3. Email tips…
1. Only view your emails for 30 minutes a day
2. Have your VA move emails into the right
label/folder
3. Key labels/folders are:
• In box = Must be done today
• A TO DO = Done by you in the future
• A TO READ = Read by you later
• A VA TO DO = To be done by your VA
• Unsubscribe = Your VA unsubscribes
4. Any task from an email is moved into a task
manager
5. Your VA works out of your inbox
6. When VA sends on your behalf - call it out
5. Calendar tips…
1. All tentative meetings marked with an *
2. Establish a default diary with your VA
3. Put a note if the meeting requires
confirmation
4. Use an on-line booking service like
youcanbook.me
5. Add buffer and travel time in calendar
7. Task management tips …
1. Have one master task list visible for
both of you
2. Use a cloud based task manager
3. Screen capture the task if it is the 1st
time
4. Use voice to task app
5. Be specific and link to examples done in
the past
6. Set clear deadlines and label tasks
9. Research tips…
1. Give background as to why
2. Give your VA double time you think it will take
3. Give them a list of tools you suggest they use
e.g. Google, Linkedin, Twitter, etc.
4. Ask them to repeat in their own words what
the research task is to confirm understanding
5. Have frequent updates to see if they are on
track
6. Set clear deadlines
7. Nominate what format and where the
research should be stored
8. Ask for their recommendations
11. Social media tips…
1. Updating key social media sites with new
content
2. Monitoring who has looked at your LinkedIn
profile
3. Updating and refreshing profiles across
platforms so there is consistency in message
4. Posting blogs on your website and linking this
to your social media
5. Monitoring people you follow and summarise
key posts
6. Researching people who you should connect
with
7. Running facebook and linkedin campaigns
13. Cloud training tips…
1. Create a short list of real work problems that could
be solved by cloud computing
2. Write a brief for your VA to research potential
tools
3. Seek a recommendation after they test the options
4. VA learn and write a training module
5. Daily or weekly training with the VA on how to use
the tool
6. VA join forums and speak to heavy users to learn
more about the tools
7. VA train other people in your team on how to use
it
8. Document all the tools you use to make it easy for
new people to come on board
15. Book keeping tips…
1. Use a cloud-based software
2. Map out the workflows for each section
e.g. Accounts receivable, payables,
bank reconciliation, coding etc.
3. Set timeframes for end of month
activities
4. Debtors follow-up process
17. Presentation tips…
1. Give them a good brief with examples
of what ‘good’ looks like
2. Take screen shot of what you want for
each slide
3. Provide a template
4. Regular reviews of work in progress
5. Debrief to build learning
19. Website update tips…
1. Refresh content regularly
2. Customer stories above the fold
3. Screen capture changes
4. Portfolio of what good looks like
5. Landing pages with one message
6. Site analytics
21. Sales management tips …
1. Use a CRM solution
2. Train VA on how to use it
3. Create an email label/folder for sales
input
4. Create reporting
5. All comments in one area
6. Track why you gained and lost clients
7. Follow-up…follow-up...follow-up
23. Project management tips…
1. Use a project management software
like Podio
2. Always make sure that project
requirements and deliverables are set.
3. Schedule weekly catch-ups with your
VA to discuss the progress of each
project.
25. Content management tips…
1. Produce content every second week
2. Brief what the goal of the writing is and
provide an outline of the key points.
3. Keep an original copy of the work from
which you can make a comparison of
the edited version.
4. Inform your VA of images to go with the
content.
5. Make sure to proofread everything
before posting or printing.
27. SEO tips…
1. Research keyword for your blog content
2. Make sure that your page looks natural
and not cramped with keywords
3. Ask your VA to supply weekly or
monthly Google Analytics and traffic
reports
4. Have your VA develop a landing page
