When new business owners are first starting out, there’s a massive tendency for them to try and do everything themselves. After all, their fledgling companies haven’t yet found their feet and any tasks they can do personally ultimately helps them keep costs down.
But it’s usually not long before these solopreneurs, or small business owners, realise that they need to let go; outsource the day-to-day tasks that are consuming their time; and focus on what they do best: driving their business forward.
So when a new client approaches me, I know it’s because they’ve reached the point where they know they need some help with their workload. Accepting the fact that they need to outsource some work is actually a crucial stage to reach.
However, while they know they need to take advantage of a virtual assistant’s services, they often find themselves in a catch-22 situation. That’s because they’re often too busy to take the time to explain exactly what they want their new VA to do. This is especially true if they’re new to outsourcing.
The bottom line is they’re busy and that’s exactly why they’re looking to hire a VA.
Obviously, there are certain tasks which are pretty standard across the board and don’t require much explaining. The majority of clients, though, have particular ways that they like things done; certain systems and methods which have become engrained in their routines.
Just because they’re going to outsource some of their tasks doesn’t mean they want them completed any differently. This is why it’s so crucial that they spend some time handing the tasks over properly.
If they don’t take the time to explain things properly, they often end up completing the tasks themselves (as they’ve always done). This defeats the object of having a VA in the first place and this is the outsourcing vicious circle I was referring to in the title of this post.
By taking some time to fully handover tasks, clients can break the outsourcing vicious circle and really make the most of their new VA.
It’s so satisfying for me to be able to help a client alleviate their workload and concentrate on their core business activities.
Even though I’m Jo Harrison, Virtual Assistant, I want all my clients to think of me in the same way they would a conventional assistant sat in the same office as them. My virtual desk is always ready for them to drop things on and having explained something once, they can turn their attention elsewhere safe in the knowledge that their tasks are being done just how they want them to be.
I regularly speak to small business owners, on both a personal and professional level, and if there’s one thing they all tell me it’s that when they first started out they tried to wear too many hats. In other words, they bogged themselves down with tasks that they really shouldn’t have been doing and ultimately lost focus on what they should be doing: building their businesses.
Unfortunately, this is one of the pitfalls of running a small business. It’s only when the owners realise that by trying to do everything themselves they’re actually hindering their businesses that things start to change.
But as we all know, hindsight is a wonderful thing and we can all learn a lot from it. That’s why I wanted to share with you some of the tasks that I carry out for my clients. While you will undoubtedly know about most of them, there are a few that may surprise you.
What I want to do is get you thinking about which of the tasks you’re currently doing yourself that could be delegated to someone else. Even if you manage to reclaim just five minutes of your time each day by delegating or outsourcing a task or two, I’ll feel as though I’ve done my job.
Here are just some of the duties I perform for my clients:
Project management – most business owners have got lots of nice little projects they want to undertake, but overseeing them all personally is often a time-consuming nightmare and something that detracts from the overall value of the project.
Newsletters – this newsletter didn’t write itself and yours won’t either. That means you’ve got to spend time thinking about what you want to include and then even more time compiling it. Time that could perhaps be spent doing something more constructive.
Social media management – we keep being told that our businesses need an online presence and one of the easiest and most cost effective ways to achieve this is via social media. But unless your business pages are updated regularly and your audience kept engaged, your social media efforts will fall by the wayside.
Blogging – Like social media and newsletters, blog posts are another necessity for most businesses today. And, like social media and newsletters, blogs are at their most effective when they are regularly updated with fresh content. Can you give your blog the time and attention it deserves?
PA services – general admin duties need to be done, but it doesn’t have to be you who does them, right? Even if they’re mundane, there’s someone out there who would willingly help you with them.
Email management – how many emails do you receive each day that warrant a reply, but not necessarily require a personal response from you? Responding to emails consumes a lot of time and unless those replies produce leads or sales, your time may be better focused elsewhere.
Calendar management – okay, so it’s similar to email management in its nature, but nevertheless it’s still a crucial part of running a business. Much better you concentrate on preparing for client meetings than organising them.
Research – conducting research is something that every small business does from time-to-time. And while the Internet has given us an overload of information at our fingertips, wading through the sea of resources to get to the stuff that matters can take hours.
WordPress management/maintenance – WordPress updates seem to be released on an almost weekly basis nowadays. Couple this with the constant plugin changes that also occur and maintaining even a basic WordPress site can be time consuming. That’s before you’ve even thought about making any content updates.
Data management – as your business grows, so too will all its data. Nothing is more frustrating than not having the information you need to hand. The technology exists to make it so, but all those documents and files still need to be put in the right places.
Did I give you any ideas? I really hope so…
Need a bit more inspiration? Drop me a line and we can talk about it in a bit more depth.
