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Virtual Assistant

Things To Avoid While Hiring A Virtual Assistant

Outsourcing business tasks to a virtual assistant is one of the new norms fast spreading throughout the corporate world. It helps companies save money as well as manpower. Needless to say, it is one of the most effective ways that businesses have found that helps them manage and scale easily. Virtual assistants can be available as freelancers or through agencies. Companies that offer virtual assistance as a service often have a large cadre of qualified and well-groomed professionals ready to fit into their job description.

As a business seeking to hire virtual assistants, there are certain things that need to be considered before you put a stamp on it. The quality of the virtual assistance industry is good at the moment, but with many players entering the scene, it is surely going to go down. The service sector has this downside, and it is up to the client to get the best bargain.

Here are some things you need to look out for while hiring a virtual assistant:

Not knowing when to hire a virtual assistant

It is crucial to understand when and why you need a virtual assistant to help you with your business. If you are a business owner or a manager at a large company trying to figure out what exactly you need, here are some points that may indicate that you need a virtual assistant:

  • As a business owner, if you are not getting time for your personal life or for a vacation, you might need to hire a virtual assistant.
  • You or your team may lack some skills. This need may be satiated with the help of a virtual assistant.
  • There is simply too much for you to do, and you feel like you need more than 24 hours a day.
  • Your team is more involved in administration rather than in making core business decisions.
  • Your business is ready to scale up and work for more clients.

Not explaining your requirements properly

When you approach a freelance virtual assistant or an agency to hire one, it is paramount that you list down your precise requirements. Being vague with what you need might end up into a disaster for you and your company. A proper and detailed job description is a necessary step before going through the selection process. As aforementioned, companies often have a large network of professionals, and it is up to you to decide what kind of help you require and what your company needs at the moment. Outsourcing a certain job role to a virtual assistant also means that your team is expanding, and how you manage this change is also important.

Not understanding what virtual assistants are good at

Virtual assistance comes with its pros and cons. It is up to you to recognise these issues and cherry pick the good out of the bad. To make things easier for you, here are some things that you can trust virtual assistants to do a good job at:

  • Routine jobs like sending and scheduling emails.
  • Managing office administration tasks like keeping inventories, managing petty expenses, etc.
  • Bookkeeping like ledger keeping, trial balancing, etc.
  • Designing creatives such as banners for your website, apps, or advertisements.
  • Cold calling and customer support.

Look out for underqualified or ‘mis-qualified’ assistants

It is the responsibility of the person or company searching for assistance to take a good look at the skill set and the educational qualifications of the virtual assistant. Being impatient with your decisions before hiring someone can result in your loss of time as well as resources. After you have understood and outlined your requirements, it is important to communicate them properly to the agency. A good example of this would be a company looking for an accountant. Let’s say they hire an accountant who does not know how to work on QuickBooks. Now, the company knows that their accounts are done on this particular software, but they failed to either get this across or maybe they misjudged the virtual bookkeeper and assumed that he/she knew how to work on QuickBooks.

Lack of communication skills

This is definitely a big turn off for a virtual assistant. The problem becomes worse if you need the person to be client-facing or in some department, such as customer support. Before hiring a person, make sure that you interview them thoroughly. You may ask technical questions related to their field and, in the process, judge what their communication skills are like. Here is why communication skills are so important for a virtual assistant:

  • A client-facing person with good communication skills paints a good impression of your company.
  • Communication is also important in departments such as sales and customer support. Your sales executives need to explain clearly what the product/service is all about.
  • Internal operations become smoother if everyone is on the same page. This can only be achieved if your team has good communication skills.
  • Problem solving and brainstorming sessions become much more productive with good speakers in the room.

It is up to you to hire virtual assistants who are good at speaking and pushing the message across – the way it is intended.

Easily distracted and unresponsive

Some virtual assistants do not work as dedicated members of your company and share their time across different teams. You know this, of course, but this can turn into an issue if not addressed. Working multiple roles or at multiple companies may be distracting for the assistant – and it is only human. As a manager and a business owner, you need to seek out dedicated personnel who are capable of working as virtual assistants. You can also hire one full time.

Being distracted can also make virtual assistants unresponsive or have a casual approach towards the job. Make sure to look out for this creeping issue. Watch out and keep introspecting to see if you’re making these mistakes or not. It is important to be honest with yourself while managing a business. The purpose of outsourcing your tasks to a virtual assistant is to scale up your business instead of adding more issues to it.

