Virtual Assistant Tasks - Amazon Web Servicesmisu.s3.amazonaws.com/oml/module2/Tasks.pdf · X-F Virtual Assistant Tasks The tasks are endless that you can outsource to a virtual assistant

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Virtual Assistant Tasks


Begin the process of determining your needs for a virtual assistant by identifying your long

term and short term goals for your business. Go back to our basic organizational chart:

Within each of the divisions or departments, write down some development goals for each.

Don’t hold back on me here. Where would you like to see each of these areas in 5 years.

Dream Big. Write down a wish list. Continue breaking down this process by thinking of how

you would accomplish these goals and the number and types of employees you would need to

hire to do this. What would they do? Ask yourself if these various jobs are something that

earns you the most money by having you perform them yourself. Chances are you have

identified many tasks that take up a lot of your time but do not create income. Perhaps these

jobs are something that you do not have the expertise to perform. Maybe you just don’t enjoy

the time and detail it takes to do them well. Chances are likely that even if you can fit them in

and love the process of doing them in your current work day, if your business was growing and

thriving as you intend, they would soon become the source of stress and aggravation. AND I

would bet the farm that they are not worth your goal hourly rate, not even close. They are not

the highest and best use of your time. These are clearly the tasks that you should outsource.

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The tasks are endless that you can outsource to a virtual assistant. We are outlining below a

number of routine tasks that you may do regularly but are easily transferable to a virtual

assistant. In referencing our organization chart, keep in mind that many of the categories of

the tasks we are using below may fit into one or more functions of the various org chart

departments. For example an administrative assistant can participate in supporting product or

service development, accounting, customer service and so on. These are just some ideas to stir

your creativity and remember evaluate the logic in assigning tasks to an outsourced

professional at $5 per hour versus doing them yourself at $50 or $100 an hour.

Also remember all documents or resources created by or used by a virtual assistant can be

quickly and easily transmitted via email attachment, FTP, fax, text message or Skype. We

discuss elsewhere in this manual how to select and utilize several of these communication

methods and I am just assuring you that the technology exists and will be covered in this

manual. The key is to constantly contact your VA as soon as an idea, a date or a to-do task

comes to mind and have them act on it. Think of it as the mind dump to the person sitting next

to you. With the speed and advancement of technology, even if you assistant is half a world

away it is as if they are right beside you. As soon as the thought occurs, dump it via email or

Skype to your VA and have them organize it. Whether your thought is related to your business

or is personal, you VA can keep you organized and out of stress and trouble. This way even the

most random of thoughts is memorialized where you both can access it and you can unclutter

your mind with trying to remember endless details.

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Administrative Assistant Tasks

Maintain and Organize Your Calendar. You no longer need to have a physical calendar on your

desk for with you at all times. There are several online calendar resources available. We

personally recommend utilizing Google Calendar. Selecting and using an online calendar will be

covered elsewhere in this book. Both you and your assistant can add to your daily calendar. If

you schedule an appointment, you can contact you assistant with the details of the date, time,

duration and details and have him place it in your calendar. You can both access the calendars

for changes and for reference purposes. At a glance, you know what is scheduled for your day,

your week or your month.

Update Your Contact Lists. As part of many online calendars, there is also a feature that allows

you to enter the contact details of any individual. You can scan and email business cards that

you collect and have your VA enter them into the contacts area of your calendar. You can also

Skype or email any changes and additions to your contacts list. If you give your VA access to

your email, they can also independently build a contacts list from emails you receive or you can

simply forward emails you receive to the VA to review for contact information. At a glance,

your contacts are complete, updated and ready for you to access.

Confirm Your Weekly Appointments. Your VA can access your contacts and confirm each of

them by making a Skype Call or sending an email and requesting a reply. Your VA can provide

you with a list of confirmed appointments. At a glance, you know your confirmed

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appointments and can decide to cancel the unconfirmed appointments so you are not wasting

precious time.