Why you might want a Social Media Manager (SMM)
Many small businesses have grappled with social media, have gained some traction and have done a good job of building and managing their communities. But what happens as your business, and your following, grow simultaneously? Inevitably, there comes a point when you need to consider how to keep on top of your social media tasks and your business.
If you feel that you are at that tipping point, then it’s likely time for you to consider hiring an SMM to handle these responsibilities full time. Keep in mind, that this is a position more commonly associated with large businesses whose social media accounts are virtually overflowing with content and feedback and who have a large enough budget to devote resources solely to social media.
There are a number of job titles, which refer to a very similar set of responsibilities as a Social Media Manager might handle, as well as spinoffs and more specialised roles. Here are a few examples:
- Social Media Strategist
- Social Intelligence Professional
- Brand Ambassador
- Media Manager
- Community Manager
- Content Strategist
Most of the time in a smaller company one or more employees, as a secondary responsibility, fill these roles. However, in larger companies with the requisite budget to hire a specialist for each position within their social media department, multiple employees might fill each of those jobs as their primary role.
What does a Social Media Manager do?
The list of responsibilities assigned to a SMM can seem bottomless, but that is just the nature of social media. It is a constant, living representation of your brand and someone needs to be able to make sure that it is an accurate reflection of your company and its goals. To make it a little simpler, the basic responsibilities of a SMM are listed below in four categories.
A quality SMM needs to not just be able to manage and direct the flow of your social media presence, but also actively plan how to make it as effective as possible. The SMM should be setting goals for various aspects such as followers, comments, and reach. They must be able to strategise the course of content development and distribution based on the target audience. Content of course must also be in the particular brand voice, valuable to the audience (engaging) and, wherever possible, shareable.
Building a content strategy also means they will be responsible for ensuring that your company’s key messages are a focal point. Part of getting those messages effectively to the community that you are interested in reaching will include identifying and contacting valuable influencers. Some people wield great influence in the social media sphere and if they pertain to your company’s audience, then they cannot be overlooked as a resource.
2. Content Creation and Curation
SMMs have to be able to do a variety of types of content creation to be effective in their jobs. From writing blog posts and responding to tweets to sourcing images for use, a SMM needs to be a jack of all social media trades. It is also important that they are able to create or alter images to be certain that they are viable for use with the brand they will represent.
In order to effectively create content and get it noticed, SMMs must also be informed of what is trending or may start trending. A key skill is finding out what keywords, tags and hashtags are going to help to get your message to the widest audience while also appealing directly to your existing social community.
3. Community Management
Even if not directly responsible for it, one of the SMMs most critical roles is ensuring that comments, messages, emails and tweets are responded to promptly and in the brand voice. One of the easiest ways to lose ground in your social media community is to be ineffectual in your responses. Timeliness and consistency are crucial to maintaining a positive image online. This also includes being very engaging and showing appreciation for positive feedback, while at the same time responding thoughtfully to negative feedback. That doesn’t mean that your SMM should be admitting fault or getting hammered by insulting Facebook comments, but negative feedback should be acknowledged and used to help enhance a company’s social media strategy.
4. Analysis, Reporting and Consulting
Because the SMM is at the helm of the social media ship in all senses, it is imperative that they are reporting regularly back to the company about recent developments. This does not need to be daily necessarily, but monthly at least, and in many cases weekly updates would be better. Social media moves too quickly for anything less frequent.
Reporting should be done according to how progress is made on the goals that were set. Developments in the course of a week or two can be indicative of working strategies or those, which need improvement. The SMM needs to be able to analyze the trends of the company’s social media trends and use the data gathered to better implement current strategy or, in some cases, create a new strategy for the brand.
Ultimately a Social Media Manager is responsible for building and strengthening the bridge between a company or brand and its target audience. It is a role with critical responsibilities and lots of them. To reiterate, most small companies will not be in a position to need a full time SMM, but for larger companies it will be difficult to survive without one.
Photo credit: mkhmarketing
A VA can take a huge weight off of your shoulders and help you with those tasks that bog you down when you should be focussing on other areas of your business. However, hiring a VA is not quite the same as hiring an employee and there are different considerations to make when taking this route. It can be a huge advantage to hire someone for only the hours and skills you need, without the commitment in terms of budget and hours that you might have to consider with an employee.
Here are some pointers on how to start a successful VA relationship and avoid some common pitfalls.
1. Ensure you are ready to handover to a VA
A common mistake when hiring a VA is not being ready to pass on your work. The best tasks to hand over are the repetitive ones. This means you don’t have to train your VA on lots of new types of work and you will be free to concentrate on other things. Using a tool like Asana, I can see which tasks come up regularly and then easily assign them to my new VA once the workload looks like a viable amount. By reviewing those tasks before hiring, I can also see what skills and talents my new VA needs.
