documentation methods for virtual assistants and remote teams

Growing companies hire reliable virtual office assistants

May 18, 2021/in Administrative, Cannabis & Legal Marijuana, e-Commerce, Financial Planning, Franchise, Healthcare, Human Resources, Inside Sales, Insurance, Marketing, Marketing, MOD Virtual Assistants, Mortgage, Property Management, Real Estate, Recruitment, Technology /by Jeremy

There’s a new kid on the block. The virtual office assistant, that is. Talk about the future of business! It’s like having your own personal secretary to meet your every need and keep you from being bogged down in all those tedious little tasks that eat up the working day.

Of course, back in the 1970s and early 1980s, there were secretaries, but they were expensive in terms of the overheads and salaries, and they were limited to the more salaried roles. The virtual assistant is a whole different ball game: one person can be available to you anywhere you are – online or offline – answering questions via email, voice mail, or chat.

Reasons growing companies hire a reliable virtual office assistant:

1. There’s no need to book in for meetings or to travel to different offices. Everything is done through your email or online.
2. You don’t have to deal with overhead (meaning the cost of staff salaries, office space, benefits, travel, expenses, and so on).
3. Everyone does everything: You focus on the executive thought leadership, while the assistants handle the legwork of HR, customer support, bookkeeping, sales, analysis, and so on.

[Considering a Virtual Assistant?]

The benefits of a virtual office assistant are many:

It’s easy to get help with any type of job, whether it’s decluttering your office or ordering a dozen roses for your sweetheart on Valentine’s Day.
You can get help with projects outside your area of expertise – research into new product design or office supplies for example.
The quality of the service is excellent. Add that to the fact that it could be a combination of people working together in one office or a whole team working from anywhere you like
It’s easy to manage and you can share accounts with other members of your business.
You don’t have to pay for someone to come into the office and do your filing. You can do it from home, or on your laptop while you are traveling, or even at bedtime using voice-activated technology that allows you to dictate notes right into your files without being distracted by someone talking at you.
It’s economical. Because of the way virtual assistants are paid, you will have just a fraction of the cost of employing someone full-time.

There are a number of companies now offering virtual office assistant services. They market themselves as being in the new economy and offer everything from a personal assistant to web design, travel arrangements, and bookkeeping.

[Considering a Virtual Assistant?]

Virtual Office Assistant Recruitment & Providers:

Virtual assistant service companies promote themselves as being simple, smart, and easy to use — and they really are (they recruit for you!)! MyOutDesk is rated #1 in the industry by TechRadar, and they serve clients from Fortune 500, Inc. 5000, and Real Trends top 100 teams.

Also on the rise e-commerce websites provide virtual assistants services to assist with customer service and help with websites. Competitive companies taking the most market share within their niches are now using virtual assistants to answer emails, respond to inquiries, and run social media campaigns.

Virtual Assistants do not need to be in the same city as the employer. There are numerous virtual assistant or VA firms that specialize in a variety of tasks. In this way the employer does not need to provide office space or capital equipment and the employee can perform work at home at the client’s discretion.

[Up to 70% off: Virtual Assistants]

Tasks for Virtual Office Assistants:

These are the typical tasks that CEOs and entrepreneurs assign for assistance:

Project & Time Management
Bookkeeping
Customer Service
Sales Support
Social Media Management
Search Engine Optimization (SEO) & Online Marketing
Business Development
Writing & Editing Services

Virtual office assistants — from the company’s perspective, there are several advantages. The first is that it frees up the traditional office space. This means that space can be used for more productive activities and reducing operational costs. Many companies find that virtual assistants work even better from home; working hours can be flexible, and you can use them at night or on weekends too.

[Considering a Virtual Assistant?]

Process to find and hire a virtual office assistant:

Have you tried this ultimate solution?

When you book a Double Your Business Strategy Consultation with MyOutDesk, you’ll sit down with a business consultant to form a strategic plan that’s specific to your business needs. My Forbes 500, Inc 5000, and ranked RealTrends clients have seen their continued success with this solution.

It’s time to get more efficient -AND- lower operational costs. Hire a virtual assistant to boost your admin, marketing, and project coordination job.

This way, your employees can dedicate themselves to the more important, dollar-productive jobs (a.k.a. making the sale!). Focus on the bigger picture — you can close more deals + get more organized + grow your business.

An experienced virtual assistant will support your operational needs (at up to 70% less than traditional employment costs). What’s more, is virtual assistant talent can become a long-term asset and growth catalyst for your company.

[Up to 70% off: Virtual Assistants]

Focus on your growth & scale your operations

ENVISIONING OF A NEW REALITY FOR YOUR BUSINESS

Simply put, MyOutDesk equips entrepreneurs & business owners with tools, strategies, and virtual employees – and when combined, businesses have a competitive edge and find growth while efficient systems and processes are put in place.

MyOutDesk proudly provides additional free business growth guides, books, and strategy calls.

See what we are about, and schedule a free consultation with us. We’ll take the time to learn more about your business and offer solutions to foster top talent and lower operational costs for your company.

Experience The Difference
MyOutDesk can save you up to 70% on employment costs
Claim a free business strategy consultation & ‘Grow Virtual’ Guide

Did You Know? MyOutDesk’s origin story is set during the last global financial crisis of 2008. Yes, that’s right — our business started by scaling businesses with virtual assistants during a recession! Our first client in 2008 went from five to seventeen VAs with a completely revamped organizational model in short order, and he told MyOutDesk, “Our virtual professionals have shaved $250,000 off our monthly overhead.”

Best documentation methods for virtual assistants and remote teams

Saving Time via Virtual Assistants & Effective Project Management — with Zirtual Co-Founder (and Former CEO) Maren Kate

Maren is a serial entrepreneur and human capital expert. She believes meaningful work is core to the human’s sense of self, personal growth, and connection to the community. Because of this, she is dedicated to creating a world where good help isn’t hard to find and where meaningful work is abundant.

MyOutDesk CEO and Co-founder sit down to talk with Maren about Virtual Assistants and why they can be an important part of your business and personal growth.

[Considering a Virtual Assistant?]

What Virtual Assistants bring to you is really a way to leverage yourself and your time. When you figure out what you are really good at and then recognize what you can delegate, you get to focus on what your strengths are, thus empowering you to grow your business and your expertise.

You will have to spend the time to build an excellent foundation for a distributed team space. You need to get really good at communicating what you need and how you want things done.

Framework for assigning responsibilities

Maren shares her basic framework for assigning responsibilities:

What is the goal?
Why – What is the “Why” behind it, and what is the aspiration?
How — You must detail very specific elements such as the exact due date, what success looks like for this project, and three specific points where your Virtual Assistant should ask for feedback.

Creating a process loop and sticking to it is extremely important. You also need to document all your processes religiously.

(Daniel and Maren discuss so much more! Do not miss this conversation; make sure you watch the video above!)

[Up to 70% off: Virtual Assistants]

Step 1: Pre-assign the right Person for each role, whether it’s you or someone else, writes down names & roles in their post-it note collection.

Step 2: Create a list of required skills and responsibilities. For example, if you are not a good artist, but need someone to design your posters do so ahead of time. Also, create a list of critical skills & responsibilities for each role in the team.

Step 3: Document all your processes from creating documents to checking them off as completed. Processes include basic steps such as reporting via Slack, checklists, and steps required to set up and complete projects.

Step 4: Assign your tasks, however basic they might be

Step 5: Delegation: Hand over roles and responsibilities to your Virtual Assistants. Instruct your Virtual Assistant to document all tasks in detail and submit a task report daily. Your Virtual Assistant will be able to answer “How” questions such as “how many hours per day,” or “How many days per week” and so on.

Step 6: Check and approve your Virtual Assistants’ work.

Step 7: Update Document for Future Reference, you must document all the tasks, responsibilities, and processes from start to finish including feedback and a status report.

Now, your Virtual Assistants will have access to this information at all times and can refer back to it as needed.

[Up to 70% off: Virtual Assistants]

About Maren:

It all started when Maren was in college. She had a jewelry business where she would import in bulk and would then re-sell them on eBay. As her business grew, she needed to hire a team, and since she was a college student with limited funds, she discovered online outsourcing. She hired remotely and began blogging about her experiences. She then noticed that she got the most traffic on her blogs that talked about remote assistance. She got a lot of questions about it, and some queries were even about asking her to find someone for them. After about five years of starting a few smaller internet businesses, Maren moved to San Francisco to see if she could make something out of the Virtual Assistant space. And she (and her co-founders) did! She co-founded Zirtual in 2011 and was a real pioneer in introducing Virtual Assistants to entrepreneurs.

Over the course of 10 years, Maren has helped around 10,000 people find talented Virtual Assistants to bring leverage to their business. She says that to thrive within this space, one must recognize the need for structure and order but on the other hand, know that if you are willing to work with a process and system, there is also a lot of freedom.

Cheap Virtual Assistant Providers?

Paying for a virtual assistant can be one of the best decisions you will ever make. It’s not only saving you time, but it is also saving you money, which is always important. Another added benefit of hiring a virtual assistant is that they are an asset to the business and not just a vendor, which means they can be part of your team and work on what needs to be done along with you. This makes it less stressful for everyone involved and assures that every task is completed successfully and efficiently.

Even at up to 70% LESS than traditional FT hire, here is what’s all included with MyOutDesk as your provider:

No-sweat + thorough talent-matching process,
FBI-grade background checks,
Remote team productivity tracking software,
Business strategy guides & remote work action plans,
Unparalleled service,
Dedicated HR services for your VA, … and much more!

90% of what you pay to MyOutDesk actually goes to our virtual professionals in the form of compensation, benefits, support, and all of the good stuff that we do as a company to support client accounts. We are a company that’s designed to pass the savings onto our customers, and we need lots of folks, which is why we have 1,500 virtual professionals staffed at companies, just like your business.

[Up to 70% off: Virtual Assistants]
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Complement your local workforce

Another great benefit to hiring a virtual assistant is that they can work from home and aren’t subject to the same restrictions as someone who works in the office. This means that you could have someone working in your local office and via the internet, leveraging the best benefits of both environments. And the best part? They won’t have to be in your office at 8:00 am every day (less overhead costs, more parking)!

See For Yourself: A Closer Look at Virtual Assistants

The popularity and acceptance of virtual assistants will grow over the next decade. It is estimated that, in 2020, 40% of the entire US task force are virtual professionals. Today’s use cases for these task-oriented professionals are vast. “Freelance virtual assistant services” will be one of the biggest industries in terms of employment and global revenue by the end of the decade.

[Up to 70% off: Virtual Assistants]
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Focus on your growth & scale your operations

ENVISIONING OF A NEW REALITY FOR YOUR BUSINESS

MyOutDesk proudly provides additional free business growth guides, books, and strategy calls.

See what we are about, and schedule a free ‘Double Your Business’ strategy consultation with us. We’ll take the time to learn more about your business and offer solutions to foster top talent and lower operational costs for your company.

