what is a virtual assistant? Daydreaming

What is a Virtual Assistant?

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by

Taskmaster Lee C
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Contents

Virtual Assistant (VA) – Also known as a Virtual Office Assistant

A virtual assistant (VA) is a professional contracted by a company, often on a freelance basis, to provide remote administrative services, typically from a home office. This arrangement offers significant benefits to businesses, allowing them to access specialised talent as needed, with flexibility. It reduces the need for permanent hires, saving both time and money, making the virtual assistant market an attractive option for employers.

If you’ve been wondering what a virtual assistant is, you might be considering how one can help streamline your business operations, offer your business a more cost effective solution to hiring in-house cost-effective staff or you might be looking for specific tools, platforms or comparisons between hiring a human or using an AI one.

Let’s break it down:

What does a virtual assistant do?

Here’s a list of common virtual assistant services on offer.

Administration

Email management

Calendar organising

Appointment and meeting scheduling

Document preparation

File organisation

Data entry and record-keeping

Personal errands

Transcription

Communication

Phone call management

Customer service support 

Client enquiry management

Chat or text based responses

Online reputation management

Travel and Events

Travel bookings

Event and itinerary coordination

Venue, destination or supplier research

Financial

Bookkeeping and invoice management 

Expenses and budget tracking

Payroll support

Content

Blog or article writing and editing

Social media account and campaign management

Digital content creation and curation Graphic design or image editing

Marketing

Market research 

Promotional material management

Email marketing campaigning

SEO optimisation

Paid advertising management

Technical

Website management

Online store management

Virtual and video call set up Data research and analysis

CRM setup and management

Database updates

Specialist

Software expertise

Project management

Each VA will bring a unique set of skills, allowing them to cater to the specific needs and demands of different businesses. A virtual assistant (VA) will manage tasks like administration, communication, travel planning, content creation, and technical support, adapting to client needs and learning new skills as required.

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Virtual assistants take on tasks based on their expertise or may be asked to develop new ones based on the needs of the client or company they support. Some virtual assistants specialise in niche areas such as graphic design, SEO, blog writing, internet marketing, and more. Each VA brings a unique set of skills, allowing them to cater to the specific needs and demands of different businesses. This specialisation enables businesses to access targeted expertise without the need for in-house hires, making it easier to find a VA whose strengths align perfectly with their goals.

Pros and cons of a virtual assistant.

The Pros

Service

Human virtual assistants provide companies with access to a wide range of administrative, technical, or creative services.

Scalability

Virtual assistants allow companies to adapt swiftly to business demands.

Expertise

Human VA’s are particularly valuable for tasks that require creativity, judgment, or interpersonal interaction.

Global

Companies can employ professionals from all around the world quite often at competitive rates compared to in country resources.

Savings

Unless directly employed by the client, they allow businesses to access specialised skills and support without the costs associated with traditional employees, such as income tax, national insurance, or in work benefits.

Pros and cons of a virtual assistant.

The Pros

Communication

Remote working can lend itself to misunderstandings and delays, especially if there are time zones and language barriers involved.

Transparency

It can be more difficult to monitor the quality of work.

Context

VA’s may struggle to understand your company, industry and brand.

Security

Sharing passwords and sensitive information increases business risk.

Availability

VA’s may not always be available when you want.

What is an AI virtual assistant?

An AI virtual assistant, is a piece of intelligent software designed to assist with tasks like managing data, automating workflows, and interacting with apps or devices.

However, while AI is a powerful tool, it does have its downsides. It can be frustrating when voice assistants fail to understand commands, and AI lacks the nuance, empathy, and judgment required for more complex or personalised tasks. If your task needs involve in-depth expertise, emotional understanding, or niche-specific decision-making, a human VA is often the better choice. Best of all is to combine the two – Now you can really power up your workflow.

What’s the difference between an AI and a human virtual assistant?

An AI virtual assistant can’t physically make you a cup of tea, but it can:

  1. Order the items you need to make a cup of tea.
  2. Research and relay the history of tea.
  3. Suggest the best quality tea to buy.
  4. Provide detailed brewing instructions.
  5. AI can even generate a poem about tea to share with your contacts

— and this is all through its ability to integrate with apps and automation tools.

Virtual assistant AI.

What are the advantages?

Energy

Reduces mental strain by streamlining complex tasks.

Flexibility

AI operates around the clock.

Speed

Can quickly process, summarize, and deliver key information from large volumes of text.

Affordability

It’s generally cost-effective depending on the platform and use case.

Accuracy

There’s no risk of human error in repetitive tasks.

What are the dis-advantages of using an AI virtual assistant?

