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7 Ways VA’s and AI Can Have a Perfect Relationship!

7 Ways VA’s and AI Can Have a Perfect Relationship!

Is it VA’s and AI or VA’s v’s AI?

In the rocky world of business, Virtual Assistants (VA’s) have become indispensable superheroes, swooping in to save the day by managing calendars, handling emails, and providing stellar customer support. 

But, with the rise of AI, things are changing at a super fast pace, and like most modern professionals, VA’s are getting in on the AI act to help with all sorts of tasks, and as a result, becoming more efficient.

However, is everything as whoop-de-doo as it seems? Can a VA use AI tools like ChatGPT or Copilot and the like, yet still keep that human touch that businesses love about hiring a virtual assistant?

Of Course!

They can! AI is a great tool for VA’s, and can help in a variety of ways. But, and there is a huge but – when clients hire a VA, they hire a human, an actual person as an assistant.

In this post, I’m going to look at 7 benefits of AI and how these benefits can actually help a VA add even more of the human touch, so many clients demand.

But, just before diving into the 7 Ways VA’s and AI Can Have a Perfect Relationship, here’s a joke:

Why did the virtual assistant bring a ladder to work? 

Because they heard the tasks were on a whole new level!

Rubbish, isn’t it? 

That’s because it was written by ChatGPT, and I think it perfectly encapsulates that whilst AI is a great tool for VA’s, and other professionals, human beings will always be needed, especially when it comes to putting smiles on faces!

That said, here’s a list of ways VA’s can work with AI, and still retain that all important human touch. 

Let’s dive in!

Sorry, another rubbish joke, can I also blame that one on AI?

(nope it was all me!)

…………………………Moving on!! 🙂


1. Supercharging VA Efficiency with AI

Most people dread those dull and dreary repetitive, yet essential tasks, like sorting through and categorising 1000s of emails, data entry, writing endless reports, or appointment scheduling etc.

Thankfully, AI-powered tools can handle all of these tasks, and at lightning speed. They’ll automate data entry and appointment scheduling, and even sort emails based on urgency and content!

This means your VA can focus on responding to the most important messages, and be free to engage in more meaningful work that requires human intuition and creativity. 

Imagine your VA spending less time on data entry and more time crafting personalised responses to client enquiries, or brainstorming new ideas to boost your social media presence. 


2. Enhancing Customer Interactions

One of the biggest fears I hear with AI is the fear of losing that personal touch in customer service – no one likes to spend their precious time chatting with or arguing with a robot.

But, it doesn’t have to be that way!

AI chatbots can be set up to handle simple customer enquiries, and they can also be set up to hand over complex stuff to your VA, who can then add that human/personal touch clients crave.

Also, many AI tools are able to analyse customer data and give insights into preferences and behaviours – insights which your VA can use to make individual customers feel valued and understood.


3. Streamlining Communication

If your business is living the high life, one of your main weapons will probably be the skilful and unique way you communicate with your customers, your team, and the other businesses you interact with.

But, good communication takes work, especially if you have a large customer base and you’re in regular contact, either in person, on the phone, or online, via emails and other messaging channels.

But, don’t panic…

AI can help with your communication in a whole load of ways, and each of these ways can also help your virtual assistant improve the way they communicate on your behalf.

For example…

Your VA can use AI to streamline communication channels, making sure that messages are sent, received, and responded to quickly. 

And, tools like AI-powered transcription services can even convert meeting recordings into text, making it easier for your VA to reference important points and share them with team members.

But, it doesn’t stop there…

AI can also help in drafting emails and messages, and… with natural language processing capabilities it can suggest improvements, correct errors, and help your VA maintain a consistent tone and style. 

And, all of this means your communication is professional, polished, and on-brand, but with the hard work from your side taken out.


4. Personalising Marketing

Marketing is all about personalisation these days, getting to the heart of what individual customers want, rather than generalising and assuming everyone’s the same as everyone else! 

By looking at various insights, AI can work out trends, and what your audience really wants, info that can then be used by your Virtual Assistant to tailor your social media content.

For example, certain AI tools can help identify the blog topics your readers want to learn about, reducing research time for your VA and giving them more time to write the actual blog post.

AI can also suggest the best time according to your industry or sector, to send newsletters or to post on social media, which can help to maximise your reach and impact.

