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You are here: Home / Blog / Hiring a Virtual assistant

Hiring a Virtual assistant

May 5, 2017

There comes a time in everyone’s business where you have to take the leap and make your first hire. One of the first hires I would suggest (apart from hiring a bookkeeper and accountant) is a Virtual Assistant (VA).

As a business owner, your time is very valuable and you shouldn’t be getting distracted with things you can pass on to an assistant to do.

Get into the mind space that your time is valuable and paying a VA will help you free up that valuable time to work on your business instead of working in your business.

A virtual assistant usually divides their time between a few different clients which makes having one very economical for small business owners who may only need help for 5-10 hours a week.

Here are some things a Virtual Assistant can help you with in your business:

  • Basic bookkeeping
  • Managing your email
  • Databasing/updating CRM
  • Invoicing
  • Online research
  • Presentations/Powerpoint
  • Scheduling and setting up meetings
  • Editing of blogs and proposals
  • Keeping you on task
  • Writing content
  • Social Media updates

Before hiring a VA, it is important to make a list of the tasks you would like them to do and once hired give them details on the processes you wish implemented to accomplish those tasks. One of the pitfalls we see happening with clients is that they assume the VA will do things the way they do and don’t have a step-by-step process for them to follow which leads to wasted time redoing tasks, missed appointments, and the like.

To help with this particular part of hiring a VA, we discovered a great programme called Process St  that will help you set out the tasks and the processes that go with each.

By documenting all your processes with each staff member you will save hours and money in the long run. Writing down the processes for your email alone makes a huge difference in efficiency. (One little trick is to set up folders in your email for your VA to put emails in so that your email stays clear [folders like URGENT,  email subscriptions,  invoices,  receipts, etc.].)

Our advice at Breakthrough Business Solutions is start small, hire a VA for 2-3 hours a week and give them tasks that are simple like managing your calendar, booking appointments, or helping you write content for your Social Media.

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Staff have really stepped up and even surprised themselves…

Fiona has helped us look at our business from a totally different perspective. She has helped us to develop new strategies and approaches and we are working more ‘on’ the business rather than being consumed by it. The staff training we have had has gone very well and the staff have really stepped up and even surprised themselves by what they have achieved. Fiona makes you accountable to yourself and has a fabulous way of working. I would definitely recommend her.

Mavis Griffiths – The Prenzel Shop

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Fiona was recommended to me by a colleague of mine, and I am very pleased I made contact with her. She has helped me come up with new strategies and a new way of thinking to help increase my business. Now instead of patchy bookings, the clinic has solid bookings in advance and turnover has increased 30 – 40% in 3 months.

John Cullen – Queen Street Osteopaths

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We hired Fiona from June 2012 through to December 2012 to upgrade our business systems and implement new strategies to increase our company profile and client base. A Business plan was developed that when followed enabled the admin side of the business to become more efficient. This in turn allowed us to focus more on creating and distributing new marketing material to new clients. As a result of the knowledge and expertise that Breakthough Business Solutions has shared, our business has secured new clients and solidified relationships with existing ones. We have experienced growth throughout our time working together and there is no doubt that we will continue to do so in the future.

Stu Finch – Elixir Events

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I started working with Fiona in October 2012 on my 2 Physiotherapy clinics in Christchurch and Auckland. Since working with her, she has helped me achieve a huge growth rate in terms of patient numbers, resulting in an increase in turnover. I love working with Fiona as she has reputable experience as well as strategies that really work. She is also innovative and motivating, which I believe has helped me to see the increase in my business that I wished. I highly recommend her to anyone as a business consultant!

Ariel Chuang – LifePhysio

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Fiona has assisted me in taking my business to the next level. Although we were doing all the right things we weren’t getting the results we wanted. Fiona helped us to do everything better. From planning, strategy to follow through, she has helped us achieve better results overall and the results are above expectations!  I highly recommend you talk to Fiona if you are considering looking for a business coach who will give you value for money, and great results.

Jess Daniell – Director –Sendsational Gifts

Opened my eyes to different strategies

Today’s economic situation is tough for a lot of us, so it made sense to me to bring in outside expertise to help me increase the practice. Fiona has shown me simple, cost effective ways to increase my business and get results. We have achieved an awful lot since working together and she has opened my eyes to using different strategies which has had a great impact. I would recommend talking to Fiona who really knows what she is talking about.”

Dr R Taylor

Fiona gave us the simple steps and practical strategies to succeed in 2014…

We contracted Fiona to help formulate a practical Business Plan for the next 12 months. She was generous with her time and expertise, quickly grasping the nature of our business and identifying the main issues needing attention. Fiona is highly organised and motivated, with a great sense of humour and a determination to see her clients succeed. We have enjoyed working with her and now have a clear step-by-step plan to implement, along with practical strategies to make it easy.

Sonya Berger – General Manager – South Trade

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I have been working with Fiona just over a year and she has helped me build my business to what it is today. I have had a 75% increase in turnover. I would highly recommend taking the steps to bring Fiona on board in your business. I have come across many business advisors/coaches but no one comes close to the service and hands on approach like Fiona.

Pauline Stockhausen – Social Soup NZ

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“We have recently received some business planning and growth advice from Fiona Clark from BreakThrough Business Solutions. Fiona was amazing to work with. She was well organised, had some great strategic initiatives and helped us articulate a workable business plan.  We have always tended to be reactive, rather than proactive and Fiona has helped us put together a business plan for the future which will ensure success.  If you’re serious about planning and growing your business, I highly recommend that you talk to Fiona now!”

Daniel Hunt – Managing Director – Daniel Hunt & Associates Limited (DHA)

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Vicki Sykes – CEO – Friendship House

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