An insight into how a Virtual Assistant could help boost your productivity and supercharge the growth of your business.

VIRTUAL ASSISTANTS: YOUR SECRET TO SUCCESS

The Co-Founder of Virtalent gives an overview of the VA industry, as well as useful tips & tricks to ensure you will have a successful virtual relationship.

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OVERVIEW

Who we are .......................................................................................................................................3

Introduction ......................................................................................................................................4

VIRTUAL ASSISTANTS: YOUR SECRET TO SUCCESS

An insight into the VA industry ..............................................................................................6

What to look for in a good VA provider ............................................................................8

Why it’s better to outsource within the UK .....................................................................9

Independent VA or larger provider? .................................................................................13

Why use a Virtual Assistant? The 3 main benefits ...................................................15

Useful resources .........................................................................................................................16

Further reading ............................................................................................................................17

ABOUT VIRTALENT

Why we’re proud to be different ........................................................................................20

Client testimonials .....................................................................................................................21

Our simple sign-up process ..................................................................................................22

Contents

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Virtalent match busy entrepreneurs and professionals

with university-educated Virtual Assistants who have

a wide range of different skills. Our Head Office team

are based in the center of the UK’s second largest

city, Birmingham, and our VAs work across the UK, for

companies ranging from the top 50 law firm, Mills &

Reeve, and the Marco Pierre White restaurant chain, to

small businesses in a variety of industry sectors. This

e-book isn’t a sales gimmick about Virtalent, however. It

has been written by Sam Wilson, our Director at Virtalent,

with the help of our super-talented VAs, to open your

mind to the power of outsourcing.

Outsourcing some of your workload will help you focus

on a smaller set of value-adding tasks and so give

you some much needed “head space”. This is great for

creativity and for clarity; both of which are vital if we are

to solve the challenges we face as business owners every

day.

Outsourcing will give you the time to focus on growing

your company and not on spinning an ever-increasing

number of plates. There are never enough hours in

the day, so why not leverage someone else’s spare

time instead? Successful business owners realise the

detrimental impact of trying to do everything themselves.

After all, we only have so many hours in the day and so

many skills under our belt!

Outsourcing will, in short, help you grow a successful

business and maintain a work-life balance that won’t

lead you to early retirement… at least not for the wrong

reasons!

Interested in finding out more? If you keep reading you

will find out more about the VA industry and how you

can harness it, what to look for in a high quality Virtual

Assistant service and some useful resources to help you

get the most out of such a relationship.

Sam WilsonCo-Founder & Marketing Director

Who we areVirtalent are on a mission to help UK business owners to outsource the tasks they struggle to find the time or expertise to complete in-house.

+44 (0)121 57 300 57

hello@virtalent.com

www.virtalent.com

linkedin.com/company/virtalent

facebook.com/virtalent

twitter.com/virtalent

Ellie Bekalo

Co-Founder & Operations Director

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Although the industry has grown rapidly since its

foundation in the early 2000s, the concept of a

“Virtual Assistant” is still relatively unknown to

many business owners, particularly here in the UK.

With more companies than ever harnessing the

flexibility and convenience associated with cloud-

based technologies (like Skype and Dropbox), the

conversation is again turning to how these tools

can be used to facilitate better remote working

relationships. Companies around the world are

questioning why they have office cubicles full of

staff, all of whom have to spend hours commuting

to and from their workplace, and whether this

model is really necessary for 2020 and beyond.

Naturally, these technologies and the “always on”

mindset of today’s connected entrepreneurs is

good news for the Virtual Assistant industry and for

remote outsourcing as a whole. A Virtual Assistant

is exactly that; someone who will provide you with

some kind of assistance, remotely or “virtually”. This

assistance is usually similar to that provided by a

PA (hence why they are sometimes referred to as

“Online PAs” instead) but in actual fact, VAs today

possess a wide range of different skills sets, from

social media management to web design.

But not all Virtual Assistants are the same, and

what happens if you have never worked with one

before? We’ll share our insights in the sections to

come.