Put all this together, and you’ve got a tool your Virtual Assistant can use to create marketing strategies that feel personal and relevant, and that really pack a punch with your audience.


5. Boosting Productivity and Time Management

Time management is crucial for any VA, and there are some phenomenal AI tools out there designed especially to help them stay organised and productive. 

For instance, AI-powered project management software can track deadlines, set reminders, and prioritise tasks based on importance and urgency. This means that nothing is going to fall through the cracks and projects are always completed on time.

AI can also analyse your VA’s work patterns and suggest ways to optimise their schedule. It might recommend blocking out specific times for focused work, identifying tasks that can be delegated, or highlighting opportunities for ‘cake breaks’ to prevent burnout. 

The important thing to remember is, that by using AI, your VA can work smarter, not harder, achieving more in less time.


6. Learning and Development

Continuous learning is essential for staying ahead in any field. 

AI can support your VA’s professional development by providing access to a whole range of learning resources. 

For example, AI-powered platforms can recommend courses, articles, and videos based on your VA’s interests and career goals. 

Scary, huh?!

But, this then makes it easier for them to stay updated on the latest industry trends and skills.

And better still, AI can also provide real-time feedback on performance, helping your VA identify areas for improvement and track their progress over time. 

This personalised approach to learning helps make sure that your VA is always growing and evolving, and ready to tackle those new and exciting challenges.


7. Maintaining the Human Touch

Despite all the benefits of AI, the human touch is still irreplaceable.

Your VA’s empathy, creativity, intuition, and humour, are qualities that AI will never truly replicate (see awful joke at the start of the article). 

The key is to use AI as a tool to enhance these human qualities, not replace them.

By automating routine tasks, AI frees up your VA to focus on building relationships, solving complex problems, and providing a truly personalised service. 

It’s the perfect balance of technology and humanity, creating a great experience for your clients, and a more fulfilling role for your VA.


In Conclusion

Incorporating AI into the world of virtual assistance doesn’t mean getting rid of the human touch that makes your VA so valuable. 

AI actually enhances the capabilities of VA’s, allowing them to provide an even better service. 

So, embrace the future of virtual assistance with AI. 

Let your VA harness the power of AI to deliver an amazing service, leaving you free to focus on what you do best – growing your business and achieving your goals.


If you would like to discuss how a VA can enhance your business, we would love to hear from you.

If you would like to find out more about the services we offer, head over to the services page.

We look forward to hearing from you.

Categories
Business Tips

How To Communicate Better In Business

In the business world, good communication is massively important for a whole load of reasons!!

Whether you’re interacting with other businesses or engaging with your customers, the ability to get your message over clearly, professionally, and persuasively is essential.

In this post, I take a look at some top strategies to help you get your business communication right (with other businesses and your lovely customers), and, I’ve also added a bit at the end to show the surprising ways in which a Virtual Assistant can help.


Why Is Good Communication In Business Important?

It can’t be denied – effective communication is at the heart of any organisation, helping with collaboration, decision-making and relationship building.

Whether you’re negotiating the next big deal or a new contract with a supplier, pitching a great idea, or dealing with a customer query, the way you communicate can make or break the interaction.

Is There A Difference Between Business And Customer Communication?

Essentially, yes, there is a difference in the way we communicate with businesses versus customers, but, we’re all humans, so a lot of communication strategies, whether between businesses or your customers will rely on similar skill sets.

To dig a bit deeper, let’s separate the two –


Communicating With Other Businesses

When you engage with other businesses, clarity and professionalism should be your top priority. So, with all this in mind, below I’ve added a few helpful hints and tips to help you communicate with businesses with a bit more flair.

Be Clear

Make sure to be clear in your message and objectives, and where possible stay away from jargon and any unnecessary complexity. By doing this, people will understand better the first time, and you drastically reduce the chance of miscommunication.

Listen

Effective communication goes both ways. You talk, and just as importantly, you listen. So, when someone is talking about a concern they have or a different perspective, be thoughtful (breathe and take time to chill, if you need to) to show your understanding and respect.

Build Trust

Trust is everything in business, and in business relationships. So, be transparent, honest and reliable when you communicate. This way, you’ll quickly get a reputation as someone credible that businesses can trust and depend on.

Adapt To Your Audience

This doesn’t mean lying or putting on an act. It simply means being attentive and flexible in your approach and tailoring your professional communications to resonate with the preferences and expectations of the businesses you’re engaging with.


