30 Creative Ways You can Use a Virtual Assistant to Make Life Easier
This list is not exhaustive.
You might be surprised at how creative some entrepreneurs have become to utilize VA's to make their own lives easier.
Some entrepreneurs have a team of VA's who specialize in different niches, which is understandable.
Very few individuals are experts in all areas...
you find many Jacks of all trades, Masters of none, but every now and then you do find a Master, and if the price fits...
well, you'd be silly to let that one go, wouldn't you! Think of your average VA as you would your secretary / Personal Assistant, because basically, that's what they are.
You will find some who specialize in website design and maintenance, and some who specialize in bookkeeping, and some who can offer writing/editing services, too.
Regardless of their specialty, you'll find that all of them offer the "VA Basics".
With VA's, one size does not fit all, but with a bit of a nip and tuck, you may find yourself one or more VA's who are perfect for your business.
Here are some ideas you can use when you are nipping and tucking...
1.
Your VA can handle your email, respond to routine requests and instigate action, forward information to others to handle, or forward to you the very important email that only you can handle or must know about.
2.
You're going on vacation - let your VA handle your email in your absence.
What she can't handle, she can forward to you to consider over your next long cool drink under the nearest palm tree.
3.
Mail - again, depending on where you both live, you can have your VA pick up and handle your mail, too.
You can have this as a daily service or just when you are away.
4.
Maybe you are a genius at marketing or building "whizbang gadget thingamies", but you're absolutely hopeless at setting up your email program to modify your timezone indicators, your signature, your autoreply...
Relax! If your VA doesn't know immediately, she knows how to find out and she will assist you.
5.
If you are going away, you will probably use some form of voicemail/message service to alert your callers of your absence.
Rather than lose business, give them your VA's number or email address so she can liaise with them in your absence.
It is much more reassuring and professional and YOU don't lose business! 6.
Depending on where you live in relation to your VA, you can have your calls diverted to her phone so she can answer them like a real-time Receptionist.
You can do the same with your faxes.
7.
You need assistance with your diary and appointments.
VA's are commonly used for this purpose.
Let them make your appointments and keep you up to date with your schedule.
Let them liaise with your clients, business associates, journalists, speaking engagements, and so on.
8.
Client liaison.
You can't always be there for your important clients, but your VA can.
Let your VA handle queries, information requests, appointments, reschedules, etc.
9.
Maybe you travel a lot.
Let your VA arrange the best airfare for you, book accommodation and hire cars.
Your VA can also arrange speaking venues for you - if you're into speaking!Let them arrange the venue, meals and snacks, hotel discounts, equipment needed, etc.
10.
This is so basic, it's hardly worth mentioning...
word processing.
In the immortal words of Homer Simpson...
Doh!On the other hand, if you are Homer Simpson, here's what your VA can do for you:Type up and prepare notes, reports, articles, memos, letters, booklets (drafts or originals).
In fact, anything you can do on a word processor, any VA can do for you! 11.
Take your scruffy meeting notes and turn them into professional Minutes.
12.
The VA can even produce Manuals for you and return this to you on a diskette or via email.
Ditto any special reports, text books and professional documents.
13.
Do meetings and presentations?Need Powerpoint?Look no further than your VA! 14.
Even if your VA does not use MS Access, you can count on it that she can use MS Excel.
When it comes to Databases, you want a system that you can manage yourself if you have to.
If you can use Access, good on you! If not, arrange with your VA to set up databases in Excel.
This is simple and anyone can use it.
You will want to keep client information from their business cards, their credit card information, prospects, survey information, lists of articles and to whom they have been sent...
just some ideas to get you started.
15.
Bulk emailing.
Some VA's will have their own special software for bulk emailing your many clients and enabling the emails to be individually addressed, or maybe you are a member of an online business that enables you to send out these types of bulk emails.
Either way, your VA can handle this for you.
16.
Signing you up and keeping track of your Sign-in ID's and Passwords for everything being signed up for - from affiliate status, online article submissions, free memberships and listings, etc.
Your VA can do this with her eyes closed! 17.
Desktop Publishing.
Brochures, newsletters, pamphlets, postcards, menus, price lists, schedules, calendars, certificates...
generally all of these things can be done just as easily in MS Word - but MS Publisher provides ready templates.
Either way, your VA has it covered.
Just tell her what you want...
with or without graphics or photos.
18.
Transcribing tapes and CD's.
These days, there are different kinds of equipment to handle the different kinds of tapes being used for tapings.
VA's who specialize in this area can usually handle whatever tape or CD you use.
You send it to your VA, she types it up and sends it back to you.
Is it a mess and all over the place and you can't or don't have time to clean it up?Yes, you can hire an expensive professional to clean it up and edit it for you oryou can look for a VA who specializes in this and let them do it for you.
19.
Newsletter...
there are different online avenues for sending newsletters and depending on how much you want to spend, your VA can find something to suit your budget preferences.
She can handle all subscribe and unsubscribe requests, put your newsletter together and send it out as required, including handle all advertising requests and billing arrangements.