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Virtual Assistant

10 Benefits of hiring a Virtual assistant over a full-time employee

The hiring of virtual assistants is more flexible than a full-time PA in businesses. Virtual assistants are professionals who assist businesses with technical and administrative tasks. When your business venture is still fledgling and entering into fierce competition, you cannot spare enough free hours in a day. In this situation, little knowledge of things and spending your days juggling entrepreneurial duties with administrative errands can create a lot of stress.

When your business is thriving, you require a little more extra set of hands, at that moment hiring a virtual assistant is a must.

According to a job profile, a virtual assistant is to perform a wide variety of mundane tasks, thus giving you the liberty to focus on the core job of running your business. In present times, more workers prefer to work remotely, in that situation you need to manage a phone, computer, Zoom, or another video conferencing software only for your virtual assistant.

There’s never been an appropriate moment to hire a virtual assistant, and here is a list of 10 reasons compiled on why it is important.

1. Increase Efficiency

Outsourcing a virtual assistant is certainly more productive than a nine-to-fiver because they are only focused on the tasks that you assign to them. They can work according to their own time without any office distractions or experiencing daily a state of 8-hour day inactivity.

The best thing about virtual assistants is that they instantly absorb your painstakingly gathered wisdom. They can do precisely according to your needs like how you want your emails replies, your ticket booking, or managing your social media handle. Therefore, you are left with an abundance of time, which you can completely utilize for your business growth.

2. No More Hefty Salaries

The perks of having a full-time employee have already been ingrained in the industry’s foundations. However, they come with a huge baggage of costs. You will have to contribute to NI, workplace consumables, pensions, healthcare, and a whole lot of other expenses. Apart from that, just assume that you hire an employee to take care of all administrative tasks, but that person is not skilled for writing copy, social media, or research.

On the other hand, outsourcing a virtual assistant is going to utilize your expenses efficiently, because you have to pay a monthly fee rather than an annual wage. Finally, you will gain a lower and long-term commitment and low risk.

3. Pay According to Working Hours

If you hire full-time employees for your company, you have to take care to pay their salary along with sick leave, CL, Ml, etc., even for those days when they never work. But Virtual assistants will ask for fair pay only for the hours they work, so the businessmen can be able to spend money economically. Moreover, the physical employees are available for 8-9 hours, whereas the virtual assistants are available 24/7.

You need to pay for 1 hour only if a virtual assistant takes 1 hour to prepare your next meeting minutes. Before you realize it, your virtual assistant is completing more administrative tasks for you at a much lower cost!

4.Exponential Business Growth

If your startup is on the track of expansion, where you are struggling whether to expand with more employees, then hiring virtual assistants might give you a way to enlarge. Moreover, excluding the operational risks of taking on new, full-time employees.

The entrepreneurs possess many strategic ideas, which lead to the successful development of the business, with maximum profits. With the expansion of business, they might require some helping hands who will offer more innovative business plans which will take your business to the next level.

Virtual assistants are one of the best options as your helping hands, who will become part of your business ideas and provide innovative and brilliant business tactics. Thus, after hiring the best virtual assistant, it is completely up to the business owners to share the vision, mission, and ethics of business, with the virtual assistants, to promote the development of the business.

5. No Stressful Work

Visualize a picture in which the business owners need to administer all the tasks by themselves. Later, what happens is they will find work pressure, which will result in less productivity in business solutions. Most small business owners spend the day stressed out, shouldering the duties of running a business. When you get some help from the best virtual assistants, you can rest assured an expert is taking care of things for you.

When you hire a virtual assistant, you can weed out non-essential activities from your to-do list and reduce your stress level in the process. However, having a reliable and best virtual assistant to whom you can delegate some of your team’s duties will keep you serene and productive.

6. Virtual Assistants are not High Maintenance

Hiring a full-time resource comes with a mountain of expenses that go beyond a fixed salary- health insurance, and other employee benefits. Just because your virtual assistant is an independent contractor, all you require to shell out is the agreed-upon compensation typically an hourly fee. Whereas you do have to maintain an amicable working relationship with your virtual assistant, you do not have to take them to fancy restaurants for lunches and dinners and other office parties. You have to concentrate on keeping things completely professional. Therefore, virtual assistants work remotely and mostly communicate with you strictly on work-related updates and queries.

7. Access to a Variety of Skills

Even though there are no specific educational requirements to become a virtual assistant, many of them have upgraded their paradigm with the kind of skill sets. The word “assistant” is not only about face value. Virtual assistants are trained in specialized skills with an experience like managing social media, copywriting, transcription, email writing, etc. A virtual assistant can be tech-savvy, having a massive range of computer skills and a prominent level of proficiency with commonly used software and business programs. The majority of virtual assistants specializing in bookkeeping are adept at basic accounting tasks, such as account reconciliations and double-entry booking.

