Virtual Assistant & Admin Support | Emma Shergold
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HOW TO CHOOSE WHAT TO OUTSOURCE TO A VA
If you’re reading this, chances are you’re overwhelmed by your to-do list. You started your business to do the work you love, but somewhere along the way you became the office manager, bookkeeper, event coordinator, email marketer, and everything in between. The good news is you don’t have to do it all yourself.
Many business owners struggle with the question: “What can a Virtual Assistant actually do for me?” In short, there’s likely a VA who can provide support in pretty much every area of your business that doesn’t require your specific expertise. From managing your inbox to handling your bookkeeping, updating your website to scheduling regular social media posts and emails – the tasks undertaken by VAs are far broader than most people realise.
So the question isn’t whether a VA can help you – it’s figuring out which of your many tasks to delegate first.
That’s exactly what this blog will help you with. It will walk you through what us Virtual Assistants can do, provide a process to identify which of your current tasks are best for you to outsource, as well as giving some tips on to implement this successfully with your VA.
By the end, you’ll have a clear action plan for reclaiming your time and focusing on what you do best. Let’s start by understanding why working with a VA might be one of the best decisions you make for your business.
Since bringing Emma on board as our Virtual Assistant and Bookkeeper in July 2023, the transformation of our business has been nothing short of remarkable
Why outsourcing to a VA is beneficial
Virtual Assistants offer three key advantages that can transform how you run your business.
Firstly, we give you time freedom. By handling routine tasks, you can focus on high-value activities that only you can do, like strategic planning and client relationship building.
Secondly, we’re cost-effective compared to hiring full-time employees, as you only pay for the hours you need without the overhead of benefits, office space, or equipment.
Finally, we allow you to focus on what you do best – your core expertise – rather than getting bogged down in administrative tasks that use up your energy and time.
Common concerns and how to overcome them
Many business owners worry about losing control or whether someone else can maintain their quality standards.
The key is to start with small with low-risk tasks while you build your trust with your VA, and they learn how your business works.
Others fear the time investment in training, but remember that the upfront time spent documenting processes pays dividends when you’re freed from those tasks permanently. In many cases, your VA will pick up what they need to do in one or two sessions with you and write the SOP (Standard Operating Procedure) for that task as part of their hours.
The cost of a VA, to some, looks like a high outgoing (especially compared to an employee’s hourly rate), however you need to remember that you’re not employing someone. If you are saving yourself 10 hours a week at your hourly rate of £60+/hour by outsourcing your admin tasks, that’s £2,600 a month that could be redirected to revenue-generating activities.
WHAT MAKES A GOOD VA TASK
Repetitive/routine tasks
Repetitive tasks are those that are done on a daily, or very regular basis. Checking emails, especially helpdesk type inboxes that often require similar responses, entering data into databases or CRMs, or reconciling your bookkeeping are all examples of repetitive tasks. The benefit of these kind of tasks is that once your VA learns the process, we can often do it faster and more consistently than you.
Tasks with clear instructions/processes
These are tasks you do the same way every time, following a certain process. As well as the routine tasks above, your monthly invoice process, scheduling marketing emails, and social media posts, and coordinating events will all follow a form of process. In short, if you can write a step-by-step guide for it, it’s perfect for delegation, and if you don’t already have a documented process, your VA can probably create one for you.
Non-confidential work
Although your VA ‘should’ work to a level that protects anything that is confidential, you will want to build that trust with them first. Initially choosing tasks that don’t involve sensitive business information, or directly delivering your services to your clients. Generally, most operational tasks that keep your business running on a day-to-day basis are ideal for a VA.
Tasks that don't require your specific expertise
While you might be the expert in your field, many surrounding tasks don’t need that expertise. Your VA doesn’t need to understand complex tax law to reconcile income and expenses in your accounting software, or know marketing strategy to schedule your blogs and marketing emails. Your VA will focus on the “doing” while you handle the “thinking” and “deciding.”
