Automating Routine Tasks in Your Business: Automate, Delegate, Alleviate

Automating Routine Tasks in Your Business: Automate, Delegate, Alleviate

There is an infinite amount of advice on the internet that comes from experts, influencers, and AI. This leads to Business Owners and Entrepreneurs being inundated with ideas and resources on how to grow themselves and their businesses. There is never enough time in a day to implement everything you learn, and a lot of the advice won’t work for you. The easiest way to complete anything is to break it into bite-sized, manageable pieces.
It’s a lot like automating processes and delegating tasks. You are inundated with ideas and advice on how to automate and delegate processes, but you don’t know where to start. If you are looking at the whole picture and the hours it takes to complete something, it is way too overwhelming to grasp. This leads to you continuing to do it the way you always have and continuing to complete the processes that could be automated. If you are ready to bring in experts to free up your time, this is how VEA helps businesses grow by breaking down their processes into these 3 pieces: Automate, Delegate, Alleviate.

 

The first step is to automate that process which takes too much of your time. Whether it is email management, project management, travel booking, bookkeeping, invoicing, or recruiting and onboarding new staff or clients. A Business Manager will build and document each process, find faster ways to complete it and help you decide whether or not it’s worth your time. If it isn’t worth your time, we help you delegate it to a virtual Executive Assistant or Bookkeeper.
If you are stuck in the weeds and not sure how to audit your time or discover which step to automate, simply take a step back. Review what your days have looked like so far and even what you are dreading or putting off doing. Those should be the first tasks you automate. Many of our clients also audit their time. A resource like Clockify is very helpful for this. Sign up for a free account and track how long you are spending on each task. If email management takes you a combined 2 hours a day, that is a perfect opportunity to find better systems like “Inbox Zero”. After a few weeks, you can discover where your time is being spent and ask yourself, “Should I be doing this or automating it.”

 

You will quickly discover that you do not have to do everything. A business owner who tries to complete every task themselves will hit burnout, procrastination, and bottlenecks. The truth is some owners are micromanagers and find it nearly impossible to let go of tasks but usually, the issue is that they don’t have time to discover a faster way. That is where a Business Manager comes in to help them discover how to delegate and who to delegate to. It could be someone on your team or you can hire an Executive Assistant or Bookkeeper to completely take it over from you.

Some of the most common tasks our Online Business Managers improve are:

  • Project planning
  • Project management
  • Recruitment
  • Client onboarding
  • Team onboarding
  • Team mentoring
  • Biz dev research
  • Reporting

Again, these are common tasks but we are consistently receiving and discovering new opportunities to streamline processes.

Once our clients have automated and delegated processes they have saved anywhere from 5 hours to over 14 hours a month! Imagine saving yourself almost 2 full days! The hours you save can have you working fewer or no evenings and weekends, and removing bottlenecks from your organization. Freeing you up so you can run more efficiently and work on higher-level tasks to grow your business further.

If you are feeling stressed and overwhelmed, automating and delegating always leads to alleviating time, pressure and stress from your business.

 

Then What?

Once you have saved yourself hours a month, repeat the process. Our Online Business Managers can repeat the process for different tasks, processes, or projects in your business. If you’ve cleared up your emails and spent fewer hours in your inbox, move on to the project you have been putting off. If you have removed bottlenecks within your team by hiring a Business Manager to take over projects and mentoring, move on to a new internal system for them to streamline.

VEA has been helping small businesses run efficiently for the past 8 years and even though the term “expert” is thrown around everywhere these days, we are experts at what we do. If it is time to automate, delegate and alleviate, book a call with our team to see if we are the right fit for your business.

 

Derek Burbidge
Manager of Sales & Marketing

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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

11 Tasks, Projects & Processes to Outsource to Professionals

11 Tasks, Projects & Processes to Outsource to Professionals

As a Solopreneur you are taking care of everything from the top of the organization to the bottom.