Communicating With Customers

When it comes to communicating with your customers, the skillsets you need often cross over with business communication, but there are specific customer-to-customer actions worth thinking about.

Here are a few you could start with:

Give Them Personalised Responses

Where possible, call your customers by their name and show a genuine interest in their needs and/or preferences. This type of personalisation can help to create a sense of connection and also help in developing loyalty.

Be Responsive

If a customer makes an enquiry (even if it’s a complaint), has a concern or wants to give you feedback, make sure to respond quickly. Showing this commitment to customer satisfaction is a perfect way to build trust and loyalty.

Empathize & Problem-Solve

Make sure you acknowledge and validate your customers concerns, then proactively look for solutions to their problems. Empathy and problem-solving skills like this are crucial for helping to create positive customer experiences and to get those ***** reviews.

Keep Your Messaging Consistent

This is a biggie! It’s essential you keep the message you give your customers consistent. This means across all channels and touchpoints, like social media and product packaging etc. to help reinforce company identity and values.


How Can A VA Help Your Business Communicate Better?

Virtual Assistants are some of the best allies modern business has when it comes improving communication (I would say that!), whether with other businesses or customers.

The way a VA helps can be directly or indirectly as a result of the specific services offered. Below I’ve listed 5 of those services and ways in which they can help you improve communication.

1. Admin Support

VAs can handle routine administrative tasks such as email management, scheduling appointments, and organizing documents. By delegating these responsibilities, you suddenly free up time to focus on strategic communication initiatives.

2. Customer Support

VAs can be great as the first point of contact for customer enquiries. They can respond to common queries, troubleshoot issues, and escalate complex issues to the right team members, helping to speed up and streamline your customer service.

3. Content Creation & Management

VAs can help with content creation, including writing blog posts, drafting emails, and managing social media accounts. This helps you maintain a consistent and engaging online presence, creating meaningful interactions with customers and other businesses.

4. Research & Analysis

VAs can do your market research, competitor analysis, and industry trends tracking, providing valuable insights to inform your communication strategies. This research helps you to stay informed and on point in many of your business communications.

5. Project Coordination & Collaboration

VAs are great at facilitating communication and collaboration among team members, ensuring that everyone knows what’s going on. They can schedule meetings, coordinate agendas, and follow up on action items to help projects run smoothly and efficiently.

Conclusion

Good communication is essential to most interactions in life, but when it comes to business it really can make a huge difference. So, I hope these tips give you a bit of inspiration, and, if you’d like to hire a Virtual Assistant to help with your business communications, please get in touch!!

Need A Virtual Assistant?

Whether you’re looking for admin support, diary or email management, help in creating a more effective social media presence, or something else…

Head over to my website to book your no-obligation chat.

You’ve got nothing to lose!!

Categories
Business Tips Self Belief

Imposter Syndrome and How to Beat It

Picture this…

You’re acing your tasks, and nailing those deadlines, then a tiny voice in your head whispers, “You’re not good enough.”

Sound familiar?

If it does, you’re probably suffering from Imposter Syndrome, something that according to Micro Biz Mag, the magazine for micro-businesses and freelancers, 39% of the UK population suffers from on a weekly basis!

Imposter Syndrome is a serious problem suffered by professionals across sectors, and that’s why I’ve decided to create this article, explaining among other things, what Imposter Syndrome is, why we get it, and how you can beat it.

What Exactly Is Imposter Syndrome?

Imposter Syndrome is that nagging feeling of self-doubt that makes you question your ability, and all the things you’ve done, despite having evidence to the contrary in front of you.

Reasons Behind Imposter Syndrome

Psychologists believe that Imposter Syndrome is rooted in deep-seated beliefs of unworthiness and perfectionism, often as a result of childhood experiences, societal pressures, and unrealistic expectations, something I know a lot of you will totally get!


So, What Can Be Done About Imposter Syndrome?

When it comes to dealing with Imposter Syndrome, you first need to recognise the symptoms, or the telltale signs, which could be:

  • Constantly Self-Doubting

Regularly have troubling feelings of self-doubt where you question your abilities, competence, and qualifications, even though the results are obvious in what you’ve achieved.

  • Downplaying Your Achievements

Downplay your achievements as if they’re something to be ashamed of, and put them down to luck, timing, or other factors rather than acknowledging your own skill and effort.

