Infopoint Virtual Solutions

How to Use a Virtual Assistant to Manage Your Business

Virtual AssistantKristin RumianComment
how you can use a virtual assistant to manage your business

Did you know that hiring an employee for simple tasks can cost a business over $54,000 a year?  This accounts for the time that an employee is on lunch, messing around on their computer, taking personal calls and not really being present while at work.  Hiring an employee costs so much in wages, benefits, overhead and supplies -- it's insane!  

Hiring a Virtual Assistant will cost you approximately $28,000 a year depending on how many hours you need and what tasks you'd like them to do for you.  That's a huge $26,000 savings per year for your business.  The best part about hiring a Virtual Assistant?  You don't have to pay for overhead, you don't have to pay for sick days or benefits and you don't have to pay for supplies.  All you pay for is the hours that the Virtual Assistant actively does work for you!

We work closely with you to ensure that you have the best experience with your Virtual Assistant and we make sure that your tasks are done quickly, efficiently and correctly!  We can cut hours from your work week and give you the freedom to spend time with your family, relaxing or taking care of essential business functions.  When you hire a Virtual Assistant you can rest easy knowing that your tasks are being taken care of.  

So how can you use a Virtual Assistant to help manage your business? Here are just a few tasks that we can handle for you however there are many more tasks besides the following that we can take on.  

Financial Tasks

Bookkeeping

Bookkeeping is a painstaking and tedious task for any business and hiring a bookkeeper could cost a business thousands of dollars.  A Virtual Assistant who is well versed in bookkeeping can help you to take care of these tasks just as a bookkeeper could but, in the long run, you will save money with a VA. 

A Virtual Assistant can help you:

  • Categorize daily expenses into labels and an easy-to-read format
  • Pay bills on time so you can keep your business running smoothly
  • Collect payments from clients
  • Keep track of your revenue that is coming in versus going out
  • Run weekly reports to let you know where your hard earned money is going
  • End of the month reconciliation - so you can make sure all of your books are up to date and organized!  We even send reports at the end of the month reviewing the month financially so you have a clear picture of your income and expenses.

 

Creating & Sending Invoices

Every service based business needs to create, send and keep track of invoices but sometimes this can be a nagging task that you don't personally want to do.  A Virtual Assistant can take charge and get this done for you in half the time!  We can create invoices for your clients, send the invoices and make sure those invoices get paid.  If they don't get paid within a certain amount of time we will be proactive and send a reminder e-mail and second invoice if necessary.  Let us chase down your client for their payment so you don't have to!


Onboarding

Interviewing

Interviewing potential employees can be something that most employers dread doing, trust me -- I've been there!  A Virtual Assistant can help with interviewing potential candidates over the phone or on Skype to weed out the candidates that may not be qualified enough for the position.  Why waste your time interviewing candidates that might not be a good fit for your company?  Let us do the hard work for you!

New Hire Information

Once you hire a new employee there are many forms and information packets that need to be sent out.  You run a busy business and shouldn't have to do that all on your own.  A Virtual Assistant can send any pertinent new hire information or forms out for you so you don't have to take time out of your busy job to do the smaller tasks.  We also will collect the forms from your new hires and either send them directly to you or file them in the cloud or collaboration tool. 

Employee Management

Keeping track of employee information is essential but sometimes difficult.  Since you have many other day-to-day tasks, information changes, new hires or those leaving your business may get lost in the shuffle of the other information you need to keep track of.  A Virtual Assistant can easily and quickly manage your employee database and information for you so you can ensure that everything is kept up to date.  


Social Media

Social Media Creation & Management

Social media is an essential part of marketing your business but it could also be a task that could slip through the cracks when you have so much else on your plate.  A Virtual Assistant can create, optimize and maintain your social media presence and networks on a daily basis -- it's our specialty!  We can ensure that your brand stays consistent and relevant on social media and can ensure that you're marketing to the right people!  We do extensive keyword research to make sure that we are using the best keywords and hashtags to market your business and have you be seen.  

Social Media Graphics

Did you know that social media posts with photos or graphics are more likely seen over a text post?  Most people are very visual and are attracted to anything that has a visual aspect to it so adding a photo or graphic to your social media posts every so often is important.  A Virtual Assistant can create customized graphics for your business and post them to your social media platforms for you!

