Top 13 things a Virtual Assistant can do for an SME owner

1. Emails

Email tips…

1. Only view your emails for 30 minutes a day 2. Have your VA move emails into the right label/folder 3. Key labels/folders are:

• In box = Must be done today • A TO DO = Done by you in the future • A TO READ = Read by you later• A VA TO DO = To be done by your VA• Unsubscribe = Your VA unsubscribes

4. Any task from an email is moved into a task manager5. Your VA works out of your inbox 6. When VA sends on your behalf - call it out

2. Meetings

Calendar tips…

1. All tentative meetings marked with an * 2. Establish a default diary with your VA 3. Put a note if the meeting requires

confirmation4. Use an on-line booking service like

youcanbook.me 5. Add buffer and travel time in calendar

3. Tasks

Task management tips …

1. Have one master task list visible for both of you

2. Use a cloud based task manager3. Screen capture the task if it is the 1st

time 4. Use voice to task app5. Be specific and link to examples done in

the past6. Set clear deadlines and label tasks

4. Research

Research tips…

1. Give background as to why 2. Give your VA double time you think it will take3. Give them a list of tools you suggest they use e.g.

Google, Linkedin, Twitter, etc.4. Ask them to repeat in their own words what the

research task is to confirm understanding5. Have frequent updates to see if they are on track 6. Set clear deadlines 7. Nominate what format and where the research

should be stored8. Ask for their recommendations

5. Social Media

Social media tips…

1. Updating key social media sites with new content 2. Monitoring who has looked at your LinkedIn

profile3. Updating and refreshing profiles across platforms

so there is consistency in message 4. Posting blogs on your website and linking this to

your social media5. Monitoring people you follow and summarise key

posts 6. Researching people who you should connect with 7. Running facebook and linkedin campaigns

6. CloudComputing

Cloud training tips…

1. Create a short list of real work problems that could be solved by cloud computing

2. Write a brief for your VA to research potential tools 3. Seek a recommendation after they test the options 4. VA learn and write a training module5. Daily or weekly training with the VA on how to use

the tool6. VA join forums and speak to heavy users to learn

more about the tools 7. VA train other people in your team on how to use it8. Document all the tools you use to make it easy for

new people to come on board

7. Book keeping

Book keeping tips…

1. Use a cloud-based software2. Map out the workflows for each section

e.g. Accounts receivable, payables, bank reconciliation, coding etc.

3. Set timeframes for end of month activities

4. Debtors follow-up process

8. Presentations

Presentation tips…1. Give them a good brief with examples

of what ‘good’ looks like2. Take screen shot of what you want for

each slide3. Provide a template 4. Regular reviews of work in progress5. Debrief to build learning

9. WebsiteUpdates

Website update tips…

1. Refresh content regularly2. Customer stories above the fold3. Screen capture changes4. Portfolio of what good looks like5. Landing pages with one message6. Site analytics

10. Sales Management

Sales management tips …

1. Use a CRM solution2. Train VA on how to use it3. Create an email label/folder for sales

input4. Create reporting5. All comments in one area6. Track why you gained and lost clients7. Follow-up…follow-up...follow-up

11. Project Management

Project management tips…

1. Use a project management software like Podio

2. Always make sure that project requirements and deliverables are set.

3. Schedule weekly catch-ups with your VA to discuss the progress of each project.

12. Content Management

Content management tips…1. Produce content every second week2. Brief what the goal of the writing is and

provide an outline of the key points.3. Keep an original copy of the work from

which you can make a comparison of the edited version.

4. Inform your VA of images to go with the content.

5. Make sure to proofread everything before posting or printing.

13. SEO

SEO tips…

1. Research keyword for your blog content2. Make sure that your page looks natural

and not cramped with keywords3. Ask your VA to supply weekly or

monthly Google Analytics and traffic reports

4. Have your VA develop a landing page

Paul Higgins

paul@thinktoact.com

+ 61 419424658paulhiggins555

www.thinktoact.com