? No problem, your VA can research, purchase and confirm
and give you a summary of where to go and what to expect. They can reserve a window table,
balcony seating, movie tickets and provide you with a detailed summary. At a glance, you know
what your event entails.
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Send Follow Up Notes or Thank You Notes. You can supply your VA with some standard
formats for follow up or thank you notes that you send to clients and they can do the rest after
each appointment. You can also have your VA access online letter samples to use at Azz Card
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File http://www.azzcardfile.com/collections/busslett.html and/or use SendOutCards.com to
create and send personalized messages. At a glance you, you can confirm letter formats, cards
and insure that your clients and contacts are treated with Disney Level Care.
Research Tasks
Create a list of prospects. Using your detailed parameters, your VA and compile a list of
potential customers in your target market. The VA can contact the company and call the
company to identify the name of a designated contact. They can also schedule a conference
call or meeting with that individual and send information about you or your company to them.
The VA can go a step further and call to confirm that the prospect has received your
information and schedule an appointment. At a glance you can review the amount of data for
your target market, the successful connections made by your VA and the results of scheduling
meetings and conferences.
Event Planning. You need to schedule a seminar, meeting or any type of event. The VA can
contact hotels or conference facilities for availability, size, amenities and the specific needs of
your events. The VA can obtain written proposals and provide you with a summary of the
research. Throughout the preparation process for the event, the VA can be the contact person
with the event location and coordinate and confirm all of the details that comprise your event
including audio visual equipment, catering, room set up, guest room accommodations, gift
bags, signage, etc. Your VA can provide you with a complete event summary and give you
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digital copies of contracts, attendee lists, etc and a step by step summary of the event schedule.
At a glance, you have all of the details for a successful meeting or event.
Product Production/Presentations. You are preparing a how-to manual, brochures or booklets
for a presentation you are giving. You can send your draft to the VA for revision, proofing and
formatting. The VA calls several vendors and obtains quotes for the project production. Upon
approval, the VA coordinates sending the documents to be produced to the vendor with
directions on how many to create and where to send them. If your VA is more local (meaning in
the United States), they can put the package together and print mailing labels and ship the
package to the client. This can be as simple as keeping you in business cards or as complicated
as a multi media product. At a glance, you know what has been done and where it is shipped
and how much inventory you have.
Pre- Purchase Research. If you have to buy office equipment, phones, office supplies, furniture
or just about anything else a VA can research availability, pricing and features and provide you
with a detailed summary that can also compare and contrast important features and
functionality you are seeking. At a glance you can decide what best suits your needs and
budget. The VA can place the order and have it shipped.
Research Software. You need to upgrade existing software or locate a software application for
a specific purpose. The VA can research online suppliers and also research user groups for
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comments and issues that may affect your decision. At a glance you can evaluate the pros,
cons and pricing of the software you are considering.
Research Competition. You are interested in gaining more information about your industry
peers. Using keyword searches, your VA can research online for information about other
similar businesses and delivers to you information about their services, pricing, location, web
design, etc. At a glance you can determine your services are competitive and identify key areas
to improve or change.
Research Advertising Resources You are planning a print, internet and facebook advertising
campaign. Your VA researches pricing on internet banner ads, facebook ads, magazines,
periodicals, newspapers, etc. and acquires information on pricing, publishing dates, publishing
deadlines, payment policies, etc. At a glance you can assess where to direct your advertising
dollars and compare which media form and location that best suits your needs.
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Customer Service
Acknowledge Important Milestone Dates. Keep a list of personnel, client and personal
birthdays, anniversaries or milestone dates with your organization. You VA can create, update
and maintain this list and then acknowledge these dates on your behalf with a card, flowers,
corporate gift or whatever or however you wish to acknowledge them. At a glance, you know
when these dates are coming up so that you can personally acknowledge the individuals or
groups.
Follow Up on Meetings or New Contacts You attended a meeting or conference and have a
pocket full of business cards that you scan and send to your VA. Your VA can enter these into
your online contacts and include the notes you jotted down on the back of the cards. He/she
can send thank you notes or emails on your behalf and provide information you promised to
your new contacts. By emptying your pockets you can add new contacts and continue to
develop relationships to them.
Send an Apology Letter. You forgot an appointment, made a mistake or just dropped the ball
on something. Your rarely do these things because your VA has you organized and informed.
Your VA can prepare a letter or email to the individual apologizing for your error. In seconds,
you can acknowledge and apologize for your goof and create a better relationship with the
individual.
