In order to effectively use virtual assistants to grow your business, you need to hire for the role, not the task that means building a team. A team that will work together to achieve what you’re aiming for as a business owner.
It’s with this in mind that I decided to put together this list of tasks that you can outsource to virtual staff to grow your business more effectively. You’ll see that I’ve broken it down into the following roles:
General Virtual Assistant (GVA)
Audio / Video Editor
SEO / Web Marketer
Graphic / Web Designer
It’s important to acknowledge and appreciate that no one person can handle all of these different roles. It’s about using what you’ve got at your arsenal, to get what you want out of your team building and outsourcing.
So, let’s begin with a look at the one person that I feel every single entrepreneur on the face of the earth should have at their disposal – the General VA (GVA). This is that one person that you can lean on to help you, day to day, more so than any other employee.
They are true time savers – and therefore, as an entrepreneur, they’re your life savers, too! If you don’t have one on board in your business yet – get one now!
ROLE: GENERAL VIRTUAL ASSISTANT (GVA)
Email & Schedule Management Tasks
One of the biggest time-suckers in the land of entrepreneurship is email. Before I actively took it upon myself to remove myself from my business and become a Virtual CEO, I was trapped in Outlook for up to 7-hours a day. It was madness.
Working with a GVA to handle your email, as well as things like your calendar is essential to becoming more productive as a modern-age entrepreneur.
1. Filtering Emails / Managing Spam
2. Database Building / Updating Contacts or CRM
3. Answering Customer Service Emails /Tickets / Chat Support
4. Sending of Greetings eCards, Event Invitations, etc.
5. Calendar Management
6. Appointment Scheduling
7. Travel Arrangement and Planning
8. Reminder Services
File Storage & Organization Tasks
We live in a world of flashing lights, buttons and other things that distract us consistently throughout the course of our working day. Being organized is about as important as being productive. If not more. VA’s can help you systematize and put processes in place to help your business become more organized.
9. Dropbox / Google Drive Organization
10. Data Entry in Word, or Google Docs
11. Creating / Managing Spreadsheets
12. Preparing Powerpoint / keynote Presentations
13. PDF Conversion, Splitting and Merging
Administrative & Blogging Tasks
I’ve talked about how VA’s can manage your blog, as well as how VA’s can help with the marketing of your blog before – however, there is so, so much more your GVA can do for you when it comes to additional admin tasks, and generally helping you, day to day on the managing of projects, and your marketing efforts.
14. Transcription of Video and Audio Files
15. Simple eBook Layout / Formatting
16. Preparing Online Meeting Minutes
17. Report Creation
18. Forms Creation
19. Document Template Creation
20. Online Research
21. Data Mining & Development / Lead Generation
22. Blog Publishing Management
23. Moderating Blog Comments
24. Adding Tags & Images to Blog Posts
25. Receptionist Duties
26. Voicemail Checking
27. Sending Client Invoices
28. Basic Bookkeeping (MYOB, XERO & Quickbooks)
29. Personal Errands (Purchasing Gifts Online, etc.)
30. Project Management & Training Tasks
31. Project Management Between You and Team members
32. Preparation of Training Materials
33. Training of New Virtual Staff (Check out my VSF Academy, too!)
34. Deadline / Deliverables Tracking
35. Social Media Management Tasks
36. Creating Facebook Fan Pages / Groups (see example below)
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37. Posting and Scheduling Facebook Insights
38. Promoting Facebook Pages
39. Collating and Interpreting Facebook Insights
40. Creating a Twitter Account
41. Managing and Increasing Your Twitter Following
42. Schedule Tweets and Track Mentions and Hashtags
43. Create and Manage LinkedIn Account / Profile
44. Create Pinnable Images on Pinterest
45. Scheduling and Tracking Pins
46. Create and Manage YouTube Account
47. Upload Videos on YouTube
48. Moderating YouTube Comments
49. Uploading Videos to other Video Sharing Sites / Social Media
50. Answer inquiries and Messages on All Channel & Profiles
51. Create Slideshare Presentations
All this work is pointless if you’re not a) growing your email marketing list, and b) engaging with that list on a regular basis. It’s been said that for every name on your list, you should be making an average of $1 a month. So, working with a VA to help grow and market to your list is a complete no-brainer in my book! This takes the concept of choosing tasks to outsource to virtual staff to the next level – a level that equals money!