IntroductionThe concept of a “Virtual Assistant” is still relatively unknown to many entrepreneurs.

Let us explain more about how your business can take advantage of a revolution in flexible outsourcing.

Why work with a VA?

Only pay for 100% productive time.

Focus on the work YOU enjoy.

Achieve a better work-life balance.

Grow a multi-skilled team (without

the headache.)

Avoid HR and payroll paperwork.

Complete flexibility. No fixed long-

term commitment.

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VAVirtual Assistants

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The global Virtual Assistant industry is growing in line with changing attitudes to remote working and an increase in

new business start-ups, as well as growing popularity of the cloud-based technology required to facilitate a produc-

tive virtual relationship. No longer do we need to employ large bodies of staff and house them in expensive offices

in order to access the talent we need to grow a company, nor do we need to spend hours on the motorway to meet

with new clients. Are you fully embracing the remote working revolution?

The VA Industry

Today’s entrepreneurs are taking full advantage of the digital revolution we are all living through, finding the most flexible and convenient way to build

their businesses with just a few taps on their smartphone.

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It is difficult to estimate the true market size for

Virtual Assistant services, but in 2014 Tholons

estimated that the global market for outsourced

services was valued at $104billion, with business,

professional and technical services accounting for

just over half of this total 52%. Most of this demand

is met by the US and Canada, but demand from UK

and Europe (as with many trends) is now growing

substantially.

The world of work is changing and fast. With so

many businesses now using cloud-based software

and over 60% of UK companies now incorporating

some form of remote working there is a fantastic

opportunity available for any business owner to

expand their team, as and when needed.

No longer do you need to worry about desk

space, or covering everything from sick pay to NI

contributions and committing to the obligations

associated with legally employing staff.

After the recovery of the “dotcom bubble” (which

reached its peak in 2000), hand-in-hand with the

growth in popularity of broadband internet and

tools like Skype, there was a huge increase in

the number of online task marketplaces such as

Fiverr and ODesk. These marketplaces were a

great starting point for the industry, but business

owners quickly realised that the quality of these

marketplaces left a lot to be desired. They needed

a long-term solution that they could rely on. This

gave rise to the Virtual Assistant industry in the USA,

before it expanded elsewhere.

The Virtual Assistant industry has improved the

quality and convenience of outsourcing for small

businesses. The industry is still evolving and

growing, with a number of UK VA agencies having

expanded abroad in the past few years.

A Virtual Assistant will not only save you time, but

they will allow you to reduce costs, add flexibility

to your business model and, ultimately, build a

company whilst achieving a reasonable work-life

balance.

What more could you ask for?

Work smarter, not harder

Ask yourself: could you be more effective in your

work? Outsourcing your to-do list will not only

make you more productive but you will finally have

the breathing space to be a more focused and more

creative business owner.

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Whats to look for in a good

Virtual Assistant

Flexibility. You shouldn’t have to pay more per hour if you have a quiet month, nor should you be tied to a long-term contract. A VA shouldn’t add constraints to your business.

Security. All files and payments (see if they have a little padlock symbol on their website) should be handled securely. If they are a UK company they must be registered with the Information Commissioner’s Office (ICO), the organisation that enforces the Data Protection Act 1998.

Professionalism. Does the company answer your enquiry quickly and diligently? You should feel comfortable trusting the service provider with any task, even if they need to liaise with your customers and colleagues.

Structure. Ask the provider what will happen if your Virtual Assistant is ill or away on holiday. Will they (or even can they) arrange for another VA to look after you until she returns?

Transparency. You should have an easy way to find out what your Virtual Assistant is working on and what time they have logged to your account that week.

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It used to be the case that you could contract a full-time offshore

Virtual Assistant for as little as a few pounds an hour, but this is

quickly changing. The economies in countries such as India and

the Philippines are growing faster than ever, driving up wages

and the aspirations of the young staff that used to fill these roles.

According to Statista, the offshore outsourcing market in 2015

had shrunk to the same same size that it was in 2008.

