The thing is, all those “just 5 minutes” add up to a lot of time in the long run. Leaving you with even less time to decide what you are going to outsource. Luckily for you I’ve come up with a quick guide to 20 easily outsourceable admin tasks that you could hand over to a virtual assistant tomorrow.
Inbox management – filing old emails, setting up folders, sending quick responses.
Research/information gathering – need to look into a potential client? Thinking about buying new software or equipment? Your VA can spend the time on this and provide you with a summary of the salient points.
Creating email templates – for quick responses to enquiries or as part of a client onboarding or sales process.
Updating website content – the smaller tweaks, updating dates, posting blogs.
Taking meeting notes – either virtually or in person and sending the notes out to all attendees.
Organising meetings – co-ordinating attendee diaries, sending out the Teams/Zoom link, or even finding a suitable venue (remember when in-person meetings were a thing?).
Maintaining databases – keeping your customer or staff records up to date.
Creating surveys – a great way to get feedback from existing clients or to gather potential demand for a new product.
Chasing clients for testimonials – they can then put the testimonials on your website and get them social media-ready to show your connections why it’s great to work with you.
Proofreading – ironing out typos, crossing t’s and dotting i’s in your correspondence, social media and website copy.
Creating presentations – using whizzy PowerPoint skills to make your presentation stand out for the right reasons.
Creating document templates – so you don’t have to do a letterhead or invoice from scratch every time you send it.
Formatting documents – you send your virtual assistant the raw copy and they make it look clean and professional.
Travel arrangements – booking transport, accommodation, arranging visas (for when we’re allowed to travel again).
Data entry – boring, boring, boring. But VAs tend to like this type of task and will do it accurately and quickly.
Compiling newsletters – got the raw copy but no time to make it look good? Your VA can use software such as Mailchimp or Convertkit to organise your content and send it out to your mailing list.
Filing/office organisation – a virtual assistant can organise your physical and digital filing so it’s easier to find everything.
Operations manual – a bit of a longer-term task. If your business is growing it’s a good idea to document your processes and procedures but it’s time-consuming. An ideal task for a virtual assistant to take on.
Sending out Christmas cards – let’s finish with a seasonal one. Your VA can order, write and send your Christmas cards and gifts to all your clients, ensuring no-one gets missed and well before the last posting date.
If you’ve seen a task on this list that’s made you go “ooh, I could get a VA to do that!”, then get in touch. I’d love to chat with you about how I can help your business go from chaos to calm.