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Working with Virtual Assistants to Support Your Business

Time management can be difficult for small business owners especially at the early stages of their company when most owners are trying their best to keep costs low. Often, this results in owners doing too much on their own. This is when a virtual assistant or “VA,” an independent contractor who works outside of your office on administrative tasks, can be a great value-add for your business – when done right. Here are a few tips and best practices on how to work effectively with a VA.

Consider Your Greatest Needs

Think about what you actually need a virtual assistant for? Is it for support with scheduling, research, or data entry? All of the above. One you understand what your critical needs are, it will make it much easier to find the VA with the right skill set to match your needs.  

Communication is Key

When you do bring on some, keep in mind that communication is important, especially when someone is working remote. You will need to set expectations on your preferred modes of communication whether that is by email, phone call, text or online work community platform like Slack or Asana. The more you can set parameters on preferred forms of information exchange, the better for both you and your VA.

Determining Hours

Unlike a fulltime, in-house assistant, VAs only work the hours you need. Figure out ahead of time how many will you need on a weekly basis to get everything done.

Setting Priorities

Setting priorities is key. As independent contractor, VAs typically have multiple clients and can have many task assignments occurring the week. You can help to focus their time by making sure your priorities and due dates are clear so they can plan accordingly.

Rapidfire Tips

Here’s a few rapidfire tips to maintaining a positive and effective VA relationship

  • Maintain a regular check-in schedule. At minimum, this should include a check-in at the start of the week to plot out your priority items.
  • Strategize together on how to address tasks such as calendar management and travel.
  • Establish a regular report schedule with your VA. At minimum, this should include a weekly or monthly breakout of hours and tasks completed.

Diversity in Contracting

Finally, consider diversity when it comes bringing on a virtual assistant. Just like any position, contracting with a VA is an opportunity to work with someone with different experiences and point of view from yours. A unique perspective can help to point out blind spots and a fresh approach to your business.

We’re interested in hearing what issues concern you.  Share with us your thoughts utilizing virtual assistants by emailing us.

Top 5 Small Business Trends

In this season 3 premiere episode, Mark Villalovos, marketing guru and Principal of Zenon Consulting, is back on the show! He is here to share his top 5 small business trends for next year.

Capitalizing on Controversy with Four Seasons Total Landscaping

A call, a deleted tweet, and a press conference changed everything for Four Seasons Total Landscaping. Suddenly the scrutiny of one of the most polarizing elections in this country’s history was focused on this small Philadelphia business.

Advocacy in Business: How to Make Your Voice Matter

Now, more than ever, it is imperative for small business owners and sole proprietors to find their voice on issues that matter most to them.  We’ve laid out three key steps to help you more effectively advocate for your business and industry. But first, some thoughts and insights into this fascinating and complicated arena.

What does it mean to be an advocate?

In its simplest form, advocacy is the act of speaking in support of a person, place, or cause.  Advocacy can take many forms – it can be meeting with a local elected official to educate them on your industry, issuing a newsletter on how a new law will impact your business, or organizing a rally on a particular issue that you care about.  

How is advocacy different from lobbying?

Lobbying is any direct attempt to influence a new or existing legislation through communication with a member of the legislature or any other government representative who has a role in the legislation. Advocacy, on the other hand, isn’t tied to a specific piece of legislation or ballot initiative.

Three key steps of business advocacy:  

1. Issue Discovery

Hone in on the exact problem you are trying to solve. What is the existing challenge and how can the approach be improved? Be proactive in identifying solutions to the problem. Quite often, the current challenge you are experiencing is the result of unintended consequences of another regulation. Calling attention to common-sense fixes can become the starting point for your advocacy.

 2. Personal Outreach

Determine who has the ability to create the change you’re seeking and build a personal relationship with those stakeholders. Know who your elected officials are, as well as the key figures that make decisions directly impacting your community, such as your local planning commission or police chief. In some cases, the decision maker may not be who you expect. Build a relationship with them – schedule a meeting and share your concern and proposed solution.   

3. Coalition Building

Align with persons or groups that share your interest in order to enhance and elevate your concern.  It might be easy to ignore one voice but it’s harder to ignore 1,000. This can happen in a few different ways such as joining your local chamber of commerce and leveraging them to raise your issue, joining an industry group that shares your interests, or finding a coalition of partners that share your same concern. There is strength in numbers, and the right partner or group of partners can augment your voice and raise your concern to a higher level.

We’re interested in hearing what issues concern you.  Share with us your top priorities by emailing us.

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