52. Creating a New List in Email Marketing Software
53. Adding and Removing Subscribers from Lists
54. Creating and Scheduling Broadcast Emails to Promote Content
55. Editing Follow-up Emails and Auto-responders
56. Creating Email Newsletters
57. Editing / Proofreading Emails
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ROLE: AUDIO / VIDEO EDITOR
The use of virtual staff in audio and video production is still a little new – it’s only just started to emerge over the last few years. However, I can tell you (from personal experience) it’s created a ton of additional time for me. Not having to edit my own videos (even in a basic way!) has enabled me to spend more time developing my content, instead of worrying about the details. The same can be said for my podcasting.
58. Basic Editing of Audio Files
59. Removing Background Noise from Audio and Video
60. Adding Intro’s and Outro’s to Videos
61. Basic Photoshop / Image Editing (Not Graphic Design)
62. Powerpress (Podcasting WP Plugin) Installation
63. Podcast Setup on iTunes
64. Podcast Insertion on Blogpost
ROLE: CONTENT WRITER
Outsourcing your content is not something I suggest you do often. Especially if your brand is attached to it. However, if you’re doing a lot of online marketing, especially if you’re involved with niche site creation and promotion, or even bigger, more authoritative sites, it pays to save time on creating all that written content, by teaming up with a good selection of virtual writers.
65. Content / Blog Post Creation 66. Guest Blogging / Ghost Blogging
67. SEO Writing
68. Press Release Writing
69. Newsletter Writing
70. Copywriting (Don’t Suggest Sales Copy)
71. Directory Submission
72. Article Spinning
73. Article Marketing
ROLE: SEO / WEB MARKETER
The SEO (Search Engine Optimization) world has changed drastically over the last couple of years. What used to work doesn’t anymore. And what works today might not work so well tomorrow. However, create solid content and you’ll be off to the races immediately. But, what happens after you’ve marketed and promoted your new blog post, or podcast episode via social media? The storm calms down, right?
Having a solid SEO / Web Marketing VA in place will enable your content to be positioned and marketed in a way that will bring in consistent, long-term traffic.
74. Site Analysis
75. Keyword Research for Blog Content
76. Competitor Analysis
77. Landing Page Set-up/Creation
78. Web Master Submission
79. Sitemap Submissions
80. On-page optimization for a post / page (see below example)
81. Off-page optimization for a post / page
82. Social Bookmarking (Digg, Stumble Upon, Reddit, Digg, Delicious)
83. Creating a Social Bookmarking Tracking Sheet
84. Blog Commenting – Off Page Optimization
85. Forum Participation / Moderation
86. Creating Backlinks / Link Buidling
87. Weekly / Monhtly Google Analytics & Traffic Reports
88. Monthly Keyword Ranking Reports
ROLE: GRAPHIC / WEB DESIGNER
Tinkering around in Photoshop is a massive waste of time for every entrepreneur that doesn’t know what he / she is doing. We do it though, right? We love the idea of letting our Superhero Syndrome take over and we believe that we can do everything – including graphic design.
Please – c’mon people… Pay those that truly DO know what they’re doing, to do it right the first time – not only will it look better, but you’ll be able to spend time on a marketing plan, or putting together your next info-product!
89. Designing Logos, Banners, Icons, eBook Covers and Headers
90. Designing Infographics Images (Content Provided)
91. Designing Websites, Creating Mock-Ups
92. Designing Landing / Sales / Opt-In Pages
93. Basic Video Editing (Splicing Intros & Outros with Raw Footage)
ROLE: WEB DEVELOPER
While you’re putting together content plans and a publishing schedule for your site, get a super-skilled Web Developer VA to handle the coding and customizing side of things for you. It’s just plain smart!
94. Support and Develop WordPress (PHP) Websites
95. Install WordPress PlugIns and Themes
96. WordPress Theme Customization
97. WordPress Functionality and PlugIn Enhancement
98. Site Maintenance / Security and Troubleshooting
99. CRM Integration & Social Media Integration
100. Payment Gateway Integration
101. Install and Support an Email Ticketing System
As you can see, the list of tasks that virtual workers can handle for you is about as diverse as the roles that are available at our disposal as business owners.
The fact is that working with VA’s has gone far further than most people ever thought possible. It’s more than just filtering email and managing your social media (although thats covered, too!). It’s about business growth. It’s about waking up and understanding that, as business owners, we shouldn’t be doing half the stuff that we are doing on a day to day basis!