13 Ways You Can Create Time With A Virtual Assistant - The Entourage
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What are your paint points when it comes to creating time? Find out more on how to save time when you have your own virtual assistant.
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13 Ways You Can Create Time With A Virtual Assistant - The Entourage
- 1. 13 Ways You Can Create Time With a Virtual Assistant
- 2. 2014 © Think To Act 2
- 3. 2014 © Think To Act 3 Pain Points
- 4. 2014 © Think To Act 4 3 Things You Want
- 5. 2014 © Think To Act 5
- 6. 2014 © Think To Act 6 1|Email Management 1. Only view your emails for 30 minutes a day 2. Have your VA move emails into the right label/folder 3. Key labels/folders are: • In box = Must be done today • A TO DO = Done by you in the future • A TO READ = Read by you later • A VA TO DO = To be done by your VA • Unsubscribe = Your VA unsubscribes (unroll.me) 4. Any task from an email is moved into a task manager 5. Your VA works out of your inbox 6. When VA sends on your behalf - call it out 7. Template responses
- 7. 2014 © Think To Act 7 2|Calendar Management 1. All tentative meetings marked with an * 2. Establish a default diary with your VA 3. Put a note if the meeting requires confirmation 4. Use an on-line booking service like youcanbook.me 5. Add buffer, travel time and personal breaks in calendar
- 8. 2014 © Think To Act 8 3|Task Management 1. Have one master task list visible for both 2. Use a cloud based task manager 3. Use voice to task app 4. Set clear deadlines and label tasks 5. Check-in points
- 9. 2014 © Think To Act 9 4|Research 1. Give background as to why 2. Give them a list of tools you suggest they use e.g. Google, Linkedin, Twitter, etc. 3. Ask them to repeat in their own words what the research task is to confirm understanding 4. Have frequent updates to see if they are on track 5. Set clear deadlines 6. Nominate what format and where the research should be stored 7. Ask for their recommendations
- 10. 2014 © Think To Act 10 5|Social Media 1. Updating key social media sites with new content 2. Using aggregator tools eg Hootsuite Pro 3. LinkedIn cold calling 4. Updating and refreshing profiles across platforms so there is consistency in message 5. Posting blogs on your website and linking this to your social media 6. Monitoring people you follow and summarise key posts 7. Researching people who you should follow
- 11. 2014 © Think To Act 11 6|Cloud Computing 1. Create a short list of real work problems that could be solved by cloud computing 2. Seek a recommendation after they test the options 3. Daily or weekly training with the VA on how to use the tool 4. VA join forums and speak to heavy users to learn more about the tools 5. Document all the tools you use to make it easy for new people to come on board
- 12. 2014 © Think To Act 12 7|Bookkeeping 1. Use a cloud-based software 2. Map out the workflows for each section e.g. Accounts receivable, payables, bank reconciliation, coding etc. 3. Set timeframes for end of month activities 4. Debtors follow-up process
- 13. 2014 © Think To Act 13 8|Presentations 1. Swipe files 2. Give them a good brief with examples of what ‘good’ looks like 3. Take screen shot of what you want for each slide 4. Provide a template 5. Regular reviews of work in progress 6. Debrief to build learning
- 14. 2014 © Think To Act 14 9|Website Updates 1. Refresh content regularly 2. Social proof 3. Screen capture changes 4. Portfolio of what good looks like 5. Landing pages with one message 6. Site analytics
- 15. 2014 © Think To Act 15 10|Sales Management 1. Use a CRM solution 2. Train VA on how to use it 3. One source of truth 4. Create reporting 5. Track why you gained and lost clients 6. Follow-up…follow-up...follow-up
- 16. 2014 © Think To Act 16 11|Transcription 1. Use a voice recording device 2. Place file in a cloud based storage tool 3. Provide enough time for transcription to be returned 4. Provide feedback on quality 5. Re-purpose content
- 17. 2014 © Think To Act 17 12|Content Management 1. Editorial mission 2. Produce content every second week 3. Brief what the goal of the writing is and provide an outline of the key points. 4. Inform your VA of images to go with the content. 5. Make sure to they proofread everything before posting 6. Content scheduler
- 18. 2014 © Think To Act 18 13|Search engine Optimization 1. Research keyword for your blog content 2. Make sure that your page looks natural and not cramped with keywords 3. Use video 4. Ask your VA to supply weekly or monthly Google Analytics and traffic reports
- 19. 2014 © Think To Act 19
Editor's Notes
- The purpose of the webinar is create time for you to focus on what you do best by better using your Virtual Assistant. It is for TTA clients only and I run it for the public at $99 per person. Free today and will run a webinar once a month to TTA clients to reward loyalty. If you have a topic you would like us to run, please email me post this webianr For people who stay there will be an exclusive offer given at the end of the webinar Debbie will be monitoring questions as I present and just place your question in the QUESTION box and we will answer some at the end of the webinar and those remaining we will send out answers post the webinar Some of the Virtual Assistants are also on line – welcome Can we do an audio test – can you type in the chat box YES if you can hear me NOW I will use as many practical examples as possible
- 18 years top 5% of talent at Coca-Cola Had a great EA in most roles Started own company in 2011 from nothing and needed my own solution
- What are your paint points when it comes to creating time?
- Talk to the person next to you on three things you would like to achieve from todays session The purpose of the workshop is to help you transform thoughts into actions. Walk out with 3 things that will deliver you more time
- How long you spend on email each day? If you can reduce say two hours a day and your average rate per hour is $120 = $50K per annum I respect email is a very personal thing and it is not for everyone to let someone else manage their email
- The second greatest time sink is setting up meetings
- Research suggests most people feel fulfilled when they achieve something significant in a day – Do you feel this. People often say it is quicker to just do it myself – if you hear yourself saying this – STOP yourself. The opportunity cost of focus on the big ticket items is high Would you rather 10x your sales or do hundreds of small tasks? I love the phrase – Progress not perfection What is getting in the road of you progressing a task?
- Some examples of research are; Expert in the world like – how to run facebook ads What web development company to use What payment system to use – we are looking to use Payment hub What competitors offer Take a minute and type in the chat box a piece of research that came to mind that your VA could help you with
- Why is social media important in pairs
- What are the key cloud tools you could use but haven’t got time?
- Who is not happy with their book keeper? Why?
- First impressions count
- Rate your website out of 10? Why do you give it this rating and what is stopping you changing it?
- How much money do you leave on the table?
- How frequent do you update your content? What are your pain points?
- Who does SEO well? What do you do?
- If you have other questions, please come to my open session as I have 18 years coke and 3 start-up Write down three things you can action from todays workshop Hand out cards