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13 Ways
You Can
Create Time
With a
Virtual Assistant

2014 © Think To Act 3
Pain
Points

3 Things You Want

1|Email Management
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 (unroll.me)
4. Any task from an email is moved into a task manager
5. Your VA works out of your inbox
6. When VA sends on your behalf - call it out
7. Template responses

2|Calendar Management
1. All tentative meetings marked with an *
2. Establish a default diary with your VA
3. Put a note if the meeting requires confirmation
4. Use an on-line booking service like
youcanbook.me
5. Add buffer, travel time and personal breaks in
calendar

3|Task Management
1. Have one master task list visible for both
2. Use a cloud based task manager
3. Use voice to task app
4. Set clear deadlines and label tasks
5. Check-in points

4|Research
1. Give background as to why
2. Give them a list of tools you suggest they use e.g. Google,
Linkedin, Twitter, etc.
3. Ask them to repeat in their own words what the research
task is to confirm understanding
4. Have frequent updates to see if they are on track
5. Set clear deadlines
6. Nominate what format and where the research should be
stored
7. Ask for their recommendations

5|Social Media
1. Updating key social media sites with new content
2. Using aggregator tools eg Hootsuite Pro
3. LinkedIn cold calling
4. Updating and refreshing profiles across platforms so there
is consistency in message
5. Posting blogs on your website and linking this to your
social media
6. Monitoring people you follow and summarise key posts
7. Researching people who you should follow

6|Cloud Computing
1. Create a short list of real work problems that could
be solved by cloud computing
2. Seek a recommendation after they test the options
3. Daily or weekly training with the VA on how to use
the tool
4. VA join forums and speak to heavy users to learn
more about the tools
5. Document all the tools you use to make it easy for
new people to come on board

7|Bookkeeping
1. Use a cloud-based software
2. 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
1. Swipe files
2. Give them a good brief with examples of what
‘good’ looks like
3. Take screen shot of what you want for each slide
4. Provide a template
5. Regular reviews of work in progress
6. Debrief to build learning

9|Website Updates
1. Refresh content regularly
2. Social proof
3. Screen capture changes
4. Portfolio of what good looks like
5. Landing pages with one message
6. Site analytics

10|Sales Management
1. Use a CRM solution
2. Train VA on how to use it
3. One source of truth
4. Create reporting
5. Track why you gained and lost clients
6. Follow-up…follow-up...follow-up

11|Transcription
1. Use a voice recording device
2. Place file in a cloud based storage tool
3. Provide enough time for transcription to be
returned
4. Provide feedback on quality
5. Re-purpose content

12|Content Management
1. Editorial mission
2. Produce content every second week
3. Brief what the goal of the writing is and provide
an outline of the key points.
4. Inform your VA of images to go with the content.
5. Make sure to they proofread everything before
posting
6. Content scheduler

13|Search engine Optimization
1. Research keyword for your blog
content
2. Make sure that your page looks
natural and not cramped with
keywords
3. Use video
4. Ask your VA to supply weekly or
monthly Google Analytics and
traffic reports

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13 Ways You Can Create Time With A Virtual Assistant - The Entourage

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13 Ways You Can Create Time With A Virtual Assistant - The Entourage

Editor's Notes