Frustration

It can be annoying when voice assistants misinterpret commands.

Skills

Lacks the emotional intelligence and judgment needed for complex or personalised tasks.

Understanding

Struggles with multi-step instructions, leading to errors.

Quality

AI’s effectiveness is limited by the quality of the data it’s trained on, which could be inaccurate.

Security

Data security is a concern, as it may not always be fully protected.

Adaptability

AI can struggle when faced with the unexpected.

Virtual assistant skills

“Hire for attitude, train for skill.” This quote, attributed to figures like Peter Schutz, Herb Kelleher, and Simon Sinek, resonates deeply with me. While the exact origin may be debatable, its truth is undeniable. I can personally attest to its validity, especially when hiring new staff.

Skills can be acquired, but attitude? That’s innate. So, when reflecting on this principle, start by considering yourself: What do you have the attitude for?

For some, managing inboxes has never been, and will never be, their thing. Others may be fine with inboxes but prefer to focus their energy elsewhere. In both cases, the attitude for the task is missing. Rather than draining energy on something you lack passion for, a good leader delegates effectively.

If you’re considering hiring a virtual assistant, here’s a list of common skills they can bring to your team.

Skills of a virtual assistant.

What are the skills of a virtual assistant? When hiring a virtual assistant, you can expect them to possess a mix of basic and specialised skills. On the basic side, they should be proficient in operating a computer and handling general administrative tasks. Beyond that, their advanced skills will vary based on your specific needs and their areas of expertise. Here’s a list of the most common virtual assistant skills you can typically rely on.

Reliability

No child will accept Christmas a week late, and neither should you. Just like Santa, your VA needs to show up as expected, every time.

Organisation

There’s being a hot mess and then there’s being paid not to be. Your VA, while human, should exude organisation and be on it like a car bonnet.

Communication

A VA should be an expert communicator—someone who makes you feel heard, keeps you in the loop, and answers your questions before you even ask.

Time Management

On time, every time—if not earlier. A great VA juggles multiple tasks seamlessly, without compromise.

Tech-Savviness and Research Skills

Your VA should navigate computers, apps, and the web with ease, leveraging research skills to your advantage.

Writing Skills

They might not have a PhD in English, but your VA should write clearly and professionally, ensuring their messages are understood.

Desire to Learn

A good VA grows with you. Whether it’s learning new systems or mastering new apps, their willingness to learn should be evident from the start.

Adaptability

Ever tried implementing a new system only to be met with resistance? A great VA embraces change with an open mind and appetite for new ways of working.

Problem Solving

A proactive VA will think ahead and resolve issues without constant input from you and will save you years of stress. Trust them, and let them fly.

Attention to Detail

Some people have it; others are like chocolate fire guards—useless. A VA with an eye for detail will save you from costly mistakes, like misprinted marketing materials.

Customer Service

Empathy and a genuine desire to help can’t be taught. A VA who embodies these qualities will enhance your business’s reputation.

Creativity

Whether it’s designing web content or marketing materials, a creative VA can bring fresh ideas to the table.

Resourcefulness

When the proverbial hits the fan, you’ll want a VA who can dig deep, adapt, and find solutions under pressure.

Critical Thinking

To scale your business, you need someone who can help you analyse data, think strategically, and help drive progress.

Decision Making

A confident VA makes well-informed decisions based on sound reasoning, freeing you to focus on the bigger picture.

Self-Motivation

If your VA isn’t self-driven, don’t bother. You need someone who takes initiative without constant oversight.

Confidentiality

Your VA will likely have access to sensitive information. Protect your business with confidentiality agreements—they’re a must.

A great virtual assistant (VA) combines reliability, organisation, communication, and tech-savviness with adaptability and problem-solving skills. Key traits include self-motivation, confidentiality, and a desire to learn. By excelling in critical thinking and creativity, a skilled VA can support business growth and ensure smooth operations.

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Why you need a virtual assistant.

Feeling overwhelmed? That’s why you need a virtual assistant. From entrepreneurs to busy professionals, who needs a virtual assistant? Well, anyone ready to save time and focus on what matters. Still, asking, why do I need a virtual assistant? Here are a few signs it might be time to get some virtual assistance.

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Things are starting to run away from you.

  • You’re firefighting rather than staying ahead.
  • You’re overwhelmed and struggling to come up with a more efficient way of working.
  • Your head is spinning, and you’re having trouble keeping track of important deadlines.
  • You’re juggling so many tasks that nothing gets completed on time.
  • There’s a lack of systems, processes, or proper onboarding causing inefficiency.

You procrastinate on tasks you find unenjoyable or non-urgent.

