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Virtual Office Services ... a lifeline for small businesses

VHQ Article - Virtual Assistants (EA).pdf

With near 100% internet coverage in the UK and the proliferation of powerful computers in the home, perhaps it’s not surprising that people in secretarial and admin jobs have come to realise that much of their work could easily be done from home. A small number of these have taken the idea further and actually started working for themselves doing exactly that.

Witness the birth of the VA (Virtual Assistant) and the term Virtual Office Services. It’s predominately the domain of women, and many mums prefer this approach to working in an office. By equipping themselves at home with a fast internet connection, telephone, PC and printer they can easily provide a basic secretarial service including telephone work, typing and more.

The new service is ideal for start-ups and growing businesses who can’t afford to hire staff. VAs will happily do the things they hate – often important things that otherwise wouldn’t get done - or they will provide cover during busy periods. Ad hoc pay-as-you-go admin support seems to work for everyone.

But who are these people and how do they work with their clients?

Virtual Assistants

VAs are a special breed. It’s difficult enough just setting up on your own without putting yourself in the firing line with demanding clients. So it’s not surprising that these people are usually professional, resilient, resourceful and capable people who know their job inside out.

Most VAs are good communicators and have experience of handling demanding clients. This can be a godsend if you need someone to undertake front-of-house duties when you’re busy, and their professionalism can rub off on your business, instantly improving your image.

The technology they use is important too. Most work can be transacted using simple telephone and email – in the way most small businesses work – where all the client has to do is divert their phone. Some may have other IT equipment or use web services to accommodate the client’s preferred way of working, or perhaps to share calendars or files, but often these are transparent to the client.

If the business involves large reports or meeting transcriptions, then using a handheld digital recorder and sending these to a VA for typing is one of few new technologies involved. Digital dictation greatly improves personal productivity and releases time for business development activities.

Overall, removing low value admin tasks from the Do-List, adopting more efficient working practices and presenting a consistently professional image are all important to a fledgling business. And, paying only for what’s needed, when its needed, makes it affordable and easy to control.