32 Ways Virtual Support Services Scales Your Small Business

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

Unlocking Efficiency: 11 Strategies to Reclaim One Hour Daily in 2024

Unlocking Efficiency: 11 Strategies to Reclaim One Hour Daily in 2024

Your time is a precious commodity as a business owner. Your team, tasks, projects, vendors, and clients are all vying for it. You can quickly become the bottleneck in every area turning your free time, family time and hobby time into work time. If you are falling behind, not sure how to get past this season and heading into burnout, discover 11 practical strategies to help you save a valuable hour each day, allowing you to focus on what truly matters.

Save a Hour a Day

Routines:

Having a tried and tested nighttime and morning routine is crucial to success. What worked in your 20’s won’t work in your 30’s, what worked in your 30’s won’t work in your 40’s. Keep tweaking the routine to fit each season.

1. A Tried and Tested Nighttime Routine

A productive day starts the night before. Having a nighttime routine will wind your body down before bed, relieve the stress of the day and prepare you well for tomorrow. Here is an example of a solid nighttime routine:

  • Nightly hygiene – Wash your face and brush your teeth.
  • Get into bed or a comfortable chair and journal to decompress the day.
  • Meditation or breathing exercises.
  • Read a book – Preferably one that is not work-related.
  • Lights out 7-8 hours before you must wake up.

 

2. A Tried and Tested Morning Routine

The habit of waking up and getting into your workday is tempting, especially if you are behind, causing a bottleneck or stressed. Starting your morning slow will help the rest of your day speed up. Here are a few ideas on how to start your morning:

  • First thing should be away from electronics. Whether that is meditation, breathing exercises or reading a self-help book. Start your day by getting your mind right.
  • Drink a glass of water or two. Before you have your coffee(s) start by hydrating, so you don’t get behind.
  • Work out, go for a walk or stretch. If you sit at a desk all day your body needs movement, this is another strategy to get ahead instead of trying to fit it in later in the day.
  • Eat a healthy, protein-packed meal and add a few pieces of fruit to fuel up.

 

Delegating:

3. Utilize Technology

Uncover the latest productivity tools and apps that can automate repetitive tasks, freeing up your schedule for strategic decision-making.

4. Strategic Delegation

Delegate tasks strategically to lighten your workload. Discover the art of assigning responsibilities based on individual strengths, fostering a more efficient and collaborative work environment. We saved a client 14 hours a month on their billing process because they asked us if there was a better way. An Online Business Manager created a process utilizing technology and handed off the work to a virtual Executive Assistant to manage. If they didn’t ask if there was a better way, they would still be doing the 14-hour process.

Other Time-Saving Ideas:

5. Cancel Meetings

Revamp your approach to meetings. Learn how to conduct concise, purpose-driven meetings that yield results without consuming unnecessary time. Our clients use their virtual EA as a Meeting Assistant. The EA schedules the meeting, prepares agendas, confirms the meeting with attendees, compiles notes during the meeting and sends to-dos afterwards. Imagine having a meeting where all you must do is review the agenda going in and attend the meeting, everything else is done for you. If you are finding your meetings are not needed, redundant or not a good use of time, utilize Loom to explain processes or tasks rather than spending 15-30 minutes in an unnecessary meeting.

6. Power Naps: Boosting Productivity, One Nap at a Time

Unleash the potential of power naps or short breaks to recharge your energy levels and enhance overall focus. We’ve heard “rules” where you should take a break for x number of minutes worked. The most common is 15-minute breaks for every 60 minutes worked but find your rhythm. If you find after 90 minutes you need a break, take a break, if it’s after 30 minutes of focused work, take a quick break. If you need a power nap after lunch, take one. It will take time to discover what amount of time works best for you but if you are putting in lazy minutes in your day, take a break to boost productivity.

7. Digital Detox

Strike a balance between digital connectivity and personal well-being. Implement strategies to detox from constant notifications, allowing you to reclaim significant pockets of time. If you need to install software like Shift to keep all your tabs, windows, notifications, emails, etc. in one place it is easier to shut off notifications. Whatever strategy you use, ensure you are not pulled away by constant email, phone, social media, and Slack dings. Having focused work time in your calendar helps with this.

8. Strategic Networking: Quality over Quantity

Optimize your networking efforts by focusing on quality connections. Learn to build meaningful relationships that bring long-term value to your business without the need for endless events. A lot of our clients take one day a week for networking. Whether it is back-to-back Zoom meetings, or they hunker down at a coffee shop for a few hours taking meetings, batch your networking together.

9. Efficient Email Management: Utilizing Inbox Zero

Transform your email management habits. Uncover techniques to streamline your inbox, reducing the time spent on sorting through emails and ensuring a more efficient communication flow. We’ve covered this in a separate blog post here and highly recommend you check it out. Inbox Zero alone can save you an hour or more each day.

10. Continuous Learning: The Accelerator of Success

Invest in your knowledge base for exponential growth. Explore methods to incorporate continuous learning into your routine, providing a competitive edge in your industry and discovering new processes, software or people who can help you speed up. This also helps you and your team if you are getting bored or finding work stale.

11. Reflect and Refine: The Power of Daily Review

Cap off your workday with a reflective review and create an agenda for your next day. Don’t carry the stress of your day into the evening. This strategy helps avoid burnout and prepares you for a stronger tomorrow, ensuring you start your day with a clear plan of action.

 

Conclusion: Reallocate that time purposefully

Incorporate these strategies into your daily routine to save you hours this year. Keep in mind these strategies and routines will always be changing depending on your season. If you are single, it will look different when you are married. If you have young kids, it will look different as they grow up. Allow every strategy and routine to be flexible while constantly assessing if you can do things differently.

 

Derek Burbidge
Manager of Sales & Marketing

The First Thing You Should Outsource to a Virtual Executive Assistant (VEA)

The First Thing You Should Outsource to a Virtual Executive Assistant (VEA)

If your business is growing or there are certain aspects that stress you out, or you hate doing, now is the time to start outsourcing. The number one thing that most Business Owner’s outsource is their bookkeeping, but everyone is different. You may not enjoy booking travel, doing follow-up calls or data entry. Whatever is having you nod your head that is the first thing you need to outsource.

Most business owners start their company with excitement for their product or service. For me, it was business development. I could dream up a business or marketing plan in an hour but did not enjoy certain aspects of implementing it. To have a successful business you need to be working in your “sweet spot” as Ken Coleman says.

The first two things you should hand off are the ones that are draining your energy, the ones you don’t enjoy doing. The third should be something that is draining your time. If you enjoy generating invoices or managing your social media but it is taking too much time, get it off your plate. The fourth thing is what a business coach I know called “bubbles in the bathtub.” Which is the thing you do for your clients to blow them away. This could include Birthday, Anniversary or Christmas cards, or planning client appreciation events.

To recap the order of outsourcing:

  1. Task you don’t enjoy (Energy Consumer)
  2. Task you don’t enjoy (Energy Consumer)
  3. Time Consumer
  4. Bubbles in the Bathtub

See the summary video here.

Next Steps

If you are looking for specific tasks you should be outsourcing see our services tab above or our blogs post titled “What is 1 hour of your time worth?” and “Why are you still doing the menial tasks?

If you are still stuck send me an e-mail at [email protected]. We are always ready to help.

Derek Burbidge
Manager of Sales & Marketing