Sometimes it is easier to work out if you can utilise the services of another business if you realise that your business is very much like another already outsourcing their admin and other services.
So, we thought we would outline one case study of a small businesses utilising my services and how:
Case Study 1
A husband and wife team own their own business – a cleaning business - where both of them are working in the business. The wife is trying to work in the business and undertake all of the admin as well. They also have 3 children.
Their admin includes invoicing, marketing briefs and newsletters, providing quotes to new customers, sending letters and tenders etc etc.
Ultimately, they need to create a website and other marketing solutions for their business and work out a networking campaign suited to their business as well.
They are not sure what to do – there is no time for admin and it is all catching up on them.
They haven’t processed a BAS to the ATO 3 times in a row so there are now fines on top of what they owe.
They haven’t invoiced any of their clients for several weeks.
Any monies owed to them hasn’t been chased and therefore they do not have a cashflow in their business (and subsequently their personal lives).
Customer details hadn’t been captured into a database and therefore updates were not being carried out and kept up to date.
They need a streamlined Contact Sheet when a customer contacts them and a system for their filing and documentation because paperwork is building up and they do not know how to control it.
They cannot afford to employ anyone on a permanent basis so they decide to find a Virtual Assistant but are concerned because they do not want their information to be offsite.
A Virtual Assistant, although mainly works offsite (virtually) can attend a client’s office onsite at least once (or perhaps once a month).
The VA is employed and she/he:
- pulls together all of the invoicing required and ensures all invoices are completed and sent;
- chases up outstanding payments from customers;
- creates a filing system (onsite initially) and does the initial filing for the husband and wife team – explaining to them both how it works so that they can easily file everything away as they complete something!.
- all customer details are brought up to date in an easy to use database which the VA has created; and
- all invoices/expenses are entered into an accounting package and sent to the business’s accountants or senior bookkeeper for BAS to be completed.
All in all:
The Admin has been Assessed, A VA has Assisted and the business has an Answer!
The business can now choose to keep the VA on, on a hourly basis, a project basis or to do the work themselves!
Assisting U Virtually