Specific VA Tasks by Category
Administrative tasks
Email management goes beyond just reading emails – your VA can filter, categorise, and even draft responses for your approval. We can also develop template responses if we find ourselves typing similar email replies on a regular basis. Data entry covers everything from updating CRM systems to maintaining spreadsheets and databases that keep your business organised. Updating documents, forms and templates can include creating new ones, or developing the ones you already have.
Marketing tasks
Email marketing involves scheduling regular newsletters, and/or developing automated email sequences off the back of a new product/service launch or download (lead magnet). Blog posts include creating content from your website, service delivery, or other sources and posting them on your website. Social media support can involve creating artwork for your socials and scheduling posts across platforms.
Financial tasks
Sales invoice creation can be a one line entry into your accounting software, or a more complicated billing process. A VA can also following up on payments and maintain client payment records. Expense tracking involves processing and categorising purchase invoices and receipts, including downloading from various supplier software/platforms. Bookkeeping can include reconciling bank statements against your sales and purchase documents, highlighting any anomalies, and helping to create better visibility of your accounts.
Project/one-off/irregular tasks
One-off or irregular tasks might include website updates – these may be to introduce a new product/service, add your next event, or update old copy that is no longer relevant. Some VAs are competent with software and can help you streamline or automate some of your processes. Event/project coordination involves a lot of repetitive tasks that need managing across each event or project – VAs are great at task management on this level!
HOW TO CHOOSE WHAT TO OUTSOURCE TO A VA
Choose what to outsource
You now know what kind of tasks are suitable to outsource to a VA, so now you need to know how that relates to your business. This is where a checklist style process works well. You can either download my checklist on how to choose what to outsource to a Virtual Assistant, or follow the process below.
The following process will help you to start breaking down your to-do list.
1. List everything you do on a daily, weekly, monthly, yearly, and ad hoc basis, for example:
Daily: Check and respond to emails. Attend client meetings. Client work. Social media posts/engagement. Business Development/Potential Client Meetings. Other Business Development Activities.
Weekly: Reports, team meetings. Bookkeeping. Client reviews/meetings. Email campaigns. Blog writing. Business Development/Potential Client Meetings. Other Business Development Activities.
Monthly: Sales Invoicing. Reports. Team meetings. Client reviews/meetings. Bookkeeping. Email campaigns. Blog writing. Business Development/Potential Client Meetings. Other Business Development Activities.
Quarterly: VAT Returns. Reports. Client reviews. Email campaigns. Blog writing. Team meetings. Bookkeeping. Business Development/Potential Client Meetings. Other Business Development Activities.
Yearly: Tax Returns. YE Accounts. Policy Reviews. Accreditation Renewals. Insurance Renewals. Software Renewals. Client Reviews. Business Development/Potential Client Meetings. Other Business Development Activities.
Ad hoc / One-off: Implementing new software. Streamlining processes. Updating the website. Coordinating events
2. Cross out everything that ONLY you can do, for example:
Daily: Check and respond to emails. Attend client meetings. Client work/service delivery. Social media posts/engagement. Business Development/Potential Client Meetings. Other Business Development Activities.
Weekly: Reports. Team meetings. Bookkeeping. Client reviews/meetings. Email campaigns. Blog writing. Business Development/Potential Client Meetings. Other Business Development Activities.
Monthly: Sales Invoicing. Reports. Team meetings. Client reviews/meetings. Bookkeeping. Email campaigns. Blog writing. Business Development/Potential Client Meetings. Other Business Development Activities.
Quarterly: VAT Returns. Reports. Client reviews. Email campaigns. Blog writing. Team meetings. Bookkeeping. Business Development/Potential Client Meetings. Other Business Development Activities.
Yearly: Tax Returns. YE Accounts. Policy Reviews. Accreditation Renewals. Insurance Renewals. Software Renewals. Client Reviews. Business Development/Potential Client Meetings. Other Business Development Activities.
Ad hoc / One-off: Implementing new software. Streamlining processes. Updating the website. Coordinating events
3. Your list of tasks that you can outsource to a VA
Below is the list of tasks you are left with that don’t have to ONLY be done by you.