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Send a Gift or Bonus for Any Reason or “Just Because”. You have a client that has been with
you through thick or thin and you want to acknowledge and thank them. Your VA can arrange
for a gift to be sent to them and an accompanying note. In seconds, you have done what few
professionals actually get around to doing, thanking the people who make you successful.
Word Processing
Keep Your Notes Organized. You take notes at a meeting and want to preserve them digitally.
Scan and email or e-fax them to your VA who types them and emails them back to you. In
minutes you have neat legible notes from your meeting and can begin taking action on the
purpose of the meeting.
Transcribe Dictation. You dictate email responses, letters, reports, etc. You email the mp3 file
of the recording for your VA to transcribe and email back to you. Within the time it takes you
to speak a few sentences, you have completed the task and your VA does the rest.
Transcribe Conversations. You record a meeting you attended, a phone conversation or
presentation you made. Your VA transcribes it and you have a memorialized record that you
can review and improve your presentation delivery.
Report Preparation. In the dictation we described above, you are adding several items to a
report. You organize the information and email it to your VA to format it, create cover pages
and table of contents and emails it back to you or has multiple copies printed and delivered to
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your office. In the time it takes you organize your report, you have a completed professional
looking report that is ready to distribute.
Correspondence. You dictate or write a letter draft. You VA can proof it, format it, put it on
your business stationary and email it back to you for printing on your stationary. In the time it
takes you to dictate and print the letter, you have an impressive letter to send or email.
Book Transcription. You are writing a book or manual that you can distribute to your clients or
sell on the market. Your VA can proof and format it. Your manuscript is ready to distribute.
Power Point Presentation. You map out the slides you want to use for a presentation. You
email your draft to your VA who creates engaging slide designs and inserts your information,
tests the features and effects you want to use and emails it back to you. You have
professionally prepared slides ready to awe your audience and you can spend your time
perfecting your speech.
Surveys and Questionnaires. You send your VA a list of questions you want to ask your clients
for feedback. Your VA creates it and loads it into online survey services or prepares a feedback
questionnaire you can distribute after your speech. Your VA can also send it to your audience
and follow up with them via phone or email to obtain the results and then prepares a report.
At a glance you can see and evaluate your clients’ responses.
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Data Processing/Database Management
Database Creation or Customization. You want to create or customize a specialized database
to manage client information. You hire a database expert who builds or customizes the
database to your specific needs and tests it. The database is uploaded to your server and it is
tested and ready to use.
Data Entry. You received a sales report from an affiliate. You email the report to your VA who
enters the new client information into the database and starts an email sequence to the new
client giving them directions and supplemental content.
Sales Funnel Support. Your VA has prepared a list of new prospects for your business. He/she
enters them into your database and mail/merges their information into a marketing letter. The
VA coordinates the mailing and calendars when a follow up mailing occurs. Your VA provides
you with a report or responses received. At a glance of the mailing report, you can monitor
how many direct mail pieces were sent and the response rate.
Report Preparation. You want regular reports on new clients, sales, client demographics, etc.
Your VA can pull the reports from the information stored in your database and email it to you.
At a glance, you get the information you need to make business decisions. Your monthly
reporting and analysis is done.
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Scan lists for duplicates. Instruct your VA to prepare a list by specific criteria and remove
duplicate records. In the time it take you to explain the steps to your VA, you database is
cleaned up.
Update Database Records. You have lost touch with several client s or prospects due to
disconnected phones or bad email addresses. You can instruct your VA to pull a report of the
inaccurate records and research for current phones numbers or contact the client to update
their email addresses. On a regular basis, you database records are updated and current.
Email Broadcasts You prepare a marketing email blast announcing a new product or service.
You VA can proof, format and send to your clients using your email server. Within minutes, you
can connect with your customers and prospects.
Auto Generated Letters. You want to send letter to your client list announcing an event. Your
VA mail/merges the list into your letter and sends it to your printer for printing and mailing. In
the time it takes you to dictate one letter, you have reached your clients by mail.
Conversions. You want to use a new database and import your records from the old database
to the new database. You retain the services of a database specialist to format the existing
data and import it into the new database. He/she tests the new database to insure the import
was successful. Your database is converted and tested and all you needed to do is purchase the
new database software.
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Desktop Publishing
Brochures. You want to create a new brochure for your business. You provide your VA with
the information you want on the brochure and the graphics to use. The VA formats the
information into the brochure format. In minutes, you have a new brochure ready to
distribute.
