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Grow Your Business By Outsourcing Tasks To Virtual Assistants

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Outsourcing routine tasks to virtual assistants will help it grow more efficiently.   Administration, customer service, marketing, and bookkeeping have repetitive jobs that can be managed just as well by virtual assistants (VA) as they can with human workers.

However, as there is a cost involved, it pays to know what tasks should be handled by a VA and how to get the right one for your business. There are software virtual assistants and human virtual assistants and you can engage either or both and benefit from the action. In this business blog post we are referring to software-based or IVAs (Intelligent Virtual Assistants).

Identify Areas Where You Or Your Staff Need Help

Before looking for a virtual assistant, you should evaluate which tasks would be the most effective to outsource.

Think about areas where you are experiencing bottlenecks, such as administrative tasks or customer service.

Consider the types of tasks that you find mundane but essential and those that can be handled by someone with better technical skills. Also, evaluate how often certain jobs need to be done and determine if they are best suited to be done by a human or an automated system.

Once you identify these areas, it will become easier to decide which type of virtual assistant is right for your business.

Chatbots, Livebots and Emails

Any business that likes dealing with customer complaints is probably telling a half-truth. However, customer service is one area where virtual assistants come in handy. Today we have chatbots and live bots.

AI is powering them so easy queries can be managed programmatically, and only the more complex requirements are escalated to a human customer service professional. You may not know that there are also email VAs, and you’ve been on the receiving end of their messages as they are the automated replies you get from helpdesk platforms.

Marketing

How does this one work? Well, it is essential to start with a caveat. Obviously, there isn’t a VA that can develop marketing strategies or campaigns. Your marketer will create both strategy and campaign content. Use a VA for automated campaigns. For example, your VA can schedule the delivery of campaigns and capture and report data.

Plus, specific data can trigger another campaign that’s personalized. For example, a popup on your website entices visitors to share their email addresses. Once their email address is captured, an email marketing message is delivered to the visitor who clicks a link within to confirm it’s them. Also, in this email, you can offer them a discount on their first purchase and a link to redeem it immediately.

Virtual Assistants are also good on social media. No one can man the social media desk 24/7, which is why you can use the assistant to tweet and post your content, including blog posts and email marketing messages.

Bookkeeping

Bookkeeping is one of the most important tasks and one you need to exploit. Many businesses have to deal with fines and penalties because of missed payments.

After all, it isn’t easy to keep up with the bookkeeping. With a VA, you can set it to remind you of payments, so you’re always in the loop and make payments on certain dates. In basic terms, it can take care of the finances while you take care of the business.

Research Virtual Assistant Services

When looking for a virtual assistant, research different platforms or companies with experience in this field. Make sure to consider both the cost and quality of service – while it’s tempting to opt for the lowest price option, you’ll need to ensure that the virtual assistant meets your needs in terms of quality and expertise.

Review any contact information and read through customer reviews before making a decision. Consider also whether a company offers features such as access to an online portal or notifications about changes in service or standards.

Create Job Descriptions

Before outsourcing tasks to a virtual assistant, you must know exactly what jobs and responsibilities you need help with.

Create job descriptions for the positions that require filling so that your virtual assistant knows what tasks to undertake and expectations for completion.

Include a list of skills needed, duties involved, and information about any special projects. This will ensure your VA is up to speed from day one and can jump in with both feet!

Interviewing And Hiring

Once you’ve determined your needs and the ideal qualifications for the position, it’s time to start interviewing potential virtual assistants.

Start by drafting a list of questions that will allow you to assess the individual’s abilities and character. It may help to ask about past experiences, preferred working environment, communication methods, and availability.

Once you find a qualified individual, confirm the hours and rate of pay before extending an offer.

Workflow and expectations

Set expectations and create a workflow process that makes sense for your business.

As a business owner, you must ensure that your work expectations are clear for you and the virtual assistant.

When setting realistic goals and responsibilities, you should also discuss a workflow process and methods in which both parties will stay connected.

Being on the same page from the start is key to avoiding delays or misunderstandings. Creating an onboarding document with detailed instructions is wise so your virtual assistant can hit the ground running.

Summing Up

Outsourcing tasks to a virtual assistant can grow your business, and the action can also ensure you enjoy your job.  Work out where you can use VAs efficiently and be thorough in the hiring and onboarding processes.