Reasons to Hire a Virtual Secretary For Your Business

It is no secret that the importance of a Virtual Secretary has grown over the years. But why do you need one and how do they help your business?

In this article, we will talk about the top reasons to hire a Virtual Secretary and how they help you expand your business.

They help reduce costs

Most start-ups and entrepreneurs take help from virtual secretaries to reduce their overhead costs. Instead of hiring a full-time resource to do a small task, you can always take help from a virtual assistant to do that for you. They usually charge on the hourly basis or task basis. Moreover, you will only have to pay them for the work they have done.

Moreover, since they are working remotely, you don’t have to pay overhead costs such as infrastructure, laptop, internet etc.

But most importantly, these are trained individuals so you can save money on training costs as well. It goes without saying that when you hire a fresher, you will have to invest time and money to train them for various aspects of your job. However, a virtual assistant is an expert in the tasks assigned to them and will be able to finish them for you in lower costs and timelines.

Outsource non-core competencies to increase productivity

One of the most noted benefits of hiring virtual secretaries is that it allows businesses to focus on their core competencies. How? Let’s explain with an example.

Companies are not only dealing with core tasks on daily basis but also non-core activities like sending emails, newsletters, handling customer queries, internet research, schedule and modify appointments, data entry etc.

Even though these tasks are necessary, they do not contribute to your business success or growth. Using your in-house team to carry out these tasks is a waste of time and resources, the time they could have used to deal with real customers.

However, by outsourcing these non-core activities to a virtual secretary, you don’t have to worry about handling them in-house anymore. This allows you to invest more time and resources into tasks that help increase productivity and efficiency.

Helps you scale your business operations

You can also scale your business operations quickly with the help of a virtual assistant.

If you are projecting increasing work demands, you can easily hire these professionals on project-to-project basis and avoid the expensive and time-consuming process of recruitment.

Offer round-the-clock service

You no longer have to worry about dealing with needs and requirements of customers who are in a different time zone. If you have customers all across the world, then you can benefit from a virtual assistant by providing them with 24/7 support service.

Since these assistants are based remotely, you can hire them to cater to different time zones.

There are many such benefits of using a virtual assistant that makes them an indispensable part of the service sector.

5 Benefits of Hiring a Virtual Assistant

Virtual Assistant

Who is a Virtual Assistant?

A Virtual Assistant is an independent person that supports your business by taking care of your administrative and operations. They are in great demand by small business owners and other online businesses. It is difficult to handle all the departments of business all by yourself. If you have just started with your business, you might like the initial excitement of other jobs like administration, finance, operations and sending out a newsletter to your clients. But, with time, you will find it difficult to handle these mundane jobs. This will make you focus less on your core business tasks. But, when you hire a virtual assistant, he will take up these departments so you can give your full time to expanding your business. A virtual assistant is helpful in many ways, and he will leave you stress-free and give you the much-needed peace of mind.

Virtual Assistant

1.Say Goodbye to the Mundane Tasks

When you hire a virtual assistant for your business, you have invested more time into your business. You don’t have to do the day-to-day tasks like data entry, administrative issues, email management and managing people. The virtual assistant will take care of these tasks for you while you take care of your business. They are well trained in handling these types of tasks and will do a good job for you. Meanwhile, you can very much relax and think of ideas to grow your business.

2.You Spend More Time with your Family

A virtual assistant is hired to take on the daily tasks of the business. When this happens, you get more time off. You can spend some valuable time with your family, and it gets easier to manage time. A virtual assistant is a boon for small business owners who want to get rid of the mundane things and have a perfect work-life balance. It’s not your job to execute the daily things but only run the business. The more time you spend with your family, the more productive you get.

3.Reduce the Overheard Costing

When you hire a virtual assistant, he is operating from a remote location. He doesn’t use your electricity or ask for medical allowance or conveyance. You save on your full-time staff salary but get the same benefits. Also, virtual assistants don’t apply for sick leave or leisure leaves. They are always available and offer you their services whenever requires. Hiring a VA is definitely a big saving for your company and is an investment worth it.

4.Take Advantage of the Skills

If you are someone who is not good with technology, you can hire a VA who will do the job for you and keep you stress-free. Similarly, you can teach him some other skills like human resources so that he gets trained to do that job for you. The sharing of skills works both ways when you hire a VA. This will train him to get more efficient at work and help you grow your business.

Five Roles That You Can Give to A Virtual Administrative Assistant

Administrative Assistant

Nearly every company needs an administrative assistant. If you are an entrepreneur who is soon realizing that you need help in getting important work done daily, then you can turn to hiring a virtual administrative assistant. You won’t need to make room or buy a computer or get more office space for a virtual assistant, and best of all, you won’t have to pay by the hour for their services like a typical office employee.