Create Reminders for Tasks, Goals and Long Term Planning. If it can go on a list, your VA can

coordinate it for you. For example, your spouse’s birthday is coming up, your VA can remind

you in advance to buy a gift or better still can give you the list of gift ideas that have occurred to

you throughout the year. They can order flowers online, send an e-card and even order a gift

for you. You can also outline milestones in a long term or short term project you are working

on. The VA can send reminders or add to your daily task list reminders of what must be

completed and the due dates. At a glance you will know what you need to do or expect from

others each day, each week or each month.

Confirm Driving Directions to a Meeting. Your VA can utilize Google Maps or Mapquest to

obtain directions and drive time to your weekly meetings or other events. This information can

be added to your calendar or emailed to you. The VA can also factor in the drive time into your

calendar to keep you on schedule. You are probably utilizing a smart phone so you will have

this information available to you at all times. At a glance, you will know exactly where you are

going and how long it will take to get there.

Maintain Routine Time Reports. If you work on an hourly basis, need to account for time spent

on projects or clients throughout the day, report on calls made, prospects reached or any type

of daily, weekly or monthly routine reporting, your VA can gather this information from you and

record it in a report format that you create or use. Maybe you just want to record how you are

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spending your time on a daily basis. You can Skype your results as you go along in the day and

have your VA record the information in report formats that you use. At a glance, you will know

if you are on track with your goals and be able to adjust your work flow or focus accordingly.

Make Travel Plans. You can supply your VA with your airline, hotel, rental car preferences.

Give them the details of when and where you are going and have them plan and confirm your

entire trip saving you endless hours of trying to find the best deals or times for your travel.

They can check you in to your flight, print boarding passes or pay luggage fees. They can

contact your hotel and make sure your extra towels and pillows are waiting for you. Your VA

can supply you with a detailed report of travel schedules, confirmation numbers, addresses,

phone numbers and every other detail of your travel arrangements. At a glance, you will have a

complete itinerary and can travel at ease.

Make Personal Reservations. Need to make restaurant reservations, tickets to an event,

conference registration, hair cut? No problem, your VA can research, purchase and confirm

and give you a summary of where to go and what to expect. They can reserve a window table,

balcony seating, movie tickets and provide you with a detailed summary. At a glance, you know

what your event entails.

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Send Follow Up Notes or Thank You Notes. You can supply your VA with some standard

formats for follow up or thank you notes that you send to clients and they can do the rest after

each appointment. You can also have your VA access online letter samples to use at Azz Card

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File http://www.azzcardfile.com/collections/busslett.html and/or use SendOutCards.com to

create and send personalized messages. At a glance you, you can confirm letter formats, cards

and insure that your clients and contacts are treated with Disney Level Care.

Research Tasks

Create a list of prospects. Using your detailed parameters, your VA and compile a list of

potential customers in your target market. The VA can contact the company and call the

company to identify the name of a designated contact. They can also schedule a conference

call or meeting with that individual and send information about you or your company to them.

The VA can go a step further and call to confirm that the prospect has received your

information and schedule an appointment. At a glance you can review the amount of data for

your target market, the successful connections made by your VA and the results of scheduling

meetings and conferences.

Event Planning. You need to schedule a seminar, meeting or any type of event. The VA can

contact hotels or conference facilities for availability, size, amenities and the specific needs of

your events. The VA can obtain written proposals and provide you with a summary of the

research. Throughout the preparation process for the event, the VA can be the contact person

with the event location and coordinate and confirm all of the details that comprise your event

including audio visual equipment, catering, room set up, guest room accommodations, gift

bags, signage, etc. Your VA can provide you with a complete event summary and give you

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digital copies of contracts, attendee lists, etc and a step by step summary of the event schedule.

At a glance, you have all of the details for a successful meeting or event.

Product Production/Presentations. You are preparing a how-to manual, brochures or booklets

for a presentation you are giving. You can send your draft to the VA for revision, proofing and

formatting. The VA calls several vendors and obtains quotes for the project production. Upon

approval, the VA coordinates sending the documents to be produced to the vendor with

directions on how many to create and where to send them. If your VA is more local (meaning in

the United States), they can put the package together and print mailing labels and ship the

package to the client. This can be as simple as keeping you in business cards or as complicated

as a multi media product. At a glance, you know what has been done and where it is shipped

and how much inventory you have.

