Virtual Office Assistant – a Life Saver

Article Contributed by Ritesh Sanghani

The mere articulation of the saying “Virtual Office Assistant” is a most recent agitation which has hit the search engine platforms. It can make an entrepreneur ecstatic or apoplectic-all relying upon their experience with this increasingly well-known administrative help. Being a business visionary, you are prone to wear numerous hats to keep up the accomplishment of your business.

There are insufficient hours in a day, and you can’t pick to do everything on your own. The key course of taking your business to new heights – the focus ought to be on your customers, clients and how to get a greater business from them. Effectively dealing with all the core exercises, stress and requiring some investment for yourself is vital to keep away from wear out and the disappointment of your business.

Along all these lines, why are you in any case still clutching the directing wheel so firmly? Let another person handle the preparatory exercises. 

Virtual Personal Assistant (VA) – a Life Saver

The advanced transformation has provided you with a chance to sell to the world; but on the other hand has made the whole world your rival. At present, anyone from anywhere can consume your market share. Outsourcing work to a virtual personal assistant – be it for short-term or long-term, could be one of the best choices a business visionary could make to keep up the accomplishment of your business. Virtual personal assistant are essentially multi-skilled, solid, time conscious and assignment driven experts; their prime destination is to accomplish the task assigned. They are simply everywhere, online on their laptops/tabs, at home or at a café sorting out your inbox, managing your appointment calendars, making formats, updating your website, making your travel arrangements by booking your flights, cab, hotel reservation and most importantly inciting and arranging your daily routine tasks to accomplish things.

When you outsource work to a virtual collaborator it is critical to realize what the best ventures to outsource are. The primary objective of outsourcing is to free up your time, so you can concentrate on the work that gets the best profits. 

Here are the best daily routines that could be outsourced to a Virtual Office Assistant:

Research Task

Just about any sort of exploration might be outsourced to a virtual associate, be it speechwriting or proofreading. You can likewise outsource research that is not identified with your business, for example, writing a speech for a meeting or picking up the best item to purchase in a given specialty. The outcomes are endless. Remember that many virtual office assistant get paid for an hour while doing research, so verify that you have picked up the best one that can rapidly finish the assigned tasks. Additionally, there are considerable measures where you would imagine that no one but you can do the essential examination but in reality – anyone can.

• Sales Leads:

Virtual sales assistant can discover and research people, entrepreneur, and innovations, through social media, blogs, websites, forums or discussion boards. They can arrange reports and briefs to help you figure out whom to contact next. With the right data in hand you can focus on creating new business proposals/partnerships as opposed to your time investment.

• Fact Checking:

To be a strong market player, you require real facts on your side. No one can destroy your credibility faster than wrong data. A VA can cross-check data, offer statistics and reinforcement data, and confirm the information to make sure that you have kept a precise foot forward.

• Products and Services Subscriptions:

Virtual assistant can consider your financial plan and inclination, filter through the alternatives, look at surveys and suggestions, and make short arrangements of the prime contenders for procurement. VA can also stand up in comparison and discover the best arrangements that you lean towards. 

Data Entry Task

Data entry is time and energy consuming tasks that can be effortlessly outsourced. Some tasks like article postings to craigslist are usually outsourced to Virtual Administrative Assistant who is least expensive. Putting data from business cards into your Outlook/address book helps you stay organized and consequently organizes your phone or PDA. To be very honest, who really has the time to do all this? You can easily fax/scan the business contacts you get, or send Excel or Word contact posting to a virtual associate who can organize the data for you.

• Website Registration

Website enlistment additionally falls into this classification – many organizations oblige you to utilize certain websites, for which you need to enroll. Enlisting can be a hectic and time consuming process – so outsource it! Make a list of websites you wish to enroll with, alongside your contact data, and permit your website virtual assistant to deal with the rest. You can likewise ask the Virtual Executive Assistant to research other significant websites you have not recorded, and to sign you up there, as well.

