Creating Business Owner Success: Your Virtual Executive Assistant and Time Management

Creating Business Owner Success: Your Virtual Executive Assistant and Time Management

Virtual Executive Assistants and Virtual Assistants are extremely popular in the remote world, but what exactly are they? As the name suggests they are both fully remote. A Virtual Assistant or VA, is less experienced working in their role and usually requires more hand-holding and training. A Virtual Executive Assistant or Virtual EA, is highly experienced, can work more autonomously, requires little to no hand-holding and has a vast skill set due to their years of experience.

At VEA we only hire Virtual EA’s who have at least 5+ years of experience working with business owners, Entrepreneurs or C-Suite level Executives.

Whether you are hiring a Virtual Assistant or a Virtual Executive Assistant, the end goal is to delegate tasks and save yourself time. Usually, business owners will hand off the tasks that drain their time or energy, freeing them up for higher-level tasks that grow the business. This is usually called “Working On” the business vs “Working In” the business.

Here are a Few Examples of Our Clients who Saved Hours in Their Day By Hiring a Virtual EA:

1. Meeting Assistant/Calendar Manager - 15 minutes per meeting

Imagine reviewing your calendar and seeing 5 meetings in your workday from 9am-5pm. There are two reactions you may have, either stress or peace. The stressful part is that you have to prep for the meeting by creating an agenda, take notes and send follow-ups afterwards.

Our clients have a peaceful reaction by allowing their EA to act as a Meeting Assistant. They know their Virtual EA:

  1. Set up the appointments
  2. Created the calendar invite
  3. Prepped the meeting notes
  4. Suggested software to take notes in the meeting
  5. Reviewed and sent the notes
  6. Put the to-dos in their project management software
  7. Sent a follow-up email on their behalf.

This allows their client to go from meeting to meeting fully prepared without wasting time doing administrative tasks. In one instance this saved their client 15 minutes per meeting, equaling 75 minutes in their day! This opens up more time to work on higher-level tasks, remove bottlenecks or meet with 2 more prospects each day.

 

2. Email Manager - 1 Hour a Day

The first thing most business professionals do in their workday is check their email. After weeding through spam, responding to requests and crafting the perfect email, an hour of their day has gone by. If you start your day in your email rather than spending time on what needs your attention, a Virtual EA will be a gamechanger for you.

Having a Virtual Executive Assistant check your email before you get to your desk will give you a head start on your day. They leave what is urgent and needs your response and remove everything else. In many cases, this saves our clients an hour or more a day! By utilizing the “Inbox Zero” strategy, your Virtual EA will keep your day on track.

 

3. Data Entry – 30 Minutes Per Appointment

A Solopreneur client of VEA’s would spend 30 minutes after an appointment entering information into spreadsheets and a PDF order form which kept a large amount of their calendar blocked off after every appointment. When their Virtual EA recognized this, they took over their data entry. This opened up an extra appointment time in their calendar to spend with clients and generate revenue, allowing for an extra $900+ to be made each day. Their next step is hiring an Online Business Manager to automate the process.

 

4. Process Management – 14 Hours a Month

A professional services client of VEA’s was manually invoicing their clients every month. This meant the first few days of each month were spent in QuickBooks. Once they were brave enough to ask “Is there a better way?” Our team went to work. An Online Business Manager (OBM) and Virtual Executive Assistant worked together to implement a new process utilizing digital tools to save them 14 hours a month!

 

5. Creating Work Instructions and Standard Operating Procedures – 15 Hours a Month

Implementing Standard Operating Procedures (SOPs) and Work Instructions across your business is the biggest way to streamline and grow. It helps onboard new employees, speed up every level of the organization and potentially sell your business at a higher evaluation. If you are finding that you work over 8 hours a day or 5 days a week, implementing SOPs and Work Instructions will allow you to get back to a normal life and take a vacation!

Our OBM’s are experts at both. If you need to speed up your team, onboard clients and team members quickly and take some time off, reach out to our team to see if we are the right fit.

 

Conclusion:

Have time management tips been your most searched Google term? Are you spending more time working this year? Feeling bogged down in administrative tasks?

Have a call with our team to see how we can streamline your business, free up your time and get you working on what you enjoy and what needs your attention.

Book A Call with VEA.

 

Derek Burbidge
Manager of Sales and Marketing

Project Implementation and Consultation – for Applications!

Project Implementation and Consultation – for Applications!

When VEA was looking to implement a new time tracking application (read more about that here) initially we picked something that we thought looked amazing and were ready to buy it that day! Lucky for us, one of our System & Operational Process Specialists (SOPS for short) got wind of the project and called me up. She started asking a lot of important questions that I realized we didn’t have the answers to.

 

Had we gone with the application we were originally looking at, we would have discovered very quickly it didn’t do half of the things that our team actually needed it to do. We probably would have ended up abandoning the application and starting over. What a waste of time and money for everyone!