Pre- Purchase Research. If you have to buy office equipment, phones, office supplies, furniture

or just about anything else a VA can research availability, pricing and features and provide you

with a detailed summary that can also compare and contrast important features and

functionality you are seeking. At a glance you can decide what best suits your needs and

budget. The VA can place the order and have it shipped.

Research Software. You need to upgrade existing software or locate a software application for

a specific purpose. The VA can research online suppliers and also research user groups for

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comments and issues that may affect your decision. At a glance you can evaluate the pros,

cons and pricing of the software you are considering.

Research Competition. You are interested in gaining more information about your industry

peers. Using keyword searches, your VA can research online for information about other

similar businesses and delivers to you information about their services, pricing, location, web

design, etc. At a glance you can determine your services are competitive and identify key areas

to improve or change.

Research Advertising Resources You are planning a print, internet and facebook advertising

campaign. Your VA researches pricing on internet banner ads, facebook ads, magazines,

periodicals, newspapers, etc. and acquires information on pricing, publishing dates, publishing

deadlines, payment policies, etc. At a glance you can assess where to direct your advertising

dollars and compare which media form and location that best suits your needs.

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Customer Service

Acknowledge Important Milestone Dates. Keep a list of personnel, client and personal

birthdays, anniversaries or milestone dates with your organization. You VA can create, update

and maintain this list and then acknowledge these dates on your behalf with a card, flowers,

corporate gift or whatever or however you wish to acknowledge them. At a glance, you know

when these dates are coming up so that you can personally acknowledge the individuals or

groups.

Follow Up on Meetings or New Contacts You attended a meeting or conference and have a

pocket full of business cards that you scan and send to your VA. Your VA can enter these into

your online contacts and include the notes you jotted down on the back of the cards. He/she

can send thank you notes or emails on your behalf and provide information you promised to

your new contacts. By emptying your pockets you can add new contacts and continue to

develop relationships to them.

Send an Apology Letter. You forgot an appointment, made a mistake or just dropped the ball

on something. Your rarely do these things because your VA has you organized and informed.

Your VA can prepare a letter or email to the individual apologizing for your error. In seconds,

you can acknowledge and apologize for your goof and create a better relationship with the

individual.

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Send a Gift or Bonus for Any Reason or “Just Because”. You have a client that has been with

you through thick or thin and you want to acknowledge and thank them. Your VA can arrange

for a gift to be sent to them and an accompanying note. In seconds, you have done what few

professionals actually get around to doing, thanking the people who make you successful.

Word Processing

Keep Your Notes Organized. You take notes at a meeting and want to preserve them digitally.

Scan and email or e-fax them to your VA who types them and emails them back to you. In

minutes you have neat legible notes from your meeting and can begin taking action on the

purpose of the meeting.

Transcribe Dictation. You dictate email responses, letters, reports, etc. You email the mp3 file

of the recording for your VA to transcribe and email back to you. Within the time it takes you

to speak a few sentences, you have completed the task and your VA does the rest.

Transcribe Conversations. You record a meeting you attended, a phone conversation or

presentation you made. Your VA transcribes it and you have a memorialized record that you

can review and improve your presentation delivery.

Report Preparation. In the dictation we described above, you are adding several items to a

report. You organize the information and email it to your VA to format it, create cover pages

and table of contents and emails it back to you or has multiple copies printed and delivered to

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your office. In the time it takes you organize your report, you have a completed professional

looking report that is ready to distribute.

Correspondence. You dictate or write a letter draft. You VA can proof it, format it, put it on

your business stationary and email it back to you for printing on your stationary. In the time it

takes you to dictate and print the letter, you have an impressive letter to send or email.

Book Transcription. You are writing a book or manual that you can distribute to your clients or

sell on the market. Your VA can proof and format it. Your manuscript is ready to distribute.

Power Point Presentation. You map out the slides you want to use for a presentation. You

email your draft to your VA who creates engaging slide designs and inserts your information,

tests the features and effects you want to use and emails it back to you. You have

professionally prepared slides ready to awe your audience and you can spend your time

perfecting your speech.