  • Always Fearing Failure

Often feel an intense fear of failure, which will often lead to procrastination, avoidance of challenges, or reluctance to take on new opportunities, due to fear of being exposed as a fraud.

  • A Tendency To Overwork and Obsess About Being Perfect

Work more hours than you need to and say things like, “I just need it to be perfect,” as a justification, and this is usually because you think making a mistake will reveal your incompetence.

  • Looking For Constant Validation

Always look for the approval of others to validate your own worthiness and rely on the feedback they give to lessen your feelings of inadequacy and self-doubt.


The Ripples Of Imposter Syndrome

Now let’s talk about the real-life consequences of Imposter Syndrome – what happens in reality.

The thing is, Imposter Syndrome isn’t just some harmless ‘mind habit’, its ripples can affect your career progression, stunt your personal growth, and cast a dark shadow over your mental wellbeing.

You might find yourself passing up exciting opportunities, such as going for that well-deserved promotion out of fear of failure, and instead, ‘play it safe’ to avoid making mistakes.

Then, when you’re stuck in a place you don’t want to be, regret can set in, especially if you see others progress in the way you wanted, leaving you with a sense of low self-esteem and low self-worth.

And there’s more…

Imposter Syndrome isn’t just out to ruin your career, it can also have devastating effects on your personal life by chipping away at your self-esteem, fuelling anxiety and stress, and even causing you to sabotage good relationships.

None of this is good, but the great news is, with a bit of work, Imposter Syndrome can DEFINITELY be beaten.


Battle Tested Tips For Beating Imposter Syndrome

I say ‘battle-tested’ because the following tried and tested tips have come from reputable psychology sites from across the internet, which I’ve put together below in a more accessible format.

But remember, these are just general tips for dealing with Imposter Syndrome, and if you are struggling to cope, please look for professional guidance to help get you back on track.

  1. Put Together Evidence of What You’ve Achieved

Create a dedicated space and time to bring together proof of what you’ve achieved. This could be collecting certificates, awards, positive feedback, or just a list you’ve jotted down of the successful projects you’ve completed or milestones you’ve reached.

Once you have all this evidence, keep it handy so you can revisit it from time to time, especially when you’re feeling the self-doubt creeping in, or when you find yourself downplaying some of those amazing things you’ve done or goals you’ve achieved.

  1. Slay Those Negative Thoughts

We all get these thoughts, such as, “I’m not good at anything,” or, “He’s much better at that than me.” But, to fight back against Imposter Syndrome, we need to stop these damaging thoughts in their tracks, and instead focus on the things we’re really good at.

A good way to do this is by converting negative thoughts into positive thoughts. So, if you do feel the need to work more hours than anyone else, recognise your strong work ethic, instead of seeing it as a way to address your ‘perceived’ failure.

  1. Avoid The All-Or-Nothing Mindset

A common reaction to Imposter Syndrome is to think in all-or-nothing terms, such as, “I have to complete this entire project or I’m a failure.” This mindset usually just sets us up to fail from the start as the goals we set are often beyond what we can achieve.

So instead, break down your goals into smaller, more achievable steps. Celebrate progress, even if it’s just small bits at a time. And, recognise that success isn’t always about huge achievements; it’s also about growth and learning.

  1. Talk To Others

As you might with many other mental health challenges, talking to others about your Imposter Syndrome and how it affects your life, is one of the most powerful ways to start beating it, and living without it constantly lurking in the background.

When you do open up, whether it’s to a trusted friend or colleague, a family member, or a mentor, you’ll likely find others have similar doubts, and by sharing your experiences of Imposter Syndrome you’ll get a better perspective and start reducing its impact.

  1. Accept That We All Fail

Another good way to deal with Imposter Syndrome is to try to understand that everyone suffers setbacks and failures in their life and that YOUR setbacks and failures don’t define who you are or your worth as a human being.

To gain this understanding, start seeing your mistakes not as failures but as lessons in how you could improve, and use past mistakes/lessons as stepping stones to achieve your goals, rather than looking back on them with shame or disappointment.

  1. Do Other Things

When you have Imposter Syndrome, it can often be more noticeable in the working environment, especially when a big project needs completing, or when deadlines back up, giving you the sense that you’re losing control.

