When we think of outsourcing our administrative tasks, what first comes to mind are the basic, day-to-day things, like travel arrangements, events planning, calendar management, transcription and word processing. But the truth is, if we are to run a tight ship – a productive ship- we need to outsource much more than the obvious. Doing so literally frees not just you, but your entire team. It allows everyone to focus on what they’re productive roles in your business are supposed to be – and it gets everyone pointed in the same direction, the bottom line.
So how do you rethink outsourcing? First, ask your immediate staff to list two things: 1) Tasks they hate doing, and 2) Functions that take up more than five hours of their work week.
Let’s talk about #1. We all hope that our careers will be challenging and dynamic – tasks that we loathe are not only annoying, they are distracting. Removing those from an employee’s plate will reinvigorate them and show that you value their creativity and input. Delegating tasks will payback you and your company exponentially in added value.
Okay, #2 is trickier. A lot of our five-hour (or more) functions are project oriented, and thus, don’t feel like things we can outsource. But think about it. How much time do you (and you salaried staff) spend researching or preparing reports. Handing those tasks over to an hourly team of skilled professionals is one of the best business decisions you can make. Remember, these tasks are exactly a VA’s strong suit. Virtual Professionals often have administrative backgrounds, which means they are fast, efficient, detail oriented and highly responsive to deadlines. More importantly, these professionals had the chutzpah to leave their safety net and start their own companies. So they are savvy business owners who understand your professional needs and goals. (And of course, there’s always the added benefit of – well, no benefits! No sick time, no down time, no free lunch.)
#3. (You didn’t know there was a number three, did you?) Well there is. One of the most important things to consider delegating to a great VA team is the writing. Believe me, this is huge; the writing is everywhere. It’s inside your company, outside your company, online, etc., etc., etc. Here are just a few areas where a great writer can be hugely effective:
- Revamping your website verbiage to make sure that EVERY WORD has added value
- Writing (and distributing) your blog and ezine
- Renovating your online profiles (or creating them to build your web presence)
- Creating dynamic and engaging PowerPoint presentations
- Writing and printing your marketing materials
- Press releases
- Corporate newsletters
- Writing your speeches and developing teleseminars
- Day-to-day correspondence
The bottom line is that what you say and how you say it matters. It is either an invitation or it isn’t. Handing your message to an expert writer to translate to the page is freeing, and it is smart. A great writer not only gets your message, but also captures your voice and style. They also provide a level of objectivity that you simply cannot have toward your own work. (So one question worth asking when you hire someone, is, “Do you have someone else proofread your work for content and grammar.”)
Remember, a VA is much more than a secretary. Your VA is a one-stop-shop, per-diem, hourly, partner in your success.