Here are some important duties that you can assign to a virtual administrative assistant.

Administrative Assistant

Bookkeeping

Every company needs to put their money management in document form for many reasons, which include paying taxes and watching how their profits rise or drop by the year. Virtual assistants can be tasked to record how much money that your business has, in addition to how much it makes and/or loses weekly, monthly, or even quarterly. They create and update spreadsheets with Microsoft Excel or a similar program, putting financial records in a form that is easy for others to read. A virtual administrative assistant can also provide you with ongoing financial reports in order to help you make more sound decisions with your company’s money in the future.

Booking Appointments

While there is software today that companies use for planning and scheduling tasks, this job is arguably still more successful and fail-proof when it is in the hands of a dedicated assistant. While sounding similar to bookkeeping, booking appointments can also be the responsibility of virtual assistants. These assistants can keep records of important things that each of your employees must do every day, from going to meetings to having appointments with outside colleagues. They can also delay, cancel, or re-schedule appointments at the request of the employees themselves. Virtual assistants can also be tasked to remind employees ahead of important events by either email or phone.

Customer Support

Dedicated virtual assistants can also handle a company’s phone calls. In the event that a customer or client calls after hours, the assistant can forward the call to the bosses’ phone where he can answer it and address the caller’s questions or concerns. You should always have somebody standing by to answer your phone so that any and all concerns are resolved much sooner than later. Administrative assistants can also respond to emails such as those submitted via a contact form on your company’s website. If you need somebody on your team to handle your company’s customer support, you can hire a virtual assistant to do this daunting task.

Project Management

Perhaps you need somebody to also manage projects and ensure that everyone is working as productively as they should. A virtual administrative assistant can also manage a project remotely. Your staff can report to this manager for information on the progress of their tasks or assignments. The project manager can relay this progress to you for updates on how the progress is coming along in segments and overall. If you are too busy to look at everyone else’s progress, this can be another job for a remote administrative assistant.

Managing Payroll

Administrative assistants can also manage employee payroll. With Microsoft Excel or other spreadsheet software, an assistant can keep track of how much money each employee earns. Having an assistant managing payroll means that you or another employee won’t have to waste time adding up hours and determining how much money goes into each paycheck. They are also held accountable with paying employees and contractors on time, so this is something worth noting when hiring an assistant for this role.

Attain Work-Life Balance Through Virtual Assistants

The Virtual Assistant industry has undoubtedly been able to script a huge growth over the last few years. There are several reasons why you would want to hire one, and numerous companies to hire them from as well. But first, it is important to understand what a Virtual Assistant is, before going any further.

The Virtual Assistant explained

Once your business starts to grow, you are able to understand that your workload is going to hit the roof very soon. While the first thought may be to hire an experienced employee, you are not in favor of spending so much on this resource. A Virtual Assistant (VA) is another person providing his or her services from a remote location to the business in question.

The job of a VA involves bookkeeping, web designing, digital marketing, social media management, and more. Some of them possess only a specific skill set, such as marketing or PR assistants. On the other hand, there are others who can do different types of work within the same industry. VA’s today operate as home-based businesses.

Benefits to you when you Hire A Virtual Assistant

  1. Scale up or down as per your requirement- You can hire VA’s for just about any area of your business, and they do not need much training as well. They will help you keep up with demands at your company.
  2. Manage your finances better-Having an organized finance department may be the order of the day, but its affordability may not necessarily be possible. In such a case, billing and invoicing are two operations that can be automated by the VA. All the VA has to do is just monitor online tools such as Invoicely, and then call the customer if a payment is not made on time.
  3. Improve your online visibility-As explained earlier, the Virtual Assistant can maintain social media profiles of your company. For this, content needs to be posted on social media profiles to engage your customers.
  4. Save money-Paying an experienced resource is far more expensive than paying a VA. What’s more, you only end up paying for the services that you actually used, instead of a full time employee. Whatever is saved can be now used for business expansion.
  5. Expertise is just a phone call away-Let’s say you are venturing into the real estate sector. If your existing employees do not have experience in this industry, it will be of no use. However, you will get all the necessary inputs by hiring a VA with real estate expertise.
  6. Cover areas of incompetency-Every individual is not good at every task, which is why a team is hired. However, in this case, if you happen to be good at ideation but not at execution of ideas, the VA can be assigned to task to execute your brainchild.

Many people diverge from top global companies to become entrepreneurs, with the aim of obtaining work life balance. However, if they continue to fuel their desire to grow without help, it is going to beat the entire purpose. This breakdown can certainly be prevented by hiring a VA.

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