administrative support

THINK FAST THURSDAY: Impact Virtual Services is HIRING!!!!

"THINK FAST!"  It's what people would say in the 50s when someone was about to throw something your way.

So.... THINK FAST! impact Virtual Services is HIRING!  We are looking for the very best of the best to bring on as Virtual Executive Administrators with expertise in non-profit management, association management, support for small and medium-sized businesses, support for entrepreneurs and social media mavens!  Oh-Daddy-Oh, if you think you've got what it takes... CLICK HERE!

WAY OUT WEDENESDAY: Leveraging a Virtual Assistant for Your Business

In the 50s, the popular phrase, "Way Out" meant "innovative."  impact Virtual Services loves that era, the phrase and its meaning.  That is why every Wednesday, we devote our social media communication to innovative ideas through the "Way Out Wednesday" BLOG Series.

This week, how to leverage a virtual assistant or Virtual Executive Administrator (VEA) to build your small business is our focus!


Think Fast Thursday "THINK FAST!"  It's what they would say in the 50s when someone was about to throw something your way.  So.... THINK FAST!  impact Virtual Services is HIRING!  We are looking for the very best of the best to bring on as Virtual Executive Administrators with expertise in non-profit management, association management, support for small and medium-sized businesses, support for entrepreneurs and social media mavens!  Oh-Daddy-Oh, if you think you've got what it takes... CLICK HERE!

WHAT is a Virtual Assistant/Virtual Executive Administrator at IMPACT?

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IMPACT Virtual Services is HIRING!

Now Hiring!

An Insightful Reminder to the Endless Benefits of Hiring a Virtual Assistant – Part I

Earlier this year, I had written a three part series on deciding whether or not a Virtual Assistant (VA) is the right choice for your small business or possible enhancement to your personal life.  The articles demonstrated how to organize your priorities into task lists, and then evaluate those priorities into categories as to which tasks would be beneficial for you to self-perform versus which could be delegated to an assistant. From that point, I explained how to search for the most appropriate VA, whether tailored to a particular subject matter such as legal or real estate, or be able to provide a multitude of support.  If you did not act on my marvelous suggestions, have no worries!  There is still time to soak in the benefits of how helpful VAs are and how much easier they can make your life become.

If you act on these suggestions now, you may actually have a chance to enjoy some of that beach time you’ve been dreaming about all winter.

The following are simple reminders on the benefits to hiring a VA:

  • No extra expenses with a VA, such as benefits or vacation pay.  VAs are ideally consultants.  As they work for themselves, they purchase their own benefits, insurance, and there is no paid time off from you.
  • VAs use their own equipment.  That’s right!  No need for you to buy new laptops and printers, not to mention office supplies, as they already have these enjoy summeritems in their home offices.  If you were to hire a new employee at your office headquarters, this would be one of the first additional costs for your business’ overhead.
  • No extra office space required.  VAs have the pleasure of working from home and can be as close or as far to your business as necessary.  Save on construction expansions and go spend a day at the beach with your family.
  • Only pay for the time VAs charge to your project.  By giving a VA a task, they charge you when their time is complete.  You are not paying for down time.  Thus, their time is as efficient as you can expect.  Although, you want to ensure you choose a VA with the appropriate background that can complete your tasks precisely, accurately, and efficiently.
  • VAs are hard working and reliable.  VAs rely on steady income streams just like the rest of us.  They are competitive and will work hard to keep their business successful.  This means that if you choose someone of credibility, they will go the extra mile for perfection and will work hard to keep stability with your business relationship.
  • VAs can assist with specialized tasks.  Do you have real estate work that you need assistance with?  How about legal documents that you need help with?  Sometimes VAs are simply retired lawyers and real estate agents, or those that no longer practice full time.  Of course the more specialized skill sets will most likely require additional charges, but again, this still saves you time and money in the long run.
  • No agency fees when hiring a VA.  Have you ever hired a temp for your business?  This usually involves increased costs through an agency and no real guarantee that the employee will be around for any additional tasks you may need assigned in the future.  With a VA, you will not only avoid agency fees, you will also have a consistent contact for future assignments.
  • VAs are more apt to work outside of normal business hours.  As VAs have a flexible schedule, you may be able to assign a given task at the end of the day and find that it’s been completed and ready for you first thing in the morning. Wouldn’t that be a nice surprise, versus paying overtime to the employee that has to stay past 5 o’clock?
  • Expertise in the areas you are not.   Are you terrible at organizational skills?  How about developing a Power Point with all of the bells and whistles?  VAs are specialized and administration support is a key element with their background skills.  If you put their expertise to work, you will most likely not be disappointed.
  • Office pressure amongst co-workers lessens.  Is there a deadline to meet and Sam won’t be able to get everything accomplished on time?  Well, send a partial amount of the work to Shelly and let her work from her home office.  Through proper email correspondence and phone communication, you’ll have a polished product in no time.

