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Outsourcing processes and recurring tasks – Getting the most out of your VA’s

When you just start outsourcing, you will often forget to send out tasks to your virtual assistants, and that is perfectly fine. But in order to get the most out of your VA experience, you will need to set recurring tasks, that will set off, without your involvement.

Processes for begginers

Best playing ground for this is actually social media. I’ve previously written a guide on Hootsuite and how it helps me manage my VA’s. This way you can efficiently give your VA’s the control over your social media without compromising your accounts.

But sometimes you will want to let them do more than just social media, and you will want to share them sensitive information about your business, but you don’t want to give them information straight out. In those cases, the best solution is to share them passwords via Lastpass.

These two processes require little to no setup, but pay MASSIVE dividends in time in the long run. It is centralizing your control management to two simple apps.

Recurring Processes

As a blogger, I’ve encountered a lot of repetitive tasks, and as I knew I will run out of ideas for my VA’s I made recurring tasks, that helped me get the most out of my outsourcing experience until I’ve got a hold of making the most out of them. So here are three ideas for people who are just starting out their outsourcing journey:

  • Answering customer support emails – Most of these emails are FAQ, and your VA’s can be a first line of defense against the unnecessary emails.
  • Scheduling your social media
  • Scanning the internet for market leadership conversations
  • Creating analytics reports of your website traffic

From my experience

Once you start outsourcing it’s extremely important to have a couple of recurring tasks to get you started. You won’t always feel inspired to give out new tasks, as it is not the integral part of your behavior online. Until outsourcing becomes your habit, and when you get in tune that your tasks are completed by someone else, having reliable recurring tasks is full proof way to get the most out of your VA’s.

This also keeps them sharp and constantly engaged in your business. They have a feel of building something with you, and have a feeling of ownership over the work that you do. They are a part of it. And as such, they will do a better job of working with you.

Your Turn

Did you try creating recurring tasks to your Virtual Staff? How did they perform? Do you have tips and tricks of your own to share? Share your thoughts and questions in the comments.

Brian Djordjevic
About The Author

Brian Dordevic

Bojan is Marketing Strategic Planner with a passion for all things digital. Feel free to follow him on Twitter or schedule a consultation call with him.

8 responses to “Outsourcing processes and recurring tasks – Getting the most out of your VA’s

  1. If the customer emails are Faq you can identify key words and phrases triggering forwarding to auto responders

    customers are served right away and your colleagues don’t need to do this task

    Never ask someone to do something you would not do.

    1. I still don’t trust a machine to do something as sensitive as customer support answering. And yes, I would reply those emails, you missed the point.

  2. The point is removing friction. There`s a follow up address included, and emails are checked so anything sensitive can be picked up on. The follow up gets a lot of “thank you for your quick reply” What you are suggesting is outsourcing friction, and creating delay, and extra work. Later on in your adventures unless you are low volume, high margin, you will find discover this.

  3. I agree with Bojan. Automation isn’t really an efficient thing. Yes, it may decrease delay and consume less time, but quality is at risk. It’s just like in managing social media accounts. These days, the postings and status updates can be scheduled, but some people prefer outsourcing the task to make it look more realistic and human.

  4. It’s important to decide which tasks are worth it to be outsourced and which are not. Whenever I see a recurring task in my online work for example researching a picture, I think about how much time would it take to train a VA especially on this skill and compare it to how much time will I need to invest if I do it myself.

    If the time saving calculations are significant, then it can make sense to invest additional money to train your VA for one special skill.

    The hard part of this process is figuring out which processes are really recurrent and which are not.

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