Experience The Difference
MyOutDesk can save you up to 70% on employment costs
Claim a free business strategy consultation & ‘Grow Virtual’ Guide

More than one task at a time

When your virtual assistant is working with you, they are working with everyone in your office, not just you. This means they are not only able to handle multiple tasks at once like being efficient with their time while also saving yours. Today’s use cases for these task-oriented professionals are vast.

what can a virtual assist do multitasking

Things a virtual assistant can do? (Specialized roles for scaling business)

May 11, 2021/in Administrative, Cannabis & Legal Marijuana, e-Commerce, Financial Planning, Franchise, Healthcare, Human Resources, Inside Sales, Insurance, Marketing, Marketing, MOD Virtual Assistants, Mortgage, Property Management, Real Estate, Recruitment, Technology /by Jeremy

The term virtual assistant has become very popular in recent years. Virtual assistants provide help with administrative tasks, scheduling, and more. There is a huge market for them out there. If you are looking for a virtual assistant but don’t know where to start, read on to find out what a virtual assistant can do for you!

Virtual assistants can have many purposes. The first reason is simply to create more space in your schedule so that you can relax and not have to worry about certain tasks anymore. But most of all, they are much more than that — they help you streamline your life and make it easier on yourself by doing all the mundane tasks that keep you from doing anything else really well.

Virtual Assistant Specialization

When hiring a virtual assistant, you need to make sure that they are qualified for the specific services that you need. There are many different types of virtual assistants, and not all of them have the same skill sets.

Here are some of the many additional, specialized uses for virtual assistants:

Personal assistant	Email management assistant	Account management assistant
Assistant for everyday tasks	Research assistant	Content creation assistant
Project management assistant	Social media management assistant	Sales development assistant
Bookkeeping assistant	Customer service assistant	Data entry assistant
Public relations assistant	Media Syndication assistant (Podcasts, Live Streaming)	Vendor and supplier management assistant

Personal assistant

A personal assistant is a tool that can be used to help you focus only on what is important in life, and not worry about slacking off behind the scenes. You use it to send memos and keep track of appointments; it emails and texts your clients to let them know exactly when their time slot will come up. It keeps your accounts organized so that everything is accounted for, like receipts, invoices, payments, etc. It organizes your files so they are all there just when you need them. You can even schedule reminders.

Assistant for everyday tasks

This is one of the most popular reasons to get a personal assistant. You can have a virtual assistant do your laundry or cook for you, send reminders to your phone and your email account, and make sure that everyone who needs to know about it knows about it. You can use it in place of the birthday card that you forgot to buy, or you can ask it to order flowers for you at the last minute.

[Considering a Virtual Assistant?]
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Project management assistant

If you are doing a project with multiple stakeholders, many times this is where virtual assistants come in handy. They can take care of all the research, scheduling, and other administrative tasks that you would have to do if you were doing it all yourself. You can sit down with your virtual assistant and decide exactly what you need to be done, when you need it done, where, and by whom. You can then get on with the project without having to worry about the other things that are necessary to keep the project functional.

Bookkeeping assistant

If you are so busy that your bookkeeping is suffering, a virtual assistant can fix this for you. Whether it’s just entering all your receipts into a spreadsheet or it’s a full accounting of all your expenses and income, a virtual assistant can do this for you so that your books stay up-to-date daily. All you have to do is send them copies of all the bills, receipts, invoices, etc.

Email management assistant

Email management is a big plus for virtual assistants. These days, we all get lots of emails, both personal and business-related. It’s important to stay on top of it all, and not let it slip or let others slip through the cracks. A virtual assistant can respond to emails as if they were you. They can send out auto-responders with your signature or even a pre-written letter to everyone you need or want to be contacted. They can forward emails to other people in your office and help keep track of every individual contact that you have and how you want them handled in the future.

[Up to 70% off: Virtual Assistants]
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Research assistant

Virtual assistants are more than just typing up notes. They can also be a great help with identifying trends in the market, using marketing research tools that they already have access to, and giving you an insider’s look into who your competitors are and what they’re doing to stay ahead of the game. This is not something that just anyone can do; your regular administrative assistant probably doesn’t have access to this type of information. It is a service that you will find only at a professional virtual assistance firm.

Today, an important part of any business is social media marketing. If you don’t have the time or specialized training to handle it yourself, you need to hire someone who does. A virtual assistant can assist with your social media marketing by organizing all of your upcoming posts and sharing, liking, tagging, or replying to posts that come in. They can also help you manage your social media accounts from start to finish, sending out your posts and responding to comments if necessary.

Customer service assistant

This is another service that you won’t find at a regular office or an average virtual assistant firm. A client’s satisfaction is the most important thing in the world to you as a small business owner or entrepreneur. Your customers expect you to take care of them so they will return again and again; they want to feel like they’re being served by someone who really cares about them and their needs. A virtual assistant can help you keep track of what’s going on with your customer base. They can send out surveys to your customers and monitor comments and reviews related to your business online. They can help you identify trends that might indicate if service is slipping or something else is going on that could be causing problems for customers.

[Considering a Virtual Assistant?]
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Account management assistant

Virtual assistants are great at making sure the little things are handled, like keeping track of all payments, receipts, invoices, etc. With a virtual assistant, you can get back to focusing on more important things because they will make sure all of the necessary bookkeeping functions are taking care of.

Content creation assistant

If you have a blog or any type of regular online content that requires updating and the writing is beyond what your administrative assistant can do for you, a virtual assistant can help. They can write articles for you, complete blog posts, and organize and schedule your social media posts. All that writing has to be done at some point by someone, so why not let someone else take care of it so that you never have to?

Sales development assistant

Just as research is not something your average administrative assistant can do, sales and business development are also beyond the scope of regular office assistance. A virtual assistant can help you get in touch with potential clients, find new businesses to work with and reach out to people who might be interested in your services. They are well-trained in sales and marketing and will handle these tasks for you with professionalism, grace, and ease.

[Up to 70% off: Virtual Assistants]
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Data entry assistant

This is one of those things that it seems like everyone hates but absolutely has to get done somehow. If you have a lot of online data to input, and it’s not something that can be done by an administrative assistant, a virtual assistant can help. They will collect all of your existing information from various sources, such as customer service reports, menu and price list updates, etc., and organize it all so you can stay organized as well.

Public relations PR assistant

A virtual assistant can help with managing your public relations. This can include keeping a blog, creating articles for you to post online, monitoring what is being said about you or your business online and giving advice on how best to deal with negative comments or reviews. A virtual assistant will also draft press releases for you and send them out to the media for you as well.

Media Syndication assistant (Podcasts, Live Streaming)

A virtual assistant can help you with media syndication, as well. They can create your podcasts for you, make sure that all of your social media profiles are updated, set up and monitor live streaming flow and community management.

[Considering a Virtual Assistant?]
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Vendor and supplier management assistant

No matter what type of business you run, sometimes it will be necessary to outsource certain tasks to companies that are capable of doing those tasks better than you can do them. A virtual assistant can help with the procurement and maintenance of vendors and suppliers so that you don’t have to worry about keeping in touch with those outside resources. They can also get a handle on any paperwork that comes from these companies like invoices or receipts so they won’t go unnoticed or lost.

Cheap Virtual Assistant Providers?

Even at up to 70% LESS than traditional FT hire, here is what’s all included with MyOutDesk as your provider:

No-sweat + thorough talent-matching process,
FBI-grade background checks,
Remote team productivity tracking software,
Business strategy guides & remote work action plans,
Unparalleled service,
Dedicated HR services for your VA, … and much more!

[Up to 70% off: Virtual Assistants]
Back to top

Complement your local workforce

See For Yourself: A Closer Look at Virtual Assistants

[Up to 70% off: Virtual Assistants]
Back to top

Focus on your growth & scale your operations

ENVISIONING OF A NEW REALITY FOR YOUR BUSINESS

MyOutDesk proudly provides additional free business growth guides, books, and strategy calls.

Experience The Difference
MyOutDesk can save you up to 70% on employment costs
Claim a free business strategy consultation & ‘Grow Virtual’ Guide

More than one task at a time

Save time: Best methods on Instagram for your business products & services

Instagram can be used to your advantage when it comes to marketing your business. If you land the right followers, there’s a better chance that you will sell more products with less time and effort. In this article, we share with you some of the best ways to use Instagram for highlighting your business products and services.

Best ways to use IG for highlighting your business products and services

Post pictures of your products

Instagram is not just about pictures; it can also be used for selling products. Posting pictures of your products does not cost you a lot. In fact, there are many brands that sell their products on Instagram just like this. This method is very cheap and can help you connect with a large number of people.

Use hashtags and popular hashtags

Linking your Instagram account to popular hashtags and using them will help you reach a large number of people. Popular hashtags are used for promoting products, products, or services that are in high demand. Make sure to use short, catchy, and interesting hashtags when posting pictures of your products. Here are some to start with: #tbt #fbf #instadaily #followme #instamood #like4like #wisdomwednesdays

Short, but sweet captions

The captions you use should be short but still contain the keywords that people are looking for. It is best to use hashtags in your captions if you are trying to reach a large number of people.

[Up to 70% off: Virtual Assistants]

Use Instagram stories

Instagram stories can be used for making announcements and introductions. You can also use them to build relationships with the people who follow your account. An effective way to do this is by asking questions or posting polls.

Promote your business on Instagram

As mentioned earlier, if you want to grow your business on Instagram; you need to be active. Use Instagram for promoting it because it has many benefits. Keep in mind that all of the benefits are only available if you are active on Instagram. So, it is important that you post pictures and videos of your products regularly.

Use Instagram for advertising

If you have a business and want to promote it on Instagram, one of the best ways is to advertise. You will not be able to do this unless you are active on Instagram and invest time into posting quality pictures or videos regularly. You can also use viral hashtags that are used by people who want to share their pictures with a large number of people; this will help you to promote your business easily.

Create contests

Creating contests can help increase your sales because it gives people an opportunity to win your products or other interesting prizes. If you want your content to be successful, it is important that you make it interesting and unique.

Use location-based filters

If you want to promote your business in a unique way, using location filters is one of the best ways to do this because they help in highlighting specific locations in your picture.

[Considering a Virtual Assistant?]

Comment on other posts

Commenting on other posts is a great way to learn about new products and services that your audience may be interested in. Use these comments to amplify your brand with those who are interested in what you do. Use the hashtag of the post and reach as many people as you can with this social media strategy.

Post pictures using the special effects

Instagram allows you to add special effects to your pictures, which will help you get more attention from your followers. There are many different kinds of special effects available on the app that can help you link with your followers. There are also other ways that you can use Instagram to highlight products and services.

Don’t lift a Finger: Hire a Marketing Virtual Assistant

A great VA can also help organize a lot of the administrative tasks that come with managing a social media account. They can answer your messages, follow up on inquiries, and other general business tasks. This is a great way to free up time so you can focus on the good stuff — creating awesome content to engage your audience.

If you’re ready to take your Instagram to the next level and start getting real engagement from your audience, check out MyOutDesk today. Our professional VA’s can help increase engagement for all of your social channels — not just Instagram! So if you are ready to stop wasting time and money on poorly-managed social channels and start growing them into something special, then jump over to a free strategy consultation.

Focus on your growth & scale your operations

ENVISIONING OF A NEW REALITY FOR YOUR BUSINESS

MyOutDesk proudly provides additional free business growth guides, books, and strategy calls.