During these periods especially, make time for other things in your life, such as hobbies and other interests, and nurture important relationships. By doing this, you’ll begin to recognise that your value extends beyond your job title or work accomplishments.


In Conclusion

Remember, you’re not alone in your struggle with Imposter Syndrome, there IS help out there, and you DO have the power to beat it with confidence, courage, and a sprinkling of self-love.

Your journey to success starts now!!


Looking For A Virtual Assistant?

Then get in touch!

Whether you’re looking for admin support, diary or email management, help in creating a more effective social media presence, or something else…

Head over to my website to book your no-obligation chat.

You’ve got nothing to lose!!

AB Virtual Assistants

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Business Tips

Let’s Talk GDPR


Why Data Protection is No Joke

OK, this topic might seem a bit dull, most people give a huge huff and puff by the mere mention of GDPR, but, it’s actually massively important, and something we all need to know about – GDPR Compliance.

Wow, that eye role was pretty loud! But hear me out… 

I’ll keep it as light as possible, but GDPR is something I take extremely seriously as a Virtual Assistant, and I do my best to help my clients improve their compliance so we can protect your data.

In this blog post, I dig down into GDPR compliance, including what GDPR is, what it means to be GDPR compliant, why you should care, and a few tips on how to become GDPR compliant.


What’s the deal with GDPR, anyway?

Let’s start with the basics.

GDPR stands for General Data Protection Regulation, and it’s basically the superhero of data privacy laws.

Enacted by the European Union in 2018, GDPR aims to give individuals more control over their personal data and to make companies handle it responsibly.

What Does It Mean To be GDPR Compliant?

To be GDPR compliant means that an organisation, whether it’s a business, a government or a not-for-profit organisation, follows the rules set out in the General Data Protection Regulation (GDPR).

If you’d like to read the entire GDPR document, feel free to follow this link, but, if you like to save a lot of time and effort, GDPR regulation basically insists that:

  • You’re protecting people’s personal information
  • You’re being transparent about how you collect and use data
  • You’re getting permission from individuals before using their data
  • You’re keeping data safe and respecting people’s privacy right

Why should you care?

Good question – why should you care about GDPR and being GDPR compliant?

Well, for starters, it’s not just about avoiding fines (although that is definitely a good reason to care about it), it’s also about respecting people’s privacy, and building trust with your customers.

Think of GDPR as the ‘golden rule’ of the internet – treat others’ data the way you’d want yours to be treated.


The Importance of Being GDPR Compliant

I have listed below 4 of the main reasons why as a business, you need to be GDPR compliant. I’m sure you could think of other reasons, but these are the ones that as a VA to a wide variety of different businesses, I feel are the most important.

  1. Avoiding Legal Trouble

Non-compliance with GDPR can result in some pretty huge fines, even if you’re just a small business. This is what it says on the GDPR.EU website:

“The less severe infringements could result in a fine of up to €10 million, or 2% of the firm’s worldwide annual revenue from the preceding financial year, whichever amount is higher.”

And, for more serious infringements, you could even end up with a prison sentence of up to 6 months!!

  1. Building Trust With Your Customers

Trust is like currency in modern business. When customers know that you take their privacy seriously and comply with data protection regulations, they’re more likely to trust you with their information.

  1. Improving Your Reputation

Your reputation is everything in business, and being GDPR compliant sends a message to your customers that you’re a responsible and ethical organisation that cares about their privacy

  1. Staying Ahead of The Curve

GDPR isn’t going away anytime soon. In fact, many other countries are now following suit and enacting similar data protection laws. So, by getting ahead of the game and becoming GDPR compliant now, you’ll be well prepared for whatever the future holds.


Tips For GDPR Compliance

Becoming GDPR compliant isn’t entirely straightforward, but with the right strategies in place, you can make it easier to achieve.

Below, I’ve given you 4 tips to help keep things simple, but, if you’d like some more help, get in touch, and I’ll be happy to assist.

  1. Know Your Data

When it comes to your data and customers data, take time to understand what personal data you’re collecting, why you’re collecting it, and how you’re using it.

  1. Get Consent

If you’re collecting personal data, such as email addresses or phone numbers etc., make sure you have explicit consent to do so from the individual. No ‘sneaky’ business here – be transparent about everything, including what you’re collecting and why.

  1. Use Technology

A good way to stay GDPR compliant is to use GDPR Compliance Software. There are various types around, each of which will have a suite of tools designed to simplify the process. 