Whilst you may need to sign off on some things (e.g. VAT Return, Accounts), and you will want to create a process of approval on some things (e.g. email newsletters and blogs), The vast majority of these can be undertaken by a VA, either in full or in part (preparation for approval).
This is by no means an exhaustive list as it has been based on the services I offer, but the process for ascertaining what you can outsource will be the same, even if the skillset of the VA you’re looking for is different.
- Check and respond to emails
- Social media posts/engagement
- Reporting (e.g. CRM, Finance)
- Bookkeeping
- Email campaigns
- Blog writing
- Sales Invoicing
- VAT Returns (collating tax invoices/receipts)
- Tax Returns (collating purchase invoices/receipts)
- YE Accounts (collating purchase invoices/receipts. Liaising with your accountant)
- Policy Reviews (creating new documents and updating website)
- Accreditation Renewals
- Insurance Renewals (obtaining quotes and finalising once approved)
- Software Renewals
- Implementing new software
- Streamlining/creating/documenting processes
- Updating the website
- Coordinating events
Other tasks not covered in this exercise that could also be outsourced to a VA (again, not exhaustive):
- Canva work/designs
- Proofreading
- Research
- Audio typing
- Transcription
- Minute taking
- Other marketing tasks
- Setting up and maintaining electronic filing systems
- Travel arrangements
- Lifestyle management
4. Choose one or two tasks to delegate to a VA
You now have a (pretty long) list of tasks that you could outsource to a VA. The key now is to remember that this is a marathon not a sprint, so begin by choosing one or two tasks to start with.
You may also have identified some tasks fairly early on in this process that a VA can take off your hands pretty quickly, so you don’t need to have categorised all your tasks before you can start working with a VA.
You can either begin with a relatively small task to start building a relationship with them and then gradually add more tasks, or choose the task that is causing you most stress and overwhelm and then introduce others.
How to choose your VA
Task based
From the checklists you’ve completed (or at least written some tasks down), you will have an idea of the kind of support you need from a VA.
Many VAs have a specific area of expertise, whether that is a service, such as bookkeeping, or an industry, such as Health & Fitness. The latter is not necessarily a deal breaker, but having someone who knows your terminology can help with the initial onboarding.
Budget based
It is worth bearing in mind that, especially for ongoing support, your VA is going to need about 10 hours a month to complete one or two repetitive weekly tasks.
This does, of course depend on the task, but it’s important to remember that a VA will also need to include the time it takes for any meetings, reviews, and reading of emails and documents.
Some VAs charge by the hour and others with packages (depending on the work), but you can expect to pay at least £350 a month for the above examples.
Qualifications vs experience
Most VAs don’t have specific qualifications. Instead they have years of experience doing the kind of tasks that are causing you all this stress.
Even bookkeeping doesn’t require a specific qualification, as long as they have AML supervision and know what they are doing.
Treat your VA as you would any other consultant – they are not your employee, so if you wouldn’t ask your Marketing Consultant for their CV, please don’t expect one from your VA.
Industry regulations
Although VAs are not a regulated industry, there are some things that a good VA will have in place:
Professional Indemnity Insurance: Any responsible business owner will have insurance to cover the work that they do.
ICO Registration: Any business dealing with other people’s data is required to register with the Information Commissioner’s Office.
AML Supervision: This is required by any VA carrying out financial duties, such as bookkeeping. Most VAs will use HMRC if not regulated by another body.
Getting Started with your va
How to document processes for your VA
As we identified above, a VA can document your processes for you, so whilst having something already prepared for your VA to follow from day one, this is not something that needs to be done before you can start working together.
However, if you did want to create some processes, there are a few ways to do this.
Start by recording yourself doing the task while explaining each step out loud – this creates both a written process and visual reference. The more detailed your documentation, the faster your VA will become independent.
Create a step-by-step Word document
Break down each task into specific, numbered steps, including where to find information, what tools to use, and what the end result should look like. Include screenshots for digital tasks and create templates for recurring work. If you will both be working from the same electronic filing storage, then providing links to the documents/files will be useful and save your VA time searching for them.