Business Cards. You want to create new business cards with your new logo. You VA can create
a proof for your review and send it to your printer for processing and delivery to you. Within
the time it takes for your to recite your contact information, you have new business cards.
Price Lists/ Menus. You want to create an updated price list of your services or a menu for
your restaurant. Your VA can create a professional looking menu that can be updated in the
future in minutes.
Fliers, Door Hangers, Bandit Signs. You want to do some door knocking this weekend. Your
VA can design distributable materials, send the proof to the printer for processing and delivery
to you. You can spend your time perfecting your pitch and get more clients.
Certificates. You want to acknowledge your customers you are training or honor an employee
for special effort. Your VA can design custom certificates of completion of the training. You can
Wow your clients and employees with a custom certificate they can display and enjoy.
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Awards. You participate with an organization and you are in charge of awarding members for
special accomplishments at the annual meeting. Your VA can create award certificates and
have them printed and framed and delivered to you. Within the time it takes you to list the
recipients, you have an award that will be treasured by the honorees.
Newsletters. You want to publish a quarterly newsletter. You provide the content or have your
VA search for articles. Your VA creates the newsletter, formats it and arranges for distribution.
You have a system of reconnecting with your clients and providing them with great content.
Mail Services
Mail Review. You travel frequently and cannot review your mail regularly. You can have your
mail sent to a post office box near your VA. The VA can retrieve and review the mail, fax, scan
or overnight to your location any urgent items, respond to routine matters, and forward items
to your office that can wait for your return. Regardless of where you are in the world, your mail
is monitored and acted upon.
Check Writing/Bill Payment Services. You are traveling and need to pay the bills. You can give
your VA access to your online accounts and have them set up auto payments or periodic
payments. Most banks also will create and send checks on your behalf. Your VA can give you a
list of check payments that are due and where to send them or set them up for your approval in
your online bank account. You can go online and instruct your bank to issue the checks when
due.
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Email Services.
Review/Respond to Email. You cannot keep up with the volume of email you receive and auto
responders are not for you. You can set up a general email for your company i.e. and route
your email to it or you can utilize an online email service like zendesk. Your VA can review your
incoming email, delete the spam, respond to routine emails and let the sender know the timing
of your response. Your VA can also research information needed for responses and send you a
draft response that you can complete and send.
Organization. You are away from the office but want a quick summary of your email. You VA
can create a summary of your email activity. At a glance, you can stay updated while you are
away. Your VA can also create rules in your email account so that incoming emails are
automatically organized by sender or subject.
Auto responders. You want a auto response message to go out to your email senders while
you are away. Your VA can create a message or turn on or off the auto responder at your
request.
Digital Signatures. You wear a lot of hats and respond to a number of emails using different
titles or company names. Your VA can create customized signature lines in your email accounts
that include contact information and logos. When responding to your email, you can select the
appropriate signature line and not have to change or create an appropriate signature for each
email.
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Telephone and Fax Services.
Voice Mail. You are going on vacation but don’t want to take business calls. Your VA can
access your voice mail and provide you with a summary of the calls you receive. He/she can
also keep a copy of the recording of the voice mail for future reference if needed and contact
any clients needing urgent assistance.
Phone Forwarding. You are away from home and want to make sure your phone is answered
at all times. You can activate call forwarding to your VA, who can take messages and email you
a summary of activity. The VA answers all calls, responds to routine requests, and contacts the
client with urgent messages.
After Business Hours Calls. It is likely that your VA is not residing in your local time zone or
anything close to it. You may also have clients in time zones outside of your regular business
hours. Your VA can answer your call received after your daily business hours to insure that you
clients get personalized treatment.
Fax Forwarding. Using a service like efax.com you can receive digital faxes in your email. You
can auto forward the faxes to your VA for review and monitoring while you are out of the
office. Your VA can respond, file and address routine matters and forward urgent matters to
you. You never have to be out of touch while out of the office.
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Receptionist Services. You want your phone answered by a human 24/7 and by an individual
who knows your business. By using a service like Ring Central your phones can be answered all
the time by your VA staff. They can direct calls you are waiting for to you or take messages for
you and assist clients as they are able. Your VA can also serve as a live help desk for your
business.
Internet Services
Bounced Emails/Unsubscribes. You use an automated email mailing service and receive failed
mail messages. Your VA can contact the client for updated information and process the
requests to subscribe, unsubscribe or delete bounced email messages. At a glance you know
the statistics on this activity.