Whilst outsourcing abroad does make a lot of sense for larger

corporate companies with significant business process overheads

(e.g. call centres and back office functions), the same benefits

rarely apply to a small business looking for a single Virtual

Assistant or a small virtual team. The success of this more intimate

working relationship depends much more on the quality and

convenience of the process, as well as the end result.

How do you feel when you call your local bank branch and

instead must speak to someone in an offshore call centre, who

struggles to understand and, most importantly, resolve your

problem? The company has answered hundreds of calls that day

for a fraction of the cost compared to answering them in the UK,

but you may be left unhappy with the outcome. Do you want to

be faced with the same issues when trying to grow a business?

Personally, we think running a small business is tough enough as

it is!

UK vs. OffshoreThe temptation to outsource work to an offshore VA is often driven by the perceived cost

savings. But have you really considered all of the pros and cons?

Many tasks that your Virtual Assistant will deal with will involve direct or indirect contact with your customers. This communication needs to be in the right context in order to give the right impression and so, yes, American spellings on your blog posts and emails chasing late payments at 3am do look odd!

Ask yourself: is my core competency at risk if I outsource this?

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When you’re pushed for time it can be easier to

simply pick up the phone, but what if it is the

middle of the night where your VA is based?

Working in different time zones can soon become

frustrating.

Your new VA should be able to use their own

initiative and creativity to help tackle the

challenges you face in your business every day.

Unlike an offshore VA, most VAs in the UK won’t

be sitting in a call centre environment where they

must juggle the needs of several different clients

throughout the day, all in different countries. This

focus means they can bring significantly more

value and insight.

Everyday communication relies on nuance and

implied meaning. Would you like someone who

has never even visited the UK to reserve a table

in London for a lunch meeting? Chances are

that your client may be left less than impressed.

Growing up in different cultural contexts can lead

to a surprisingly different outlook.

The obvious attraction to offshore providers is

their comparatively low cost. However, not only

have their average rates increased steadily over

the past few years, and will continue to do so, but

the complications outlined above often mean

tasks need to be redone (often by yourself).

Work on the same clock

Creative thinking

No language or cultural barriers

Buy cheap, buy twice

Why keep it at home?

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“For everything we don’t like to do, there’s someone out there who’s really good, wants to do it and will enjoy it.”

Josh Kaufman, serial entrepreneur and best-selling author

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You’ll probably have come across a number of independent

Virtual Assistants at networking events you have been to,

many of whom are working mothers who are looking to run

a lifestyle business during the day whilst their children are

at school. In fact, 95% of VAs are female, with “the majority

working 30 hours per week” according to a survey conducted

by VAnetworking.com.

That works well for them, but does this mean they have your

best interests at heart, as a growing company looking to

outsource some of your workload? A larger, more established

company is likely to be able to provide extra peace of mind

and at a more competitive rate (overheads are distributed

across more customers).

A larger provider will still assign you a dedicated VA, but you

will have more choice in who that person is and all work will

be overseen by an Account Manager. They’re likely to have

more efficient business processes, extended support hours

and the ability to adapt to your changing workload. What

happens if you only have a single VA to rely on, but they are ill

or you have a particularly busy week?

Independent vs. managed platform

Should you choose an independent freelancer working on her own or a larger provider with a team of different VAs and Account Managers? You may gain more value from the

extra structure and support provided by the latter.

The huge increase in flexibility, cost savings and accessible talent that a well thought-out outsourcing strategy could easily add to your company will give you a noticeable competitive edge. Can you afford not to give it some proper thought?

“If you deprive yourself of outsourcing and your competitors do not, you’re putting yourself out of business” – Lee Kuan Yew ($17.5bn net worth)

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It’s inevitable that people are sometimes ill or

need a day off once in a while. What happens

when your VA isn’t available? A larger team

(usually overseen by an Account Manager) will

be able to cover any absent periods, ensuring you

are never left alone.