Experience The Difference
MyOutDesk can save you up to 70% on employment costs
Claim a free business strategy consultation & ‘Grow Virtual’ Guide

Here are some more tips for making the most of Instagram:

Start by following relevant users and pages in order to increase your chances of being featured on popular feeds.
Post consistently great content with an eye for branding consistency.
Include links to your website so followers can find out more about them if they’re interested.
Don’t be afraid to experiment by posting pictures with filters or sharing photos not edited to perfection.
Follow the best accounts in your industry and use them as inspiration for your own content. Instagram is about being creative, so have fun!
Use hashtags that are relevant to your industry or product and ask followers for help in coming up with ones that suit your work best. Also, if you’re not sure about a particular hashtag, search it on Instagram to see how many people are using it.
Don’t immediately assume that focusing on one platform is enough to market your business. Different platforms work for different businesses and, since Instagram is growing so rapidly, it may be a good idea to start using it for marketing.
Make sure you have all contact information clearly listed on your Instagram profile.
Use popular hashtags and tags that are being used by other brands in your industry to gain visibility.
When posting pictures, fill up the description with links to your website, Facebook page or any other social media account you might have. People will be more likely to check out the things you’re linking to if they understand that they’ll get something valuable from it.

See also:

[Free Downloads & Resources] Business Guides & Templates

It takes more than willpower to grow a successful business – you also need efficient strategies & business solutions to help grow & streamline your processes. Fortunately, there are a lot of tools out there that can help you do just that – without the cost.

MyOutDesk is proud to offer you our full collection of hiring, training, and professional development materials. Please use these free growth guides as a tool to fuel your company’s growth and expansion. These free business growth guides will help you achieve your goals and take your company to the next level.

[Free Access: MyOutDesk Downloads]

Free resources for sales development

Corporate sales development, Managing the sales cycle, How to persuade people? How to listen effectively?, Free scripts and templates for cold calling, Cold calling scripts, Objection Handling Guide

Free resources for virtual organizational development

Team Remote Productivity, Training guides, launch plans

Job Description Templates

Hiring Process, New Employee Onboarding Guide

[Free Access: MyOutDesk Downloads]

There are several tools out there that can help you achieve the former in a sustainable way but only if you make it a part of your company culture. You will find below a series of free guides combined with action steps to help accelerate your growth.

Focus on your growth & scale your operations

ENVISIONING OF A NEW REALITY FOR YOUR BUSINESS

MyOutDesk proudly provides additional free business growth guides, books, and strategy calls.

Experience The Difference
MyOutDesk can save you up to 70% on employment costs
Claim a free business strategy consultation & ‘Grow Virtual’ Guide

The life of a manager with remote employees: Virtual assistant transforms businesses

The internet has made it easier than ever to be your own boss. If you’re looking for an alternative career path, this article is for you. There are no more excuses for not managing your own tasks and projects. Whether you’re in the online marketing sphere, want to work from home while still getting the benefits of being on-site, or have experience managing remote staff in a different capacity, there’s a company out there waiting to have you as their remote employee! Remote work can be done from anywhere in the world and doesn’t have any major requirements that would stop someone from starting their career as a remote worker.

What business was like before virtual assistants (crazy busy!)

Businesses before hiring virtual assistants commonly faced the following with their teams:

1. Scaling was a real challenge, especially when the business was growing at an exponential rate.
2. Individual employees lacked focus and worked on multiple projects, wasting a lot of time. This led to delays in delivery time and high costs.
3. Communication and workflow was inefficient due to a lack of experienced individuals having to take care of all the administrative tasks manually leading to slow progress in growth for the business
4. Employees were not motivated to work because of their inability to advance professionally hence affecting their morale levels which again affected productivity adversely
5. Too much at once — there were multiple issues that were not being dealt with and proactively addressed leading to poor productivity as a result.
6. Poor communication within the team leading to lost time, inefficient job assignments, and delays in delivery.
7. Lack of predictable time for deliverables among the employees leading to low morale levels, slow progress, and sunk costs due to overspending on the wrong projects
8. Employees had a different skill set that was not being leveraged (more pressing priorities), resulting in waste of resources which again lead to lower morale and productivity levels with no ROI for the business.

[Up to 70% off: Virtual Assistants]

What business was like after virtual assistants (crazy efficient!):

Yikes, the list of reasons why this is a good thing is huge.

1. Hiring virtual assistants helped businesses scale up easily without issues and delays due to not being able to hire the right kind of people or having to do too much training for them.
2. Local employees’ higher focus on projects & assistants’ constant tasks completion led to more predictable delivery times, saving precious time for businesses from their side as well as the client’s side in line with project delivery dates.
3. Due to this new time freedom, employees become more motivated and hence have a higher level of productivity.
4. Tailor-made job assignments mean no longer stressed out over what to do next causing lower levels of employee absenteeism which lead to great ROI for the business
5. Involvement of virtual assistants resulted in an increase in sales and customer acquisition but also meant that the business was reaching out to a wider client base as a result of that which also meant more revenue.
6. Involvement of virtual assistants resulted in better consistency which meant businesses worked more efficiently day-to-day allowing them to achieve greater ROI by getting more done with less overhead costs.
7. Greater focus on “Making a difference” rather than “Just getting by” led to higher morale levels as well as spending less money on team building activities etc, again boosting ROI for the business.
8. Better defined process flow between the business and the employees led to less wastage of time in meetings so that more time was spent on the important projects giving way to a better ROI for business in line with project timelines.

[Considering a Virtual Assistant?]

How Remote Work, well, works!

Obviously, as a manager of remote workers, a few adjustments were made. For one thing, it can be hard to stay in touch with employees who work remotely — to compensate for this lack of physical proximity, we rely on a variety of different tools to stay on the same page as each other:

Weekly meetings where we sync up face-to-face using Zoom or Google Hangouts.
Documentation for tasks and milestones in project management software like Trello or Asana.
Regular communication via email and project management software.

The tools that are mentioned above have all proven themselves to be helpful in different situations, but for the most part, we rely on these three: weekly calls, project management software, and email.

Every Friday, we have a weekly meeting where all of our employees join in on a call. We use this time to discuss what everyone’s working on, make sure everyone has gone over their weekly goals and is still headed in the right direction with their work, and check in as a team. During the call, we also take time to go over what we were working on the week before and what our plans are for that week. This meeting allows us to stay in touch but also makes sure that everyone is aligned with where they’re supposed to be headed. If an employee is falling behind or struggling with a task, this meeting gives us a chance to handle it right then and there.

In summary, virtual assistants transformed businesses on a global scale. They are helpful, dedicated, and very smart. There are many skills required when one is dealing with such individuals. Many competitive businesses experience bottom-line success when managing them!

[Considering a Virtual Assistant?]

Things To Consider

Since not all virtual assistant providers are created equal, entrepreneurs & CEOs need to consider the right type of provider that would best serve their needs.

When you keep a growth mindset as a business professional, you’ll have a lot of opportunities to fix things and reap the benefits – and only a select few VA servicers can help strategize with you.

We specialize in:

marketing & sales development
general admin assistance & customer support
accounting & collection
prospecting & cold calling

Outpace the competition & scale your operations for 2021

ENVISIONING OF A NEW REALITY FOR YOUR BUSINESS

MyOutDesk proudly provides additional free business growth guides, books, and strategy calls.

Experience The Difference
MyOutDesk can save you up to 70% on employment costs
Claim a free business strategy consultation & ‘Grow Virtual’ Guide

Did You Know? MyOutDesk’s origin story is set during the last global financial crisis of 2008. Yes, that’s right — our business started by scaling businesses with virtual assistants during a recession! Pioneers of virtual assistant services, our first client in 2008 went from five to seventeen VAs with a completely revamped organizational model in short order, and he told MyOutDesk, “Our virtual professionals have shaved $250,000 off our monthly overhead.”

Skyslope CEO: Streamlined Business Solutions – Hiring a Virtual Assistant

May 4, 2021/in Administrative, Podcast, Real Estate, Technology, Webinars /by Jeremy

Tyler Smith is the founder of Skyslope — which recently sold to Fidelity National Financial (FNF) for 8-figures. In this podcast, he breaks down the exact formula for building a team.

How do you know when it’s the right time to hire someone?
At what point do you stop working FOR your business, so that you can work ON it?
How do you hire the right person and start building your team?

Listen To This Podcast Now:

It all begins with the realization that you need to hire people, but not just anybody, GOOD people who are talented and will have the motivation to keep the backstage area of your business in tip-top shape. You can hire someone who has a great personality and who will laugh at all your jokes but if they do not fill the need you have, then it would be pointless. Remember that when you have parts of your business that aren’t working well, it devalues the trust your clients have for you.

Create a Plan

First, you need to know your numbers, know your goals, figure out how you want to get there and then strategically plan how you can get from step 1 to 10. Lay down a step-by-step plan for everything from marketing expenses to operational costs. By creating this, you can start building your business, including who you want to hire and for what specific role.

Hire for the Need and To the Need

Take a look at your business and find holes that need to be filled. What are the responsibilities that are falling to the wayside or are not up to snuff? Is your prospecting not as consistent as you would like? Is your transaction coordination paperwork messy? Are you neglecting your social media platforms? Figure out where your pain points are and find someone who has the skills that can alleviate that for you. A good rule of thumb is to hire your opposite, meaning, hire someone who is not like you. Someone who has an opposite set of skills and perspectives may be just the person to fill those gaps you have in your business. Determine what you need, define clear roles, find who would fit that role perfectly and decide what level of talent you want to buy.

[Up to 70% off: Virtual Assistants]

Make the Switch from Realtor to Business Owner

If you say you don’t have enough time then you need to hire someone. If you are saying you don’t have the money, you need to think about the value of hiring the right person will bring to your business. You have to give up the things that are holding you back from success. You have to learn to delegate the responsibilities in your business because the time that you get freed-up by delegating goes to generating more revenue. If you are doing $10 an hour work, you are telling yourself that that is what you are worth.

If you are saying that you don’t have the time to train a Virtual Assistant then you need to look at it this way. Training someone to be responsible for specific areas of your business is like making a compound investment. Once you train someone on a certain responsibility, you will never have to do that yourself again, think of all the time you will have saved by taking the time to train someone.

See For Yourself: A Closer Look at Virtual Assistants

[Up to 70% off: Virtual Assistants]

Focus on your growth & scale your operations

ENVISIONING OF A NEW REALITY FOR YOUR BUSINESS

MyOutDesk proudly provides additional free business growth guides, books, and strategy calls.

Experience The Difference
MyOutDesk can save you up to 70% on employment cost
Claim a free business strategy consultation & ‘Grow Virtual’ Guide

Schedule a Double Your Business Growth Strategy Session, and we’ll discuss with you the EXACT formula Tyler Smith used to build his business.

Project Management Tools (Our Top Picks)

April 21, 2021/in Administrative, Cannabis & Legal Marijuana, e-Commerce, Financial Planning, Franchise, Healthcare, Human Resources, Inside Sales, Insurance, Marketing, Marketing, Mortgage, Property Management, Real Estate, Recruitment, Technology /by Jeremy

When you have a project to create a strategy for your company — you know that before you can even get to the exciting part of execution, there are a few administrative tasks that need to be done first.

