Transitioning Your Business to the Virtual Realm

"The virtual realm," the term itself sounds so cold and kind of like science fiction, but that can't be further from the truth. Make no mistake, making the transition to streamline business functions by working with the virtual industry will offer benefit after benefit many times over. Allow yourself to simply look into what services the virtual business owner may have to offer and how they will use online tools to provide assistance. It is their business to be your productivity enhancers. Small businesses are prime candidates for profiting from a successful collaboration with a virtual assistant firm.

A small nail salon can drastically intensify their visibility simply by having a website, which in turn will improve their list of potential clients, and make for a fairy tale ending just by diving into the virtual realm. Because the local gift shop owner hired a web staff to handle his repetitive administrative tasks, he now has more time to look after things he enjoys -  like that special project, a new product line he's been thinking about getting on his shelf, or just getting to know his customers.

How do you know when it's the right time to make your business transition into the virtual realm? Maybe you've missed opportunities because you failed to follow-up with potential clients in a timely manner, or the day to day running of your business keeps you from doing the exciting business projects you have been thinking about for months. What about your general items on your to-do lists that seem to be pushed off for the next week and how many times do you find yourself working weekends and evenings just to keep up with the repetitive administrative tasks that must get done? Instead of hiring an employee to help you keep a handle on things, take a look over the brick and mortar wall into the land of the virtual assistant. Employees might incur more overhead expenses like office supplies and equipment not to mention the expectations of health benefits, but with a VA, all you worry about is the work itself.

A virtual team of assistants can actually help grow your business when it’s organized and executed mindfully.  Small businesses can benefit from using internet tools far beyond email and instant messaging. Tools like websites, email surveys, your own company newsletter, and having a friendly contact for your customers to touch base with when you are unavailable are priceless resources that you must explore.

Let's look deeper. Having a web presence will expand your reach; keep in mind a website is your virtual front door. You can have a website not only set up for you but also managed and updated. Need to update your current list of potential customers and keep a line of communication open with current and past customers easily? Virtual Assistants can create, organize, and manage a newsletter for your business to keep your marketing momentum going. If customer support is a hurdle for you and find yourself not able to meet the customer service standards you have set for your company, have a VA to assist you with handling the special needs of your customers.  

Having a web staff on your side will guarantee you are collaborating with experienced internet savvy people with a variety of talent that are there to help your business flourish. Customers will recognize the organization of your business and when they do your customer relations will improve and develop into new business. When customers have a terrific experience, they'll let others know. 

Utilizing a Virtual (Remote) Assistant Properly

Today, the term “Virtual Assistant” is known among internet savvy individuals worldwide. The Virtual Assistant is utilized in areas like interactive marketing, website management, project management, and in the administrative field. Virtual Assistants (VAs) are unique because they’re able to multi-task while still managing time productively – a concept many Time Management professionals have yet to understand.

 

Although the term “Virtual Assistant” has grown in popularity, the majority of business owners struggle with how to tap-in and utilize a VA. Internet entrepreneurs like Informational Marketers were the first to explore this area of assistance. Through networking and the sharing of technical information, the interest in partnering with virtual assistant firms grew; however, the when, why, what and how to utilize such an individual has yet to hit the news stand. It is like a best kept secret among entrepreneurs!

 

There are several ways I recommend a business owner should use the skills of a virtual assistant. Here are just a few of the services provided:

 

• Small business bookkeeping
• Web research and data entry
• Mailing promotional material
• Managing projects
• Managing a team
• Customer service
• Blog and social media
• Writing newsletters and press releases
• Updating online profiles
• Setting appointments

 

 

The ideal VA is interested in a long term business relationship with you, and with minimal pains, this can be achieved.

 

First, you need to determine what needs to be done so you can stay on top of your business growth. This list should contain items that are on your desk eating up your day. From simply updating your contact list to revising your website or even designing a blog, the right VA can easily take the task off your hands.

 

Second, you need to provide all of your passwords and user account names. If you are even the slightest worried about your VA stealing information, you are not ready for this step into the virtual realm. A business owner has to feel confident he/she is making the right choice – that gut feeling – or the entire relationship is doomed.

 

Third, you should not be afraid to share with your VA that this is your first time. The professional virtual assistant will show you the ropes without criticism. But keep your expectations in check. Although most VAs is technically savvy, it does not mean they have all of the answers or can provide all of the services you require. Be realistic in your requests.

 

Fourth, you should stay to a budget but not be too frugal. You can find a VA for pennies on the dollar; however, you get what you pay for. Approach this with a reasonable budget that both of you will be happy with. Remember that you want your VA to save you time and money, not add to your frustration.

 

Fifth, your communication skills are important. Be ready to tell your VA when you can be reached and how you want to be reached. Most VAs use an instant messenger to communicate with clients but that might not be doable for you. Discuss what is!

 

Your relationship begins during the interview process. Make a list of what you are looking for in an assistant. Start with personality traits and then focus on skills. Because this is a long distance relationship, it is important that communications are pleasant and productive.