  • You have many skills, but not all the skills needed to manage your business effectively.
  • Some tasks are kicked down the road, only dealt with when they become urgent or impactful.

You’re feeling overwhelmed and burned out.

  • The pile of tasks is too much to handle, leading to stress and burnout.
  • You dread checking your inbox because of all the unanswered emails and missed calls.
  • Important dates are missed, and communication with clients is inconsistent or delayed.
  • You’re drinking too much coffee and struggling to sleep.
  • Your stress levels are sky-high, and you’re working late into the night or over the weekend.
  • Your work-life balance is in jeopardy.
  • The day-to-day grunt work has taken over
  • You’re bored and frustrated with the mundane tasks.
  • You feel stuck in the low-value tasks, which take away time from strategic planning and growing your business.
  • There’s no time left for activities that move the business forward.

You struggle to delegate and can’t trust others.

  • Even though you’re unhappy with how things are going, you can’t bring yourself to delegate.
  • Small business owners often struggle with trusting others to handle even mundane tasks.

Your business is being held back.

  • While stuck in the daily grind, you’re missing out on larger opportunities.
  • You’re not focused on your core skills and passions.
  • Even though your business is growing, you’re struggling to keep up.
  • You’re falling behind on industry trends, technological advancements, and professional development.

Your clients are becoming dissatisfied.

  • As your business grows, your clients’ demands become larger and more complex and you’re struggling to keep up.
  • Without additional help, clients are starting to express dissatisfaction with the attention and service they’re receiving.

The benefits of a virtual assistant.

If you’ve realised you may need a virtual assistant, the benefits of hiring a virtual assistant are game-changing. From flexibility and efficiency to complementary skills, the benefits of working with a virtual assistant can transform how you manage your time and business. You can expect to find that:

  • Things start to become manageable
  • You start enjoying your business again
  • You are less overwhelmed and happier
  • You spend more time on high value tasks that help drive your business forward
  • You trust in the team you have around you
  • You are able to focus on scaling your business
  • You increase the agility of your business
  • You have confidence you can serve your clients well
  • You claim back time in your day
  • You have access to a wide talent pool without making multiple hires
  • You gain specialised expertise on demand
  • Your work life balance is better
  • Your customer service is improved
  • Your clients are satisfied

This is all in addition to saving money by:

  • Delegating the low value tasks in exchange for focusing on the higher value ones.
  • Reducing in-house staffing costs and paying only for the tasks you need, thus reduce expenses.

These savings can then be reinvested into growing your business while increasing productivity.

Remote working management. How to work with a virtual assistant.

Learning how to work with a virtual assistant can revolutionise your productivity. This guide will show you how to use a virtual assistant effectively, how to manage a virtual assistant, and how to implement strong remote working management strategies for maximum impact.

Briefing

A VA will usually take instructions through various communication channels such as email, phone, video calls through agents such as Zoom or via collaborative platforms like Slack or specialised work operating system such as Monday.com. Whichever method you use, ensure to keep yours and your VA’s comms in working hours and keep comms platforms as separate as possible. If you’re a fan of instant messages, ensure you’re using one that allows you to separate work and personal life because nobody enjoys getting work WhatsApp on a Friday night because the sender didn’t want to forget to say something.

Clarity

It goes without saying that you get out what you put in. If your briefs and timelines to your VA are vague, your files are poorly filed and labelled, don’t expect a quick or cheap result. A good VA will squeeze everything they need from you to do the job but you will be charged accordingly for their time. You may even consider employing your VA to get all of those files under control which will save them time and you money in the future because oftentimes it’s worth the pain to get things organised than it is to continue with something that is inefficient.

File sharing

Once briefed, files and any accompanying information can be shared between the VA and client side via a file sharing platform like Dropbox or Google Drive or from within integrated work management tools like Asana or Trello or a CRM platform such as Salesforce.

Security

For specific tasks in web based applications, VA’s will need login credentials as well as permissions to administrate on those platforms. Here you’ll want to find a suitable way of sharing passwords safely e.g. LastPass to protect any sensitive data and probably take a review of your overall password company security which is probably the name of your first born or your pet and applies to everything.

Updates

Checking in with your VA is just as important as checking in with any one member of your team, especially if the project is specific or complex. Even if they come back to say, everything is on track you should expect to meet with them at the end or mid-term of each key project stage.

Collaborative integration

If you’re not already utilising a collaborative platform that can help supercharge the way you work, now is the time to think about it. For a relatively small cost you can seamlessly integrate your VA into your business which will make you both more connected, make their work more transparent and essentially make you feel like they are a key part of your team.