Create a step-by-step video recording
As above, break down each task into specific steps, including where to find information, what tools to use, and what the end result should look like. The benefit of a video recording is that your VA can follow the process you take in a more real-time setting. Recordings can be done using screen share on Zoom and Teams, or from within Canva. You can also use software, such as Scribe, to map your process and put it straight into a document to share.
Combine the two
There are benefits to both video and Word documented processes. A video will help your VA visualise what they are looking for and doing, whereas a written document is great as a checklist. For example, creating a written guide in Asana or Microsoft Note, will provide the option to tick off each step so your VA always knows where they’re up to. You can also include the videos to these processes for them to refer to as well.
Ask your VA to document your processes for you
This may seem counter-productive when you first start working with a VA, but there are definite benefits to this approach. In the first instance, it saves you having to do it before you can start working with them.
A competent VA will be able to pick up what they need to do during a Zoom or Teams call with you and get started with it straight away. They may need to ask some clarifying questions along the way, but they will also most likely find some more efficient ways to complete the task, rather than blindly following your process.
Furthermore, although you may embark on a long-term relationship with your VA, things change. Your business may expand to the level where a full-time admin assistant is more appropriate, and if your VA has documented your processes, this will make employee onboarding so much smoother.
Setting expectations and communication protocols
As the ‘contractor’ your VA will have probably already informed you of their working hours and response time expectations, and their preferred method of communication.
However, certainly the communication side of things needs to work both ways. It is advisable to choose a method that creates a dedicated and documented channel of what you discuss. It can become difficult to manage messages that come from different sources, e.g. email, text, WhatsApp, DM/Chat platforms.
‘Day-to-day’ communications (although they don’t necessarily need to be every day) are often best done via email, project management software, or Teams chat channels, with a less regular check-in Zoom/Teams call.
Set standards by feeding back to your VA and develop a system that allows for changes and corrections without micromanaging. VAs above most professionals are aware that there are almost as many different ways to carry out a task as there are people doing them, so it’s important to be on the same page.
Start small and scale up
For both your sakes, it is usually best to begin with one simple, low-risk, time consuming task that you do frequently – perhaps email management or bookkeeping. This will enable your VA to get up to speed quickly and be in a position to take on more tasks, without you needing to dedicate a lot of time initially to offload/delegate a large number of tasks in one go.
Once your VA masters this and you’re comfortable with their work quality, you gradually add more (complex) tasks. This approach builds mutual trust and confidence while helping you to establish your delegation skills, especially if you’ve not worked with a VA before.
Plan to add one new responsibility every 3-4 weeks until you reach your ideal level of outsourced work.
SUMMARY
Choosing what to outsource to a Virtual Assistant doesn’t have to be overwhelming. By systematically listing all your daily, weekly, monthly, and yearly tasks, then identifying which ones only you can do, you’ll quickly see where a VA can make the biggest impact on your business.
The key is to start small with one or two tasks that are repetitive, follow clear processes, and don’t require your specific expertise. Whether it’s email management, bookkeeping, social media scheduling, or event coordination, there’s likely a VA with the right skills to support virtually every operational area of your business.
This list isn’t set in stone – go through the process and start with what comes to you first and then review it again once you’ve delegated your first tasks.
And, remember, working with a VA is a marathon, not a sprint. Begin by delegating low-risk tasks to build trust and familiarity, then gradually expand their responsibilities as you both become more comfortable with the working relationship.
The upfront investment in time and training pays dividends when you’re freed from time-consuming tasks and can focus on the strategic, revenue-generating activities that only you can do.
Use the checklist provided to identify your delegation opportunities, choose a VA whose expertise matches your needs, and establish clear communication protocols from day one. With the right approach, outsourcing to a VA can transform how you run your business, giving you back the time and energy to do what you do best.
NEED SOME SUPPORT IN YOUR BUSINESS?
Whether you know exactly what tasks you want to outsource, or would like to discuss the options you have, I will help you decide where to start.
The first step is to book a free discovery call. This is a 30 minute initial consultation video call via Teams for us to get to know each other a bit better before continuing to work together.
Alternatively, if you would like to know more about how I can support you, please either send me a message or email [email protected].