Surveys and Questionnaires. You send your VA a list of questions you want to ask your clients

for feedback. Your VA creates it and loads it into online survey services or prepares a feedback

questionnaire you can distribute after your speech. Your VA can also send it to your audience

and follow up with them via phone or email to obtain the results and then prepares a report.

At a glance you can see and evaluate your clients’ responses.

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Data Processing/Database Management

Database Creation or Customization. You want to create or customize a specialized database

to manage client information. You hire a database expert who builds or customizes the

database to your specific needs and tests it. The database is uploaded to your server and it is

tested and ready to use.

Data Entry. You received a sales report from an affiliate. You email the report to your VA who

enters the new client information into the database and starts an email sequence to the new

client giving them directions and supplemental content.

Sales Funnel Support. Your VA has prepared a list of new prospects for your business. He/she

enters them into your database and mail/merges their information into a marketing letter. The

VA coordinates the mailing and calendars when a follow up mailing occurs. Your VA provides

you with a report or responses received. At a glance of the mailing report, you can monitor

how many direct mail pieces were sent and the response rate.

Report Preparation. You want regular reports on new clients, sales, client demographics, etc.

Your VA can pull the reports from the information stored in your database and email it to you.

At a glance, you get the information you need to make business decisions. Your monthly

reporting and analysis is done.

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Scan lists for duplicates. Instruct your VA to prepare a list by specific criteria and remove

duplicate records. In the time it take you to explain the steps to your VA, you database is

cleaned up.

Update Database Records. You have lost touch with several client s or prospects due to

disconnected phones or bad email addresses. You can instruct your VA to pull a report of the

inaccurate records and research for current phones numbers or contact the client to update

their email addresses. On a regular basis, you database records are updated and current.

Email Broadcasts You prepare a marketing email blast announcing a new product or service.

You VA can proof, format and send to your clients using your email server. Within minutes, you

can connect with your customers and prospects.

Auto Generated Letters. You want to send letter to your client list announcing an event. Your

VA mail/merges the list into your letter and sends it to your printer for printing and mailing. In

the time it takes you to dictate one letter, you have reached your clients by mail.

Conversions. You want to use a new database and import your records from the old database

to the new database. You retain the services of a database specialist to format the existing

data and import it into the new database. He/she tests the new database to insure the import

was successful. Your database is converted and tested and all you needed to do is purchase the

new database software.

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Desktop Publishing

Brochures. You want to create a new brochure for your business. You provide your VA with

the information you want on the brochure and the graphics to use. The VA formats the

information into the brochure format. In minutes, you have a new brochure ready to

distribute.

Business Cards. You want to create new business cards with your new logo. You VA can create

a proof for your review and send it to your printer for processing and delivery to you. Within

the time it takes for your to recite your contact information, you have new business cards.

Price Lists/ Menus. You want to create an updated price list of your services or a menu for

your restaurant. Your VA can create a professional looking menu that can be updated in the

future in minutes.

Fliers, Door Hangers, Bandit Signs. You want to do some door knocking this weekend. Your

VA can design distributable materials, send the proof to the printer for processing and delivery

to you. You can spend your time perfecting your pitch and get more clients.

Certificates. You want to acknowledge your customers you are training or honor an employee

for special effort. Your VA can design custom certificates of completion of the training. You can

Wow your clients and employees with a custom certificate they can display and enjoy.

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Awards. You participate with an organization and you are in charge of awarding members for

special accomplishments at the annual meeting. Your VA can create award certificates and

have them printed and framed and delivered to you. Within the time it takes you to list the

recipients, you have an award that will be treasured by the honorees.

Newsletters. You want to publish a quarterly newsletter. You provide the content or have your

VA search for articles. Your VA creates the newsletter, formats it and arranges for distribution.

You have a system of reconnecting with your clients and providing them with great content.

Mail Services

Mail Review. You travel frequently and cannot review your mail regularly. You can have your

mail sent to a post office box near your VA. The VA can retrieve and review the mail, fax, scan

or overnight to your location any urgent items, respond to routine matters, and forward items

to your office that can wait for your return. Regardless of where you are in the world, your mail

is monitored and acted upon.

