Virtual Assistant & Business Manager Advantage: 4 Steps to an Efficient, Streamlined Business

Virtual Assistant & Business Manager Advantage: 4 Steps to an Efficient, Streamlined Business

Introduction

The advantages of business ownership are alluring to many, so alluring that it draws them away from the 9-5 in search of more flexibility and opportunity. However, business owners quickly realize that they no longer work 8 hours a day, 5 days a week, they work 10, 12, 14 or 18 hours a day and 6-7 days a week! As their business grows, they are making more money but having a hard time keeping the business running due to the number of tasks that now land on their plate. This causes bottlenecks, dissatisfied clients and a life that revolves around work with little time for fun.

This is a major problem for business owners, Solopreneurs and Entrepreneurs. It causes overwhelm, stress and burnout. What is the solution? How do you overcome working 10+ hours a day and over 5 days a week? We will run through the 4 steps to running a more efficient small business that gives you the work/life balance you desire.

Step 1: Identify the Tasks

The first step is identifying the tasks you need to hand off and delegate. You can identify those tasks by reviewing these two blogs: “What is One-Hour of Your Time Worth.” and “Working On vs. Working In Your Business.” These two blogs give you an overview of how to choose the most important tasks. But to keep you from having to click off this blog, here are the tasks the majority of our clients choose:

  • We recommend choosing tasks that drain your time or energy first. Bookkeeping is an obvious first step since it takes hours every month and at tax time. But for you, that could be setting up meetings, booking travel or answering the phone to leads/prospects.
  • If you find that email or calendar management is adding up to an hour a day or more, that would be an easy task to delegate to a virtual Executive Assistant. (Your virtual EA is a part-time assistant or full-time assistant who is remote.) Delegating email and calendar management can save you over 20 hours a month!
  • Client and team onboarding. This process is usually done differently by every person on your team if there isn’t a clear process to follow. But our Business Managers create the process to save hours during onboarding and make it a consistent experience.
  • If you are having trouble identifying the tasks you should be handing off but know that you need help, book a call with our team for a free discovery call. This call alone can help you save hours in your week by utilizing a virtual support service and hiring a virtual Administrative Assistant.
Boosting Business Efficiency Infographic

Step 2: Create a Process

The second step is creating a process, standard operating procedure (SOP) or work instructions so you can delegate that task. Our Online Business Managers are experts at creating these steps so every task you delegate to a virtual Assistant or team member is clear and documented:

  • It’s not as easy as asking someone to task over a task for you. This usually ends with you feeling the need to do it again yourself since “they aren’t doing it how I would.” The truth is, no one will ever do it exactly the way you did, but you can create and refine a process that is close to or in many cases, better than how you’ve done it.
  • The goal is to create an efficient business with work instructions and processes for repeated tasks. This makes it simple to onboard new clients or staff and potentially sell the business at a higher evaluation down the road.

Step 3: Delegate

The third step is finding the right person to hand each task to. That could be a virtual Executive Assistant, Bookkeeper, Business Manager, Social Media Manager, Customer Service Representative, or Salesperson. Whether you are hiring for a new role or discovering the best person to delegate to, each process will be well documented and ready to be taken over.

Step 4: Training

The fourth step is having the right person in place to train your team members, whether they are virtual or in-person, on how to take over that task. After the training period, you should have freed up hours’ worth of tasks off your plate. Our Online Business Managers (OBM) have training as part of their process and job description. They created the process and understood it inside and out. If you would like to be hands off the training portion, the Business Manager can take over the whole process. For our clients, VEA’s OBM and virtual EA work in tandem during steps 3 and 4 to remove tasks and processes from their plate.

Conclusion

Every business owner’s goal is to be more efficient, profitable and working “on” their business, not as much “In” their business. They want to be doing tasks they enjoy and that generate revenue. If that sounds like where you want to be but can’t seem to get there with your current setup, book a discovery call with our team. In the initial call, we can discuss where you are at, where you want to be and how our experienced team can help you get there.

