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How to Work with a Virtual Assistant

First, we will need to clarify who a Virtual Assistant is.

A virtual assistant is generally self-employed and provides remote professional administrative, technical, or creative assistance to clients from a home office.

This has become a highly utilized sector as the ability to work virtually due to technology improvements, such as high-speed Internet, document sharing, and other advancements, made working remotely a reality. Virtual assistants are especially in demand by entrepreneurs and businesses that need help, but don’t want to bring on staff in their location.

What do Virtual Assistants do?

We work with our clients through diverse administration processes with transparency, instilling confidence, surpassing office expectations, and adding value to their businesses. I am personable, approachable, and easy to work with A VA can do anything any other support staff does, except you lunch. (Although a VA can call you one!). However, virtual support duties are not limited to administrative work. Many VAs provide marketing, social media, web design and other services. A basic list of services include:

• Calendar management
• Email management
• Social media management
• Appointment setting
• Marketing and PR
• Research
• Writing
• Graphic creation
• Website management
• Bookkeeping
• Customer support
• Project management
• Travel booking
• Customer service

Note: You should get your basic VA Service List on contact.

1. Establish your workflow from the onset.
Do you expect your VA to be available at certain hours of the day, everyday? Or can they mostly work on longer tasks and just give weekly updates? Set expectations for when you want to be online and available to reduce the frustration from not being able to reach your VA when you need them the most.
Discuss your potential task list with your VA. By giving your VA an idea of your workload, they can better prepare for it. Ask them to send you a weekly (or daily or monthly) breakdown of tasks they’ve done and how long it took each task.
State your preferred communication, whether by phone or IM or email. Tell them how you prefer to be reached, at what times and for which problems. You don’t want to have your VA sending you an email when they should have called about a question on a time-sensitive project, and conversely, you don’t want them calling you at all hours of the night for trivial questions.

2. Give very detailed instructions.
When writing instructions, be as specific as possible. Make it as thorough as possible for a good kick-off. Show an example of a previously finished task if possible. Or give them an example to follow.

3. Communicate using the appropriate tools.
A good VA will be able to use your preferred communications medium, whether it’s voice calls, instant messaging, video conference or email.
Remember that a speaking medium is faster than writing and typing. So once you are confident they understand your needs so you can have less detailed instructions, try to integrate faster communication methods into your workflow. However, for longer project-like tasks, written instructions are better so your VA can reference it.
Email is great as a primary medium as you get to send out instructions or tasks and get delivery through same. IM or SMS is especially good for asking quick questions while doing the task.

4. Always ask VA to confirm understanding of task when assigning one.
For example, you can add one or more of the following into your instructions:
• Do you have any question about the task?
• Is there anything you are not clear about?

5. A check in midway, if you can spare the time.
If you have the time to, you can ask for a draft of ongoing task from VA midway through the task to know if task is going according to expectation and if you need to add instructions.

These basic steps will aid as you make the move to outsource daily or routine tasks – clearing up your table (so to say) so you can focus on making money.

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Why You Need an Online Business Manager

Are you an entrepreneur wishing for someone in your corner to make sure your business is running smoothly while you concentrate on making your customer happy and increasing your income?
As a business person, it’s impossible to be everywhere and everyone while meeting up with the demand of your business. will wear many hats (i.e., administrator, marketer, web designer, accountant etc.) but if you plan to stand the test of time, you’ll need to delegate.
Attempting to be brilliant at every role is time-consuming.
Hiring an Online Business Manager can be profitable. Let’s resolve some misunderstandings about hiring one below.

1. “I do not know if to get a Virtual Assistant or an Online Business Manager”.
If you’re looking for someone to do tasks for you that you can’t do, don’t want to do or take too long, then you need a virtual assistant. If you want someone to manage the completion of your tasks, then an online business manager is your best option.

2. “They would not understand my business”.
This is so not true! As experienced entrepreneurs themselves, a reputable business manager will have sufficient business expertise to comprehend quickly. When you work with a diverse range of companies (from varying industries) the skills honed along the way are easily transferable. In short, a good business manager will make it their business to understand yours.

3. “I can do all myself”.
You absolutely can but at what price and time? Working in your business instead of on it? Just because you can doesn’t mean you should. Using an online business manager can free you from the day-to-day management of your business. This helps you to focus on nurturing your clients, nailing those financial goals and carving out some guilt-free time out to do whatever you want.

4. “I cannot afford an Online Business Manager”
These days you can’t afford not to have one. Is your time really best spent managing your virtual team, checking in on deadlines, managing launches and scheduling appointments? Freeing yourself from daily tasks allows you to focus on income generating activities.

5. “It is easier to employ”.

When it comes to business management, hiring a direct employee can be much more restricting. You will have legal and financial obligations that may be more of a headache than it’s worth. Hiring an online business manager can free up your schedule from anywhere between 20 and 45 hours every month. No office space needed, no medicals, no trainings, no benefits etc. You know how much you’re investing and your business manager generally works from his or her own office – leaving you in peace to focus on the tasks you love doing.

6. “I could get it done by the time I spent explaining”.
True but with a good business manager you’ll only need to tell them once. From that point forward, they will manage things without you even having to think about it. Imagine painstaking tasks scheduled according to their frequency, dealt with in advance and the peace of mind that comes along with it all.

7. “I cannot commit myself to hiring an Online Business Manager”.
You don’t need to. That’s the beauty of working with a flexible business manager. Instead of lengthy contracts, negotiate a smaller time period (i.e., 3 months). A small commitment allows your online business manager to make a real impact on your schedule, your business and your future growth.

