What does a Virtual Assistant do for a small business?
Wondering what a Virtual Assistant (VA) actually does? The answer may be more than you think.
If you’re imagining someone to simply delegate basic, low-level admin tasks to, it might be time to update your definition.
An experienced Virtual Assistant can provide small businesses with practical, proactive support that saves time, keeps things moving and makes sure important details don't get missed. They can become a trusted extension of your business, using their judgement, initiative and experience to make sure things get done properly, not simply ticked off a list.
So, what does a Virtual Assistant do?
A Virtual Assistant provides remote business support, but exactly what that looks like varies enormously depending on:
The VA’s skills and experience
The needs of the organisation
It can include traditional admin such as inbox and diary management, but also research, meeting and event support, travel planning, client communication, document preparation and helping to put better systems and processes in place.
The exact Virtual Assistant services you receive will depend on the VA you choose.
What tasks can a Virtual Assistant help with?
Let’s take a look at some of the tasks you might consider hiring a VA for, what you might think they mean, and what’s actually involved.
(Side note: This is by no means everything a VA can do, but it gives a bit more insight into how the role of a Virtual Assistant has grown and how Michelle supports our clients day to day.)
Inbox management
You’d be forgiven for thinking this simply meant clearing spam, unsubscribing from marketing emails and leaving clients with an inbox that’s only filled with genuine business emails.
Sure, that’s part of the role. But on top of this Michelle also:
Makes sure nothing gets missed (that exciting enquiry that hasn't yet been replied to? Michelle makes sure it's on your radar.)
Keeps inboxes organised (filing emails that don't need action, flagging those that do)
Responds where she has authority
Diary management
Scheduling meetings and appointments, coordinating diaries, and managing all the to-and-fro when arranging large group meetings. It’s a time drain most of our clients want off their to-do lists. And yes, a VA manages these things for you.
But Michelle also:
Spots and resolves double-bookings or scheduling clashes in advance
Blocks out time for you to prepare for and travel to / from meetings (often overlooked by busy professionals and leading to last minute cancellations)
Implements processes and systems to make scheduling meetings easier for everyone involved
Travel and accommodation planning
When you’re attending a meeting or event that requires travel and accommodation, you want to know that what you’re getting is the right balance between cost and convenience. And that takes research. Research you don’t necessarily have time for. But a VA does.
Michelle takes care of it all:
Arranging and booking travel (be that train, plane, taxi, car hire or a mix) to ensure you arrive on time and get home safely
Selecting and booking accommodation that is within a reasonable distance and price of the venue
Making restaurant reservations for networking while you’re there
Creating travel itineraries detailing important timings, location details and packing lists
Meeting and event support
Call us old fashioned, but if a meeting doesn’t have a clear agenda, minutes or actions circulated to attendees (and those who were unable to attend) was it really a good time investment? We think not.
But on top of providing all these, Michelle also helps clients to:
Find conveniently located and priced venues for in person meetings and events they’re hosting
Prepare and proofread presentations, board packs and reports
Provide technical support and assistance before, during and after webinars
Liaise with printers, couriers and events professionals to ensure the smooth running of events
It’s these little touches that can make all the difference
What are the benefits of working with an experienced Virtual Assistant?
They work how you need them to work
Michelle tailors her support to meet her client’s individual needs. When booking travel and accommodation for example, some clients may simply need the booking confirmation email sending to their inbox, whereas others like those small but important details to be included (like what time to leave home to get to the train station, where the nearest Costa is en-route and how to get from the train station to the hotel). Michelle understands what her client needs and tailors her support accordingly.
They can act as an accountability partner
When business admin seems to be snowballing and her clients can’t see the wood for the trees, Michelle gets on a call with them. They agree what needs to be done, work through it together, and actually get things finished. It is focused, productive, and often includes those useful conversations where ideas get untangled and problems get solved.
“Michelle is incredibly professional, diligent, and easy to get on with. She’s also incredibly knowledgeable in business administration. She’s made the problems go away so I don’t have to think about it – so much more space in my head to focus on all the things only I can do for my business.”
How do I know if I need a Virtual Assistant?
You don't need to be drowning in admin before getting some support. It might be time to consider working with a VA if you're spending too much of your working week on tasks that don't need to be done by you, important things are starting to slip through the cracks, or you're constantly putting off jobs because client work has to come first.
Equally, you might simply have reached the point where your time would be better spent elsewhere in the business.
Wondering what you could hand over to a VA?
If you've got a growing list of tasks you know shouldn't really be taking up your time, but you're not quite sure what you could hand over, we can help you work that out.
Take a look at our Virtual Assistant Services to see how Michelle supports small businesses, or book a discovery call to talk through what's currently taking up your time and where some extra support could make the biggest difference.