Check Writing/Bill Payment Services. You are traveling and need to pay the bills. You can give

your VA access to your online accounts and have them set up auto payments or periodic

payments. Most banks also will create and send checks on your behalf. Your VA can give you a

list of check payments that are due and where to send them or set them up for your approval in

your online bank account. You can go online and instruct your bank to issue the checks when

due.

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Email Services.

Review/Respond to Email. You cannot keep up with the volume of email you receive and auto

responders are not for you. You can set up a general email for your company i.e. and route

your email to it or you can utilize an online email service like zendesk. Your VA can review your

incoming email, delete the spam, respond to routine emails and let the sender know the timing

of your response. Your VA can also research information needed for responses and send you a

draft response that you can complete and send.

Organization. You are away from the office but want a quick summary of your email. You VA

can create a summary of your email activity. At a glance, you can stay updated while you are

away. Your VA can also create rules in your email account so that incoming emails are

automatically organized by sender or subject.

Auto responders. You want a auto response message to go out to your email senders while

you are away. Your VA can create a message or turn on or off the auto responder at your

request.

Digital Signatures. You wear a lot of hats and respond to a number of emails using different

titles or company names. Your VA can create customized signature lines in your email accounts

that include contact information and logos. When responding to your email, you can select the

appropriate signature line and not have to change or create an appropriate signature for each

email.

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Telephone and Fax Services.

Voice Mail. You are going on vacation but don’t want to take business calls. Your VA can

access your voice mail and provide you with a summary of the calls you receive. He/she can

also keep a copy of the recording of the voice mail for future reference if needed and contact

any clients needing urgent assistance.

Phone Forwarding. You are away from home and want to make sure your phone is answered

at all times. You can activate call forwarding to your VA, who can take messages and email you

a summary of activity. The VA answers all calls, responds to routine requests, and contacts the

client with urgent messages.

After Business Hours Calls. It is likely that your VA is not residing in your local time zone or

anything close to it. You may also have clients in time zones outside of your regular business

hours. Your VA can answer your call received after your daily business hours to insure that you

clients get personalized treatment.

Fax Forwarding. Using a service like efax.com you can receive digital faxes in your email. You

can auto forward the faxes to your VA for review and monitoring while you are out of the

office. Your VA can respond, file and address routine matters and forward urgent matters to

you. You never have to be out of touch while out of the office.

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Receptionist Services. You want your phone answered by a human 24/7 and by an individual

who knows your business. By using a service like Ring Central your phones can be answered all

the time by your VA staff. They can direct calls you are waiting for to you or take messages for

you and assist clients as they are able. Your VA can also serve as a live help desk for your

business.

Internet Services

Bounced Emails/Unsubscribes. You use an automated email mailing service and receive failed

mail messages. Your VA can contact the client for updated information and process the

requests to subscribe, unsubscribe or delete bounced email messages. At a glance you know

the statistics on this activity.

Subscription Services. Your business offers automated subscription services. Your VA can

handle requests for changes or cancellations and supply feedback to you. At a glance, you can

monitor new statistics for new subscribers, length of subscriptions and cancellations.

Website/Squeeze Page Creation. You need a website or want to create squeeze pages to

capture prospect opt-ins. Your VA training in web development can create and test websites

and squeeze pages. They can even supply content and graphics for your approval.

Website Updates. You need some changes on your website. Your VA can make these changes,

upload and test the website. All you need to do is supply the content.

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SEO Services. You want to promote your website. The VA can make changes to your website

to enhance key work searches and submit the URL, key words and description to various search

engines on a routine basis to enhance and maintain your ranking. You don’t need to worry or

think about your ever increasing web ranking.

Article Submission. You want to attract subscribers to your electronic newsletter. The VA can

list the newsletter with a variety of online directories and follow up to make sure the listings

are accurate.

Blog Services. You have a blog used to attract customers. Your VA can post articles on your

blog, monitor comments and make comments on other blog sites that provide a link to your

website. You can provide the content and have your VA monitor and report your results. In a

glance, you can see comments to your posts and monitor activity on your blog.

Web Analytics. You don’t have time or don’t understand how to monitor and analyze website

traffic. The VA can monitor banner ad placements/click thrus and make recommendations for

adjustments. At a glance, you can regularly see these numbers and make informed business

decisions.