Again, these are just a few of the simple reminders as to how Virtual Assistants can positively change the work flow at your business or increase the quality of life that you wish to have for yourself.  Do you find yourself wanting a few extra days off this summer?  Do you have a few things that you would love to have taken off your plate?  Impact Virtual Services can help with this decision making process and guide you in the best direction that will assist your needs most efficiently.  Make an appointment with us today.   We’d love to be part of your solution.

Stay tuned for more pointers in upcoming posts.  Keep positive and enjoy the beautiful weather to come.

Are You Swimming For Success, Yet Drowning In Your Business Tasks?

If so, maybe a Virtual Assistant is your ticket to the Gold. (oh yes we did...still riding the Olympic fever!!)

Are you at a point in your business where you just can’t get it all accomplished in a day, a week, a month, or even by the end of the year? You look at your desk, your task lists, your calendar, and you just see piles of paper, endless mark-ups on post it notes, and pretty much the words “still needs to be completed” on everything?

If so, you may just need to start thinking about which priorities you are able to get done yourself, and which can be handed off to someone else. Here’s what you can do to begin this process:

  • Define your requirements. Figure out if your tasks are specific to a specialty area (IT, web design, real estate, etc), or if they are more generalized (booking business trips, posting for social media, writing blogs). This may require hiring someone with defined skills, versus a background with a general admin skill set.

You will need to also figure out if this work will be on-going or if it’s just a simple, one-time go around. You may find after this step that you actually need several people to complete your tasks versus one person.

  • Define the expected time frames for each task. Who knows your business best? Most likely, that is going to be you! If not and you are still extremely successful, well then let us know your secret! As I am guessing the person that best knows your own business is you, you will need to define the expected time frames for each task you are willing to assign.

As you start with a new Virtual Assistant (VA), it will take longer for them to adapt. They will need to know the base fundamentals of how your business functions in order to complete what you are going to assign to them. Over time, if you use the same key people, you should see efficiency and a value in hiring quality staff.

  • Find experienced help. Or not. It’s 100% up to you how experienced the staff you hire is. The benefit of partnering with experienced VAs is there is a small learning curve and increased efficiency, they can make suggestions on programs/methods/platforms that have worked for other clients, and they are trained at supporting a successful business, all worth the fees they charge. However, the benefit of being able to train a newbie is that you can mold them to perform the work as you would like to see it being accomplished.
  • Pay at a level that also makes sense for your business. You don’t want to take a loss with your business, but you also want to build continuity with your staff and maintain a respectful relationship.

What else should I consider?

  • As far as training goes, a VA works remotely and should have their own equipment and supplies. During the initial partnership, it’s important to remember to keep your patience. Training from a remote location can take a little more time, but if you hired quality, this should be worth it in the end. Remember, you’re saving a ton of money on overhead so the virtual aspect is well worth it. Skype is a great free tool we use with our non-local clients; not only does it give it a live meeting feel where we can see each other, it also allows us yet another tool for quick and convenient IM communication.
  • Ensure that you consider risk management as well. Mistakes are bound to happen and most likely will. Think about the importance of integrity when saying “you’re hired.” After all, the client associates your face with your business. We suggest starting with low risk tasks, and building up the level of risk right along with the trust and expertise that will get established with a bit of time.
  • If there are expectations for reporting hours associated with specific tasks, make sure your VAs know the importance of this and be sure to have the proper tools in place for documentation.

If you’ve read through all of these steps and decided that a VA is the right choice for you, what’s the next step? Hire! You have options to hire locally or seek out referrals. Your success depends on your choices from here on out, so be sure to invest the time to hire quality, especially if you are specializing in a particular area.

I feel if you follow all of these great steps, you’ll be well on your way to saving yourself a lot of time and money in the long run. I know that I could not be more grateful for my team members and hopefully they know this as well…which is a great reminder to end with. Never forget to appreciate and reward your team, even if it’s a simple “thank you”, it will go a long way!