2. Create a repeatable process
Giving a successful handover often relies on your processes and systems being thoroughly nailed down before you start. I don’t give any work to a new VA until I have a tried and tested method to share with them. Creating a training document or video for the tasks you want to outsource is a great way to make the handover less painful. It also means that should your team grow, any new team members will be able to pick up (and run with) that same task with minimal interference and input from you or anyone else.
3. Hire as carefully as you would an employee
Introducing a new person to your business data and contacts is a sensitive process. Whether you are sharing your Social Media logins or your company books, ensuring you have a reliable and trustworthy VA is of paramount importance. Check references as carefully as you would with an internal employee and consider a short Non-Disclosure Agreement for anyone handling confidential material.
4. Agree on timescales
When working with remote VAs, you may have multiple people working across different time-zones. This can have an impact on turnaround times. It can also be an advantage if you need round-the-clock-cover, as a VA on the other side of the globe can work while you sleep.
Something else to bear in mind is that you are a client, not an employer. You are probably not the only person who the VA works with. Treat the relationship as a partnership and consider a Service Level Agreement to help keep your workflow on schedule and easy to manage. Setting expectations early will help avoid any frustrations for both parties.
5. Agree the payment structure
There are many different types of VA solutions available, from individual sole traders to large Virtual Assistant businesses with multiple employees. Each business has its own payment structure and pricing. Hourly pricing might appear to be the simplest option, but you might get better value from a retainer or package based model (in which a set number of hours are sold in bulk).
Aside from payment models themselves, make sure you understand the payment terms and how you will be invoiced, especially with the smaller or solo operations.
If you’ve not yet considered hiring a Virtual Assistant, read more about why working with a VA can benefit your business, save you time, money and help you to accomplish more.
For some time now there’s been one aspect of my work that has really frustrated me and I thought, why keep moaning about it? Much Better to write a blog post on the subject!
So here goes…
In my capacity as a VA, I have to carry out tasks for a range of clients situated all over the globe. That means working with individuals who are often in a different time zone to me, which can sometimes make communication that bit trickier.
Of course, modern technology has enabled me to work remotely on a full-time basis and I have plenty of tools to help me communicate effectively and efficiently. However, despite all this connectivity and all these communication channels, I hate it when I have to bother my clients unnecessarily – especially if it’s to ask them to complete a minor security check so I can carry on with my work.
You see, I often have to login to online systems and applications using the accounts of my clients and while this approach means I can happily and efficiently carry out my duties, it can also throw a spanner in the works when a security check pops up.
I have a list of applications and online services that do this, but the ones that immediately come to mind are Mailchimp, Hootsuite and LinkedIn.
For example, I was using Mailchimp the other day to create and schedule a newsletter for one of my clients. This is something I do on a regular basis and usually have zero trouble with. However, on that particular day Mailchimp decided that it would prompt me to setup some security questions – literally out of the blue and wouldn’t grant me access until I had.
I had to contact my client and get them to login to their Mailchimp account, setup the security questions and then give me the relevant information for future use. While this wasn’t really an issue, it still wasted some time (which I hate being a VA) and could have led to further delays had I not been able to contact my client immediately.
Don’t get me wrong, I am absolutely all for security and when you think how many cyber-attacks and hacking incidents were witnessed last year alone – a record number by the way – you realise just how careful we have to be online nowadays.
What I’m proposing is a way for the primary account holder to appoint another individual to utilise their account on their behalf. The account would still obviously be owned by my client and I would effectively be using it in a kind of ghost capacity. Every account management decision, every payment requirement and every personal information update would still be up to my client, but the day-to-day stuff I could just happily get on with.
Location-based security checks are fantastic and undoubtedly add another vital layer of security to the whole process. But when you’ve got a few minutes to input a code that has been sent via a text message to your client and the two of you aren’t in direct communication at that moment, frustration isn’t the word.
Then begins the logistical nightmare of trying to get another code sent; your client to read the message; and pass the contents on to you before the short time window expires. Furthermore, the fact that these kinds of security check seemingly appear at random makes the chances of me catching my client at the right time even slimmer.
By providing a way to fully secure accounts and add users ad-hoc, companies will certainly make my life easier and reduce the need for me to bother my clients whenever a security check decides to appear.
My fear is that the situation at present doesn’t lend itself particularly well to outsourcing and as a result companies may be less reluctant to do it going forward. We now live in a world built on global outsourcing, remote working and effective collaboration, but if the systems and applications we utilise don’t enable us to operate unhindered, what could the future potentially hold?