Subscription Services. Your business offers automated subscription services. Your VA can
handle requests for changes or cancellations and supply feedback to you. At a glance, you can
monitor new statistics for new subscribers, length of subscriptions and cancellations.
Website/Squeeze Page Creation. You need a website or want to create squeeze pages to
capture prospect opt-ins. Your VA training in web development can create and test websites
and squeeze pages. They can even supply content and graphics for your approval.
Website Updates. You need some changes on your website. Your VA can make these changes,
upload and test the website. All you need to do is supply the content.
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SEO Services. You want to promote your website. The VA can make changes to your website
to enhance key work searches and submit the URL, key words and description to various search
engines on a routine basis to enhance and maintain your ranking. You don’t need to worry or
think about your ever increasing web ranking.
Article Submission. You want to attract subscribers to your electronic newsletter. The VA can
list the newsletter with a variety of online directories and follow up to make sure the listings
are accurate.
Blog Services. You have a blog used to attract customers. Your VA can post articles on your
blog, monitor comments and make comments on other blog sites that provide a link to your
website. You can provide the content and have your VA monitor and report your results. In a
glance, you can see comments to your posts and monitor activity on your blog.
Web Analytics. You don’t have time or don’t understand how to monitor and analyze website
traffic. The VA can monitor banner ad placements/click thrus and make recommendations for
adjustments. At a glance, you can regularly see these numbers and make informed business
decisions.
Linking. You want to improve your website traffic with related links. The VA can contact similar
websites and request mutual link exchange and provide you with updated reports on link
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partners. At a glance you can see how your links are growing in the web world and click thrus
this is generating to your website.
Website Maintenance. A client doesn't have time to monitor his website for errors or broken
links. The VA can periodically review the website and verify links and correct broken links.
Web Clipping Services. A VA can monitor particular online newspapers/magazines and gather
articles of interest. You can use these for your own education to share with clients.
Domains. Your VA can research and secure domain names for you and calendar when your
web domains are scheduled for renewal and supply you with a list of renewal dates and
payment reminders. Never be in danger of losing a domain because you forgot to buy it or
renew it.
Social Media. Your VA can set up fan pages in facebook and twitter and all the other hundreds
of social media sites and keep your fans and followers updated and in the loop. You create or
approve the content and your VA does the rest.
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Bookkeeping
Accounts Payable. You need bill paying services. You have all bills emailed to your VA. You set
up a checking account with payment authorization for both you and the VA. As the bills are
prepared for payment, the VA notifies you how much money to deposit into the account. You
review and approve the payments and the bills are then paid. Another option is to use on-line
bill payment services. Your VA can provide you with a report of your expenses and post them
to your online Quickbooks or other online accounting software. You can do this for both
business or personal bills. You will never forget or miss a payment.
Accounts Receivable/Collections You need to create invoices to your clients and monitor
payment status. Your VA can create and email past due notices or follow up via telephone to
collect on past due invoices. On seriously late bills, your VA can prepare a package to forward
to your collection agency for further action. Your cash flow improves and you rarely need to
get involved with collecting funds from your clients.
Bank Reconciliation On a monthly basis your VA accesses your online banking to receive
electronic statements and enters all data into accounting software and reconciles the account
and provide you with a report. Your books are balanced and you know where every penny is
going.
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Payment Reminders/Auto Payments. You are paying your own bills but need reminders to
pay on a timely manner. The VA can set up auto payments in your bank account or remind you
via email or telephone when due dates arrive. You will never miss another payment.
Expense Reports. You can make notes on your receipts as to the expense category and scan
and email the receipts to your VA. He/she can enter them into your online accounting software
and provide you with reports on your spending. Your VA can also forward your expense reports
for reimbursement as appropriate. At a glance you will know what you are spending money on
and at tax time it is a breeze.
Purchasing Services
Office Supplies. On a pre-specified basis, your VA sends you a list of office supplies that are
used on a regular basis. You can check off what is needed and your VA can place an online
order and have the supplies delivered to your office. You never run out of the office staples
and only periodically check your inventory.
Office Equipment. You need a new printer and want to make sure it has the features you need
and integrates into your existing network. Your VA can research the various makes, models,
and features and supply you with a summary list. You can make an informed decision on what
to buy. The VA can place the order, arrange for delivery and coordinate installation and set up
if necessary. Bottom line, you need a printer and the next thing you know it is delivered and
ready to go.
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Product Production/Inventory Control. Your VA can provide you with a check list of materials
and supplies needed for product production and can also provide an estimated inventory report
based on your sales. You can approve the purchase of these materials and replenish inventory
in a timely manner and in line with your budget and cash flow.