Follower Engagement

Clients and customers want to know that there is a person behind your business or brand and engaging with your followers is the best way to do this!  A Virtual Assistant can assist with answering questions, initiating engagement and replying to relevant posts for you.  We can start a conversation or keep a conversation going to attract potential leads into your business!  Engaging with your audience is essential to social media marketing, let us do it for you!

Social Media Strategy

Does your business have a marketing plan?  What about a social media marketing plan or strategy?  If you don't have a marketing plan, social media marketing plan/strategy or think yours could use some revamping, contact us!  We can most definitely help you with planning out a social media strategy that will attract followers, attract potential leads and give you a great return on your investment.  We've worked with some high-name businesses in the past and our social media strategies have converted 30-40% of followers into paying customers or clients.  We have a great track record with conversions and social media success!

Social Media Reports

At the end of the month it's important to run a social media report to see how your efforts are paying off.  This can be something that business owners don't exactly know how to do or don't even have the time to do.  A Virtual Assistant can run those reports for you, compile them in an easy to understand e-mail for you and we can also compare the current month to the previous month.  This way, you will see how your social media efforts are paying off and we can see if there is anything that needs to be tweaked or changed in our strategy for your success!

Facebook Ads

Facebook ads are a great way to attract potential clients or customers to your FB page or website.  A Virtual Assistant (like Infopoint Virtual) will be able to create a great, eye catching ad that will draw those potential leads into your business.  We will make sure that your ad is hitting the right demographic and is optimized enough to be seen by the right people. 


Content Management

Blog Posts

Every business needs a blog.  That's definitely one of the most important things that I tell each and every one of my clients.  One of the most common things I hear from clients is, "I don't have time to create content for a blog."  Well, that's where a Virtual Assistant comes in!  Virtual Assistants can create relevant, informative and entertaining posts for your blog so you can stay consistent.  We can compile a list of blog post ideas for you, we can research the topics at hand and create content that will wow your audience.  

Content Marketing & Optimization

If you already have blog posts but aren't getting the visibility you'd like, chances are your posts aren't optimized correctly to be seen in the search results.  A Virtual Assistant can review your content and optimize the heck out of it so your post will be picked up in the search results.  This will allow more people to see your blog posts, learn more about your brand and potentially turn into paying customers.  Optimization is our specialty!


Organizational Tasks

Calendar Management

Who has time to manage their calendar when they have other important tasks to take care of?  This is one of the most common things I see amongst clients that I work with.  They don't have time to continue to manage their calendar and it gets pushed aside.  The worst thing that could happen is forgetting to record an appointment on your calendar or recording your appointment on the wrong day/time.  It happens more frequently than you'd like to think!  Don't let this happen to you and delegate your calendar management to a Virtual Assistant.  A Virtual Assistant can set appointments for you, reschedule appointments for you and ensure that your calendar is up to date.  We can also e-mail or text you an upcoming appointment reminder so you never miss an appointment again!

E-Mail Management

Ugh, e-mail...We get thousands of e-mails everyday whether it be an advertisement, newsletter, invoice, client e-mail, customer service e-mail or order confirmation.  There are so many e-mails that clog up our inbox on the daily that sometimes we miss important e-mails that we need to address.  Don't let this happen to you!  A Virtual Assistant can take control of your e-mail inbox so you will be able to see the most important e-mails.  We specialize in inbox organization and making sure that you don't have to delete those pesky unimportant e-mails on your own.  Did you know that on the average we spend 2-3 hours a day in our inbox?  We can cut that more than in half so you only have to spend time on the e-mails that are most important to you and your business.

Managing Customer Database

Just like managing an employee database, managing your customer database is equally important.  You want to ensure that all of their information is up to date and that's where we come in!  A Virtual Assistant can help to manage your entire customer database so you can rest easy knowing that all of the information and notes in your database are current and completely up to date! 

The tasks above aren't all of the tasks that a Virtual Assistant can handle to manage your business and keep you organized.  We can do a multitude of tasks that aren't even listed above.  If you need help in your business and want to hire a Virtual Assistant please schedule a free consultation call with Infopoint Virtual.  We can help you keep your business organized and take on those tasks that you just don't have the time for!