It has taken quite a long time for the world to warm up to virtual assistance and there are still some small reservations. Over the last 2 years, the UK has really come around to the idea that outsourcing the administration duties of a business can really add value…
The Virtual Assistance world is currently exploding, the UK can’t get enough of the VA industry, and it's really refreshing to finally see.
Not only is working with a virtual assistant company very cost effective, it allows a fresh pair of eyes over your business. You have flexibility, allowing you to increase or decrease the hours you need. You can hire a VA on a project basis or hourly dependant on your business needs.
Cost wise, an on-site employee working 20 hours per week might equate to 10 hours of VA work because you aren’t paying for set-up, downtime, printer issues, coffee or lunch breaks at all.
You can rest assured once outsourced to a VA company, the work you offload is completed within an agreed timeframe to ensure you are receiving exceptional service under your company name. The VA you hire will be professional and reliable, whilst also being flexible and experienced.
The best tasks to outsource are those which will save you the most time and which are repeatable - tasks which you do daily, weekly and monthly. Brief your VA once and they will repeat this on a schedule for you, without needing to be asked. Also, the jobs you're avoiding or hate doing, such as VAT runs. Finally, another one you may want to outsource is a task you're not actually great at. As a business owner, you're likely amazing at your day to day, but admin tasks could be lost in the chaos.
For tasks which are repetitive and a low priority, you may be considering using a cheaper outsource VA however time zone wise you may have a deadline which could be missed if hours behind or in front if time sensitive. You could also come up against language as a barrier if you are handling calls and the client requires you to have a good grasp of the local knowledge.
Also, in the UK we have a process to follow GDPR wise which needs to be thought about. A VA based in the UK will already be way ahead of the game for the above potential issues.
Security
Ask your VA's security procedures, for example, do they have a domain specific email, are they aware of data handling, and are they registered with the ICO’s Data Controller Register?
Rates
Rates in the UK for VAs are generally between £25-£40 per hour. You should ask what this includes such as phone calls, systems or postage?
How long will your work take?
Note taking will be as long as your meeting runs, for example. Some tasks are tricky to estimate, however the VA should be open to taking on a new task and timing how long it takes them and letting you know after if that task becomes a repeat.
Turnaround times
Ask your VA how fast they can turn around a certain project for you. Some VAs work F/T or P/T, so you need to ensure they have the right amount of time dedicated to your business.
Insurance
Does your VA have the suitable professional indemnity insurance. Your VA will have access to your sensitive material so this is a key ask.
Team working
Does your VA work by themselves or as part of a team?
The easiest way to start is with the repeatable tasks – next time you are doing them make a word doc of the step by step process you take to complete the task;
Your VA may then suggest a better way of completing this task too. Most importantly, keep in touch with your VA as business needs can change daily!
Curious about how a VA could work for your business? Contact us today on 020 3600 5055
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