The workplace is evolving year after year, and as the digital landscape expands, it’s now possible for remote workers to do their jobs from anywhere in the world. The infrastructure of a business has totally changed and shifted so that anytime an administrative virtual assistant needs to conduct work-related tasks, they can do it on their own time from any location.
Virtual executive administrative assistants
Virtual executive administrative assistants (VAs) have been vital to businesses for years, because they free up their customers’ time so that they can concentrate on their own projects. As technology expands, we find that complex business tasks can be streamlined and simplified, allowing virtual assistants to spend less time on menial service tasks.
On the other side of this change is the expansion of time-saving and cost-reducing technologies for administrative virtual assistants to use at their convenience. These resources allow them to be more efficient than ever before and save companies money in the process.
As such, the time is now for businesses to find an administrative virtual assistant that can streamline their operations and help them grow. A virtual administration assistant can make all the difference for a growing company.
What makes a great administrative virtual assistant?
There are several characteristics that define a good administrative virtual assistant, and these will vary based on your business needs. For example, if you have a business that is conducting research in various subjects or working with clients in different parts of the world, then you will obviously need someone who can communicate effectively over long distances.
The statistics we reviewed indicated that a remote administrative assistant’s technical skills is one of the most important factors contributing to their overall success. If an administrative virtual assistant has strong technology skills, they can help their clients create a healthy network that allows them to prosper without constantly having to worry about fixing problems and maintaining stability.
The best virtual administration assistants are also familiar with various technologies and will often suggest the best solutions for particular business problems. They are usually able to communicate clearly when they speak, and are familiar with the ins and outs of different communication methods, such as Skype, email and phone calls.
How virtual assistants helps your bottom line
It’s really important for your business to maintain a reliable (now-digital) business infrastructure and provide administrative support that an administrative assistant can do from any location. When you do this, your business will maintain a high bottom line, increase efficiency, and optimize their time.
Administrative assistants are extremely important to the success of your business. They are able to perform all kinds of administrative tasks from any location and they have a higher chance of getting hired by companies that would prefer someone who can work remotely.
For example, marketing departments for small companies need administrative assistance because they need to get all kinds of data from their online platforms as well as, manage their customers’ accounts. Marketing departments also send out emails, market products, handle customer support, keeps track of customer orders and other essential tasks.
Online Business Best Practices (for lowering overhead + increasing productivity)
In order to determine the best way to create a healthy infrastructure for remote administration, we surveyed a large number of administrative assistants who gave us feedback. In reviewing all the information we received – I was able to gather all the best practices for creating an efficient, professional remote workspace.
The following are the most effective tips for creating an infrastructure which an administrative assistant can do from any location to boost your productivity and bottom line:
1. Start with a good telecommunications system.
Have a reliable and easy to use call system such as RingCentral, Slack, and Zoom. Call systems create a permanent connection between your boss and your assistant, so it is important to research on the best way to establish these two systems.
2. Create a system for tracking time.
When you are working remotely, you need to be able to save time on your work hours because time is money and there is no better way of saving it than through tracking your own time. Time-tracking is important because it allows the business owner and the administrative assistant to see where they can optimize their efforts in managing their time, so that each hour counts.
3. Have a system for sharing work files and documents.
It is very important to have a way for you to share any necessary documents with your administrative assistant because the more they know about your business, the easier it will be for them to connect with what you are working on, so that they can help you increase productivity and save time in doing research. To share files and documents, it’s best if you use an online service such as Dropbox or Google Drive just so that there will be no issue in transferring all relevant information without having to worry about whether or not your administrative assistant has all of the information needed.
4. Hire a professional virtual assistant who can help you increase productivity.
It is the right time to outsource your administrative tasks so that you can focus on growing and expanding your business. A good administrative assistant will do the following:
They will easily communicate with anyone who needs their assistance; They will be able to schedule all jobs they complete online or via email; They will have an efficient system for managing tasks; They can manage customers’ orders; They can use Email Marketing to market products and services.
5. Know how to collect, organize and analyze data.
Data analysis is essential for business owners who want to measure all aspects of their business performance so that they can make necessary changes based on what they know so far about their efficiency or lack there of. Your administrative assistant can help you with data analysis by collecting and organizing the information you need in order to make a decision about your business’ performance.
6. Know how to use relevant business applications online.
There are many business applications that an administrative assistant should know, such as MailChimp, Google Apps, Salesforce and Zendesk for managing email marketing, social media and customer service email.
For these reasons, if you want to stay competitive in the market and keep your customers happy; then it is important for you to have an efficient infrastructure in place that enables your administrative assistant to be available from anywhere or anytime.
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.
“Outsourcing makes the hustle better — because you’re not burdened with many/growing expenses that you’ll need to figure out how to cover and hit profit”
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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.
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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.”