Are YOU Outsourcing these five tasks?

Outsourcing Virtual Assistant VA Admin Support

Following on from my post about the intangible value that outsourcing to a VA can bring to your business I thought it would be helpful to discuss some of the specific value-added tasks a VA can complete for you.  If you missed the first blog, you can read it here.

A VA is the “Can you just…” person for your business.  We deal with the things that don’t need your expertise.  The routine admin tasks that take time.  The day to day support tasks.  The last minute research and so much more.

Most of us have a large amount of very varied experience in a range of areas and you’d be surprised what we can help you with. It is our transferable skills that make us effective.   The detail of the task can be different for each client but the benefits are the same; a better return on investment for your precious and limited time.

The work I do is very varied but there are five key tasks that I carry out for almost all my clients.  Unsurprisingly, these are tasks that are time consuming but do not directly contribute to income generation.

Diary and Meeting Management

Ensuring you are where you should be, in plenty of time. Managing the often time-consuming back and forth involved in setting up meetings between very busy people.  Ensuring best use of time by laying out diaries in a way that ensures enough time allocated for client work.  Booking meetings into the diary in a way that makes best use of your limited time.

In-Box Management

Managing your Emails and flagging up the important items.  Dealing with the routine rubbish. Highlighting interesting opportunities that might align with your brand.  Politely responding to approaches that you aren’t ready to consider yet but might want to look at in the future.  Corralling newsletters into a separate area to read later and keeping things tidy so emails can be found when needed.

Social Media

Social media and marketing is a necessity for a small business and outsourcing it is easy.   I provide support with the more time consuming elements of this.  Writing content.  Sourcing articles to share, creating graphics and making videos from blog posts so content can be reused effectively.  Scheduling posts based on an agreed content schedule.  Researching for blog posts.  Help and support with marketing tasks and ideas.

Data Input

This is a popular service.  I can type up most documents you might need but data input is much more than that.  I can input into popular CRM systems, Excel, and any bespoke software that you are using for any purpose.   If you need information added to a system, I can do that for you.  Quickly, accurately and effectively. Data input can be time consuming, particularly if you aren’t a touch typist so outsourcing this can save you a lot of time.

My most popular ad hoc service is input of business cards into CRM systems or Excel.  I often perform this one for new clients so they can get a feel for how accurate and responsive I am.  It’s a good one to choose if you’ve never worked with someone virtually before as it gives a good feel for how the process works and how responsive the service can be.

General Admin Tasks

Returning calls and emails, correspondence, stuffing envelopes, chasing up missing information, mailing out documents, tidying offices, filing and generally getting stuff under control when it’s gotten out of control.    Just to show you how bespoke outsourcing can get, one client has me handle all the vouchers that go through their business.  Another uses me only for proof checking.

Although my specialism is HR support, I work with a number of businesses who need a variety of general tasks carried out.   If you are ready to make more money and have more time to spend with your family, you can get in touch with me here for a chat.

4 Reasons to Outsource Your Data Input

data input tips typing copy-typingWe live in an increasingly connected world.  Information is king and a deluge of data arrives every time you pick up your smartphone, look at your computer, or turn on your television.  Businesses handle an increasingly large and diverse quantity of data on a daily basis.  To harness the power of the information you generally need some level of data input support to organise the raw data into a form which can be used to drive your business forward.

 1.   Time is Money

You can ask one of your team to do the data input.  You can even spread the task across the whole team.  However, this takes each team member away from their key business role.  Since time is money, this may delay completion of important, revenue producing tasks and affect your profit margins. Additionally, asking highly paid staff to carry out routine work can make the work very costly on a per hour basis.

2.    Accuracy

Accuracy is totally critical to ensuring your data is reliable and can be used confidently.  Data input tasks need to be completed by someone whose attention to detail and precision is absolutely top notch.   Incorrect data is more than just a nuisance, it can create major problems.  Incorrect contact details may mean your clients do not receive critical information.  Inaccurate costing information can lead to overspending on your projects.  Errors in metrics which you are relying upon to steer your business forward can have a massive impact on your business forecasting.  Business data needs to be reliable.   You don’t have time to double check work to ensure it is correct.

3.    Speed

Fast typing speeds are important, though not at the expense of accuracy.  Using a specialist who can provide both accuracy and speed makes sense.  Information produced will be reliable and able to be used straight away, saving the business money as well as time.

4.    Motivation and Productivity

You can ask your staff to do the data input alongside their main role.  However, frequent requests for staff to complete routine admin and data input when this is not part of their role can reduce staff morale.  Such requests can lead to resentment, lack of motivation and feelings of being undervalued.  At best this could lead to a reduction in productivity, at worst staff may vote with their feet, leaving you with a costly recruitment and onboarding campaign to manage.

For all of these reasons, outsourcing your data entry to an expert makes sound business sense.

What kinds of Data Input can be Outsourced?

Just about any bulk data input can be outsourced.  Contact information is frequently outsourced since it is very time-consuming to collate and keep up to date.  This is one reason why the input of business cards and contact information into Excel for upload into CRM or telemarketing systems is one of my popular services.

If you are considering outsourcing your next data input task, please get in touch with me and I’d be pleased to help.