Tools may include:

Audit Tools: These help with internal audits to identify risks, assess processing practices, and ensure alignment.

Data Mapping Tools: These tools help create data inventories, so you know what data you hold and where to find it.

Security Software: Most GDPR compliance software will have security tools built in to protect your data from various threats.

Data Minimisation Tools: This type of tool helps you reduce the amount of data you hold by removing unnecessary data.

  1. Keep Data Secure

Protecting personal data isn’t just a good idea – it’s the law. So, make sure to implement really good security measures to keep the data safe from hackers, breaches, and other threats.

  1. Be Prepared For Disaster

Make sure to have a workable disaster recovery plan in place for dealing with data breaches and other potential data loss incidents.

A good disaster recovery plan should include these steps:

Creating a layered security plan: This is where you put preventative security measures in place to help avoid data loss ever happening. Measures could include access controls, encryption, and regular security audits.

Identifying The Biggest Threats to Your Data: This step is about keeping up-to-date with recent cyber threats, considering intentional and unintentional threats or disasters, and working out the risks associated.

Identifying Your ‘Mission Critical’ Data: Your mission-critical data is data that your business simply cannot function without, and once it’s identified, it’s about prioritising its protection and recovery in the event of corruption or loss.

Deciding on Your Recovery Objectives and Goals: In this step, make sure you know how you’re going to recover lost data, how much time it may take, and what amount of downtime is acceptable for the data restoring process.

Drafting, Testing, and Updating: Once you’ve created a detailed disaster recovery plan, make sure to regularly test the plan for its effectiveness, and update it as your business or organisation grows and evolves.


Can A Virtual Assistant Help With GDPR Compliance?

Definitely!

A good VA can provide valuable support to all types of businesses to help them achieve and maintain GDPR compliance. By having this support, businesses are able to focus on running their business whilst knowing their data protection practices align with legal requirements.


Need A Virtual Assistant?

Then why not get in touch?

Whether you’re looking for support with admin, including GDPR compliance, diary or email management, or help with social media and more…

Head over to my website where you can book a no-obligation chat.

You have nothing to lose!

We look forward to hearing from you.

#GDPRCompliance #GDPR #VirtualAssisstant #ABVirtualAssisstants

Categories
Business Tips

A Complete Guide to Working With and When It’s Time To Hire A VA

The time to hire a VA (virtual assistant) has arrived!

Or has it?

“I don’t know if it’s time to hire a VA, couldn’t you simply reorganise to work more effectively, rather than spending money on hiring a virtual assistant?”

Of course you could, but, the fact you’re reading this article probably means the thought of delegating is on your mind.

If we’ve hit the nail on the head, keep reading for a complete guide to working with a VA, including:

  • When is it the RIGHT TIME to hire a VA?
  • What is it like working with a VA?
  • How do you get the most out of hiring a VA?
  • Qualities to look for when hiring a VA?
  • What can I get a VA to do?

Is Now The Time To Hire a VA? If Not, When Is The RIGHT Time To Hire A VA?

The answer to ‘When is the right time to hire a VA?’ is different for everyone, depending on a variety of factors, such as the type of business you run, your budget, and the sort of additional tasks you need help with.

But, if we were to generalise, here are just a few obvious signs that it’s the right time to start looking for your first VA:

You’re Stressed

You started your business full of hope and excitement that you’re finally working for yourself, and doing something you love to do.

However, you’ve recently started to get stressed, overwhelmed, and on the verge of burnout by all the additional admin and other tasks running a business involves.

No one should feel this way when running a business, and suffering this sort of stress is one of the most common reasons business owners decide to hire a VA.

You’re Focusing On Low-Value Tasks

You know the things you need to do to make your business grow, high-value tasks, such as nurturing customer relationships or designing new products and services.

But, as time goes on, you’re finding yourself bogged down with repetitive and low-value tasks, like mundane admin, accounting, or posting daily posts on social media.

This ‘drift’ away from the tasks that help your business grow is often a clear sign that the time is right to hire a VA, someone who’ll take care of all of these tasks, and a lot more.

You’re Missing Deadlines

Meeting deadlines and keeping track of details is essential for your business, especially when you’re up against some fierce competition from other businesses looking to muscle in. 

But, if you’re starting to miss deadlines or forget important details, customers may start to lose trust, and eventually start to look elsewhere for the services or products you provide.

