Outsourcing Administration
- Are administrative tasks taking up too much of your valuable time?
- Would you like to spend more time growing your business?
- Do you need an assistant but don't want the hassles of an on-site employee?
- Would you like an assistant who will learn about your company inside and out and be dedicated to helping you succeed?
This article will help you focus on the elements of your business which you may choose to outsource to a professional Virtual Assistant
101 Ways to Use a Virtual Assistant...
BOOKKEEPING:
- preparing and sending invoices to clients
- entering monthly transactions into bookkeeping software
- reconciling bank, credit card, and other account statements
- sending reminders for paying bills on their due dates
- writing and preparing checks to be signed to pay bills
DATABASE MANAGEMENT:
- entering business card data into a database
- sending an introductory letter to new prospect leads
- sending scheduled marketing pieces to clients and prospects
- tracking marketing efforts and summarizing the results in a report
- sending regular follow-ups, reminders, and communications to clients
- calling people for missing contact information
- sending fax and email broadcasts
DESKTOP PUBLISHING:
- designing and printing brochures and business cards
- creating flyers, price lists, and other marketing documents
- laying out, printing, and mailing regular client newsletters
- preparing professional-looking certificates for seminar participants
- printing labels using company logos or clip art
INTERNET SERVICES:
- maintaining a newsletter subscription database
- posting announcements and newsletter issues to the list
- performing an Internet search for an item or piece of information
- editing or uploading new information to a website
MAIL AND EMAIL SERVICES:
- retrieving email and mail, sorting, and getting rid of junk
- responding to routine email requests
- forwarding items of importance to the client for attention
- tracking and forwarding urgent issues while client is out of town
- preparing packages and mailing out products as orders arrive
MARKETING SERVICES:
- sending out the appropriate sales brochures for inquiries
- creating and mailing a customer feedback questionnaire
- tracking the responses to this questionnaire
- summarizing the responses and suggestions in a report
PERSONNEL SERVICES:
- sending reminders for annual performance reviews
- preparing or updating resumes and introduction letters
- reviewing resumes and summarizing each in a short biography
- sorting resumes for a job according to pre-arranged criteria
PRESENTATIONS
- preparing PowerPoint slides from sketches of diagrams and charts
- sending questionnaires to seminar participants before the talk
- tracking completed questionnaires and calling non-responders
- summarizing the questionnaire results in a report
RESEARCH:
- researching potential locations for an upcoming seminar
- finding which locations have the appropriate dates available
- finding which can accommodate the size and type of event
- researching the services available (decorating, food, entertainment)
- obtaining written quotes and specifications from each location
- monitoring periodicals and clipping articles of interest
- visiting the library to copy specific articles
SECRETARIAL SERVICES:
- confirming upcoming appointments
- scheduling or rescheduling appointments
- getting directions for a meeting or appointment
- storing back-up computer tapes for safekeeping
- tracking birthdays, anniversaries, and other important dates
- sending out the appropriate cards or gifts for special events
- managing lists of necessary office supplies and ordering refills
- coordinating air travel, car rental, and hotel reservations
TELEPHONE AND FAX SERVICES:
- receiving phone calls while a client is out of town
- forwarding important messages that require immediate attention
- retrieving voice messages and responding to routine requests
- receiving and handling faxes while a client is out of town
TRANSCRIPTION SERVICES:
- typing letters and memos from tape or handwritten notes
- typing legal transcripts from cassette tape
- typing medical reports from tape or handwritten notes
WORD PROCESSING:
- typing handwritten notes from a meeting or seminar
- typing letters, printing on stationery, addressing, and mailing
- proofreading, editing, and checking spelling / grammar
- laying out larger documents
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Diane Stafford is a Calm Focus Business Coach, Reiki Master and Indian Head Massage Practitioner, supporting people's small business dreams and desires with a calm focus on a clear strategy for success without stress.
What are your dreams & desires for the next 1, 6 and 12 months?