8. “I need someone in the office”.
Why? If you need someone to answer your calls, you can have those calls directed to you OMB’s office. If you need some face-to-face time, use WhatsApp or Skype.
As you can see from the above, the value far outweighs the risk.

Some task we help you with:


• Creating/updating/maintaining databases and CRMs
• Collating business cards into an Excel sheet for uploading to CRMs or address books
• Data entry
• Online research /Data mining
• Typing up notes
• Minute taking
• Social media set up/maintenance/content research/scheduling
• Facebook, Twitter or Google ads – creating, monitoring and analysing
• Forum commenting/monitoring
• Setting up LinkedIn groups
• Photoshop work
• Transcription
• Marketing – creating sales pages/squeeze pages/pop up email boxes
• Creating/editing/formatting templates and guides
• Chasing outstanding invoices
• Diary/calendar management – scheduling meetings, syncing with devices, adding upcoming events
• Email management
• Writing/editing/formatting reports and presentations
• Researching/making travel and accommodation arrangements
• Blog set up/writing/SEO/editing/scheduling
• Website set up/writing/SEO/editing/scheduling
• Newsletter set up/writing/autoresponders/editing/maintenance/scheduling
• Gmail set up, importing and creating labels/filters/folders
• Designing/formatting infographics, logos, banners, social media profile images
• Working with and coordinating the technology that you don’t like.

Why You Need A Virtual Administrator

Are you an entrepreneur wishing for someone in your corner to make sure your business is running smoothly while you concentrate on making your customer happy and increasing your income?
As a business person, it’s impossible to be everywhere and everyone while meeting up with the demand of your business. will wear many hats (i.e., administrator, marketer, web designer, accountant etc.) but if you plan to stand the test of time, you’ll need to delegate.
Attempting to be brilliant at every role is time-consuming.
Hiring an Online Business Manager can be profitable. Let’s resolve some misunderstandings about hiring one below.

1. “I do not know if to get a Virtual Assistant or an Online Business Manager”.
If you’re looking for someone to do tasks for you that you can’t do, don’t want to do or take too long, then you need a virtual assistant. If you want someone to manage the completion of your tasks, then an online business manager is your best option.

2. “They would not understand my business”.
This is so not true! As experienced entrepreneurs themselves, a reputable business manager will have sufficient business expertise to comprehend quickly. When you work with a diverse range of companies (from varying industries) the skills honed along the way are easily transferable. In short, a good business manager will make it their business to understand yours.

3. “I can do all myself”.
You absolutely can but at what price and time? Working in your business instead of on it? Just because you can doesn’t mean you should. Using an online business manager can free you from the day-to-day management of your business. This helps you to focus on nurturing your clients, nailing those financial goals and carving out some guilt-free time out to do whatever you want.

4. “I cannot afford an Online Business Manager”
These days you can’t afford not to have one. Is your time really best spent managing your virtual team, checking in on deadlines, managing launches and scheduling appointments? Freeing yourself from daily tasks allows you to focus on income generating activities.

5. “It is easier to employ”.

When it comes to business management, hiring a direct employee can be much more restricting. You will have legal and financial obligations that may be more of a headache than it’s worth. Hiring an online business manager can free up your schedule from anywhere between 20 and 45 hours every month. No office space needed, no medicals, no trainings, no benefits etc. You know how much you’re investing and your business manager generally works from his or her own office – leaving you in peace to focus on the tasks you love doing.

6. “I could get it done by the time I spent explaining”.
True but with a good business manager you’ll only need to tell them once. From that point forward, they will manage things without you even having to think about it. Imagine painstaking tasks scheduled according to their frequency, dealt with in advance and the peace of mind that comes along with it all.

7. “I cannot commit myself to hiring an Online Business Manager”.
You don’t need to. That’s the beauty of working with a flexible business manager. Instead of lengthy contracts, negotiate a smaller time period (i.e., 3 months). A small commitment allows your online business manager to make a real impact on your schedule, your business and your future growth.

8. “I need someone in the office”.
Why? If you need someone to answer your calls, you can have those calls directed to you OMB’s office. If you need some face-to-face time, use WhatsApp or Skype.
As you can see from the above, the value far outweighs the risk.

Some task we help you with:


• Creating/updating/maintaining databases and CRMs
• Collating business cards into an Excel sheet for uploading to CRMs or address books
• Data entry
• Online research /Data mining
• Typing up notes
• Minute taking
• Social media set up/maintenance/content research/scheduling
• Facebook, Twitter or Google ads – creating, monitoring and analysing
• Forum commenting/monitoring
• Setting up LinkedIn groups
• Photoshop work
• Transcription
• Marketing – creating sales pages/squeeze pages/pop up email boxes
• Creating/editing/formatting templates and guides
• Chasing outstanding invoices
• Diary/calendar management – scheduling meetings, syncing with devices, adding upcoming events
• Email management
• Writing/editing/formatting reports and presentations
• Researching/making travel and accommodation arrangements
• Blog set up/writing/SEO/editing/scheduling
• Website set up/writing/SEO/editing/scheduling
• Newsletter set up/writing/autoresponders/editing/maintenance/scheduling
• Gmail set up, importing and creating labels/filters/folders
• Designing/formatting infographics, logos, banners, social media profile images
• Working with and coordinating the technology that you don’t like.