Managing a small business means wearing a lot of hats. Small business owners juggle communicating with customers, bookkeeping, record-keeping, and managing business operations. While these are essential tasks for running a business, focusing solely on these responsibilities leaves little-to-no time for small business owners to work on developing their business.
Remote assistants allow small business owners to outsource some tasks and responsibilities. This results in better organization and prioritization for the small business owner.
1. Identify Remote Assistance Benefits
Businesses that utilize remote assistance can outsource administrative and operational responsibilities to professionals working outside of their physical business location.
Depending on their skills and assigned tasks, remote assistants can manage emails, schedule appointments, conduct online research and data entry, and communicate with customers.
When administrative support is needed, this type of outsourcing can give small business owners the flexibility to redirect their time toward other business development activities.
2. Outsource Routine Administrative Tasks
Administrative work can be very time-consuming for small business owners. This can include data entry, scheduling, and record-keeping.
To identify which tasks can be outsourced, business owners should create a list of routine and repetitive tasks.
Business consultants can outsource customer appointment follow-ups. Likewise, updating product data, order fulfillment notifications, and follow-ups can be outsourced by online stores.
Tasks are more likely to be completed when specific instructions and deadlines are provided.
3. Improve Customer Communication
Timely response to customers' questions is essential to a business’s effort of nurturing a positive relationship with its customers.
A remote assistant can help put frequent request questions to rest by providing predefined information, and help forward requests and questions to concerned persons for answers.
In addition, the establishment of structured communications can help control and address customers’ request and/or complaints effectively.
It is important to follow-up and/or remind customers of their requests to ensure they are not lost or forgotten.
4. Support E-commerce and Online Business Operations
E-commerce and online businesses need assistance with order-related communications, answering customer questions, and maintaining order records.
A remote assistant can help update product details and organize products listed for sale. The remote assistant can also help monitor and/or maintain customer questions and request records.
This frees the business owner from administrative tasks to plan and organize the business, create new products, and improve customer service.
For tasks that require assistance, the business should document how to do the task. Training and system access should also be provided.
5. Choose Virtual Assistant Services That Match Your Needs
The types of assistant services needed differ with the type and size of a business. A small business may need assistance in basic research and administrative tasks, while an established online store may need customer service and e-commerce tasks assistance.
For tasks that require assistance, the business should identify its main tasks that require assistance, and define the specific tasks for assistance. The business should also set clear expectations on communication with the service provider.
Small business owners interested in remote assistance can review Pickzon’s Virtual Assistant services to learn more. Reviewing the services available can help owners determine virtual assistance will work for their business.
6. Security
When working with remote assistants, there are potential risks to the business such as the remote assistant accessing customer information or internal business documents. There are steps the business can take to protect this type of information.
Limit the remote assistant’s access to only the information necessary to do their job.
Have the remote assistant sign a non-disclosure agreement to further protect the information. Revoke access when it is no longer needed.
7. Measure Productivity and Review Results
When an assistant has done their job to the satisfaction of the business owner, review to see if the task should be done in the same way or if responsibilities should be adjusted. This can give insight into potential improvements to the process.
Focus on the quality of the process rather than making assumptions about the bottom line. Pay attention to what communication is effective and if there are improvements that should be made.
There are benefits to using remote assistance such as freeing up a business owner’s time to concentrate on the business rather than doing administrative tasks or taking care of customer communication.
Pickzon provides a remote assistant service that can be used to organize customer communication. This frees up the business owner to focus on long-term goals to grow the business.
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