32 Ways Virtual Support Services Scales Your Small Business

Business owners, CEOs, Entrepreneurs and Solopreneurs have a hard time letting go of pieces of their business, many times it’s because they don’t know what to hand off. Some are great at delegating while others, let’s just say they need a bit of coaching and prompting. That is where our Onboarding Concierge comes in. However, the problem with delegating is that usually, you don’t know what to give to your assistant or team member. Or they are great at delegating a task but terrible at giving them the information and access they need to complete it.

 

The Vicious Cycle of a Business Owner/CEO

You may have gone through this cycle as a Business Owner, CEO, Entrepreneur or Solopreneur.

Step 1: You are bogged down by various tasks, a bottleneck in the organization and when asked how many hours you work you say, “all of them”.

Step 2: You recognize the need for support, so you search the internet and ask peers for recommendations.

Step 3: You choose someone and hire them either on payroll or contract.

Step 4: You delegate a task to them.

Step 5: They ask for access or do something incorrectly or not the way you do it.

Step 6: Instead of correcting the error or granting them access, you do it yourself without providing feedback.

Step 7: You keep doing that task yourself and stop delegating because “I can do it myself faster.”

Step 8: You fire or ghost your new hire.

Step 9: You are bogged down by various tasks, a bottleneck in the organization and when asked how many hours you work you say, “all of them”.

Step 10: You recognize the need for support…

…you get the idea. If this sounds like you, here are the top tasks to delegate and here is how VEA onboards all of our clients with goals, clear communication and a clear plan of action to help you exit the cycle for good

 

Top 15 tasks for a Virtual Executive Assistant (VEA):

1. Email management: Efficiently organizing, filtering, and responding to emails to maintain communication flow.

2. Calendar management: Scheduling appointments, meetings, and events to optimize time management.

3. Travel arrangements: Planning and booking travel itineraries including flights, accommodations, and transportation.

4. Meeting coordination: Scheduling, preparing agendas, and taking minutes for meetings.

5. Administrative tasks: Handling paperwork, filing, data entry, and other general administrative duties.

6. Research: Conducting online research on various topics to gather information and data.

7. Correspondence: Drafting and editing letters, memos, and other business communications.

8. Document preparation: Creating and formatting documents such as presentations, reports, and spreadsheets.

9. Project coordination: Assisting with project management tasks, tracking deadlines, and coordinating team efforts.

10. Event planning: Organizing company events, conferences, and team-building activities.

11. Client/customer support: Providing assistance and support to clients/customers via phone, email, or chat.

12. Database management: Updating and maintaining databases with accurate information.

13. Follow-ups: Sending reminders and follow-up messages to ensure tasks and deadlines are met.

14. Vendor management: Coordinating with vendors and suppliers for procurement and deliveries.

15. Personal assistance: Providing personal support to executives, such as managing personal appointments and errands.

Top 10 tasks for a Bookkeeper:

1. Accounts receivable: Invoicing clients and tracking payments owed to the company.

2. Accounts payable: Processing and recording payments to vendors and suppliers.

3. Bank reconciliation: Balancing and reconciling bank statements with financial records.

4. Payroll processing: Calculating employee wages, taxes, and benefits, and ensuring timely payroll.

5. Expense tracking: Recording and categorizing business expenses for accurate financial reporting.

6. Financial reporting: Generating and analyzing financial statements such as balance sheets and income statements.

7. Tax preparation: Gathering financial data and documents to prepare for tax filings.

8. Budgeting: Assisting in the creation and monitoring of budgets to manage company finances effectively.

9. Financial analysis: Analyzing financial data to identify trends, opportunities, and areas for improvement.

10. Audit support: Providing documentation and assistance during financial audits and reviews.

Top 7 tasks for an Online Business Manager (OBM):

1. Strategy development: Collaborating with business owners to develop and implement strategic plans and goals.

2. Team management: Overseeing and coordinating the activities of virtual teams and freelancers.

3. Process improvement: Identifying and implementing systems and processes to streamline operations and increase efficiency.

4. Project management: Planning, organizing, and executing projects to ensure timely completion and quality deliverables.

5. Performance tracking: Monitoring key performance indicators (KPIs) and metrics to measure business performance.

6. Client/customer relations: Managing client relationships and ensuring high levels of customer satisfaction.

7. Revenue generation: Developing and implementing strategies to increase sales, revenue, and profitability for the business.

Clarity

We hope this brings clarity to our three most popular virtual support services. VEA has helped hundreds of business owners, CEOs, Solopreneurs and Entrepreneurs delegate administrative, time-consuming, and energy-draining tasks since 2016. Allowing them to focus on high-level tasks that grow their business. What do you need to delegate to free up your time and energy?

 

Derek Burbidge
Manager of Sales & Marketing