Growing a business requires solving problems. Every day, executives and leaders must wade through long to-do lists to keep their enterprises moving forward.
But doing everything alone is challenging (if not impossible). Organising schedules, returning client calls, and managing email inboxes is time-consuming.
What’s more, it also implies a significant opportunity cost. When executives are fiddling with their calendars, they are not thinking strategically or developing new business processes.
The trick here is to delegate these functions to a Virtual Assistant. These professionals can reduce stress and make daily schedules more manageable for C-suite members. Similarly, they can also drive revenue growth by helping leaders leverage their time more effectively.
How To Work With A Virtual Assistant?
So, how do you actually use a Virtual Assistant (VA) effectively? Here are some ideas:
Figure Out What You Need To Delegate
First, you want to figure out what you need to delegate. A Virtual Assistant can’t do everything, but they can be helpful for certain tasks, including:
- Receiving and replying to emails from various stakeholders
- Scheduling appointments
- Entering data into computer systems
- Arranging flights and hotel bookings
- Performing simple bookkeeping operations
- Managing online social media
Start by listing everything you need them to do for you. Then, choose a professional who can support you. Look for an individual who lists these skills on their CV.
Communicate What You Want Them To Do
Next, you’ll need to tell your Virtual Assistant what you want them to do through clear communication. Providing them with a single-sentence brief isn’t usually enough.
During communications with them, set the standards you expect. Show them previous styles you like so they have a template to work from.
Utilise your Virtual Assistant and don’t leave them without tasks to work on for you for weeks on end. Schedule regular calls and video meetings to check progress and discuss new objectives. Critically, keep them informed about your plans. Let them know of any changes to your itinerary or upcoming events you want to attend.
Give Them The Tools They Require
Virtual Assistants will already come equipped with laptops and software. However, providing them with your team’s productivity tools also helps.
Ensure they have solutions like Asana and Trello. If you use spreadsheets or Gantt charts, let them access these via the cloud. Virtual Assistants should have a birds-eye view of what everyone in your organisation is doing at any given moment to enable them to plan more effectively.
Phone conversations are okay for staying in touch, but Slack or other business messaging apps may serve you better. These let you communicate via text without sending emails.
Encourage And Nurture Your VA!
Lastly, take time to encourage and nurture your Virtual Assistant. Often, the longer you work together, the more effective they will become. Over time, they learn your systems, habits, preferences, and style.
If you can sustain them throughout this process, Virtual Assistants will respond by improving their approaches and designing new systems and methodologies to help you. These innovations can improve your performance even further, allowing you to do more in less time and focus on the things that matter most.