 

  • You stock the copy machine and order supplies.
  • You run the whole sales process down to customer service.
  • You are the one ultimately responsible for everything in your business including its success and your failures.

It is manageable in the beginning but as you grow there are more and more unanswered emails, balls in the air, and to-dos that are not getting done. You want to hire your first employee, but you have no idea where to start.

This article will help you understand the who’s and what’s of outsourcing. We highly recommend reviewing our post on “What is One-Hour of Your Time Worth” to start prioritizing the tasks you are currently completing and understanding better what to outsource. The first piece of advice we will give is to hire fractionally.

Hiring fractionally means instead of onboarding a full-time employee at 40 hours a week, hire 4 professionals at 10 hours a week. For example, this could get your bookkeeping, administrative tasks, marketing, AND graphic design miles ahead.

List of Tasks

Many companies start by hiring a marketing person at 40 hours a week but quickly run out of work for them to do or try and make them a customer service representative, assistant, and janitor to justify their hours.

Here are the 11 tasks, projects & projects to outsource to Professionals as a Solopreneur:

Creative

  • Copywriting

Tasks to delegate: Blog posts, landing pages, website copy, social posts, and email newsletter.

  • Graphic Design

Tasks to delegate: Logo re-design, social posts, website, landing pages, brochures, email templates, business cards and handouts.

  • Professional Photography

Tasks to delegate: Headshot, product, location, and behind-the-scenes photos.

  • Web Developers

Tasks to delegate: New website design, website refresh, landing pages, technical setup, SaaS integration, and marketing integration.

 

Virtual Executive Assistant

Tasks to delegate: Email management, calendar management, meeting assistant, data entry, research, travel organization, and vendor/supplier liaison.

Tasks to delegate: Social media strategy, content calendar, graphic design, copywriting, scheduling, posting and engagement.

 

Virtual Bookkeeper

Tasks to delegate: Bank and credit card reconciliation, sales tax filing and compliance, and monthly/quarterly financial reporting.

Tasks to delegate: Following up on late payments, invoicing clients, paying bills, and scheduling payments.

Tasks to delegate: Ensuring your team and you get paid on time while following local and national laws.

 

Online Business Manager

Tasks to delegate: Create job descriptions, recruit and interview prospects, onboard team members and mentor your team.

Tasks to delegate: Document current processes, hand off processes to an Executive Assistant, remove bottlenecks and streamline internal systems.

 

Conclusion

Congratulations! You are well on your way from Solopreneur to Entrepreneur. Putting yourself in a position of working in your strengths and what you love. Doing what you always envisioned when you started your business. If an Executive Assistant, Bookkeeper, or Online Business Manager is the next piece you are looking to hire, VEA would love to help you onboard an expert who will scale with you and your business.

Book a call to learn more about our services and to see if we are a fit.

 

Derek Burbidge
Manager of Sales & Marketing

Mistakes Business Owners Make When They Hire a Virtual Assistant

Mistakes Business Owners Make When They Hire a Virtual Assistant

Through our countless sales calls with business owners, c-suite executives and entrepreneurs, we’ve heard the many reasons why hiring a virtual Assistant hasn’t worked in the past.

We even had a lot of turnover in our first three years for the same reasons virtual Assistant (VA) services hasn’t worked for a lot of people. It is why we created our onboarding process a few years ago, it comes with your own Onboarding Concierge who asks targeted questions to understand you, your business, and your goals. From that call we hand match you with one of our talented virtual staff and discuss the game plan with them before you officially get started.

Whether you are looking for a virtual Executive Assistant (virtual EA), virtual Bookkeeper (BK) or Online Business Manager (OBM). If you’ve tried and failed in the past, we see your pain and understand what the main issues are. Thankfully, we have grown VEA to help you learn how to hire a virtual Executive Assistant to ensure a long-lasting relationship.

Guy in front of a computer

The mistakes and hiccups of hiring a VA stem from the following:

1. You Didn’t Have Enough Work for Them

This can lead to you spending more time finding work for your virtual Assistant than the time it takes to complete the tasks you create for them. So, how do you find and create work for your virtual Assistant?