This is where Project Management software comes in handy. Tracking each step of your project can help ensure success. It also helps ensure deadlines are met by providing an overview of tasks and their deadlines so nothing falls through the cracks.

[Considering a Virtual Assistant?]

So, what are some tools to help with project management?

1. JIRA Software

IntelliJ IDEA users may recognize this name as a popular and top-notch Java IDE written by Oracle. However, JIRA is not limited to Java Projects — it has the ability to manage most types of projects. And it is not only for programmers but also for non-programmers that need assistance managing their projects. It works by taking notes of issues and tasks from managers, assigning them dates and milestones, as well as tracking progress with an issue’s dependencies. It also manages various relationships between different teams who collaborate on one project (which includes sub-projects within your projects).

2. Basecamp

Basecamp is another popular project management tool where work is tracked from beginning to end including a variety of features such as the ability to see project priorities, interactions with other members of your team, progress through different tasks, and more.

3. Trello

Trello is very similar to Basecamp in terms of its features, but it has a lot more flexibility than Basecamp. For example it allows you to jump between different projects or even different customers’ projects without a lot of hassle. It also allows you to create lists for yourself and other members of your team. Sounds simple, but the simplicity is what makes it an effective tool.

4. Pivotal Tracker

Pivotal Tracker is a project management tool where it allows you to track tasks across the entire team, or individual tasks if you only need to focus on one area at a time. It also allows you to see the percentage of completion for each task and what stage the teams are in.

5. Asana

Asana is great for managing small projects that don’t require a lot of features. It allows you to comment on tasks, see the progress, and also view what each person is working on. Asana also provides your team with notifications when they are needed. I would recommend this tool for simple projects.

[Up to 70% off: Virtual Assistants]

Outsourced Virtual Assistants for Agile Project Management

Virtual assistants, also known as VAs, are expected to make an impact on projects by reducing waste and ensuring that the plans are executed swiftly.

To understand how it works, let us take an example of how a VA is utilized in agile project management. VAs help agile teams by tracking and sharing data on the progress of a project with one another. They enable team members to focus on delivering value rather than reporting data.

One of the top-rated virtual assistants for agile project management is MyOutDesk. Hire a full-time assistant who curates information at every stage of the development cycle to help team members execute their roles more efficiently. This enables them to deliver projects faster and at a lower cost, without sacrificing quality.

[Considering a Virtual Assistant?]

Virtual assistants ensure that the right data is at the right time, which can be a challenge for agile teams. VAs also enable them to focus on growing their business by equipping them with top-quality project management tools and speeding up their project delivery time.

To learn more about MyOutDesk and how it helps organizations to improve performance, visit MyOutDesk‘s scale resources.

MyOutDesk is a leader in outsourced virtual assistants for agile projects. The company’s virtual assistants are proven professionals who complete projects quickly by following their client’s plans thoroughly. They are skilled professionals who can handle a wide variety of projects efficiently.

See For Yourself: A Closer Look at Virtual Assistants

[Up to 70% off: Virtual Assistants]

Focus on your growth & scale your operations

ENVISIONING OF A NEW REALITY FOR YOUR BUSINESS

MyOutDesk proudly provides additional free business growth guides, books, and strategy calls.

Experience The Difference
MyOutDesk can save you up to 70% on employment cost
Claim a free business strategy consultation & ‘Grow Virtual’ Guide

human resources virtual assistants hr outsourcing

Response Time: Increase Speed to Lead With Help of Virtual Assistants

April 21, 2021/in Administrative, Human Resources, Inside Sales, MOD Virtual Assistants, Recruitment /by Jeremy

A lot of people find themselves in this position when they run their own business. It is a natural stage and it can be easy to get caught up with the ‘unknown’s’. However, there are plenty of resources available that will provide you with all the knowledge you need in order to be successful in your business endeavors.

This blog post provides some great information about outsourcing human resource work for small businesses and entrepreneurs looking for help. It gives you the knowledge to get started and all the resources that will help you succeed.

Speed to Get the Lead

Whether it’s a sales lead or a position candidate lead, you need to competitively garner the business opportunity whenever it comes.

How fast is your lead followup? If it’s more than 5 minutes, you’re losing business – and you’re losing a lot of it. Believe it or not, while many companies still cling to the belief that it’s good to “wait a few hours” so they don’t seem desperate, the truth is that if you don’t follow up within the first 5 minutes, you won’t make the sale.

In the Lead Response Management Study, Professor James Oldroyd performed an in-depth study of response times & contact rates, and found that for every 5 minutes you wait, there’s roughly a 4x reduction in your chance of contacting the lead. If you wait more than an hour, your chances of contacting the lead are 10 times lower than if you’d called them in the first 5 minutes!

Keep in mind that 75% of prospects do business with the company that contacts them first. However, the average response time to an online lead is 44 hours and 50% of online leads never get a response! Why is there such a large disparity? In small business, the issue is usually that you’re busy with task-work and don’t have time to jump on new leads. With all the responsibilities on your plate, lead response often falls to the bottom of the list when in fact it should be a priority.

[Up to 70% off: Virtual Assistants]

According to studies, the odds of calling to contact a lead decrease by over 10 times in the first hour.

The odds of qualifying a lead in 5 minutes versus 30 minutes drop 21 times. And from 5 minutes to 10 minutes the dial to qualify odds decrease 4 times.

Online leads are a great source to grow your business and yet, they are extremely underutilized. Many leads get resold over FIVE TIMES mostly because business owners like you don’t call them. Many leads prospect several Realtors before settling on one but keep in mind that first statistic we shared, 75% of prospects do business with the company that contacts them first!

A study by the Harvard Business Review revealed that contact within an hour of inquiry, you have 7x more of a chance to have a productive conversation compared to reaching out after over an hour, and compared to someone who waits 24 hours to contact a lead, you’re 60 times more likely.

Case Study: On Virtual Assistants

As an example, let us tell you about one of our clients Amy and her ISA Virtual Assistant Rex. Rex is in charge of calling leads as soon as they enter their system. His speed to lead is extremely important and this sense of urgency was instilled in him from his first day with Amy. Aside from being tasked to make at least 100 calls a day, he is also given new leads that he must reach out to within 5 minutes of their query. Rex set 199 appointments in his first year alone and out of those, Amy has closed 142 transactions. This is 7 million in trackable sales volume and over $200,000 in GCI!

Amy, like many business owners we work with, simply could not take everything on herself. She realized that her team needed someone who could focus on their speed to lead time. So she hired and trained a Virtual Professional who could pick up the slack so she and the rest of her team could focus on what they needed to accomplish.

This is only one part of the whole speed to lead game, stay tuned as we will explore more strategies such as the best times of day to call leads, etc.

[Considering a Virtual Assistant?]

Hiring virtual assistants has become one of the top small business outsourcing trends. With companies like MyOutDesk, virtual assistants are available for a fraction of what it would cost to hire employees in your own city or town. Virtual assistants are hired on a full-time basis and can help with your workload, make appointments, and do many other tasks.

But what does ‘outsourcing’ mean? Outsourcing is the act of moving business processes outside the company and into third parties who provide services on an as-needed basis. This is a cost-effective way to handle simple and routine tasks that would otherwise take up valuable time and resources at your company. Simple tasks can be easily outsourced or taken care of by hiring a virtual assistant via providers such as MyOutDesk.

Virtual Assistant Roles for HR:

Taking care of HR paperwork and tasks
Overseeing the company’s hiring process
Managing onboarding programs for new employees
Insurance enrollment for all your employees

Virtual Recruiting Assistant

With a virtual recruiting assistant you have access to someone who can assist with the initial screening of potential new hires. Most importantly, you can do this without having to be directly involved in the process. This type of virtual assistant will create an online application form, ask for basic details about qualifications and experience and then send out emails or letters to applicants directly. This saves time on your part, as well as money as it allows you to find qualified candidates in locations that might normally be out of your scope.

Virtual Interviewing Assistant

Virtual interviewing assistants provide you with a professional who will help conduct interviews via Skype or another teleconference style service. They do this by demonstrating their skills in a variety of interviewing techniques. They will also create resumes and cover letters for you to review. The final part of the interview process is deciding on an application deadline and time frame. Your virtual assistant will then send the applicants an email or letter asking them to contact you about interviews.

Virtual Social Media Assistant

Having a social media assistant is especially useful if you are looking to tap into the growing trend of social media marketing. Your virtual assistant can assist with Facebook, Twitter, LinkedIn and other services when it comes to these platforms. However, they will not simply be filling in for your job through social media, which can be time consuming for both of you. Instead, they can manage your accounts and provide high level reporting on growth. They will also be able to monitor conversations that are taking place related to your business and other competitors.

Virtual Personal Assistant

If you prefer your virtual assistants to be more personal, then a virtual personal assistant may be a great option for you. This type of assistant will provide you with all the benefits of outsourcing while still allowing for an individualized experience.

Helping to eliminate “process & information overload,” virtual assistants finish timely, on-demand requests of all sorts. Virtual assistants help you focus on your strengths and core business functions, and MyOutDesk is the perfect virtual assistant service for anyone who needs human resources outsourcing help.

See For Yourself: A Closer Look at Virtual Assistants

[Up to 70% off: Virtual Assistants]

Focus on your growth & scale your operations

ENVISIONING OF A NEW REALITY FOR YOUR BUSINESS

MyOutDesk proudly provides additional free business growth guides, books, and strategy calls.

Experience The Difference
MyOutDesk can save you up to 70% on employment cost
Claim a free business strategy consultation & ‘Grow Virtual’ Guide

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Net income formula (Look no further) – Bookkeeping Assistants

April 20, 2021/in Administrative, Cannabis & Legal Marijuana, e-Commerce, Financial Planning, Franchise, Healthcare, Human Resources, Insurance, Marketing, Mortgage, Property Management, Real Estate, Technology /by Jeremy

This post shares a handful of fundamental formulas for bookkeeping. Better yet, we also introduce examples to catalyze and save time and money on bookkeeping operations for your business.

The formula for calculating the net income of a company is as follows:

Net Income = Revenue – Expenses – Tax

Revenue = Sales – Returns and Allowances

Expenses = Cost of Goods Sold, Selling, General and Administrative Costs, Depreciation and Amortization, Interest Expense, Other Expense (Including Losses/Gain from Disposition of Assets), Nonrecurring Gains/Losses from Discontinued Operations

Tax = Income Tax Rate × (Income – Exemptions) + Taxes on Investment Income + Taxes on Other Sources of Earnings

[Considering a Virtual Assistant?]

How to Calculate Net Income (Formula and Examples)

Calculating and Subtracting Extra Expenses

Let’s take the example of a food company. The produce will be sold at a markup of 30 cents per pound. The selling, general, and administrative expenses will be $4 per pound sold, which amounts to approximately 32% of the cost of goods sold (CGS). The cost of goods sold is $7, and the company will have a gross profit of $3.

After recording the expenses and selling, general, and administrative expenses, we can subtract those amounts from the costs of goods sold to come up with net income. We can use a quick subtraction technique for this debit: Debit (D) – Expenses (E) – Cost of Goods (G) = Net Income.