Linking. You want to improve your website traffic with related links. The VA can contact similar

websites and request mutual link exchange and provide you with updated reports on link

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partners. At a glance you can see how your links are growing in the web world and click thrus

this is generating to your website.

Website Maintenance. A client doesn't have time to monitor his website for errors or broken

links. The VA can periodically review the website and verify links and correct broken links.

Web Clipping Services. A VA can monitor particular online newspapers/magazines and gather

articles of interest. You can use these for your own education to share with clients.

Domains. Your VA can research and secure domain names for you and calendar when your

web domains are scheduled for renewal and supply you with a list of renewal dates and

payment reminders. Never be in danger of losing a domain because you forgot to buy it or

renew it.

Social Media. Your VA can set up fan pages in facebook and twitter and all the other hundreds

of social media sites and keep your fans and followers updated and in the loop. You create or

approve the content and your VA does the rest.

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Bookkeeping

Accounts Payable. You need bill paying services. You have all bills emailed to your VA. You set

up a checking account with payment authorization for both you and the VA. As the bills are

prepared for payment, the VA notifies you how much money to deposit into the account. You

review and approve the payments and the bills are then paid. Another option is to use on-line

bill payment services. Your VA can provide you with a report of your expenses and post them

to your online Quickbooks or other online accounting software. You can do this for both

business or personal bills. You will never forget or miss a payment.

Accounts Receivable/Collections You need to create invoices to your clients and monitor

payment status. Your VA can create and email past due notices or follow up via telephone to

collect on past due invoices. On seriously late bills, your VA can prepare a package to forward

to your collection agency for further action. Your cash flow improves and you rarely need to

get involved with collecting funds from your clients.

Bank Reconciliation On a monthly basis your VA accesses your online banking to receive

electronic statements and enters all data into accounting software and reconciles the account

and provide you with a report. Your books are balanced and you know where every penny is

going.

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Payment Reminders/Auto Payments. You are paying your own bills but need reminders to

pay on a timely manner. The VA can set up auto payments in your bank account or remind you

via email or telephone when due dates arrive. You will never miss another payment.

Expense Reports. You can make notes on your receipts as to the expense category and scan

and email the receipts to your VA. He/she can enter them into your online accounting software

and provide you with reports on your spending. Your VA can also forward your expense reports

for reimbursement as appropriate. At a glance you will know what you are spending money on

and at tax time it is a breeze.

Purchasing Services

Office Supplies. On a pre-specified basis, your VA sends you a list of office supplies that are

used on a regular basis. You can check off what is needed and your VA can place an online

order and have the supplies delivered to your office. You never run out of the office staples

and only periodically check your inventory.

Office Equipment. You need a new printer and want to make sure it has the features you need

and integrates into your existing network. Your VA can research the various makes, models,

and features and supply you with a summary list. You can make an informed decision on what

to buy. The VA can place the order, arrange for delivery and coordinate installation and set up

if necessary. Bottom line, you need a printer and the next thing you know it is delivered and

ready to go.

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Product Production/Inventory Control. Your VA can provide you with a check list of materials

and supplies needed for product production and can also provide an estimated inventory report

based on your sales. You can approve the purchase of these materials and replenish inventory

in a timely manner and in line with your budget and cash flow.

Credit Lines. Your VA can coordinate securing lines of credit with your vendors. He/she to get

the applications and fill out the information they have available to them. You can approve the

application and your VA can follow up to insure your credit line request is processed. You get

better payment terms with your vendors and assists with cash flow.

Marketing Materials. Your VA can provide you with a periodic check list of the marketing

materials you use or relevancy of online marketing. You can check your inventory of business

cards, fliers, brochures, signage, etc. including online press kits an informational websites and

determine if changes need to be made. Your VA coordinate changes and re-orders. You never

have to worry about running out of marketing materials or having out of date information on

the internet.

Annual Gifts. You send your best clients a gift at the holidays or at any time and for any reason.

Your VA can research for appropriate gifts, and coordinate the purchase and delivery of same.

You VA can also research and coordinate charity gifts. Your clients and contacts feel

appreciated and keep bringing you business.

