The Trusty Oak Blog

Utilizing Your VA to Their Maximum While You’re at Your Minimum

Woman sitting at the beach

As we careen towards the ever-busy, ever-stressful Holiday season that so rudely has snuck upon us again – let’s talk about getting work done while you’re relaxing. What if you could effectively stop doing all the admin/marketing/operations/etc. during the entire month of December and come back in January without having a month of work to catch up on? It sounds like a pipe dream, but there are only two things you need to be able to do this:

Chances are, if you’re here, you’ve got at least one of those two things (and if the one thing you have is a delegation plan – what are you waiting on before getting a TO VA?). Here’s how this works:

How to Maximize Your VA while Minimizing Your Effort

Step 1: Create a Delegation Plan with Your VA(s)

This step seems easy enough, but it’s actually a bit involved. Make sure your VA(s) knows your game plan. How often do you need certain things done? Do marketing materials go out at the same frequency as when you’re in the office, and how should approvals for the materials be requested and received?  Is someone monitoring your inbox and letting you know of urgent needs? If so, how often should they check your inbox for you? For other task ideas, see below. Each of these tasks can be done by your VA without needing your explicit oversight (past initial approvals). The goal is to have a plan in place to handle normal day-to-day operations without needing you too much (so you can rest).

Sample Tasks to Delegate:

Marketing

  • Newsletters
  • Social Media Scheduling
  • Ghost blogging and Formatting
  • Request/Post Client Testimonials
  • Event Promotion
  • Podcast Research
  • Video Editing/Posting

Admin

  • Event Planning
  • Inbox Management
  • CRM Management
  • Scheduling
  • Gift Purchasing
  • SOP Documentation

Bookkeeping

  • Monthly Reconciliations
  • Sending invoices/receiving payments
  • Payroll

Step 2: Set Communication Expectations

Similarly to step one, let’s talk about communication expectations. You know, at Trusty Oak, we expect our VAs to update their clients once every week. If you’re on an extended leave over the holidays, do you want more frequent communication, like a daily status update? Or are you the type of person who doesn’t want to be bothered unless the house is burning down? Make sure your VA(s) knows how often they need to let you know how things are going on.

Let’s also talk about communication with your own clients. Are you going to put a vacation responder up, letting your contacts know you may be slow to respond because you’re taking the month of December slower (if not off?)? Should your admin VA who’s monitoring your inbox, let people know that you’re taking care of yourself during the holiday season? Decide how transparent you’d like to be and let any key players know about your plans.

Step 3: Sit Back and Relax

I’m going to hope that if you’re taking a month off and traveling that you’re going to a sandy beach in the Caribbean or to the snow-covered mountains, but even if you aren’t, trust that your VA(s) will do what is needed and will keep things running smoothly in your absence. That’s it! That’s all there is to it! Hopefully, we’ve inspired you to take a load off – you work hard all year (and you probably have for many years in a row), so you deserve a little bit of a break!

Don’t have a TO VA and want one? Book a call with one of our Client Success Coordinators today!

Book a Call With Client Success

Anastasia Pardick

Anastasia began her career as an intern for a locally-owned company, learning how they ran their business and their bookkeeping processes. She earned a Bachelor of Science in Business Administration from Westminster College in Pennsylvania in 2018, after which she began working as a marketing coordinator for a local multi-million dollar home improvement company. It was at this point she found Trusty Oak and joined the team in January 2020. She completed her Master of Business Administration (MBA) in August of 2020. She took on a position as an accountant in April 2021 and grew her passion for business even more. Today she serves the Trusty Oak Client Success team as the Administrative Assistant and also helps ensure virtual assistant success as a mentor for incoming VAs.

Ana is focused on customer relationships and helping to fulfill needs. She is always willing to lend a hand or an ear and tries to find creative solutions to problems.


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