3 Tips to Improve Delegation to Your Virtual Assistant

When working with a Virtual Assistant, delegation is just as important as communication. Knowing what and how to delegate is the key to a successful Virtual Assistant – Client relationship. Ensure to allow your Virtual Assistant enough time to complete your tasks and or projects. Keep in mind that your VA has other clients, providing your Virtual Assistant with enough notice allows him / her to complete your request without rushing through the work. However; we understand there are times when providing enough notice is just not possible; during those instances be sure to personal speak with your VA to ensure she / he has the time and capacity to take on your last-minute request.

3 Tips to Improve Delegation to Your Virtual Assistant

Virtual Assistant Atlanta - To do List

  1. Before you begin your week make a list of the tasks and or projects you need completed. After you’ve completed your list, go back over it and add the priority using the 1,2,3 system with 1 being the highest and 3 being the lowest. After prioritizing the list check mark all the tasks that can be handled by your virtual assistant.
  2. Assign the check marked tasks to your Virtual Assistant using whatever system your VA has in place for receiving your new tasks. Next to each task include the task due date, this allows the Virtual Assistant to plan their workday / week accordingly. Follow up with your virtual assistant to see if she / he has any questions about the tasks / projects you’ve assigned.
  3. Respond on time to requests from your virtual assistant for information needed to complete your task. If your VA has to track you down because you are no-responsive to their emails and phones, your task may not be completed by your due date. Remember to keep communication open; if you’re an attorney in court all day or a business coach with back to back appointments and little time to talk create a form of communication just for your VA. Text messaging, instant messaging or emails work great for keeping lines of communication open.

These 3 tips help our clients delegate their tasks to us. Our Virtual Assistants use Basecamp, Email, Text Messaging and Instant Messaging (Skype, Google Chat, Etc) to communicate with our clients. How do you prefer to communicate with your VA?

Top 5 Reasons to Hire a Virtual Assistant to Answer Your Calls

Have you never been interested in a product or service you saw online only to call and receive that businesses or persons voicemail? That happened to me recently when I was searching for someone to come and repair my washing machine. I searched for and Telephone Answering Serviceslocated several service providers online, called them up and received their voice mails and even received a message stating the voice mailbox was full. I wonder if those service providers know that missed calls lead to missed opportunities and missed opportunities lead to missed revenue. If you are the owner of a small business or a solo-entrepreneur answering your own calls below are the top 5 reasons you may want to hire Virtual Assistant Service answer your business calls.

 

Top 5 Reasons to Hire a Virtual Assistant to Answer Your Calls

1) Missed Opportunities - The # 1 reason to have your phones answered by a Virtual Assistant is so that you never miss a call. When someone is calling your business 9 times out of 10, they want something from you. It could be information about a service or product you offer that could then turn into a sale. Uniquely Coordinated Virtual Assistants provides telephone answering services to ensure our clients calls never go unanswered.

2) Appointment / Lead Based Businesses - If your revenue is based on leads and or capturing appointments missing a call is not an option for you. Partnering with a Virtual Assistant to answer your calls is sure to increase your bottom line. Unlike the a traditional Telephone Answering Service, our Virtual Assistants answer our client’s calls and schedule appointments using the calendar or appointment setting software of their choice.

3) Improve Customer Service - Customer Service should be at the front lines of every business. When customers choose your business over all the others available to them, they deserve nothing but the best. Being a solo entrepreneur and small-business owner it can be hard to ensure that every call is answered timely and that every customer is greeted and treated with the special care they deserve. Outsourcing your telephone answering services to a Virtual Assistant Service not only insures your calls are answered but that your customers receive personalized attention, something large seat call center telephone answering services cannot provide.

4) Save Money - Having an in-house receptionist dedicated to answering your incoming calls may not be overly costly in itself, but when that receptionist has to take her annual vacation, have those unpredictable sick days due to illness the cost starts to add up. Hiring a Virtual Assistant Service to handle your telephone answering needs will save you money on training, vacation and sick time not to mention all those tax-related cost. Our telephone answering services are provided in packaged hours so you only paying for the amount of time you need.