No matter the task you want to be performed, you will find an experienced virtual assistant to take it on. Whether it is general administration, travel planning, in-depth research, or client interaction, most of the virtual assistants hold a versatile skill set that you can utilize.

8. Content Creation

Many businesses highly consider planning, implementing, and maintaining relevant websites, articles, digital media, and other modes to connect with your target audience. When you hire a virtual assistant, many tasks can be executed brilliantly like content creation, conducting extensive research, and generating appealing text, which can eventually attract more potential customers’ attention to your product or service.

9. More Strength in the Core Business Area

After outsourcing a virtual assistant, all activities of daily routines should be taken care of by them. Then you get the chance to prioritize the critical areas of business, such as product or service design and amendments, effective delivery, customer relationship building, and increasing competitiveness. The regular counselling from Work4you has made many businesses improve their expertise. 

10. Work-life Balance

When business owners struggle with daily activities which are so time-consuming, you leave behind a lot of things while establishing a business. When you have already started your business, leave all day-to-day activities for the virtual assistants and you can resume your personal life while spending a good time with your family. You can experience the complete process of watching your kids grow.

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Virtual Assistant

5 Tips To Boost Your Sales – A Quick Guide For B2B Enterprises

You started a business for a purpose. You seek profits and so does every other business in your industry. Well, you all could be making profits as we speak but only a few would enjoy the reputation of being a leader among the pack. You can enjoy that stature but the way to that is through higher sales and unparalleled levels of customer satisfaction. Let’s find out how to ensure both: 

  1. High Quality Sources Of Leads 

You know what could be a high-quality source of reliable leads for your business? Referrals! Want more? Why don’t you go through your list of former clients? Maybe they want to reconnect with you on a brand new contract. Another way to find high-quality leads is to study your competitors. Also, one thing that nobody is going to point out to you is relationship marketing. You should try to block at least 30-45 minutes each day just to look for qualified leads. Try to set appointments and establish connections with them.  

  1. Effective Nurture And Follow-Up Process 

Stay in touch with your potential customers constantly whether on their social media channels or other modes of digital marketing such as Snapchat, WhatsApp, or telemarketing. Take out more time to scan through your weekly newsletter responses and highlight the ones that have more potential of becoming qualified leads and eventually turning into your loyal customers.  

  1. Get A Hold Of The Right Tools 

Have you ever thought about investing in a virtual assistant for your company? This automated helper can do a lot for your enterprise by knowing and understanding who your customers are and what they care about. A virtual assistant/VA can make you more efficient, organized, and capable of evaluating and understanding customer behavior and conducting more in-depth research of their purchase patterns to produce valuable insights faster than ever before. They can make it easier for your brand to stand apart from the competition by researching everything from your product responses to how other enterprises and your customers feel about your brand and a lot more. You will soon discover just how vital this information is to help your business grow in the right direction. 

  1. Come Up With A Compelling Script 

A compelling script is going to contain a lot of words and phrases that resonate with your consumers. Focus on creating less complicated scripts that have a hook point for your customers to latch on to. You should be able to speak directly to your audience and support your central message with some statistical proof and data. Make your marketing script concise and clear and always have a call to action at the end. 

  1. Let’s Begin Marketing Your Company 

When it comes to promoting your brand, we can categorize your activities into 2 broad spectrums. Content marketing is going to comprise articles, blogs, and other promotional material along with infographics, imagery, and videos. The other is your social media channels that will be a more personalized approach to connect with your potential customers as well as existing consumer base. 

Content Marketing 

Your content marketing plan should always correlate with your existing or potential sales funnel. Deliver content to the right audience to attract qualified prospects. Focus on creating helpful articles and interesting videos. The key here is never to be too pushy with your content. Give them access to interesting trivia. Be available to them but do not hover over them at all times. 

Social Media Marketing 

Social media marketing and advertising allows you to stay connected with your consumers and also build strong relationships with them. Platforms such as Facebook, Twitter, LinkedIn, and Instagram make your brand more approachable and friendlier. The key here is to share highly relevant content with your audience and observe their responses throughout. 

Conclusion 

These were a few tried and tested methodologies to boost your overall sales. Try them and see how your sales numbers shoot up the roof and beyond.  