Hiring a virtual assistant.

Looking to hire a virtual assistant? Whether you’re asking “How do I hire a virtual assistant?” or specifically want to hire a virtual assistant in the UK, it’s essential to know the key steps. This guide will help you understand how to hire a good virtual assistant and find the right fit for your needs.

1

DECIDE

Determine what you want them to do

Make a detailed list of tasks you don’t enjoy or lack the expertise to handle effectively.

2

DEFINE

Understand how much time these tasks take

Track the time spent on each task using a timer or productivity tool for an accurate assessment.

3

CALCULATE

Work out the cost of outsourcing

Multiply the total hours spent on these tasks by the value of your time to your business.

4

BUDGET

Set a budget for the role

Decide what you’re willing to pay based on what these tasks cost your business and the value of freeing up your time.

5

ADVERTISE

Create a detailed job description

Include specifics about the role, responsibilities, preferred working arrangement and mention any tools or software they’ll need experience with.

6

REVIEW

Evaluate candidates carefully

Look for candidates whose skills align with your needs. Consider their range of expertise and how they fit with your long-term goals aiming for versatility to minimise the need for multiple hires.

7

INTERVIEW

Find the right fit

Beyond skills, assess whether the candidate matches your team culture and communication style.

8

CONTRACT

Set clear terms

Draft a basic agreement outlining scope, payment terms, confidentiality, and expectations.

9

TRIAL

Start with something small

Use this time to evaluate performance and adjust the working relationship before committing long-term.

10

ONBOARD

Set them up for success

  • Provide clear instructions and access to tools or information they need.
  • Train them on any relevant software or processes.
  • Establish a communication plan.
  • Use tools like Slack or Zoom for collaboration.
  • Regularly check in to ensure alignment and address concerns early.

11

ASSESS

Assess and provide feedback

Schedule periodic performance reviews to evaluate progress and ensure expectations are being met.

Use these opportunities to refine their role, discuss new goals, or expand responsibilities if they’re excelling.

12

FINALLY

Enjoy the benefits

Hiring a virtual assistant can be a game-changer for your business and productivity. By following these steps, you’ll not only free up time to focus on high-value activities but also build a strong, lasting partnership with a team member who helps you achieve your goals.

The routes to access a virtual assistant (VA) are extensive. This can be confusing for someone starting their search for the right resources to meet their needs.

Where can I find a virtual assistant?

If you’re wondering where to find a virtual assistant, there are many ways to source one. Depending on your needs, you can find a virtual assistant through various platforms and services. Specialist websites offer a wide range of virtual assistants specialising in tasks such as administrative support, social media management, or customer service. If you’re looking for AI-powered virtual assistants, tools like ChatGPT, Google Assistant, or Siri can help with scheduling, research, and more however let’s break down the virtual assistant market for clarity.

How to find a virtual assistant.

Virtual assistants can be contracted by businesses in a variety of ways.

Self-employed virtual assistants may …

1

Own a business and website

Independent VA’s managing their own branding, acquisition and operations offering a unique skill set based on experience.

2

Advertise via resource platforms

Independent VA’s using resource platforms. E.g Fiverr, PeoplePerHour offering simple tasks that require little communication.

3

Advertise via work platforms

Independent VA’s using work platforms. E.g. Upwork, Toptal offering specific skills where collaboration is often needed.

4

Operate under franchise

VA’s operating semi-independently within franchise systems and policies in favour of hassle-free marketing and branding.

5

Work under agency contract

VA’s subcontracted by agencies to provide specific services to its clients as part of a bank of VA’s on offer.

6

Collaborate within a VA network

Groups of independent VA’s working together informally, sharing clients, tasks, and resources without forming a formal agency.

Employed virtual assistants are …

1

Employed directly by an agency

VA’s employed as full-time or part-time employees of an agency and receive a salary or wages.

2

In-house VAs working for specific companies

VA’s employed directly by a company but work remotely, often as part of a companies internal team.

Hybrid VA’s are …

1

Subscription-based VA’s

VA’s working for platforms like Fancy Hands or Zirtual. Clients subscribe to a monthly service and tasks are assigned to a bank of VAs. 

2

Hybrid freelancer virtual assistants

VAs juggling independent contracts with direct clients whilst also subcontracting work for agencies or other VAs or whilst being employed part – time.

The routes to access a virtual assistant (VA) are extensive. This can be confusing for someone starting their search for the right resources to meet their needs.

🌟 Taskmaster Lee C is here to help your business thrive! 🌟
With a wide range of skills to streamline your tasks and free up your time, I’m ready to make a real difference for your business.

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