20.
Your VA can proofread and edit your newsletter and other documents, too,if she has this capability.
There is nothing worse than receiving a newsletter from a so-called professional that is full of typos.
21.
Some VA's with writing backgrounds can ghostwrite your articles for placement to magazine editors, online article sites, or foruse in your own newsletter.
You do NOT want somebody taking something they've found off the internet and adding your name to it and the next thing you know, you're being sued for plagiarism!Or failing that, your readers think you're a fraud because that very same article appears in several other places on the internet by various other authors!(Don't laugh!This happens!) 22.
Research - whether it be for an article or information or an item you are having problems finding yourself.
You may be writing a book and want some information...
you may want to buy some software to assist with a particular challenge or project you have...
you may just want to keep up with what your competitors are up to...
your VA can become a super sleuth and get the information you seek.
23.
Gift buying...
how much do you want to spend?Give your ideas to your VA and your list of gift recipients and she can handle this for you and make sure your special clients (and even your family) are never forgotten! 24.
Website.
Need a website designed for you or maintained?Even if you already have a website, the pages need updating frequently.
Some VA's specialize in websites and they can achieve this for you and keep you up to date.
A specialist VA in this area can also monitor your website traffic and recommend ways to improve traffic and online sales.
25.
Book-keeping.
Shudder!Well, it's like some who think accounting is cool...
there are those who actually don't mind book-keeping.
You'll find them - they can keep your books, send out your invoices, do the billing, balance your accounts, and so on.
The weird thing is they enjoy it! 26.
Writing and Editing services.
Generally speaking, writing and editing are areas covered by professional, usually Uni trained, writers and editors.
Just because you can spell and you know where the full stop goes, doesn't make you a "qualified" editor or writer.
So if you just want simple things managed, some VA's can do this for you, but if you're looking for some heavyweight writing or editing work, consider a professional, or make sure you use a VA who has a background and experience in this type of work.
27.
Marketing.
Some VA's offer expertise in marketing and advertising.
Look for one with a background and experience in this area.
They can help you implement an advertising campaign, monitor the campaign, and so on.
28.
Your VA can distribute your marketing material to the venues and recipients of your choice, either online or by snailmail.
29.
Do you hire other staff?Not a problem.
Your VA can help you remember special dates like birthdays, annual performance reviews, payrises, manage reference checks...
30.
In a nutshell, you can use a Virtual Assistant in the same way you'd use any secretary or Personal Assistant.
You'll find what she can't do is make your coffee and do your filing - unless she lives nearby and is happy to travel and do this for you!
You might be surprised at how creative some entrepreneurs have become to utilize VA's to make their own lives easier.
Some entrepreneurs have a team of VA's who specialize in different niches, which is understandable.
Very few individuals are experts in all areas...
you find many Jacks of all trades, Masters of none, but every now and then you do find a Master, and if the price fits...
well, you'd be silly to let that one go, wouldn't you! Think of your average VA as you would your secretary / Personal Assistant, because basically, that's what they are.
You will find some who specialize in website design and maintenance, and some who specialize in bookkeeping, and some who can offer writing/editing services, too.
Regardless of their specialty, you'll find that all of them offer the "VA Basics".
With VA's, one size does not fit all, but with a bit of a nip and tuck, you may find yourself one or more VA's who are perfect for your business.
Here are some ideas you can use when you are nipping and tucking...
1.
Your VA can handle your email, respond to routine requests and instigate action, forward information to others to handle, or forward to you the very important email that only you can handle or must know about.
2.
You're going on vacation - let your VA handle your email in your absence.
What she can't handle, she can forward to you to consider over your next long cool drink under the nearest palm tree.
3.
Mail - again, depending on where you both live, you can have your VA pick up and handle your mail, too.
You can have this as a daily service or just when you are away.
4.
Maybe you are a genius at marketing or building "whizbang gadget thingamies", but you're absolutely hopeless at setting up your email program to modify your timezone indicators, your signature, your autoreply...
Relax! If your VA doesn't know immediately, she knows how to find out and she will assist you.
5.
If you are going away, you will probably use some form of voicemail/message service to alert your callers of your absence.
Rather than lose business, give them your VA's number or email address so she can liaise with them in your absence.
It is much more reassuring and professional and YOU don't lose business! 6.
Depending on where you live in relation to your VA, you can have your calls diverted to her phone so she can answer them like a real-time Receptionist.
You can do the same with your faxes.
7.
You need assistance with your diary and appointments.
VA's are commonly used for this purpose.
Let them make your appointments and keep you up to date with your schedule.
Let them liaise with your clients, business associates, journalists, speaking engagements, and so on.
8.
Client liaison.
You can't always be there for your important clients, but your VA can.
Let your VA handle queries, information requests, appointments, reschedules, etc.
9.
Maybe you travel a lot.
Let your VA arrange the best airfare for you, book accommodation and hire cars.
Your VA can also arrange speaking venues for you - if you're into speaking!Let them arrange the venue, meals and snacks, hotel discounts, equipment needed, etc.
