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Creating Time

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Bollo Empire
Bollo Empire

The document provides tips for tasks a virtual assistant can help with for small business owners, including managing emails, meetings and calendars, tasks, research, social media, cloud computing, bookkeeping, presentations, website updates, sales management, project management, content management, and search engine optimization. It outlines best practices for delegating responsibilities to a virtual assistant and providing guidance for completing various administrative and operational tasks.

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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 manager 5. 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 confirmation 4. 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 manager 3. Screen capture the task if it is the 1st time 4. Use voice to task app 5. Be specific and link to examples done in the past 6. 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 take 3. 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 understanding 5. Have frequent updates to see if they are on track 6. Set clear deadlines 7. Nominate what format and where the research should be stored 8. 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 profile 3. Updating and refreshing profiles across platforms so there is consistency in message 4. Posting blogs on your website and linking this to your social media 5. Monitoring people you follow and summarise key posts 6. Researching people who you should connect with 7. Running facebook and linkedin campaigns
6. Cloud Computing
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 module 5. Daily or weekly training with the VA on how to use the tool 6. 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 it 8. 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 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
Presentation tips 1. Give them a good brief with examples of what good looks like 2. Take screen shot of what you want for each slide 3. Provide a template 4. Regular reviews of work in progress 5. Debrief to build learning
9. Website Updates
Website update tips 1. Refresh content regularly 2. Customer stories above the fold 3. Screen capture changes 4. Portfolio of what good looks like 5. Landing pages with one message 6. Site analytics
10. Sales Management
Sales management tips 1. Use a CRM solution 2. Train VA on how to use it 3. Create an email label/folder for sales input 4. Create reporting 5. All comments in one area 6. Track why you gained and lost clients 7. Follow-upfollow-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 week 2. 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 content 2. Make sure that your page looks natural and not cramped with keywords 3. 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 419424658 paulhiggins555 www.thinktoact.com

More Related Content

Creating Time

  • 3. 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 manager 5. Your VA works out of your inbox 6. When VA sends on your behalf - call it out
  • 5. 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 confirmation 4. Use an on-line booking service like youcanbook.me 5. Add buffer and travel time in calendar
  • 7. Task management tips 1. Have one master task list visible for both of you 2. Use a cloud based task manager 3. Screen capture the task if it is the 1st time 4. Use voice to task app 5. Be specific and link to examples done in the past 6. Set clear deadlines and label tasks
  • 9. Research tips 1. Give background as to why 2. Give your VA double time you think it will take 3. 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 understanding 5. Have frequent updates to see if they are on track 6. Set clear deadlines 7. Nominate what format and where the research should be stored 8. Ask for their recommendations
  • 11. Social media tips 1. Updating key social media sites with new content 2. Monitoring who has looked at your LinkedIn profile 3. Updating and refreshing profiles across platforms so there is consistency in message 4. Posting blogs on your website and linking this to your social media 5. Monitoring people you follow and summarise key posts 6. Researching people who you should connect with 7. Running facebook and linkedin campaigns
  • 13. 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 module 5. Daily or weekly training with the VA on how to use the tool 6. 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 it 8. Document all the tools you use to make it easy for new people to come on board
  • 15. Book keeping tips 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
  • 17. Presentation tips 1. Give them a good brief with examples of what good looks like 2. Take screen shot of what you want for each slide 3. Provide a template 4. Regular reviews of work in progress 5. Debrief to build learning
  • 19. Website update tips 1. Refresh content regularly 2. Customer stories above the fold 3. Screen capture changes 4. Portfolio of what good looks like 5. Landing pages with one message 6. Site analytics
  • 21. Sales management tips 1. Use a CRM solution 2. Train VA on how to use it 3. Create an email label/folder for sales input 4. Create reporting 5. All comments in one area 6. Track why you gained and lost clients 7. Follow-upfollow-up...follow-up
  • 23. 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.
  • 25. Content management tips 1. Produce content every second week 2. 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.
  • 27. SEO tips 1. Research keyword for your blog content 2. Make sure that your page looks natural and not cramped with keywords 3. Ask your VA to supply weekly or monthly Google Analytics and traffic reports 4. Have your VA develop a landing page
  • 28. Paul Higgins paul@thinktoact.com + 61 419424658 paulhiggins555 www.thinktoact.com

Editor's Notes

  • #3: Insert an image of Tta email box and structure
  • #5: Insert image of Google Apps for Business
  • #7: Insert image of Jing
  • #9: Image of Say it & Mail it and One-touch Voice note
  • #11: Image of gotomeeting and skpe