 

Derek Burbidge
Manager of Sales and Marketing

Why Your Business Needs a Virtual Executive Assistant

Why Your Business Needs a Virtual Executive Assistant

Before we even get into this, you might be asking yourself, what exactly is a Virtual Executive Assistant? The answer is simple! They are highly valuable and experienced team members that can access the necessary tools and data that a traditional in-office Executive Assistant does. Only remotely.

Before you argue that you need someone in-house to be able to truly get the job done, let me give you some insight into why your business needs a Virtual Executive Assistant.

A cup and a laptop on a table.

1. Your day is filled with monotonous tasks leaving you no room to focus on growth.

Your time is valuable. You are the head of your company. The visionary. The creator. Therefore, you need time to be in your Zone of Genius. To be able to grow your business to new heights. To be able to focus on the bigger picture, not the day-to-day tasks.

Common administrative tasks such as, booking meetings, answering emails, or even making travel arrangements, can be time-consuming, daunting, and ruin your creative flow. You don’t need to use up your energy with these tasks, a Virtual Executive Assistant can handle all of these with ease.

2. You know you need help but not enough for a full-time assistant.

Your business is growing but you don’t have a big enough workload to fill 8 hours of the day that a full-time assistant would require. You don’t want to pay someone to stare at a computer screen for 6 of the 8 hours in a typical workday and hiring a part-time employee is no easy task. It’s hard enough trying to find a full-time good fit these days. That pool gets even smaller when you are looking for a part-time person.

Most Virtual Executive Assistants work with multiple clients, so you get the expertise of a full-time employee that has worked with various executives for a variety of different organizations. But you only pay them for the time you need them.

3. You don’t have time to hire and train an employee.

Listing the job posting, sorting through thousands of unqualified resumes trying to find the diamond in the rough, interviewing multiple people only to have to do a second round and possibly lose your top candidate to another company because you didn’t have the time to offer them a position before they got scooped up by someone else. Sounds like a long, inefficient, and arduous process, doesn’t it?

VEA has a large team of Virtual Executive Assistants which means you don’t have to sort through a pile of resumes and take the time for monotonous interviews. We do it all for you. After our initial call we hand-match you to the best fit or let you interview between the top two we think will be a great fit for you and your business. No AI or “next up”, everything is done by our experienced Onboarding Concierge to make sure the fit is right for you.

VEA’s home base is in Calgary, Alberta, Canada but has contractors all over Canada to choose from. Virtual Executive Assistants in Calgary, Toronto, Vancouver or surrounding areas from coast to coast.

Each of our Virtual Executive Assistants has years of experience already and if there is something they need help with? Well, they also come with a whole support system ready to help. VEA can provide training on certain software, assist with problem-solving, and even provide a backup EA if needed.

4. You’re a creator, not an organizer.

Let’s face it, we are all built differently. It has been proven that many of us only operate on either the right side or the left side of our brains most of the time. This means if you are a creator, a designer, or an entrepreneur, you more than likely are not the most organized individual. If you happen to be an individual that is both, congratulations! You are an anomaly! But still, your time could be better spent than doing administrative tasks.

However, if you are more like other right-brain entrepreneurs, you may need some assistance with your organization and administrative tasks. Executive Assistants thrive on organization and structure. They are wired to take on the tasks that you may normally find a constant struggle. They love to help and make your life easier.

Conclusion

Bottom line: Virtual Executive Assistants can offer even more than most traditional EAs because having a whole team of support and resources constantly backing them up makes them an endless bucket of knowledge. Some that maybe even have a few organization tricks you never even thought to help streamline your processes helping eliminate time-wasting clerical errors.

Virtual EAs cost you nothing in equipment or office supplies. No need to pay for an office space for them and no need to provide traditional employee benefits because they come with their own. They are independent contractors that have already taken care of everything they need.

A clock with averlay text "Looking for more time to do what you love? Hire a Virtual EA."

So, is the question really, why your business needs a Virtual Executive Assistant or is it, how can you afford NOT to get a Virtual Executive Assistant?

If you are ready to join thousands of business owners that have already realized that Virtual Executive Assistants are a smart investment in your company’s future, give VEA a call today!

Derek Burbidge
Manager of Sales and Marketing