With more customers around, it will evidently be

easier to find reviews and feedback from people

who have used the service before. Check out sites

like Trustpilot to see whether you can trust the

provider or ask the company to put you in touch

with one of their existing customers.

It’s logical that the more VAs there are in a

team, the greater the variety of backgrounds,

experiences and skills they will have. Why

not take advantage of this and build a multi-

skilled virtual team who look after the different

elements of your business model?

Most independent VAs are so busy doing work

for clients that they understandably don’t have

the time to think about the overall customer

experience they are providing. A larger provider

is likely to have specialist staff dedicated to

improving this, as well as being able to afford

to build the necessary technology to make the

process as seamless as possible.

You’re always covered

Find reviews online

Access differentskills

Complete peace of mind

Why use a larger provider?

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27% 44% 20%

10% of UK business owners have been forced to miss the wedding of a friend of relative because of their workload

1 in 10

With an extra hour in the day, 27% would work on identifying new ways to expand

their business

44% started a business because they wanted more flexible working

hours

With an extra hour in the day, 20% would work on

marketing activities

Click here to view sources14

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Delegate as many repetitive, on-going tasks as you can. Leveraging other peoples’ time

is the key to building a scalable, successful business – you simply cannot do everything

on your own! Ensure your company is focused on improving and delivering on its core

competency (e.g. delivering excellent training workshops) rather than overextending

yourself.

Supercharge your productivity

It is impossible to find one person with all of the necessary skills to tackle the wide

range of different projects you need to be completed. Design agencies can be expen-

sive, temp agencies leave you feeling underwhelmed and good freelancers can be diffi-

cult to find. Why not use a multi-skilled Virtual Assistant platform like Virtalent instead?

Access new expertise

According to Infusionsoft, 55% of business owners say that “time to get everything

done” is their toughest challenge and 32% find running a business “exhausting”. In fact,

1 in 5 have even forgotten to pick up their children from school! Yes, running a business

takes a lot of hard work and determination, but a few hours of support each week

really could make a dramatic difference to your stress levels and and to your focus.

Achieve a better work-life balance

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Like Gmail? You’ll love Google’s suite for

business users, especially at just a few pounds

per month. We love the simplicity (and powerful

functionality) that the plan offers. It includes

everything from cloud storage and online office

software to a fantastic calendar and HD video

conferencing tool.

All of the VAs we have looking after clients’ social

media accounts are given access to Hootsuite

Pro, but if you would prefer to manage your own

social media you can create a basic account

for free. A growing number of social media

professionals use Hootsuite to schedule posts,

build their fan base and find great content.

If Google Hangouts aren’t your cup of tea,

why not sign up for a free account on Skype?

Now you can even set up a call with non-

Skype users by simply sending them a URL.

Video meetings are a great alternative to

hours spent travelling to/from a busy city

centre!

Although a little more expensive than some

similar software, Mailchimp is the best way to get

started with e-mail marketing. It is easy to use

and free for up to 2000 email addresses.

Google Apps for Work

Hootsuite

Skype

Mailchimp

Useful Resources

Jing gives you a way to share (and annotate)

screenshots, or even video recordings taken from

your computer screen. This comes in handy when

you need to explain how to do something to

someone who isn’t sat next to you.

Jing

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Further reading

Ferris explains the freedom that can be found in delegating tasks to a Virtual Assistant. Live more and work less by following his inspirational tips to achieve the work-life balance you have always dreamed of. This is a useful introduction into outsourcing the on-going tasks that currently fill your week.

The 4-Hour Workweek by Tim Ferris

Although short on original ideas, this book is a great summary on how to change your state of mind to appreciate the fruits of your labour and focus on what really matters in life. Wasmund gives an inspirational and empowering take on reducing the impact of a busy schedule.

Do Less, Get More by Sháá Wasmund

A classic which many of you will have already read, Covey’s 7 Habits outlines tried and tested ways to harness your own potential and take advantage of the power of habit. When used alongside a Virtual Assistant, these tips will be incredibly powerful.