Credit Lines. Your VA can coordinate securing lines of credit with your vendors. He/she to get
the applications and fill out the information they have available to them. You can approve the
application and your VA can follow up to insure your credit line request is processed. You get
better payment terms with your vendors and assists with cash flow.
Marketing Materials. Your VA can provide you with a periodic check list of the marketing
materials you use or relevancy of online marketing. You can check your inventory of business
cards, fliers, brochures, signage, etc. including online press kits an informational websites and
determine if changes need to be made. Your VA coordinate changes and re-orders. You never
have to worry about running out of marketing materials or having out of date information on
the internet.
Annual Gifts. You send your best clients a gift at the holidays or at any time and for any reason.
Your VA can research for appropriate gifts, and coordinate the purchase and delivery of same.
You VA can also research and coordinate charity gifts. Your clients and contacts feel
appreciated and keep bringing you business.
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Writing/Editing Services
Articles Content. You submit a monthly newsletter article to a business association or you have
a blog site. Your VA can research various topics related to your industry and write the article.
You review it, approve it and it is posted or distributed.
Marketing Materials. You want a new fresh feel to your marketing materials. Your VA can
create new graphics and layouts and even create new content. You have updated new
materials available on a regular basis.
Website Content. You want to redesign or add new content to your website. Your VA can
create and upload new content or redesigned pages to your website. Once you approve the
changes, you have fresh new content and a new look.
Manuals. You have created training manuals for your employees and need to format or
update. You VA can research to make sure your information and policies are current and
compliant. They can make the changes use your new branding and coordinate distribute. You
can schedule them to do this quarterly or annually and you never have to think about it again.
Spell Check/Grammar Check. Let’s face it, it is really hard to review and edit your own writing.
Your VA can type, format, proofread, edit, spell check and grammar check documents. You get
to create and your VA gets to make it perfect
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Marketing Services
Manage Marketing Campaigns. You want to implement an advertising plan. The VA monitors
the plan, submits ads by deadlines, tracks expirations dates, coordinates payment, handles
correspondence with advertising vendorPes, and continually updates the advertising report
and/or advertising budget report for your review. At a glance you can monitor results and
adjust the campaign for maximum results.
Sales Special Offers. You want to make a special pricing offer on your product or service. You
VA can create and distribute the special officer and report to you the resulting sales and buyer
demographics. At a glance you know if this is a home run or can be improved.
Customer Satisfaction Feedback. You want to monitor customer satisfaction or perhaps you
have previous clients that are no longer buying from you. Your VA creates a customer feed-
back questionnaire, sends it to customers, receives the completed questionnaire, summarizes
the responses and issues a report to you or better still, they call the client to get the same
information. At a glance you know where your customers are in the buying process and overall
satisfaction.
Requests for Proposals. You get new business by sending proposals and bids to other
companies or entities. Your VA can create a template from previous proposals and update the
specifics that you provide. They can check it for compliance and completeness with the
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requirements on the Request for Proposal. You deliver a timely and winning proposal that get
you’re the business contract.
Joint Venture Submissions. You send leads to a company to joint venture with you on the deal.
Your VA makes sure all of the research and necessary documents are attached, forms filled out
and sends it on your behalf to your joint venture partner. He/she monitors feedback and status
and updates you. Since you already have VA’s doing your research, you just need to sit back
and watch your pipeline and income grow.
Personnel Services
Resumes and Applications. You have posted a job and have hundreds of responses. Your VA
can filter the responses to insure that you are interviewing the most qualified candidates. The
VA can also distribute pre interview questionnaires, check references and confirm job history.
At a glance you can monitor the responses and survey information on the best candidates you
may wish to interview.
Job Ads or Postings. You want to hire employees or additional VA’s. Your VA can write and
place the job description in online websites or update job description templates and place the
ads. You just let them know the details of who you are looking for.
Personnel files. You VA can maintain digital files for each of your employees or contractors.
They can periodically confirm and update information necessary for reporting and taxes.
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Performance Reviews. You need reminders for annual performance reviews. Your VA can
track the dates and schedule the reviews as well as file the results in personnel files. If it is your
own review, you will be reminded in advance so that you can properly prepare.
SOP’s and Employee Training. Create SOP’s (Standard Operating Procedure) for every detail
and function of your business. Your VA can also help you prepare these by detailing and
explaining the steps necessary to perform their job. As processes and systems change, your VA
can update them and always have them current and available to train new staff and support
existing staff.