In this example there will be no income tax to be deducted, so it is not necessary to calculate an income tax during the calculation process. Also, let’s assume that there are no withholding taxes on dividends or interest payments so it is not necessary to calculate any withholding taxes during this calculation process.

[Considering a Virtual Assistant?]

Benefits of a Bookkeeping Assistant

The example above is a simple case involving only two types of expenses. In real life, a business might have to deal with a variety of expenses, and depending on the complexity of these calculations, the company might need a bookkeeping assistant for this process. The role of the bookkeeping assistant is to take care of the complicated calculations involved in businesses on behalf of the business owners. The bookkeeper will normally be trained in accounting procedures and techniques, including calculating taxes and filing tax returns.

Now affordable – Virtual Bookkeeping Assistants:

A full-time bookkeeping assistant can offer a range of financial services to businesses, including invoicing, data entry, and bank reconciliations. To get your business working properly while keeping your financial situation under control, consider hiring a dedicated, virtual bookkeeper who can help with bookkeeping duties from their home office.

More than a bookkeeping assistant:

Since you have your virtual assistant full-time, you can also offload other administrative tasks in your business to your virtual assistant. For example, some companies want to streamline their administrative process and do not feel comfortable delegating all the work to their staff. Sometimes keeping things simple is better. In this case, your virtual assistant will handle the administrative portion of these tasks and you will focus on sales, marketing, customer service and other business operations for your company.

If you are looking for a virtual assistant with a specific skill set or need bookkeeping assistant for your business, consider the #1 rated virtual assistant company, MyOutDesk.

[Up to 70% off: Virtual Assistants]

See For Yourself: A Closer Look at Virtual Assistants

[Up to 70% off: Virtual Assistants]

Focus on your growth & scale your operations

ENVISIONING OF A NEW REALITY FOR YOUR BUSINESS

MyOutDesk proudly provides additional free business growth guides, books, and strategy calls.

Experience The Difference
MyOutDesk can save you up to 70% on employment cost
Claim a free business strategy consultation & ‘Grow Virtual’ Guide

two hands over a desk with a piggy bank in one palm and clock in the other

Time Tracking for Virtual Assistant Services

April 20, 2021/in Administrative, Cannabis & Legal Marijuana, e-Commerce, Financial Planning, Franchise, Healthcare, Human Resources, Inside Sales, Insurance, Marketing, Marketing, MOD Virtual Assistants, Mortgage, Property Management, Real Estate, Recruitment, Technology /by Louie Z. Sawyer

Offering virtual assistant services means that you have to find an efficient way to track your time. Learn more about time tracking here.

Time Tracking for Virtual Assistant Services

Virtual assistants can be an asset to both your company, but it’s hard to know how they’re using time when it’s all over the computer. That’s why time tracking tools are important—you can see how your virtual assistants are helping you and how much value you’re getting!

The Best Time Tracking Tool: MyTimeIn

MyTimeIn is founded by virtual assistant experts — a next-generation remote productivity platform that helps business owners and managers increase the overall productivity of remote employees.

This software provides a suite of tools that enable you to track time, monitor what your virtual assistants/employees are working on, track attendance, see screenshots of their workflow, and much more.

Clockify

Clockify is one of the best tools for time tracking for assistant services. It’s easy to use, and you can keep track of multiple projects at the same time. It’s completely free too, so you don’t have to worry about unexpected fees hiding around the corner after you’ve started using it.

The only downside to Clockify is that there is no way to do invoicing. However, you can create your own invoices with the billable hours from Clockify itself, making it fairly easy to work around.

Paymo

If you’re looking for a time tracking app that’s also a project management tool, then Paymo is a great option. If you choose to use Paymo, be prepared to learn how to use it—it’s not very easy.

For the free version, you can keep track of three different projects at the same time. However, there are paid upgrades if you enjoy them. Additionally, you can use Paymo for invoicing, making it a great option for an all-in-one assistant service tool.

Timecamp

If you’re looking for the most basic time tracking tool on the internet, then check out Timecamp. It’s easy to use, but you’re not going to be able to keep track of anything besides time with it.

For some virtual assistants, this is perfect. If you have your own way to send invoices and keep track of your projects, then this could be the perfect application for you.

Tsheets

If you want something that you can use from any kind of device, then Tsheets is the best option. You can use this from mobile devices or your laptop with full functionality.

This is also a pretty good tool all around. It has options for invoicing along with time tracking, alerts, and even reporting. The best part? All the features are free.

My Hours

If you’re looking for something that’s visually appealing to look for a simple way to clock your hours, then My Hours is great. You can use this time tracking tool to keep track of your projects as well.

The only downside to My Hours is that the invoicing feature costs extra money. However, some people enjoy the program more than the other free invoicing programs because of its clean design.

Want More Virtual Assistant Help?

Time tracking tools are just the start to programs that you’ll need as a virtual assistant. You can find even more information about how to be the best virtual assistant you can be on our blog. If you’re looking to hire a virtual assistant, then we can help! Feel free to contact us at any time.

Upwork vs Fiverr: The 2021 Features & Benefits of Both Platforms

When it comes to using Upwork & Fiverr, there’s a lot you need to know about both platforms. Here’s a quick guide to help you out.

Upwork vs Fiverr: The 2021 Features & Benefits of Both Platforms

Throughout the U.S., more than half of businesses have increased their use of freelancers over the last few years.

Are you looking for a freelancer to help with specific projects? Are you confused about the differences between freelance platforms like Upwork and Fiverr?

If you’re not sure which to choose between Upwork vs Fiverr, keep reading. Explained below is everything you need to know about both options.

What Is Upwork?

Upwork is a popular job site among the country’s 64 million-plus freelancers.

It’s is an easy-to-use platform for both freelancers who are listing their resumes and professionals who need to hire contractors. All you have to do is create an account, post job listings, and wait for applicants to reach out. You can also contact freelancers directly if you see someone who seems like a good fit.

Upwork Pros and Cons

Upwork has grown a lot since it was first launched, and it’s a heavily saturated platform. This is great for businesses because they have tons of contractors to choose from.

Upwork also verifies everyone who advertises their services on the site. They use a rating system, too, that helps you ensure you’re hiring someone qualified and competent.

Some users have complained about the interface and said that it’s frustrating to use. However, most people find a contractor on the platform without too much effort.

What Is Fiverr?

The basic premise of Fiverr is similar to Upwork. The main difference is pricing.

Fiverr started as a platform where freelancers could sell their services and complete projects for just $5. It’s changed over the years, though. Now, many contractors offer packages or different tiers of services to earn more than the $5 minimum per project.

Fiverr Pros and Cons

Generally speaking, it’s easy to figure out how to use Fiverr, whether you’re looking for an SEO specialist or a graphic designer.

Even though every seller listing their services uses a slightly different pricing model, the majority of people who look for freelancers on the platform access quality work for a fair price. Fiverr also has a fast, easy-to-use dispute resolution feature, so if there is a problem, it doesn’t take too long to address it.

Over the years, Fiverr has dropped a bit in popularity compared to sites like Upwork. This has to do, in part, with the low prices, which may attract scammers looking to make a quick buck.

To combat this issue, Fiverr displays ratings and reviews just like Upwork. If you do your due diligence, you’ll likely still find competent contractors using the platform.

Upwork vs Fiverr: Which Should You Choose?

Now that you know more about the Upwork vs Fiverr debate, which one seems like a better fit?

Are you still on the fence after reviewing the pros and cons of each platform? If so, don’t forget you can also check out MyOutDesk’s recruiting assistant.

If you’re looking to bring someone onto your team, from a content writer to a graphic designer, MyOutDesk recruiting assistants will help you find the perfect match in no time.

Constant contact and virtual assistant working on keyboard

Constant Contact and a Virtual Assistant: How to Get Started

April 20, 2021/in Administrative, Cannabis & Legal Marijuana, e-Commerce, Financial Planning, Franchise, Healthcare, Human Resources, Insurance, Marketing, Marketing, MOD Virtual Assistants, Mortgage, Property Management, Real Estate, Technology /by Louie Z. Sawyer

Do you plan on hiring a virtual assistant to help you out on Constant Contact? Here’s a guide for how to get started with your new assistant.

Constant Contact and a Virtual Assistant: How to Get Started

Constant Contact is a great business tool for small business owners, but only if you have the time and the know-how to get the most out of this platform.

If you don’t, you run the risk of investing in a tool that ends up as just another item on your massive task list.

Here’s an alternative idea for you. Hire a specialist Constant Contact virtual assistant to carry out all your critical tasks. In this article, we’ll outline a simple way to get started.

Review Your Most Labor-Intensive Tasks

Constant Contact is feature-rich, so there may be some aspects of email marketing that you want to stay under your control.

To take advantage of the full benefits of a virtual assistant, start by reviewing your most labor-intensive tasks in Constant Contacts, such as template creation. These are the obvious candidates to begin to delegate.

Create Admin Access in Constant Contact With the Right Permissions

Before hiring a virtual assistant, use the permissions settings in Constant Contact to set up the right amount of admin access for the tasks you want your assistant to complete.

Doing this upfront means you can maintain proper security over your email list at all times, even when hiring new people to help in your business.

Set up an Approval Process for Critical Tasks

Once you have admin access set up for your assistant, you need to decide what tasks you can delegate and which tasks need your approval. For example, you might want to approve emails before your assistant sends them to your list.

Create Clear Goals for Your Virtual Assistant

A useful tip when working with a virtual assistant for the first time is to create clear goals and tasks. That will help your assistant understand what you need and how they can best support you with your email marketing.

Find an Assistant With Experience in Constant Contact

All the leading mail marketing systems vary in system complexity and the types of functions they provide for your business.

If you need help with Constant Contact, make sure you seek an assistant with specific experience in that platform instead of someone with a generic email marketing background.

Challenge Your Virtual Assistant to Improve Your Processes

A virtual assistant can do more than complete your day-to-day tasks. By hiring a Constant Contact specialist, you can listen to their advice on how to improve your business processes within the platform.

Ask for Weekly Reporting

Don’t forget that Constant Contact has advanced reporting functionality. Make sure you ask your virtual assistant to provide weekly reporting to you.

Reporting will help you oversee your email marketing and keep tabs on what’s working. It will also allow you to look in more detail at the areas which need your immediate attention.

Hiring the Right Virtual Assistant

An experienced Constant Contact assistant will help you reach your business goals by taking some of the most critical email marketing tasks off your hands.

To get the most out of hiring a virtual assistant, let us guide you through the process. Book a strategy call with one of our experts to get tailored advice on how to support your growing business with virtual assistant services.

Docusign and a Virtual Assistant: 5 Ways to Make Docusign Even Easier

Have you ever considered hiring a virtual assistant to help you out with DocuSign? Here’s why you should consider hiring one today.

DocuSign and a Virtual Assistant: 5 Ways to Make Docusign Even Easier

Has your business boomed lately? Modern technology makes the workday easier than ever, but managing all that technology can be challenging.

That’s why you shouldn’t hesitate in hiring a virtual assistant. A virtual assistant who is well-versed in DocuSign can be an enormous help.

Focus your energy on expanding your business. Read on for five reasons why a virtual assistant can make utilizing DocuSign even easier.

1. Prepare Documents for DocuSign

You’re busy negotiating contracts and hammering out details on business agreements. Putting these documents together can take up your valuable time.