If you’ve reached this point in your business, and it’s something that’s causing you stress, this is another sign the time may have come to hire a VA.

You’re Not Realising Long-Term Goals

Your business needs long-term goals to ensure the business grows in the way you want it to grow, and to give you and your team a way to measure success.

If however, you’re not focussed on long-term goals, strategy or vision, this could be due to the fact you’re forever putting out fires or dealing with other issues.

Is this a situation you recognise? If it is, this is certainly a sign that your business would greatly benefit from the services of a good VA to help you regain that essential focus.


The experience you’ll have working with a VA will vary depending on the tasks assigned, but, to get a better understanding of what it’s like to work with a VA, it’s a good idea to compare it with working with a full-time employee.

In general, the key differences you’ll find between working with a VA and hiring an assistant as an employee are:

A VA requires less training

A skilful and experienced VA will already be trained in the process of their assigned task, so, all they’ll need to know is what you want them to achieve, and then they’ll do the rest.

However, it’s still important to realise that the VA will need some guidance, and systems that perform correctly, especially if they’re expected to take over detailed work.

A VA works their own hours

When it comes to hiring a VA, remember that VA’s work to their own schedule, meaning that they’ll do the hours assigned throughout the day or night.

The reason for this is that you won’t be a good VA’s only client, so, expect them to fit your jobs in and around other clients, and prioritise which jobs to rush through.

A VA will have specific expertise

Unlike most full-time employees, a VA will have specific skill sets, one or two things they’re extremely good at that align with the task you require them to do.

If however, you have numerous different tasks, we’d suggest hiring multiple VA’s, each with their own specialised skillsets, so that tasks are completed by the best person for the job.


How do you get the most out of hiring a VA?

As we’ve mentioned above, hiring a VA isn’t the same as hiring a full-time employee, and to get the most out of your investment, there are a few things you can do to allow the process to run smoothly. These include:

Give Feedback

Just like you would with an employee, give your VA feedback on the tasks they complete. Give them praise when it’s due, and let them know what they’re doing right, and if any changes need to be made for future projects.

Provide Good Communication

When working with a VA, be sure to provide good, clear and regular communication, whether verbally or written down. This helps keep your VA up-to-date on their progress and helps avoid a disconnect that could lead to mistakes.

Don’t forget the details

Your VA may be skilled in what they do, but there are certain details they’re going to need, such as login details, goals, and deadline dates. So, make sure these are provided early on to avoid delaying processes.

Don’t micromanage

You’ve hired a VA due to their professionalism and skill in carrying out a certain task, so, trust them to get the task completed independently, and without the need to be micromanaged.


Qualities to look for when hiring a VA

Hiring a VA is an investment, and, like any investment you want to ensure you’re going to get value for money before signing up. So, here are a few qualities your chosen VA should have, before starting the job:

Reliability

Reliability is an essential quality to look out for in a VA, especially as they’re representing your business.

Honesty

Your VA will handle sensitive company information, so honesty/confidentiality is a must. 

Efficiency

Efficiency comes with experience, so, if you want tasks completed quickly and competently, look for experience.

Adaptability

Your chosen VA will need to be good at adapting to changes and challenges that may arise.

Creativity

A creative VA will offer new ideas, and be better able to deal with problems innovatively and effectively.

Good people skills

Your VA will represent your business for however long they’re hired, so the ability to communicate well is essential.


What can I get a VA to do?

Most companies or individuals hire a VA for mundane admin tasks, such as data entry or booking appointments etc, but, when you hire a good VA, they can have varied skills and be assigned to all sorts of jobs, including: 

  • Diary Management
  • Document Production 
  • Social Media Management
  • Content Production
  • Travel Planning
  • Event Management
  • Email Management
  • And much more…

To ensure you get the right VA for the job, there are various things you could and should do before hiring, such as:

Put the right details in the job description

This means, that when you post about the job, make sure to clearly and concisely add all the relevant details, including your expectations, and any specific requirements, such as good communication skills and relevant insurance.

Get recommendations

One highly effective way to ensure you find the best VA for the job, is to get personal recommendations from trusted acquaintances – assuming they want to share the secret to their improved efficiency and better work-life balance!