Rule #1 is to give your virtual EA recurring work that takes your time but doesn’t need your attention. An example is to hand off your email and calendar management. You spend too much time reading through, responding to, and deleting emails that don’t really require your attention. If you are like many of our clients, you also spend a ton of time setting up meetings, booking appointments, and playing email tag trying to “find a time that works.”

Your virtual Executive Assistant can double as a Meeting Assistant which allows you to jump from meeting to meeting without having to set up, take notes or follow up, saving you hours in a week. Having your virtual EA managing your calendar, meetings and emails are three simple ideas to give them re-occurring work.

2. Your Communication Was Sporadic

In many cases, the first point of not having enough work leads to sporadic communication. If you don’t have enough work or are too busy, meetings get pushed which causes a breakdown in the relationship and any trust that has been building, starts to decline. We recommend that all our new clients meet with their EA every day for the first 2 weeks. Even if that is only for 15 minutes. Each day in those 2 weeks should have a theme.

On Monday you get them an email address with your domain and have them connected to your inbox to clear out unwanted emails, set up filters and ensure you no longer have to spend hours a week managing your inbox. On Tuesday, you give them access to your calendar; Wednesday is invoicing…every day for 2 weeks there is a goal. This gets your EA set up quickly and starts to build the relationship. From there, you can go down to a meeting once or twice a week, whatever your needs are. Without set meetings, communication will be sporadic, any changes that need to be made won’t be and tasks will start piling back up on your plate.

3. You Didn’t Know What to Hand-Off

This usually applies to your virtual Executive Assistant. For a Bookkeeper you don’t need to think twice about what to give them and our OBM services have an initial strategy call to set the pace of the engagement. Without the Onboarding Concierge setting the pace for your launch with your EA, it is easy to go aimless without a clear plan. If you are not utilizing VEA for your virtual services the same answer from question 1 applies here but to expand on that, add in your to-do lists.

Whether that is for work or personal. Your virtual Executive Assistant can double as a Personal Assistant by placing grocery orders, buying gifts, setting personal appointments, and blocking off time in your calendar to ensure you don’t miss important life and family events.

4. They Were Too Inexperienced

During our initial call, we always ask if you’ve worked with virtual staff before. If the answer is yes, the main reason clients have ended services was because their virtual staff were too inexperienced to complete the tasks. They are usually offshore VA’s or family members completing their bookkeeping.

As your business grows, you need a higher level of support which is where we come in. Our virtual EA’s and BK’s have over 5, but most have over 10+ years of experience in their role. Our OBM’s have up to, if not over 15 years of experience. If you’ve settled in the past

Call now

Conclusion

If you are giving it a go again, ensure you have tasks assigned to them. For example, every time a new client request comes into your inbox, they set them up in the CRM and schedule the call/appointment. Having your virtual Assistant managing your email is also a time-saving task that keeps you in front of what is important. By handing off repetitive tasks, you ensure that your VA will have work to do and keep the relationship going

Derek Burbidge
Manager of Sales and Marketing at VEA

How to Hire a Virtual Assistant

How to Hire a Virtual Assistant

As small business owners your world is fast paced with hundreds of tasks landing on your plate, leading you to work evenings and weekends. You have quickly discovered that this new life is not sustainable and look to outsourcing various tasks.

Usually, you want to hire a Bookkeeper to take those tedious tasks off your plate, next, is your administrative tasks. Removing data entry, research, calendar management, email management, travel booking and ensuring that meetings go smoothly with an Assistant who doubles as a meeting assistant. Now that you are looking to outsource, an Administrative Assistant, virtual Assistant (VA) or virtual Executive Assistant (VEA) become search terms you are familiar with. However, what is a VA, or virtual EA and how do you hire one?