A virtual assistant can assist in preparing documents for DocuSign. From finishing up contracts and business agreements to filling out preliminary information, a virtual assistant focuses on the little details that may slip by you as you focus on the big picture.

A virtual assistant who is well-trained in using DocuSign is a great help if you’re unfamiliar with the program. This assistance makes it much easier to focus on running your business.

2. Coordinate Signatures

Nothing holds up progress like waiting on signatures.

Virtual assistant services are the perfect solution to getting all those contracts and authorizations signed, sealed, and delivered. A DocuSign-versed assistant has experience in prepping documents, but also getting those documents signed.

Having an additional person on staff, regardless of whether they’re in the office or not, is a massive help in ensuring those small but critical tasks, like signatures, are completed.

3. Handles Quick Turnaround Time

An additional person on your team means it’s easier than ever to ensure tasks are being completed quickly.

And with a variety of remote roles available through virtual assistant services, getting your DocuSign documents taken care of is no problem at all.

A virtual assistant can handle sending out documents and following up on unsigned paperwork. An expert DocuSign user picks up on all those signatures that need to be completed, as well as appropriately filing completed documents with the appropriate accounts.

4. Leads on DocuSign Software Integration

You have used DocuSign in the past. Whether you’ve utilized it with your clients or used the program yourself, you’ve certainly come across the program.

But if you aren’t a DocuSign expert, ensuring that the program is integrating with other programs you already use may seem like a daunting task. That’s where a virtual assistant comes in.

A DocuSign expert can lead your company in integrating DocuSign with other programs, making your business run more efficiently.

5. Create Digital Audit Trail

There’s nothing more important than a clear trail of data. A DocuSign-trained assistant creates a trail of data in cloud-based programs, making it incredibly easy to pull information when needed.

And if any contract or authorization is ever questioned, your clear data trail makes it easy to present your case.

Virtual Assistants Make Work Easier

If you’re overwhelmed by work and your DocuSign needs are piling up, a good virtual assistant is just what you need. Contact us today for the perfect virtual assistant services.

Mailchimp and a Virtual Assistant: 5 Ways They Can Help

Are you tired of managing your Mailchimp account on your own? Here’s why you need a virtual assistant to help you out in 2021.

Mailchimp and a Virtual Assistant: 5 Ways They Can Help

In today’s market, improving productivity is key to staying competitive. One way you to do this is through automation.

One aspect of your business you can automate is email marketing. Growing your email list and connecting with clients and customers is essential in building your business. While Mailchimp is an excellent and easy-to-use service, you can maximize it by using a virtual assistant.

A virtual assistant has the expertise to handle the tasks you delegate. As an executive or professional, you can have more use of your time other than handling your growing volume of mail. Read on to discover how a virtual assistant can help you.

1. A Virtual Assistant Can Manage Email Flow

Virtual assistants have a deep understanding of email marketing software. As such, they can plan content and tasks and integrate the systems. Virtual assistants can make big improvements to the processes.

Assistants can plan the email sequence for launch campaigns. Virtual assistants can test email delivery and impact. They can also track the interactions made with emails.

They can also upload email addresses and other details, saving you from manually updating your database.

2. Creating Templates

A good email template is crucial to make a great impression on your contacts. Virtual assistants have enough know-how to choose the right communication format across platforms. This means you can source attractive and relatable templates from your virtual assistant.

They’re also capable of crafting the most appropriate messages. Those with copywriting capabilities can align their text with your brand and strategy. If you want to spice up your mail with visuals, virtual assistants can create simple and attractive graphics to break up blocks of text.

3. Automated Mail

With virtual assistants, you can delegate tedious email marketing tasks and shorten your work. This can include purchase follow-ups, surveys, or welcome series.

They can set up email schedules that incorporate the timelines and criteria of your business. Automating your email marketing alone means a big improvement in productivity. You can devote your expertise, effort, and time to other tasks.

4. Handle Supportive Tasks

You don’t need to worry about how to use Mailchimp if you have a virtual assistant. They handle everything from start to finish, including the project management space and making edits. This can include proofreading newsletter texts from clients and making corrections.

Other tasks a virtual assistant can handle include helping in the assessment of newsletter design. Assistants consider aspects like headings, bullets, spacing, and sourcing images and links.

Another benefit is covering product promotions, events, and services. Virtual assistants can make tests and automate the forwarding of mail.

5. Give Performance Reports

When you use virtual assistants, they’ll have access to every aspect of the email marketing campaign. This means they can extract important data and give you insight.

Besides tracking email engagements, they can provide analysis as well. This can help you with optimizing conversion rates and managing your online reputation.

Use a Virtual Assistant With Mailchimp

Virtual assistants are powerful tools. Letting them handle your Mailchimp email service can do wonders for improving productivity. They can be the key to boosting your business’ performance.

If you want to know more about how a virtual assistant can work for your business, contact us today! We can walk you through the process of optimizing your business.

Virtual Assistants and QuickBooks: A Step by Step Guide for 2021

April 20, 2021/in Administrative, Cannabis & Legal Marijuana, e-Commerce, Financial Planning, Franchise, Healthcare, Human Resources, Insurance, Marketing, MOD Virtual Assistants, Mortgage, Property Management, Real Estate, Technology /by Louie Z. Sawyer

Can a virtual assistant do your bookkeeping? If you use QuickBooks, here’s why you need to have a virtual assistant there to help you out.

Virtual Assistants and QuickBooks: A Step by Step Guide for 2021

Did you know that the global intelligent virtual assistant market is at $3.7 billion?

It’s undeniable that virtual assistants are on the rise, especially now when most companies operate online. If you want a competitive edge, you must get virtual assistant services.

Another way for you to have the edge is by using QuickBooks in your company. It’s a great program that can make bookkeeping easier.

This guide can help you coordinate with a virtual assistant for bookkeeping. Read on and learn how they can benefit your productivity.

Maintain Financial Records

A bookkeeping virtual assistant armed with QuickBooks can handle the most tedious tasks. It prevents your business from losing productivity. They can convert your daily expenses into something easy to understand and manage.

Bill Payment and Invoice Generation

Virtual assistants make paying bills easy. They’re trained and qualified to do various accounting tasks. It ranges from bills to payment collection or invoice generation.

Your virtual assistant helps you keep track by reporting requirements and tracking returns. You need not even worry about payment follow-ups. They will track dues and ensure it’s never a problem.

Payroll Management

This tedious task becomes a walk in the park with a virtual assistant. They will send weekly reports and help you throughout the payment process. Regardless of your business size, you must prioritize payroll management.

What’s great is that many virtual assistants can help you with the organization of different aspects of your business. This is why a lot of virtual assistant services are gaining demand.

Make Financial Statements

Balance sheet statements are also easy if you get a virtual assistant specializing in QuickBooks. It applies whether it’s cash flow analysis or trial balance. They’re an invaluable asset, especially since the software constantly evolves and improves.

Prepare Taxes

The penalties associated with IRS violations can be a nightmare. It causes you to lose a lot of money, especially when you have no time to work on it. When you’re focusing on other business aspects, get a virtual assistant to use QuickBooks to prepare your taxes.

These professionals can also manage your tax filings and taxable accounts. It ensures your returns are consistently on time. This is because the software helps them ensure the tax report is accurate and timely.

Track Loan and Insurance Dues

A skilled virtual assistant can track every aspect of your financial dealings. It applies whether it’s EMI or insurance premiums. It saves effort and time since you won’t miss any payment dues.

Handle Legal and Regulatory Concerns

It’s often difficult to read the fine print. It’s especially tough when you aren’t familiar with legal terms. People often lack time to update their knowledge on tax laws.

You need not worry about it with a virtual assistant. It’s their job to keep track of rules and regulations. Doing this also allows you to focus on things that you’re familiar with instead.

Virtual Assistants and QuickBooks: Get Both Today!

Getting QuickBooks and a virtual assistant improves your company’s bookkeeping activities. Use these benefits to encourage you to opt for these wonderful solutions.

Do you need a virtual assistant? Why not talk to us about your concerns? We can save your time and money with our virtual assistant services.

GoToMeetings and a Virtual Assistant: 5 Things You Need to Know

Do you need a virtual assistant? If you use GoToMeetings, here’s how they can help you to streamline your process in 2021.

GoToMeetings and a Virtual Assistant: 5 Things You Need to Know

Since companies are protecting customers and employees from the current pandemic, most meetings are taking place online. This may not just last for some more weeks, but potentially an extended period of time.

That’s why it’s vital to become great at running virtual meetings. There are best practices and easy-to-use technology out there for that.

Better yet, you could hire a virtual assistant to help you out with virtual meetings. These are the secretaries of the future. They are turbocharged with technology and marketing skills, and they work from home.

If you’re hosting online GoToMeetings, virtual assistants can help you to streamline your process in 2021. Here are 5 things you need to know.

1. Virtual Assistants Are Flexible

Virtual assistants are not full-time employees, typically. They are independent contractors and have the flexibility to work few or many hours. They can be hired through a virtual assistant website.

This means you can hire them only when you need them! Do you have an important GoToMeeting coming up? Then you only need to spend resources on virtual assistant services around the event, rather than all the time.

2. Virtual Assistants Help With Scheduling

The biggest pain is often finding the meeting time that fits into everyone’s schedule. It takes communication, effort, and scheduling – even for online meetings!

Well, you don’t need to do this on your own. Virtual assistants can schedule the meeting, send out reminders, and attach the right links. They may also answer any logistical questions that attendees may have about GoToMeeting.

3. Managing the Emails and Communication

You’d think you could save all communication for during the meeting. But virtual meetings often come with a lot of communication before the events for scheduling, during the event using the chat function, and after the event to send out recordings.

A virtual assistant will assist in monitoring incoming messages, sending our communications, and filtering through questions.

Moreover, they can capture real-time feedback during the meeting! This may include watching for visual cues while you run the meeting.

4. Test the Technology Ahead of Time

There’s nothing worse than the technology not functioning properly before a meeting. A virtual assistant can test the GoToMeeting environment beforehand. They can test the microphones and camera. They may even be able to offer technical advice for attendees who need to download the right software.

5. Appoint Them as a Facilitator

Virtual assistants are a great option as a facilitator during GoToMeetings. It’s tough to manage discussions or break out rooms when you’re trying to run an effective online meeting as well. A facilitator will also make sure all voices are heard during the meeting!

Optimize GoToMeetings With Virtual Assistants

It may be a major challenge to shift business operations online. If you want to make GoToMeetings work, you may have to adjust how your team works and hire a virtual assistant for support.

MyOutDesk equips you with strategies, tools, and virtual assistants that get the job done. With our services, you’ll build a competitive edge and put efficient systems in place.

Check out our services and schedule a free consultation! We’ll take the time to learn about your business and find the best solution.

man with a graph showing a graph of business development to success and growing growth concept

How to Scale Your Business Operations With Virtual Assistant Services

April 16, 2021/in Administrative, Cannabis & Legal Marijuana, e-Commerce, Financial Planning, Franchise, Healthcare, Human Resources, Inside Sales, Insurance, Marketing, Marketing, MOD Virtual Assistants, Mortgage, Property Management, Real Estate, Recruitment, Technology /by Louie Z. Sawyer

Amplify the routines and opportunities found in your business operations by tapping into the power of virtual assistant services! Here’s how to get started.

