Santa Claus’ VA Team – Part One

VA, Santa Claus' VA, VA work at Christmas, Virtual Assistant, Christmas tasks for VA

With the festive season coming up, I thought this would give a bit of light relief from all the rushing about organising presents, food, office parties, visits to relatives, Christmas tree purchase (and the inevitable argument over where each bauble ought to be placed and how much tinsel is too much tinsel on one four foot tree).

It is a busy time of year for everyone, particularly small businesses and HR consultants (all those fallings out over Christmas party misbehaviour and who ate the last mince pie in the communal fridge).  However, if you thought you were busy trying to get it all done whilst also handling your marketing, accounts, invoicing, admin and day to day work, spare a thought for Santa Claus.  He has to get the main bulk of his annual work done in the dark, in a twelve-hour time slot, whilst keeping his lovely red coat and white beard immaculately clean despite entering homes via the chimney.  He certainly earns his mince pie and whisky that’s for sure.

I reckon that the only way Santa can get all this done is to have a flexible team of Rock Star VA’s and Freelance Office administrators to help him throughout the year.  So this post looks at the kinds of tasks that Santa Claus might need completing by a VA or Freelance Administration specialist.

General Admin VA helps Santa’s Behavioural Review Elves to create and update a spreadsheet which can filter out naughty children, giving reasons why they may not receive any gifts.

Information Management VA keeps the spreadsheet of gifts requested by children fully up to date.  There are always a significant minority of children who change their mind about what they just before Christmas. It is the Information Management VA’s role to inform Procurement, Warehouse, Workshop and Warehouse, on a two-hourly basis, throughout December, of any changes to requirements.  Luckily, if Santa already bought the gift for the child, there is usually another child who does want the gift.   This is a huge task and there is more than one VA dedicated to this task during November and December when the television toy adverts start.

Project management VA’s plan and manage all the deadlines and sub-projects necessary to ensure a smooth-running process on the night.  Using Gantt charts to track every part of the process, they ensure that the time leading up to the big night is well used and that all project milestones are met on time throughout the year.

Warehouse VA’s manage the stock control for gifts and ensure that there is sufficient warehouse space, the shelves are properly labelled, and safe handling rules are published and observed.

Health and Safety VA ensures that PPE and uniforms are provided for all Elves, VA’s and of course for Santa Claus.  Safety boots are specially ordered for elves using the exact Pantone shade of green and even the steel toe caps are green.  Santa Claus has patent leather safety boots and needs two pairs a year.  These are specially made for him and have a lovely sheepskin lining.

Reindeer Management VA ensures that the reindeer are well cared for throughout the year and have the right mix of moss, reindeer food, and water to keep them healthy. She also ensures they follow their allotted fitness regime to ensure they are in peak condition with sufficient stamina to make the long journey on the night.  The reindeer carry out regular practice runs with the weighted sleigh and these are timed to ensure they will be able to meet the strict timings needed to get everything delivered on time.

Procurement and Stock Control VA work together to manage the regular incoming orders for the standard gifts that all children like to receive such as chocolate, sweeties, books and DVDs, and bicycles.  These are ordered in bulk ahead of time, based on previous year’s figures averaged but delivered on a monthly basis throughout the year to allow manufacturers to average out the demand on their machinery throughout the year.  A final order is placed in late November based on the actual quantities requested.  Some items are on a sale or return basis.  Being based at the North Pole, all edible gifts are kept so cold that they can be safely stored for a year without detriment.

Santa’s personal PR VA handles his personal appearances throughout the world, ensuring that his travel schedule is managed effectively to make the best use of his time during the run-up to Christmas.

A team of Mail VA’s handle the letters from children and update the spreadsheet of gifts requested to ensure that there is a clear overview of items required.  The spreadsheet is available to the finance and stock control VA’s via a shared DropBox folder so that they can collaborate to ensure that sufficient gifts of each type are going to be available on the night.

Procurement VA’s handle the purchase of gifts on behalf of Santa Claus to ensure that the best value for money is obtained when purchasing in bulk.  They work closely with the Research VA’s and Finance VA’s to provide a fully rounded service.

Research VA identifies toy trends across the year and forecasts likely quantities of each toy so that procurement VA can pre-order items to avoid disappointment.

Reporting VA manages the incoming information and produces weekly management reports for Santa Claus regarding types and quantities of gifts required as well as liaising with Stock Control VA to ensure that demand is not going to outstrip supply.  These two teams of VA’s work closely together to ensure that Santa always has the most up to date management information possible to allow him to make effective purchasing decisions.

Finance VA team manage the payment of bills as well as credit control and budget management, regularly reporting to Santa Claus who reviews the costs to ensure they are within target.

Most of these things are tasks that a VA or Freelance Administrator could do for a less exalted personage than Santa Claus.  I am not sure there is much call for a Reindeer Management VA outside the North Pole.  However, if you have an admin task that is taking up time, time that could be more productively spent with clients, creating revenue, or being with family and friends, then do get in touch here.

Posted in Uncategorized and tagged , , , , , , , , , , .