4) Professional Appearance - As a small-business owner your brand is a very important part of your business. When building your brand you always want to keep a professional image on the inside as well as the outside of your business. Having your business calls answered professionally by a virtual assistant will give your company the feel of a corporation on a small business budget.

PS I finally located a washing machine repair company to come out and look at my washer. Unfortunately, it cannot be repaired, but the good news is that I went appliance shopping and purchased a new model with loads of features I cannot wait to try. :-)

Small Businesses Benefit from Using Virtual Assistant Services

There are so many benefits small businesses and solo-entrepreneurs can gain from working with a Virtual Assistant Service, the possibilities are endless. Thanks to technology just about any task and or project can be outsourced to a Virtual Assistant for handling. We’ve listed a few of many benefits our clients say they can no longer live without.

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Small Businesses Benefit from Using Virtual Assistant Services

Email Management - Checking emails are necessary but can also be very time consuming. When small-business owners and solo-entrepreneurs outsource the task of email management to a Virtual Assistant, it allows them more time to be focused on their core business tasks. Your Virtual Assistants at Uniquely Coordinated, LLC will check and respond to your emails in a timely manner.

Telephone Answering - A missed telephone call could equal a missed opportunity for a solo-entrepreneurs and or small-business owners. Allowing a Virtual Assistant to answer and field your incoming calls will not only provide your business with a professional appearance, it will also ensure your incoming telephones calls are handled and your customer’s inquiries and concerns are met.

Appointment Setting - When customers, clients and or patients call to schedule an appointment the last thing they want to do is leave a message on an answering machine or speak with a someone who will only take a message. Uniquely Coordinated Virtual Assistants provides telephone answering services that will not only answer your incoming calls. Our virtual assistants also work within our clients scheduling systems and calendars to schedule their appointments timely and efficiently.

Calendar Management - Managing your business and personal calendars can be a challenge. Our Virtual Assistants will coordinate your events, appointments, meetings, family activities, etc. and ensure you never miss another deadline. Uniquely Coordinated Virtual Assistant’s calendar management service also includes reminders via email, text message and live call.

Data Entry - Whether it’s a spreadsheet or CRM system, data entry is tedious and time consuming. Small-business owners and solo-entrepreneurs should not waste their valuable time doing tasks that are not revenue generating. Outsourcing all data entry tasks and projects to Uniquely Coordinated Virtual Assistant saves our clients time and money.

3 Tips to Using a Virtual Assistant Service

Hiring a Virtual Assistant is the best thing any business owner or solo entrepreneur can do for themselves and their business. The partnership you will have with a Virtual Assistant is a smart business move that will not only save you time, it will save you money. To reap the full benefits of  a Virtual Assistant Service it’s important to utilize the services effectively. A good VA will assist you in the process and teach you the best way to assign your tasks and or projects. Below I have outlined three tips to using a Virtual Assistant Service.

Clear and Open Communication

Being able to communicate with your Virtual Assistant is vital to the relationship. Feel free to share your goals and what you expect to gain from your relationship. You’ll also want to explain your business model and provide your Virtual Assistant with as much information as possible about your business’s strengths and weaknesses. Think of your VA as your business partner, our # 1 priority is for you and your business to succeed.

Assigning Tasks and Projects

When assigning tasks and or projects to your Virtual Assistant provide all necessary information for the task and or project to be completed with little to no assistance from you. Additionally, you’ll want to ensure you provide your Virtual Assistant with enough time to complete your requests. We suggest our clients start their week off with creating a task list for upcoming projects. This allows your Virtual Assistant the time to complete your tasks efficiently, and you get more things off your plate. Now that’s a WIN WIN!

Understand the Virtual Culture

Hiring a Virtual Assistant to replace your Administrative Assistant will require a shift in the way work with an assistant as will as a shift in your mindset. Virtual Assistants work from a remote location so much of your communication with your VA will be by phone, email and or Skype. However, not to worry, technology has made it very convenient to outsource much of your office’s administrative support to Virtual Assistants who are experienced and more than capable of handling your day to day tasks and projects. It may take a little time to get used to the idea of having your assistant in a different office and or state. We can assure you Uniquely Coordinated’s Virtual Assistants will make the transition effortless.