How to Scale Your Business Operations With Virtual Assistant Services

Have you heard the term scalable business but are unsure of what it means? The scalable business is quite a new phenomenon, primarily used to describe digital organizations that can quickly grow in size. This ability is down to the use of virtual services, and you need to know the advantage of working with them.

Virtual services are cost-effective and easy to use. Below, we tell you how to use them to scale up your business operations.

What Is a Scalable Business?

A scalable business is a small company, that is set up to grow. It involves working to boost your income and profit, without changing much to the framework used in the companies original conception. A scalable business is one that can cope with 10 customers or 10,000 and use more or less the same procedures to do this.

A key function of scalable businesses is having the systems in place to deal with large numbers of customers in a short period of time. One of the systems many people choose to employ to do this is virtual assistant services.

Virtual Assistant

A virtual assistant is an independent worker who takes care of a number of tasks. Broadly speaking, they do administrative work. This can encompass social media, business development, and marketing amongst other things.

Virtual assistants have become extremely popular because they are a flexible workforce. They very often work remotely and get paid an hourly rate for their services. This is paid as and when you need them, on a part or full-time basis.

Start With a New Budget

The first task you can take to scale your business when you switch to virtual assistant services is to reconfigure your budget. You will no longer need to pay a full-time member of staff to do the job. In addition, all the expenses that come with it such as office equipment, holiday pay, and office running costs will diminish.

Best Ways To Use Virtual Assistants When Scaling Business Operations

While a virtual assistant can be used in the same way as any other member of staff, there are a few ways in which you can really maximize their potential. The first is by using their flexibility. As they do not have set work schedules, you can assign them out-of-hours tasks for no extra fee.

Secondly, when hiring a virtual assistant you do not have to bind someone into a full-time, permanent contract. Virtual assistants are best used when your business really picks up and you need extra hands quickly. In the downtimes, you are no longer paying for a workforce that is sat waiting for a job to arrive.

Thirdly, you do not have to spend money on training. You can find virtual assistants that already have specialist skill sets. This makes recruitment for specialist tasks much easier.

Be Prepared

One final tip is to be prepared. When that influx of customers arrives, you will need to scale up your business operations quickly. Knowing how and where to get reliable virtual assistants, is imperative.

MyOutDesk should be your first stop. We have a multitude of services available for all your scalable business needs. Click here to schedule your free one-on-one consultation and scale your business starting today.

man talking with a virtual receptionist on his laptop hire and train a virtual receptionist

How to Hire and Train a Virtual Receptionist for Your Business

April 16, 2021/in Administrative, Cannabis & Legal Marijuana, e-Commerce, Financial Planning, Franchise, Healthcare, Human Resources, Insurance, Marketing, MOD Virtual Assistants, Mortgage, Property Management, Real Estate, Technology /by Louie Z. Sawyer

Take more of your business online by hiring, training, and tapping into the skills of a virtual receptionist. This short guide shares how to get started.

[Like FREE stuff? Click here to Grab a FREE Strategy Call]

How to Hire and Train a Virtual Receptionist for Your Business

You’ve put in the work and decided that you need an answering service. You’re losing too much revenue to calls after hours, or you need time back in your day.

No matter what the answer is, you’ve made a great choice. A virtual receptionist can save you a lot of time and money!

However, the process is a little different than hiring a full-time employee.

Hiring a Virtual Receptionist

Virtual receptionist tasks are very similar to an in-house team member. They’ll answer the phone, log help desk tickets, take messages, answer customer questions and start customers along their sales funnel.

If you find yourself strapped for time as calls and email numbers spike, congratulations! That means your business is growing.

But to capitalize on that growth, you’ll need to stay on top of customer responses. This is the digital age, and everyone wants an immediate response.

It’s easiest to switch gears from the typical job posting and resume review. Instead, the best value is to find virtual receptionist services.

To outsource receptionist tasks, you’ll need to find a reputable company with a staff of virtual receptionists that can work for you. It costs less than you’d pay for an in-house, full-time receptionist that would come into your office.

The best part is, we’ve already done the vetting process for you. You don’t need to deal with benefits, interviews, or worrying that you’ll accidentally hire a dud that you’ll need to fire within days.

We’ve done the work already to hire the best administrative virtual assistant for you, so you don’t have to.

Training a Virtual Receptionist

When you hire a virtual receptionist, they are the ones representing your brand. Since they’re on the front lines of your business, customers will associate this receptionist with your brand.

If your receptionist is rude or unknowledgeable, customers will blame your brand. This is true even if the receptionist isn’t an official part of your full-time, in-house staff.

That’s why drilling your company values into your new administrative virtual assistant is crucial. What character traits guide each interaction with customers?

For instance, you might be a company that provides tech support to older consumers. With that in mind, your core values may be empathy and patience.

These should govern every single reaction with customers.

Once you’ve nailed down your values in order to train new employees with them, consider what training materials you’ll need.

If your processes are fairly simple and repetitive, the fastest way is to set up a virtual video conference. This will allow you to share screens and walk trainees through the process.

Then, they can try it. After trying it a few times, they’ll be able to ask questions and run into any snags while you’re looking over their shoulder and can help them correct it.

Bringing Value to Your Business

It can be tempting to want your hands in every pie” your business creates. After all, no one is more invested in your brand’s success than you are.

Your time is incredibly valuable, though. Some tasks need to be delegated and virtual receptionist duties are one of those things.

If you’re looking for vetted virtual receptionists today, check us out! We’re happy to help. You can also click the button below for a FREE one-on-one consultation with us. We’ll listen to you first, and understand your problems or concerns, then see what we can do to help.

Experience The Difference
MyOutDesk can save you up to 70% on employment costs
Claim a free business strategy consultation & ‘Grow Virtual’ Guide

virtual team meeting on laptop effective managing for virtual assistants and employees

5 Insightful Tips for Effectively Managing Virtual Assistants

April 16, 2021/in Administrative, Inside Sales, Marketing, MOD Virtual Assistants, Recruitment /by Louie Z. Sawyer

Make the most of your time and investment with virtual assistant services by exploring these insightful tips for managing virtual assistants effectively.

5 Insightful Tips for Effectively Managing Virtual Assistants

You’ve made the leap and invested in virtual assistant services for your business. You know that an effective team starts with a quality manager. The question is, how can you manage your virtual teams to get them on a goal-oriented track?

As you begin the journey, it’s imperative to establish consistent communication. Once you have the right steps in place, your assistants will be equipped with the tools they need to succeed.

Keep reading to learn more about our tips for managing virtual assistants.

1. Establish Communication Methods

When virtual assistants join your team, communication will be the first step to success. Within the first 30 days, focus on providing your assistants with a firm understanding of your business. Schedule consistent meetings with them, where you can discuss the following:

Your professional background
How your business got started
Your business’s products and services
The future direction of your business
Your company mission
Your core company values
What company culture looks like
Who your target customers are

These questions should help your assistants understand business operations. As you assign initial projects, continue to explain the reasoning behind each task for more clarity.

2. Schedule Routine Meetings

Establish a routine meeting cadence early on so virtual assistants have set times to meet with you. This will provide them with a consistent outlet to ask you questions, provide task updates, and receive feedback.

We recommend meeting weekly through video conferencing tools. During this time, you should also add them to team communications tools, such as Slack.

3. Manage Tasks

Continue managing virtual assistants by assigning them tasks through a project management tool. Select a project management tool that’s simplistic, organized, and easy to track.

With each new task that you post, provide detailed instructions with clear deadlines. Record video instructions to provide a full walkthrough.

Once tasks are completed, tag your assistants in feedback directly on the platform. Include well-rounded feedback by focusing on both the positives and negatives. Anything negative should always be constructive and contain tips for improvement.

4. Set Deadlines and Expectations

After you select your desired price for services, confirm your virtual assistants’ available hours. Assess the duration of each project and set realistic, enforceable deadlines.

Evaluate each assistant’s skillsets for upcoming tasks. For instance, an assistant with prior social media experience should be able to complete a social media project quicker.

5. Use a Time Tracking Tool

A time tracking tool will work wonders for allocating your resources efficiently. Register for a tool that will allow your virtual team to track their time at the end of each shift. Request that they include the name of the tasks they completed, along with times they dedicated to each task.

Start Effectively Managing Virtual Assistants

Start managing virtual assistants by practicing consistent communication on day one. Once you’ve established a weekly meeting cadence, assign them projects that align with their skillsets. Allow them to ask questions, provide feedback, and tie each task back to the company mission.

Contact us today to learn more about our virtual assistant services at MyOutDesk. Send us a message or call us at 866-604-7027 for further information.

What a virtual assistant looks like remote worker holding up a tablet of a virtual meeting

Maximize Your Workforce: How to Assign Virtual Assistant Duties

April 16, 2021/in Administrative, Framework, Inside Sales, Marketing, MOD Virtual Assistants, Recruitment /by Louie Z. Sawyer

Have you recently hired a virtual professional but aren’t sure which virtual assistant duties suit them best? This roundup is sure to maximize their skills!

Maximize Your Workforce: How to Assign Virtual Assistant Duties

Are you looking to increase workplace productivity?

In the workplace, making sure everything goes as planned often falls on the shoulders of your employees. This means that the grind begins for them to ensure everything small detail is correct. This can lead to burnout, which can negatively impact workplace productivity.

What’s great is that there are now virtual assistants for you to rely on. Assigning your virtual assistant duties allows your workforce to focus on more important tasks.

Which duties should you assign to your virtual assistants, though? To find out, read what’s below. Learn which duties are best assigned as virtual assistant responsibilities.

Calendar Management

A virtual assistant can help you with the management of your business calendar. This can include organizing meetings, reminding team members about upcoming events, and even help in rescheduling them.

This can also apply to your personal calendar. There will be times when someone will want to meet up with you, which means taking time out of your day. Your virtual assistant can be in charge of this, and can also be the one to say “No” to them in your place.

Email Organization and Management

Keeping in touch with clients is as important as reaching new ones. Email is one of the few ways that you can do this effectively. If you’re managing a medium-sized company, this can mean you’ll get overwhelmed by the sheer number of emails.

A virtual assistant can help take the load off of your shoulders. They can organize important emails for you to respond to first. They can also manage them by responding to the less important ones.

Travel Help

With travel restrictions relaxing, you’ll be able to travel for business purposes once again. With the pandemic still a looming threat, though, you’ll need a lot of help to prepare yourself for travel.

You can give your virtual assistant tasks to find you the appropriate accommodations in the area you’re traveling to. You can even have them schedule your flights to streamline the process.

You can even provide your credit info to them to complete the booking process entirely. If you find the right virtual assistant, you can trust them enough to give them this kind of information.

Customers Engagement

Many virtual assistants can also help you manage your clients. They can provide customer support by chatting with customers that have inquiries for your business.

Professional virtual assistants even have the right set of skills to represent you in social media. This helps your brand become more involved on the Internet. It’s a great way to help you boost your brand awareness, further increasing your chances of business success.