 

A System & Operational Process Specialist (a title within our Online Business Manager (OBM) services) will help you research, select and implement new applications (including change management with your team). There are a lot of questions to consider when you are thinking about implementing a new application. You don’t want to spend time and resources implementing something only to find out 6 months down the road it doesn’t do everything your team needs it to do. Or worse, that your team has a major requirement you didn’t consider and now you have to scrap the whole project.

 

Working with one of our System & Operational Process Specialists will help you discover and answer questions like:

 

Our System & Operational Process Specialists can assist with a wide variety of application requirements – everything from Microsoft set up (such as creating SharePoint sites and OneDrive architecture) to time tracking, project management, and service management applications.

 

Best of all, you get the added benefit at each phase of either continuing with the VEA team or completing the rest of the phases inhouse.

 

Want to learn more? Click the banner below to schedule a call with us to discuss how our SOPS (under the OBM banner) can scale your business.

 

Lanna Thompson
Co-Founder & CEO at VEA

Project Implementation and Consultation – for Processes!

Project Implementation and Consultation – for Processes!

Has a process in your company left you feeling like there must be a better way?! Trust me, we’ve been there! 3 years ago, the billing process at VEA Office Professionals (VEA) took us 16 hours to complete over a 2-day period. Every client we added to our roster, meant the total time for billing would increase. Our Accounting Team dreaded payroll and invoicing at the end of the month – the overall process was painful and time-consuming.

Enter one of our amazing System & Operational Process Specialists (SOPS), Lenneal Howden!

She reviewed our current processes, assessed possible risks, identified areas where we could automate, and implemented the solution that best fit us. The end result? A customized report that was designed with the flexibility to optimize it in the future, could easily maintain the integrity of the data, and most importantly made our work and life easier. Our billing now takes approximately 4 hours per month – a 75% decrease in the time required.

 

Our System & Operational Process Specialists have experience and expertise in reviewing business processes and technology to identify areas for improvement. We have helped many companies streamline their operations and increase efficiency. With a properly documented process, we can analyze what is currently working and what can be done more efficiently. That’s where the magic begins – using that data, we make recommendations to automate and streamline. Sometimes this will involve implementing new applications (read more about that here) and other times we may create connections between your existing applications.

 

Automating processes is like giving yourself a superpower!

  • Saves Time: One of the best things about automation is that it saves you time. Instead of spending hours doing manual tasks, you can set up a system to do them for you in seconds. This means you have more time to focus on important things, such as servicing your clients, growing your business, or spending time with your family.
  • Reduces Human Errors: Let’s face it, we’re all human, and humans make mistakes. But automated functionality not so much. By automating processes, you can significantly reduce the risk of errors caused by human oversight or fatigue. This leads to more accurate results and happier customers.
  • Increases Efficiency: Automation is like turbocharging your productivity. It allows you to get more done in less time, which can have a big impact on your bottom line. Whether you’re a small business trying to keep up with demand or an individual trying to stay organized, automation can help you work smarter, not harder.
  • Improves Consistency: Have you ever noticed how some tasks are done differently depending on who’s doing them? With automation, you can ensure that every task is performed the same way every time. This consistency not only improves quality but also makes it easier to track and measure performance.
  • Enhances Scalability: As your business grows, so do your needs. Automation can scale with you, allowing you to handle increased volume without adding more resources. Whether you’re processing orders, managing inventory, or responding to customer inquiries, automation can help you keep up with demand without breaking a sweat.

 

This all might sound complex, and frankly a little overwhelming, but our System & Operational Process Specialists make it easy by using a 3-step phased approach.

 

Phase 1 - Process Review

We do a deep dive into your process(s) and conclude the phase with a complete strategy for improvement. 

This phase is independent and does not commit you to working with us on implementation. You can implement the recommendations made on your own, or you can work with us to move on to Phase 2.

Phase 2 - Process Implementation

Most of our clients choose to have us implement the recommendations moving forward. After all, we just got up close and personal with your business and team leaders! Additionally, we find that sometimes changes in processes can create resistance in your team. We can smooth that over by ensuring they understand we are the ones recommending the changes. We will also work with them through any challenges they may encounter throughout the phase.

Phase 3 – Process Management

Good process management provides a clear understanding and documentation of the actions required from point A to point B to achieve desired results. Management will also look for ways to continually improve the various actions required from point A to point B. Their goal is to provide the desired results while improving the process and aligning it to the company’s strategic goals.

 

Conclusion

This means at each phase YOU are in complete control of deciding if you wish to continue the implementation with your dedicated VEA team or complete the rest of the phases in-house.

 

Want to learn more? Click the banner below to schedule a call with us to discuss our Online Business Manager services which includes our System & Operational Process Specialists (SOPS).

Lanna Thompson
Co-Founder & CEO at VEA