Shaking Hands

What is a Virtual Assistant or Virtual Executive Assistant:

A VA or VEA takes over tasks much like an Administrative Assistant, however they are strictly online. A VA will have less experience and generally requires more hand-holing and back and forth. A virtual Executive Assistant is highly experienced working with c-suite executives and business owners. Our clients usually call us because they are doing the tedious, time-consuming tasks that don’t require their attention. Those tasks can be travel booking, invoicing, setting up rules and filters in your email to remove junk or spam before it reaches your inbox, CRM management an countless other tasks on your to-do list.

What to do Before Hiring a Virtual Assistant:

Recognize how much your time is worth and tasks that are draining your energy. If you are unsure of where to start, our onboarding process helps create a plan of action over the next 6 months to ensure your launch with VEA is successful. Our Onboarding Concierge asks pointed questions to draw out your needs, your loves, your hates, your dreams for your business and discusses them with your virtual Executive Assistant before you begin with us. The last thing any of us wants is to waste time for weeks discovering the gameplan as we go, let’s create it before we start and tweak it along the way.

How Much Does a Virtual Assistant Cost:

That all depends on experience. If you don’t mind handholding for the first few months and waiting 24 hours for a response, hire overseas. This is usually the start for companies looking to hire for only a few hours a week. If you are looking for a highly experienced Assistant who will be client facing, the price can go up. If you are hiring a less experienced Assistant, the price can range from $5-$30 USD per hour. If you are hiring an experienced Assistant, the price ranges from $35-$60 USD per hour. Most of these Assistants will be hired on contract so you don’t have to worry about benefits and perks.

How to Hire a Virtual Assistant:

You need to first discover what you are looking for and how many hours you need. Once you have your gameplan in place, it is easier to discover more tasks to hand off and how many approximate hours you need. From there, decide whether you want someone experienced or inexperienced, this factor will most likely be determined by your budget. If your budget is lower a lot of these factors like location and experience will be decided for you. A higher budget comes with more experience and on shore Executive Assistants, where a lower budget (under $750/month) will take you offshore with less experienced virtual Assistants.

How Many Hours Does a Virtual Assistant Work:

This is all based on how many hours you need and can limit the pool of Assistants. If you are looking for only a few hours a week or close to full-time, you may have a harder time finding or keeping a VA. Most VAs are remote and prefer to control their hours, having close to 40 hours a week makes that harder for them to be flexible with their schedules. Hiring someone around 2-3 hours a week makes you less of a priority and normally means you have 0 hours for them in one week and 5 in the next. With the unpredictability or hours and pay, many VA’s end up firing you as a client. At VEA, we have 20 hours a month as a minimum to ensure that you are consistent with your EA and their hours are guaranteed. If you need full-time, we offer that as well. Our team of over 70 virtual staff are all over the map with their desired hours, ensuring that we have someone experienced to fit your needs.

Hiring a Virtual Assistant, Again:

We’ve heard the many reasons why hiring a virtual Assistant hasn’t worked in the past. It is why we created our new onboarding process complete with your own Onboarding Concierge. If you’ve tried and failed in the past the main reasons, are you didn’t have enough work for them, your communication was sporadic, you didn’t know what to hand-off or they were too inexperienced. If you are giving it a go again, ensure you have tasks assigned to them. For example, every time a new client request comes into your inbox, they set them up in the CRM and schedule the call/appointment. Having your virtual Assistant managing your email is also a time-saving task that keeps you in front of what is important. By handing off repetitive tasks, you ensure that your VA will have work to do and keep the relationship going.

Conclusion

If you are looking for highly experienced virtual Executive Assistants, meet VEA. Our EA’s have over 5+ years, but must have 10+ years of experience, working for C-Suite level executives, business owners and Entrepreneurs. If you have tried alternative routes and failed, our onboarding process will give you the perfect jump start you need to make this time around successful. Book a call with VEA to get those time-consuming, energy- draining tasks off your plate so you can get back to what is important.

Derek Burbidge
Manager of Sales & Marketing at VEA