Assign Your Virtual Assistant Duties Today

Maximize the efficiency of your workforce with the help of virtual assistants. Give your virtual assistant duties that can help out your workforce in different ways. With their help, you’re sure to increase your overall workplace productivity!

Are you looking for reliable virtual assistants? Contact us here and we’ll get in touch with you as soon as possible! We’ll provide you with the highest quality service available!

What Can a Virtual Executive Assistant Do for Me?

What sets a virtual executive assistant apart from other remote professionals? Get answers and how to use them at your organization in this guide.

What Can a Virtual Executive Assistant Do for Me?

Maximizing your productivity is essential to running a successful business. Sometimes, though, you have to come up with unconventional ways to do so.

Hiring a virtual executive assistant has the potential to drastically increase your company’s efficiency, but many entrepreneurs don’t know everything they should about how they can help.

Let’s take a look at everything you should keep in mind.

Scheduling

As you might guess, a virtual assistant can seamlessly handle all of your scheduling obligations. This includes setting and confirming appointments, coordinating calls, and conveying schedule changes to both you and other parties.

When tasked with this responsibility, a virtual assistant will ensure that you are fully aware of any upcoming meetings or interactions. This is particularly useful for entrepreneurs who frequently meet with clients, stakeholders, investors, etc.

Contact Management

Many entrepreneurs simply do not have the time to communicate with the people that they need to. Unfortunately, this could result in a large number of missed business opportunities.

Your virtual assistant will vigilantly monitor for relevant emails and then forward them to you. A client inquiry that requires your attention, for example, will be promptly sent to you as soon as your assistant receives it.

Additionally, they will add your business contacts to customer relationship management (CRM) software. They will also periodically organize your CRM application based on certain criteria, such as new clients who need extra attention, your highest paying business relationships, etc.

This will allow you to ensure that all of your client obligations are accounted for.

Internal Operations

Depending on what industry you operate in, your company’s internal operations will vary compared to another’s. Regardless, a virtual assistant will make these obligations far easier to handle.

Responsibilities such as proofreading documents, organizing essential files, or even setting up a project management system are all something an experienced virtual assistant can easily handle. Additionally, your assistant could review meetings or presentations that you were unable to attend and provide you with a synopsis.

Accounting

While a virtual executive assistant likely won’t be able to replace your company’s accounting department, they can help make everyone’s lives easier. To elaborate, they can ensure that timely invoices are sent to the appropriate party.

If necessary, your assistant will be responsible for securing outstanding payments if clients are proactive in compensating you for your services. They can also review your company transactions to ensure that everything has been properly documented.

Keep this in mind if you often experience difficulty when it comes to financial management.

A Virtual Executive Assistant Could Be Just What You Are Looking for

So, it’s essential that you keep the utility they’re able to offer in mind. The above information will help ensure that you choose the virtual executive assistant that fits your company best and helps you maximize your productivity.

Want to learn more about what we have to offer? Feel free to reach out to us today and see how we can help.

virtual man on screen giving thumbs up onboarding a virtual assistant

VA Onboarding: 5 Valuable Tips for Virtual Assistant Training

April 16, 2021/in Administrative, Cannabis & Legal Marijuana, e-Commerce, Financial Planning, Framework, Franchise, Healthcare, Human Resources, Inside Sales, Insurance, Marketing, Marketing, MOD Virtual Assistants, Mortgage, Property Management, Real Estate, Recruitment, Technology /by Louie Z. Sawyer

There’s always a light form of virtual assistant training when onboarding VAs into your business. Here are five tips to make the process go well.

VA Onboarding: 5 Valuable Tips for Virtual Assistant Training

With a rising demand for various virtual assistant services, more and more businesses and entrepreneurs are taking on VAs at a rapid pace. However, just because the need is high doesn’t mean that certain aspects of the hiring process should be glossed over.

Virtual assistant training is an important process to get right. If you don’t, your VA will be unlikely to fulfill your expectations, because they simply won’t be prepared.

Read on for five valuable tips to make sure your virtual assistant training goes smoothly.

1. Maintain Regular Communication

With a virtual assistant, you can’t, of course, meet in person. But that doesn’t mean communication isn’t still important.

Especially in their first few weeks, schedule regular check-in calls, ideally with video, so you can see how things are going for them and keep them informed of the next steps.

If you’re hiring a virtual assistant from another country, keep time zones and potential language barriers in mind. Clear communication is everything when it comes to remote work, so keep it consistent and simple from the beginning.

2. Have a Clear Schedule

There’s nothing worse than starting a new job and having no idea what you’re meant to be doing. On their first day, make sure your VA knows what they’re doing that day and the next few days.

Give them enough time to find their feet, but also schedule appointments in their calendar so that they have some direction. In the first few days, you’ll need to offer more assistance than you’re used to, but any good VA will find their feet soon enough.

3. Don’t Rush Training

Virtual assistant services are vast, so there might be a lot to get through. Even if it seems like a lot, however, it’s important that you don’t try to take shortcuts. Onboarding a new employee can take time, sometimes even months.

Knowing how to train virtual assistants can take some patience. Nonetheless, it will pay off in the end by how much time you free up by offloading tasks to another person. Your business will thank you in the end!

4. Be Methodical With Access

Virtual assistant onboarding is not just about training them. It’s also about integrating them into your processes. Think about every account they will need access to or software they need a profile for in advance.

Do what you can to set up these profiles for them earlier on so it doesn’t waste time on their first few days. Plus, it ensures that you don’t forget anything important in the meantime.

5. Ask for Input

Hiring a virtual assistant is not just about delegating tasks. It’s about welcoming someone into your business. Ask for their input about what works for them too.

Employees like to feel valued in their workplace, so listening to how your new VA likes to communicate, or seeing how they’re finding their training can help you make your business a hospitable place to work, even remotely.

Ready to Get Started with Virtual Assistant Training?

If you’re keen to put these tips into action with your own virtual assistant training, why not schedule a consultation with our team today? We have a range of virtual assistant services that are just waiting to take some of the strain off your business.

woman working with virtual assistant common myths abotu virtual assistant services

The Common Misconceptions and Myths About Virtual Assistant Services

April 16, 2021/in Administrative, Inside Sales, Marketing, MOD Virtual Assistants, Recruitment /by Louie Z. Sawyer

Don’t make the mistake of believing these misconceptions and myths about virtual assistant services. Our guide clarifies what most get wrong about VAs.

The Common Misconceptions and Myths About Virtual Assistant Services

Virtual assistants are in demand for social media management, email marketing, and project management. However, virtual assistants can do a variety of jobs in many industries.

If you are considering virtual assistant services but have only heard of the downsides, you may be seeing myths.

Read on to learn about the common misconceptions and myths about virtual assistant services.

Anyone With an Internet Connection Can Be a VA

Virtual assistant services mean having a computer and an internet connection, but that is not the only thing that goes into it. It’s easy to invest in the proper equipment, but it’s more complicated to learn the proper skills.

Like any other job, you need to be qualified to work as a virtual assistant. To stay in this career, you must use your expertise wisely. Getting recruited as a virtual assistant is rigid and thorough.

They Can Do Anything You Need

Another one of the myths about virtual assistants is that they can do anything a business needs just because they are multi-talented.

This is not true, but they may be able to fulfill more than one role at once. Depending on the job description and the skillset, they will have certain expertise.

Another myth important to debunk is that VAs only have the ability to do administrative work. This is not the case, as virtual assistants can also work in social media, real estate, etc.

It’s Only for Stay-at-Home Parents

Many pair virtual assistants with stay-at-home parents because it is a remote job. However, this career path is not just limited to those who want to spend more time at home with their kids.

Anyone with the right skill set who wants more job flexibility can be a virtual assistant. They can provide professional remote assistance no matter if they are stay-at-home parents or not.

VAs Are Only Temporary

While virtual assistants can get hired to your company for a temporary job, they can also be onboarded full-time. There are a lot of VAs out there who are looking for long-term work to maximize their potential.

As a business, you can decide to hire someone for the short or long term. No matter what duration you decide on, you must provide onboarding and training. Just like in-house employees, these remote workers can’t do their best work without the necessary information on how to do their job.

This is especially important for businesses hiring virtual assistants. Because you cannot offer much oversight, you need to ensure these employees can do their job independently.

Do You Need Virtual Assistant Services?

Any business can benefit from virtual assistant services. No matter what industry you are in, there are virtual assistant services that can help you in the short and long term. If you want your company to succeed, you need someone who values the business, works hard, and can complete the tasks at hand.

To grow your company, hire a virtual assistant through us. Get in touch with us now and let us answer any questions you may have.

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4 Vital Customer Service Tasks You Can Delegate to Virtual Assistants

April 16, 2021/in Administrative, Inside Sales, Marketing, MOD Virtual Assistants, Recruitment /by Louie Z. Sawyer

So, you’ve added a virtual assistant (or two) to your customer service team. Now what? Start by delegating these customer service tasks.

4 Vital Customer Service Tasks You Can Delegate to Virtual Assistants

Did you know a virtual assistant can save you up to 78% on operating costs each year?

Adding a virtual assistant or two can be a great asset to your team, but do you know what they can do? Assigning and delegating tasks to virtual assistants saves you time and money.

We’ve put together a guide of the customer service tasks you need to start delegating to your virtual assistants right away so that you can be more productive.

Be sure to keep reading for our guide on four vital customer service tasks you can delegate to virtual assistants.

1. Answering Calls

A customer service virtual assistant should be your main source for answering phone calls about your business. Many virtual assistants have a background in customer service, meaning they know how to deal with customers and answer the phones.

Whether you want your virtual assistant to screen calls or deal with a client one on one, they will be able to do that for you. Doing this will help save you time, and your customers will be happier.

2. Managing Email Inquiries

Besides answering the phones, another prominent task you can delegate to your virtual assistant customer service team is managing email inquiries. If you have an email box that receives lots of emails a day, this is a task that you’re going to want to get off your shoulders.

A virtual assistant can create, proofread, and edit email responses to various clients throughout the day. They can even create templates for you to use for new clients, feedback, or thank you emails.

3. Responding to Helpdesk Questions

The virtual helpdesk always has different questions from clients needing answers. Finding a good way to deal with these questions can be difficult, but that is where virtual assistant services come in handy.

You’ll find that a virtual assistant can answer any helpdesk questions professionally and kindly. By using an outsource customer service representative, you have someone ready to help at all times. Doing this will please your customers when they need answers to their questions.

4. Manage Social Media Inboxes

Another place where customer service is vital in 2021 is on social media. It can be tough for a business to keep up with the number of messages they receive on their social media platforms, yet it is crucial for good customer service representation.

Letting your virtual assistants manage your social media inboxes is a great task to delegate to them because they will handle customer’s questions, comments, or concerns. Doing this will help to put you in good standing with customers who reach out on social media.

Customer Service Tasks You Need to Delegate

The more successful your business becomes, the busier you will find yourself. That’s why there are lots of different customer service tasks you need to start delegating to your virtual assistants right away.

Virtual assistants can help save you time and money so you can do the crucial things for your business.

If you don’t have a virtual assistant yet and are looking to get started, we can help. Be sure to schedule a one-on-one call with us today to see how a MyOutDesk Virtual Assistant can help to benefit your business.

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