Top 3 Reasons Small Businesses Fail

Starting a small business is exciting, the idea of financial freedom is very appealing to everyone deciding to step out of their own. Many entrepreneurs go into business ownership very energized and within 1-2 years, their attempts for business ownership fail. Over the years we have witnessed, several entrepreneurs pursue their dreams only for them to be short-lived due to various reasons. Here’s a look at the top three reasons small businesses fail.

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# 1 Wrong Reasons

Starting a business to get rich quick will be unfulfilled and leave the business owner with wasted time and money. Before starting a small business think about your passions and be sure that they align with your business. Does the business you’re starting to give something of value that others will want to pay you for? Are you driven and determined enough to overcome any obstacles you may face?

#2 Poor Planning

Many people start businesses without having a plan. It is impossible to succeed in business without knowing who your customers, where they are and how to market your products and or services to them. Before starting a new business do the work, research your industry, get to know your customer base as well as your competition and know your goals and how you plan to achieve them.

# 2 Going At It Alone

Small-business owners try to handle every aspect of their growing businesses, which does not allow them the time needed to focus on generating revenue. By outsourcing business tasks that are necessary but not revenue generating, business owners will have more time to close sales and increase the overall revenue.

Please visit our website at www.uniquelycoordinated.com for more information on how we can assist you with your business.

5 Tasks You Can Assign to a Virtual Assistant

Virtual Assistant Services

These days many small businesses and solo-entrepreneurs are using virtual assistants to help them with those day-to-day tasks that need attention. Virtual assistants can help you with just about anything; here are a few tasks we help our clients with:

  1. Manage Emails - Checking and responding to emails is time-consuming task. Many emails need you to take an action which can leave you checking emails and completing tasks for hours. A virtual assistant can help you by checking your emails at various times throughout the day and responding to them according to your instructions.
  2. Answer Calls – Small businesses and solo-entrepreneurs find it hard to answer all their business calls. We all know a missed call can lead to missed opportunities. A virtual assistant can answer your calls, take messages and deliver them to you by way of email, text message or fax. A virtual assistant can even screen and transfer those important calls directly to you know matter where you are.
  3. Appointment Setting – If you’re a solo-entrepreneur running a business that requires your customers to schedule appointments to receive your services; a virtual assistant is the perfect solution to your appointment setting needs. Your virtual assistant can receive inbound calls and make outbound calls to schedule your appointments.
  4. Update Website – Many small business owners do not have access to their own websites because they do not know how to make changes and or update content, photos and videos. A virtual assistant can manage your website to make needed changes and update information as often as you like without the hassle of going through your very busy web developer.
  5. Manage Social Media - Social Media is a living breathing part of your business. Busy business owners can not keep up with all the changing trends. A virtual assistant can make sure all your social media platforms are not only updated daily but that there are also interactions and feedback.

Are you using a virtual assistant to help you with your business? What tasks do you assign to your virtual assistant? We would love to hear from you, please leave your comments below.

Setting and Accomplishing New Goals

Reaching Your Goal

Some goals may seem so big that you feel overwhelmed and get scared so you do nothing at all. Which leaves many of us feeling unaccomplished.

Here are seven steps to get you moving:

1) You Have to Believe – Before you can carry out anything you first have to believe in yourself. We all are capable of amazing things! You already have everything you need inside of you to accomplish whatever your heart desires. Remember, if you don’t believe in you who else will?

2) Break it Down – Break down your large goals into several small tasks. Do this by writing your goal at the top a paper underneath it add a list of the tasks you will need to complete in order to accomplish your goal.

3) Due Dates – Set reasonable due dates for your tasks and add them to a calendar with a few reminders in between. If you miss a due date don’t beat yourself up about it just reschedule the task for a later date.

4) Do the Work – Those tasks will not get completed on their own, you have to do what is necessary to get them done.

5) Ask for Help – Don’t be afraid to ask for help when you need it. Reach out to a trusted friend or family member for help or hire a virtual assistant.

6) Celebrate – After completing all your tasks for that specific goal celebrate your accomplishments and mark it as a milestone.

7) Start working on your next goal by repeating these same steps! Time to start setting those goals! There’s nothing to it but to DO IT!

Please leave a comment below, I would love to hear about your goals for 2014 and how you plan on achieving them. Have a very productive and prosperous New Year!