The 7 Habits of Highly Effective People by Stephen Covey

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5 steps to prepare for your

Virtual Relationship

Spend a working week working out exactly what tasks are draining your time, how long these usually take you and what else you could be doing if that task was outsourced instead.

Evaluate your needs1What software and tools do you use? It is important to check whether your new VA will be able to gain access to these if you need support.

Provide access2

Make sure you communicate any deadlines or budget constraints to your Account Manager and/or VA so that they are aware.

Explain any constraints3Your new VA is there to give a helping hand, so you use them! Take the time to delegate on-going tasks as soon as possible and not once you have become so stressed that you feel like giving up!

Stop to hand over4

Everyone has different ways of working, so sometimes your new Virtual Assistant will need a little time to get to know exactly how you would like things to be completed. This would be the same even if they were sat at the desk next to you.

Trust in the process518

VAWorking with Virtalent

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COMPANY Virtalent is proud to be

differentVirtalent is on a mission to improve the quality of the UK Virtual Assistant

industry. Let us help you to work smarter, not harder.

UK-based team A wide variety of skills

Built for entrepreneurs

Complete peace of mind

Everyone, from our

Birmingham-based

Head Office team to

our Virtual Assistants,

are based here in

the UK. No time

zone differences or

language barriers to

contend with.

Our growing team

of multi-skilled

VAs enable us to

offer more than

PA support. From

web development

and graphic design,

Virtalent can help with

a variety of one-off

projects and on-going

tasks.

From our flexible

billing structure

to our proactive

approach to account

management, our

service is tailor-made

for small businesses

and freelancers.

Not only will your

dedicated Account

Manager look after

you, but all work is

insured up to £250,000

and all VAs must pass

through a rigorous

selection process

which includes

an independent

background check by

Onfido.

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Testimonials“As a start-up, I’m trying to do everything on a small budget but I’ve realised that there is no saving to be made in spend-ing time learning to do something myself rather than using a specialist. That’s where I’ve found Virtalent so useful. Their team members have done tasks for me that would have taken me forever to do, and done them so much better than I ever could!”

Louise Welsh, FounderKidGo

“Sam and the Virtalent team are amazing. Last week came back with a fantastic list of blogs and sports news outlets, which led to some great PR and, even better, great sales of my new book!”

Matthew Crehan, Author

“Worked closely with Virtalent as they developed the latest iteration of our new company website. Brilliant to work with from start to finish. Helpful, patient and incredibly flexible. Virtalent come highly recommended and I would be genuine-ly happy to work them again”.

Rikin Patel, DirectorHarrik Consulting

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Working with Virtalent is simple

1

2 3

4

Visit our website to request a no-obligation telephone consultation at a time to suit you, We’ll answer any questions you might have about the service and see if we can help with the tasks you have in mind.

Creating an account online takes a matter of minutes and we’ll assign you one of our Birmingham-based Account Managers immediately. They’ll be in touch to assign our most suitable Virtual Assistant to your account.

Once you have delegated the tasks you need to be completed to your VA, you can monitor all work through our task management portal. All tasks are professionally insured up to £250,000 for complete peace of mind.

At the start of each month we’ll invoice you for any time logged to your account in the previous month. All work is billed to the exact second it takes to complete at one great flat rate rate, regardless of the type of work or number of hours you are paying for that month.

GET IN TOUCH

CREATE YOUR ACCOUNT WE’LL CARRY OUT THE WORK

WE’LL BILL YOU ONCE PER MONTH

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COMPANYlinkedin.com/company/virtalentfacebook.com/virtalent

twitter.com/virtalent

www.virtalent.com

hello@virtalent.com

+44 (0)121 57 300 57

Birmingham, UK

© 2016 Virtalent Ltd. All rights reserved.

Please have fun with this e-book and share it freely with anyone you feel may benefit from it!

You are free to copy, distribute or transmit this material in its original format, but you may not alter, transform, build upon this work, or use it for commercial purposes without written

permission from Virtalent Ltd.

Nothing in this guide is intended to replace common sense or professional advice.

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