Get to know the VA face-to-face

Knowing you’re hiring the right VA isn’t just about reading a CV, it’s also about finding out about the person from their body language. So, whether by video call or in real life, try to arrange a face-to-face interview.


Is It The Time To Hire A VA For You?

Then contact AB Virtual Assistants.

Whether you’re looking for support with admin, diary or email management, help with social media and more get in touch.

Head over to the “Contact Us” tab on the website where you will find a variety of ways to get in touch.

With the free no obligation chat available you have nothing to lose!

We look forward to hearing from you.

Categories
Business Tips

5 Tips For Social Media Content

5 Tips For Social Media Content

5 Tips For Social Media Content

You have no idea how many people have said to me that they get hugely frustrated with thinking up new post content every week, how to write posts & how to get people to actually interact with their posts.

So, I have written this Blog with 5 tips for social media content to help all those who wish to manage their own Social Media.


1. Do Your Research

If you want your audience to notice and engage with your social posts, you need to make them highly relevant to your target group.

The more relevant your posts are, the more successful they will be – but relevance, in general, is not enough. You need to take the time to truly understand your audience.

A good place to start is at the beginning with the basics, such as:

  • What are their needs?
  • What obstacles do they have?
  • What are the biggest challenges they face?

If you pick a need or challenge that might be a high priority for them right now, you can then develop content and social media posts which provide them with a solution.

Sharing success stories from your previous satisfied customers is always a good was of connecting with your audience on an emotional level. This will help them visualise their own success as a result of using your product or service, and make them feel positive about you.


2. Speak Their Language

Once you have done your basic research, you can then take it further, learn what language your ideal clients use to communicate. By using their language when writing your posts, your content is much more likely to resonate with your audience. This will help to show them that you truly understand them and their challenges.

For example, a post the would be shared on LinkedIn for senior-level executives will read very different to a post for new mums on Facebook or Instagram. Not only do these two groups of people have different challenges and points of view, but also how they communicate with each other is significantly different.


3. Develop & Inject Your Personality

Although you should write social media posts in the language of your target audience. The overall message should be written in your own “voice” (or your brand voice). Write it how you would say it. Yes, use their language but ensure you are writing as you, using your tone & personality. This will encourage your audience to interact with your posts.

This “voice” needs to be consistent & positive throughout the content you create, share & even when commenting on other businesses posts.

Consistency will help your audience connect with you emotionally as well as build trust. They will also be able to identify your social media posts as yours.

There is always a lot of schoolyard-style bullying happens on social media. Don’t engage with it.

Whatever you do, avoid criticizing anyone (or any business) publicly. Criticizing others is not only unprofessional but also dangerous. It can draw negative attention to your page, & can hurt any trust & credibility you’ve built with your existing followers.


4. Keep It Short & Simple With A Call To Action

People value their time. If you want your audience to give you their attention, you need to show that you value their time also.

Great ways to do this include:

  • Making your content and posts easy to read.
  • Using headings, bullets and lists where possible to make your content or posts easier to scan
  • Keeping paragraphs to only two or three sentences
  • Being as brief & clear as possible when writing on your topic

What is a call to action?

A call to action (CTA) is a piece of content encouraging a reader/listener to perform a specific act, (e.g. buy now or click here).

At the end of your content or social posts, consider prompting your audience with what you action you’d like them to take next by including a CAT . Without one, most people won’t take any action after reading your content, even if they enjoyed.

CTAs come in different forms and have different purposes. For example, you can motivate your audience to take actions with these CTAs:

  • Ask them to like or share your social media posts
  • Ask a question they can answer in the comments
  • Direct them to another piece of content
  • Send them to a landing page
  • Direct them to your website
  • Get them to subscribe to your newsletter
  • Ask them to connect with you on other social media channels

5. Use Images & Videos

Use images, graphics and videos to tell a story where possible. Visual content is more engaging, and can often tell the story quicker and more succinctly than words alone. An image or video can often stand alone in social media posts while still conveying the full intended message.

There are several sites where you can download free images to use on your website or your social media. A couple I use are Pixabay & Unsplash.

Keep in mind that video, in particular, can better enable you to connect with your audience on a deeper level. People respond well to video, as it can humanize you and enable them to get to know you more intimately.


I hope these 5 tips will help you with your social media posts.

Next Blog will be “Benefits To Working With A Virtual Assistant”.

Stay safe everyone x

ABVA – 5 Tips or Social Media Content