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Writing/Editing Services

Articles Content. You submit a monthly newsletter article to a business association or you have

a blog site. Your VA can research various topics related to your industry and write the article.

You review it, approve it and it is posted or distributed.

Marketing Materials. You want a new fresh feel to your marketing materials. Your VA can

create new graphics and layouts and even create new content. You have updated new

materials available on a regular basis.

Website Content. You want to redesign or add new content to your website. Your VA can

create and upload new content or redesigned pages to your website. Once you approve the

changes, you have fresh new content and a new look.

Manuals. You have created training manuals for your employees and need to format or

update. You VA can research to make sure your information and policies are current and

compliant. They can make the changes use your new branding and coordinate distribute. You

can schedule them to do this quarterly or annually and you never have to think about it again.

Spell Check/Grammar Check. Let’s face it, it is really hard to review and edit your own writing.

Your VA can type, format, proofread, edit, spell check and grammar check documents. You get

to create and your VA gets to make it perfect

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Marketing Services

Manage Marketing Campaigns. You want to implement an advertising plan. The VA monitors

the plan, submits ads by deadlines, tracks expirations dates, coordinates payment, handles

correspondence with advertising vendorPes, and continually updates the advertising report

and/or advertising budget report for your review. At a glance you can monitor results and

adjust the campaign for maximum results.

Sales Special Offers. You want to make a special pricing offer on your product or service. You

VA can create and distribute the special officer and report to you the resulting sales and buyer

demographics. At a glance you know if this is a home run or can be improved.

Customer Satisfaction Feedback. You want to monitor customer satisfaction or perhaps you

have previous clients that are no longer buying from you. Your VA creates a customer feed-

back questionnaire, sends it to customers, receives the completed questionnaire, summarizes

the responses and issues a report to you or better still, they call the client to get the same

information. At a glance you know where your customers are in the buying process and overall

satisfaction.

Requests for Proposals. You get new business by sending proposals and bids to other

companies or entities. Your VA can create a template from previous proposals and update the

specifics that you provide. They can check it for compliance and completeness with the

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requirements on the Request for Proposal. You deliver a timely and winning proposal that get

you’re the business contract.

Joint Venture Submissions. You send leads to a company to joint venture with you on the deal.

Your VA makes sure all of the research and necessary documents are attached, forms filled out

and sends it on your behalf to your joint venture partner. He/she monitors feedback and status

and updates you. Since you already have VA’s doing your research, you just need to sit back

and watch your pipeline and income grow.

Personnel Services

Resumes and Applications. You have posted a job and have hundreds of responses. Your VA

can filter the responses to insure that you are interviewing the most qualified candidates. The

VA can also distribute pre interview questionnaires, check references and confirm job history.

At a glance you can monitor the responses and survey information on the best candidates you

may wish to interview.

Job Ads or Postings. You want to hire employees or additional VA’s. Your VA can write and

place the job description in online websites or update job description templates and place the

ads. You just let them know the details of who you are looking for.

Personnel files. You VA can maintain digital files for each of your employees or contractors.

They can periodically confirm and update information necessary for reporting and taxes.

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Performance Reviews. You need reminders for annual performance reviews. Your VA can

track the dates and schedule the reviews as well as file the results in personnel files. If it is your

own review, you will be reminded in advance so that you can properly prepare.

SOP’s and Employee Training. Create SOP’s (Standard Operating Procedure) for every detail

and function of your business. Your VA can also help you prepare these by detailing and

explaining the steps necessary to perform their job. As processes and systems change, your VA

can update them and always have them current and available to train new staff and support

existing staff.

Payroll. Your VA can collect and monitor time reports for your employees and contractors.

They can also provide your Payroll service provider with pay period updates and changes. At a

glance, you can review a weekly, bi monthly or monthly payment report.

New Hire Welcome Packages. Your VA can create and disburse new hire information and

welcome packages. In some cases, they can even participate in the training of new hires. Your

new hires will feel welcome, informed and ready to perform.

Employment Reference Services. You may get inquires for employment references or

confirmations about prior or current co-workers or employees, financial institutions, agencies,

etc. Your VA can respond to these requests.