10.
This is so basic, it's hardly worth mentioning...
word processing.
In the immortal words of Homer Simpson...
Doh!On the other hand, if you are Homer Simpson, here's what your VA can do for you:Type up and prepare notes, reports, articles, memos, letters, booklets (drafts or originals).
In fact, anything you can do on a word processor, any VA can do for you! 11.
Take your scruffy meeting notes and turn them into professional Minutes.
12.
The VA can even produce Manuals for you and return this to you on a diskette or via email.
Ditto any special reports, text books and professional documents.
13.
Do meetings and presentations?Need Powerpoint?Look no further than your VA! 14.
Even if your VA does not use MS Access, you can count on it that she can use MS Excel.
When it comes to Databases, you want a system that you can manage yourself if you have to.
If you can use Access, good on you! If not, arrange with your VA to set up databases in Excel.
This is simple and anyone can use it.
You will want to keep client information from their business cards, their credit card information, prospects, survey information, lists of articles and to whom they have been sent...
just some ideas to get you started.
15.
Bulk emailing.
Some VA's will have their own special software for bulk emailing your many clients and enabling the emails to be individually addressed, or maybe you are a member of an online business that enables you to send out these types of bulk emails.
Either way, your VA can handle this for you.
16.
Signing you up and keeping track of your Sign-in ID's and Passwords for everything being signed up for - from affiliate status, online article submissions, free memberships and listings, etc.
Your VA can do this with her eyes closed! 17.
Desktop Publishing.
Brochures, newsletters, pamphlets, postcards, menus, price lists, schedules, calendars, certificates...
generally all of these things can be done just as easily in MS Word - but MS Publisher provides ready templates.
Either way, your VA has it covered.
Just tell her what you want...
with or without graphics or photos.
18.
Transcribing tapes and CD's.
These days, there are different kinds of equipment to handle the different kinds of tapes being used for tapings.
VA's who specialize in this area can usually handle whatever tape or CD you use.
You send it to your VA, she types it up and sends it back to you.
Is it a mess and all over the place and you can't or don't have time to clean it up?Yes, you can hire an expensive professional to clean it up and edit it for you oryou can look for a VA who specializes in this and let them do it for you.
19.
Newsletter...
there are different online avenues for sending newsletters and depending on how much you want to spend, your VA can find something to suit your budget preferences.
She can handle all subscribe and unsubscribe requests, put your newsletter together and send it out as required, including handle all advertising requests and billing arrangements.
20.
Your VA can proofread and edit your newsletter and other documents, too,if she has this capability.
There is nothing worse than receiving a newsletter from a so-called professional that is full of typos.
21.
Some VA's with writing backgrounds can ghostwrite your articles for placement to magazine editors, online article sites, or foruse in your own newsletter.
You do NOT want somebody taking something they've found off the internet and adding your name to it and the next thing you know, you're being sued for plagiarism!Or failing that, your readers think you're a fraud because that very same article appears in several other places on the internet by various other authors!(Don't laugh!This happens!) 22.
Research - whether it be for an article or information or an item you are having problems finding yourself.
You may be writing a book and want some information...
you may want to buy some software to assist with a particular challenge or project you have...
you may just want to keep up with what your competitors are up to...
your VA can become a super sleuth and get the information you seek.
23.
Gift buying...
how much do you want to spend?Give your ideas to your VA and your list of gift recipients and she can handle this for you and make sure your special clients (and even your family) are never forgotten! 24.
Website.
Need a website designed for you or maintained?Even if you already have a website, the pages need updating frequently.
Some VA's specialize in websites and they can achieve this for you and keep you up to date.
A specialist VA in this area can also monitor your website traffic and recommend ways to improve traffic and online sales.
25.
Book-keeping.
Shudder!Well, it's like some who think accounting is cool...
there are those who actually don't mind book-keeping.
You'll find them - they can keep your books, send out your invoices, do the billing, balance your accounts, and so on.
The weird thing is they enjoy it! 26.
Writing and Editing services.
Generally speaking, writing and editing are areas covered by professional, usually Uni trained, writers and editors.
Just because you can spell and you know where the full stop goes, doesn't make you a "qualified" editor or writer.
So if you just want simple things managed, some VA's can do this for you, but if you're looking for some heavyweight writing or editing work, consider a professional, or make sure you use a VA who has a background and experience in this type of work.
27.
Marketing.
Some VA's offer expertise in marketing and advertising.
Look for one with a background and experience in this area.
They can help you implement an advertising campaign, monitor the campaign, and so on.
28.
Your VA can distribute your marketing material to the venues and recipients of your choice, either online or by snailmail.
29.
Do you hire other staff?Not a problem.
Your VA can help you remember special dates like birthdays, annual performance reviews, payrises, manage reference checks...
30.
In a nutshell, you can use a Virtual Assistant in the same way you'd use any secretary or Personal Assistant.
You'll find what she can't do is make your coffee and do your filing - unless she lives nearby and is happy to travel and do this for you!
Source...