Payroll. Your VA can collect and monitor time reports for your employees and contractors.
They can also provide your Payroll service provider with pay period updates and changes. At a
glance, you can review a weekly, bi monthly or monthly payment report.
New Hire Welcome Packages. Your VA can create and disburse new hire information and
welcome packages. In some cases, they can even participate in the training of new hires. Your
new hires will feel welcome, informed and ready to perform.
Employment Reference Services. You may get inquires for employment references or
confirmations about prior or current co-workers or employees, financial institutions, agencies,
etc. Your VA can respond to these requests.
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Job Search Assistance. You or one of your staff needs to update a resume or bio. Your VA can
prepare or update a resume or bio and include an introduction letter. A VA can also research
job postings online and submit customized resumes and cover letters on your behalf.
Interview Follow Up. You just had a great interview. Your VA can send a thank you note on
your behalf to your interviewer. You look like a total pro and can focus on preparing for more
interviews.
Interview/Presentation Practice. You can use a VA experienced in job searches or public
speaking to coach you and practice for interviews or presentations. Virtual Assistants
specializing in personnel management services can offer many suggestions to ensure a positive,
successful presentation.
Personal Services
Social Engagement Planning. You VA can assist in planning a birthday party, anniversary party,
golf outing, lunch dinner or any kind of planned get together. The VA can send invitations,
receive RSVP's, coordinate with catering, order decorations, etc. They can manages all of the
aspects of this special event and you just show up.
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Important Date Reminders. You forgot your mother-in-laws birthday and you are in hot water.
Make sure this never happens again by having your VA calendar all of these personal milestone
dates and send you reminders.
Appointment Reminders. You don’t remember that dentist appointment until you get that
reminder call the day before. Your VA can calendar these appointments for you and give you
advanced reminders.
Find TV Shows You Missed. I’m not big TV watcher, but occasionally I enjoy a show and can’t
be available to watch it. You VA can find a repeat of a favorite show on re-broadcast websites
like Hulu.com or locate the season series on Netflix or BlockBuster. Frivoulous use of time, yes!
But we all need a treat now and then.
Sought After Products. Your favorite store stops carrying a brand that you love. You VA can
locate other stores or online retailers that carry the same product and order or hold it for you.
You can even have your VA create your weekly shopping list. Don’t spend you Saturdays
wandering around without a plan!
Family and Children Activities. Need a summer camp or holiday break excursions? Have your
VA research for activities, create a checklist of gear they will need. They can make and confirm
reservations, get tickets, directions, etc. Your kids and spouse will love you!
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Vacation Planning. Much the same as planning children’s activities and your business travel,
your VA can research transportation availability and pricing, the local sites, make and confirm
registrations and even put together a day by day guide with all of your scheduled events, tickets
and confirmations. Plus, they can help you resolve any travel glitches immediately. Just sit
back and relax.
Wedding Planning. This is the mother lode of all event planning. A VA can assist with
researching and pricing every detail, creating the invitation list, mailing the invitations, tracking
RSVPs, tracking gifts received and even send thank you cards. Calm wedding planning? Totally
possible.
Emergencies. You are traveling and have a medical emergency. Your VA can research for
medical services you need in your location, coordinate having your local records sent to your
present medical provider, set up appointments, send you directions.
This is a large list of suggested tasks to assign to a virtual assistant. By reading through this, you
probably have dozens of additional ideas and perhaps some very specialized tasks specific to
your industry. The point I want you to grasp is that just about anything that does not require
you in person, can be delegated to a virtual assistant or outsourcing professional or a group of
them depending on the expertise you need. I illustrate that many of these tasks can be done
on your behalf and monitored by you at a glance, within minutes and you can make quick and
fully informed business and personal decisions and immediately take action. When you look at
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this list you are already struggling in the swamp of these various tasks. So let me ask, if you are
doing all of these functions in your business and personal life, when do you have time to focus
on building your business and actually living your life? Your team of virtual assistants are there
to get you organized, prepared and looking and acting like the CEO Big Cheese that you are.
You can focus your time on high value tasks that create income. You will have more time, less
stress and an exponentially more successful life.
You may feel overwhelmed at where to start. You may also feel that you have a lot of work to
do before you can even hire a virtual assistant and train them properly. Yes there is
preparation involved, but in many cases your VA has a lot of experience in organizing other
people and processes and can do it for you. Choose your most urgent or time consuming task
or group of tasks that you can outsource and start with that. The important thing is to start.
Today!