• Web Research

Gathering contact data also falls into this classification. You can without much of a stretch discover the contacts of potential advertisement distributors for an instance. This sort of work requires exact concentration on the assignment, so it could be troublesome for you to finish in the event that you have numerous different assignments to concentrate on. That is the reason that this kind of work is outsourced to a virtual personal assistant. The next step is that you can have the virtual assistant jot down all the contact data as viewpoint entrance – this makes it speedy and simple to send offers to all the contacts without any delay. With a little exploration performed by virtual assistant, you can gather all the information you need, including contact numbers, e-mail id, social networking links, and so on. They can then enter the gathered information into spreadsheets, archives, and address books – whichever is most helpful to you.

Planning Task

Things like scheduling to-do list or arranging travel plan falls into this class. This is one of the region where outsourcing the work could be stunningly better than doing it without anyone’s help. In light of the fact that you may miss paramount subtle elements that virtual colleagues will rapidly recognize. Arranging meeting is most generally outsourced and there are aides that represent considerable authority in it and can finish the undertaking down to the tiny details rapidly. Virtual collaborators can rapidly pick up the best venue for the gathering and in addition reserve a place and carry out bit of an examination on your potential customer or partner. For an instance, if you have taken part in a corporate meeting that has clients you have never met previously and are vital for you to know then this data may be immediately explored by your VA. If you are making some travel plans, than your virtual administrative assistant will help you scrutinize the least expensive and most suitable accommodation as well.

Organizing Meeting Task

An overall arranged and executed lunch meeting with one imperative customer could be paramount to your business as a gathering with 20 or more members. Each corporate meeting can possibly represent the moment of truth for your organization and verify they are arranged faultlessly! A virtual personal assistant can inquire about venues, reserve a place, schedule the meeting with members, and even follow up couple of days early to verify your arrangements are all up to date. Let a VA deal with the points of interest so you can focus on accomplishing your objectives at your gatherings.

Business Assistance Task

This is the task that can free up most of your time. In this classification fall things like e-mail reply and management, voicemail administration, sending token of appreciation and cards to clients and potential entrepreneurs and catch up requests. A great deal of entrepreneurs and representatives fall in the trap of checking e-mail and voicemail, on the grounds that is the most paramount piece of the business could be outsourced. In the wake of outsourcing, it is not unprecedented for entrepreneurs to begin checking mail as less as 2 hours for every week or even less. In the event of checking e-mail possesses the greater part of your workdays, this may appear impossible yet it is genuine. Note down the most well-known e-mail questions you get and compose definite response for each. Than you can undoubtedly give this opportunity to a virtual associate, or make up a programmed auto responder. Follow ups are likewise paramount and include calling the client after a request has been finished. It is one of the most ideal approaches to get rehash business and a considerable profit.

• Voicemail Management:

Do you get a considerable number of voicemails? Do you invest lot of time in corporate meetings and fear having to check your voice messages? A virtual personal assistant can check your voicemail at regular intervals, prioritize your messages, and even e-mail notes to you in the event that you’re not in a position to get calls. A VA can additionally return routine and crisis calls, sparing the essential or delicate calls for you to make when you have the chance to dance.

• E-mail Management:

Regardless of the fact that you get many messages every day, chances are several of them are standard – and on the off chance that they’re normal, that implies a VA can react to those messages utilizing direction you give. At that point all you’ll have to do is respond to unheard messages. You can make it a stride further and have your VA forward messages no one but you can deal with to a different record. That way you’ll never see or need to manage the several messages your VA can deal with for you. You might have an inclination that you write the same reaction-to distinctive individuals -more than once, a VA can deal with the undertaking.

• Gifts and Cards:

Whether they’re our companions or our clients and customers, every one of us need to recollect essential individuals at extraordinary times. Give specifications and other essential data, and your VA can find and parcel the ideal endowments, send online cards, or mail pre-signed welcome cards to everyone on your to-do list.

• Thank You Notes and Follow-Up Calls:

Numerous organizations send notes or make thank-you calls to buyers. It’s an incredible approach to say “thank you” furthermore to answer any inquiries and proactively resolve potential issues. A VA can send notes to say thanks or make post-buy calls to new clients or customers, making a vital approach that can help drive more business and fabricate long term business partnership.

About the Author:

Ritesh Sanghani is a Director at Hi-Tech BPO for the past 15 years. Ritesh has worked with several international clients and has executed BPO projects of varying scales and complexities.