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Job Search Assistance. You or one of your staff needs to update a resume or bio. Your VA can

prepare or update a resume or bio and include an introduction letter. A VA can also research

job postings online and submit customized resumes and cover letters on your behalf.

Interview Follow Up. You just had a great interview. Your VA can send a thank you note on

your behalf to your interviewer. You look like a total pro and can focus on preparing for more

interviews.

Interview/Presentation Practice. You can use a VA experienced in job searches or public

speaking to coach you and practice for interviews or presentations. Virtual Assistants

specializing in personnel management services can offer many suggestions to ensure a positive,

successful presentation.

Personal Services

Social Engagement Planning. You VA can assist in planning a birthday party, anniversary party,

golf outing, lunch dinner or any kind of planned get together. The VA can send invitations,

receive RSVP's, coordinate with catering, order decorations, etc. They can manages all of the

aspects of this special event and you just show up.

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Important Date Reminders. You forgot your mother-in-laws birthday and you are in hot water.

Make sure this never happens again by having your VA calendar all of these personal milestone

dates and send you reminders.

Appointment Reminders. You don’t remember that dentist appointment until you get that

reminder call the day before. Your VA can calendar these appointments for you and give you

advanced reminders.

Find TV Shows You Missed. I’m not big TV watcher, but occasionally I enjoy a show and can’t

be available to watch it. You VA can find a repeat of a favorite show on re-broadcast websites

like Hulu.com or locate the season series on Netflix or BlockBuster. Frivoulous use of time, yes!

But we all need a treat now and then.

Sought After Products. Your favorite store stops carrying a brand that you love. You VA can

locate other stores or online retailers that carry the same product and order or hold it for you.

You can even have your VA create your weekly shopping list. Don’t spend you Saturdays

wandering around without a plan!

Family and Children Activities. Need a summer camp or holiday break excursions? Have your

VA research for activities, create a checklist of gear they will need. They can make and confirm

reservations, get tickets, directions, etc. Your kids and spouse will love you!

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Vacation Planning. Much the same as planning children’s activities and your business travel,

your VA can research transportation availability and pricing, the local sites, make and confirm

registrations and even put together a day by day guide with all of your scheduled events, tickets

and confirmations. Plus, they can help you resolve any travel glitches immediately. Just sit

back and relax.

Wedding Planning. This is the mother lode of all event planning. A VA can assist with

researching and pricing every detail, creating the invitation list, mailing the invitations, tracking

RSVPs, tracking gifts received and even send thank you cards. Calm wedding planning? Totally

possible.

Emergencies. You are traveling and have a medical emergency. Your VA can research for

medical services you need in your location, coordinate having your local records sent to your

present medical provider, set up appointments, send you directions.

This is a large list of suggested tasks to assign to a virtual assistant. By reading through this, you

probably have dozens of additional ideas and perhaps some very specialized tasks specific to

your industry. The point I want you to grasp is that just about anything that does not require

you in person, can be delegated to a virtual assistant or outsourcing professional or a group of

them depending on the expertise you need. I illustrate that many of these tasks can be done

on your behalf and monitored by you at a glance, within minutes and you can make quick and

fully informed business and personal decisions and immediately take action. When you look at

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this list you are already struggling in the swamp of these various tasks. So let me ask, if you are

doing all of these functions in your business and personal life, when do you have time to focus

on building your business and actually living your life? Your team of virtual assistants are there

to get you organized, prepared and looking and acting like the CEO Big Cheese that you are.

You can focus your time on high value tasks that create income. You will have more time, less

stress and an exponentially more successful life.

You may feel overwhelmed at where to start. You may also feel that you have a lot of work to

do before you can even hire a virtual assistant and train them properly. Yes there is

preparation involved, but in many cases your VA has a lot of experience in organizing other

people and processes and can do it for you. Choose your most urgent or time consuming task

or group of tasks that you can outsource and start with that. The important thing is to start.

Today!

Documents

Virtual Assistant Tasks - Amazon Web Servicesmisu.s3.amazonaws.com/oml/module2/Tasks.pdf · X-F Virtual Assistant Tasks The tasks are endless that you can outsource to a virtual assistant