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Virtual Assistant

8 Tips To Do More With Your Workday – Maximize Your Productivity With A Virtual Assistant

If you are one of those companies that are looking to hire a virtual assistant to streamline their work and make their operations more productive, you are in the right place. Technologies like artificial intelligence, machine learning, augmented reality, virtual reality, and 3D simulations are becoming bigger as we speak. These advancements have given rise to several products and services and one such achievement is the ability to incorporate virtual assistants into your business teams seamlessly.

It’s as if they are right there but not really. Confusing? Let’s talk.

Several businesses around us are operational at the moment only because they have invested in the right virtual assistants in Australia. If you want to know what they are, read on and find out.

What Is A Virtual Remote Assistant?

This assistant is a human being, of course, assisting you every step of the way but working from a remote location.  He or she is an experienced person that can guide your customers to the solutions they are looking for. A VA is also capable of assisting your business associates and several stakeholders at the same time from a remote location.

There are a lot of things that this individual is capable of doing including but not limited to:

  • Preparing various reports, graphs, and studies for your different departments
  • Managing all your calendars and appointments
  • Helping you in closing your hiring procedures
  • Assisting with marketing tasks and several promotional activities
  • Social media management and online reputation management

The list is practically inexhaustible and you will be surprised just how efficient and productive these professionals can be.

Why Do You Need Help From A Virtual Assistant In The First Place?

To answer this question, let’s have a look at a few stats.

  • Around 44% of businesses today fail because of incompetence
  • Close to 30% of businesses in the country are not able to taste success because there is little to no managerial experience
  • Around 11% of companies today fail because they do not have any experience

There are numerous areas where several businesses fail to achieve competence and expertise. This is where outsourcing steps in and remote virtual assistance take the lead.

Why Hire A Virtual Assistant In Australia? Because You Get…

1. More Experience

a VA specialises in a particular area of your business. They have the ability to perform certain tasks with a noticeable flair that you might not be able to display when performing those tasks yourself. This is where their experience makes a huge difference in your company’s operations.

2. No Physical Resources Needed

Because this assistant is going to be located elsewhere, you don’t have to invest time, money, resources, or any of your skills to enable them in any way.

3. Saves You Time And Money

As pointed out earlier, it saves you a lot of time and there is no need to carry out a lengthy recruitment and interview process either. These are usually contract workers that can be employed to perform almost all of the functions of a typical full-time employee.

4. Increases Productivity

All this leads to increased productivity in your organisation. Your customers are going to receive timely responses. All their queries and inquiries will be answered immediately. Your associates and partners will be well informed about any latest development in your organisation. You will be kept abreast of the latest trends in the market and what your competitors are up to, always.

5. Reduction In Employee-Related Expenses

As a business owner, reducing costs must always be on your mind. You already know that building a team can be very expensive. It costs your business a lot in terms of time, effort, resources, electricity, internet, and a lot more. By hiring a virtual assistant, you can reduce your cost significantly. Letting them handle some of the most critical responsibilities without putting a strain on your in-house resources is a clever move. You will be reducing several of your employee-related expenses drastically by performing this one little step.

6. Employee Benefits, What Employee Benefits?

Is it possible? Can you really say goodbye to all the employee benefits that you have been paying up until now? Yes, it is. A VA lets you do that because he or she is not going to ask you for any gratuity or pension. They are also not going to ask you for any overtime or extra wages. All of this is just not in their contract. This means that you can get your work done at a fraction of the expense that you may have incurred when working with a full-time employee. Now, isn’t that fantastic?

7. Give Your Core Business Functions More Attention

There are certain core functions that you perform in your organisation. There are certain operations on which your business thrives. You can focus on those areas and prioritise accordingly. For example, you can concentrate your resources on creating the most user-friendly product design and improving upon its various elements, which has been pending for the last six months. Similarly, being able to answer the many queries of your customers and addressing their pain points could also be one of the areas that you may be handling. You can focus your attention on that as well. Hiring a VA helps take away all your distractions and enables you to focus on more essential operations.

8. Focus More On Profitability

The biggest metric of a business and its success is the amount of profit that it earns at the end of the year. That profit is the biggest factor that keeps you motivated. By having your short-term and long-term profitability margins and targets in clear view, you can focus on creating a business strategy and growth plan more efficiently. You can work towards achieving the same without having to worry about any other tasks and functions that can be handed over to your team of VAs.

Key Takeaways

Nobody is saying that your VAs can prove to be a perfect substitute for your in-house team members. But you can ensure without fail that your business records more sales, better profit margins, higher employee retention rate, better growth, and a healthy competitive environment, all if you hire a virtual assistant at the right time. What more do you want?