25 Tasks You Can Outsource to a General Virtual Assistant (GVA) – TODAY!

by Chris C. Ducker · 104 comments

25 Tasks to OutsourceOne of the biggest reasons why entrepreneurs nowadays struggle to grow their businesses is because they are simply wearing too many hats.

They do everything in their business. They ARE the business!!!

It’s a dangerous, downward spiral that most entrepreneurs suffering from what I regularly refer to as ‘Superhero Syndrome’, will eventually encounter – if they don’t change the way they are doing things. Fast!

Anyone that’s ever visited my blog before will know that I am a huge advocate of outsourcing and working with all the different types of virtual assistants available, right now, at your arsenal.

It’s just plain smart to leverage your time with talented workers on your team, than try and do it all yourself.

Getting Started is the Biggest Hurdle

However, from speaking with hundreds and hundreds of entrepreneurs over the last couple of years on the subject, the biggest reason why they procrastinate and not pull the trigger with outsourcing, is because they really don’t have a clue what tasks they would outsource in the first place!

With this in mind, even though I’ve discussed working with virtual assistants before, I decided to put together this post today to give you ALL a kickstart in the right direction – and that direction is a General VA. In case you’ve never worked with GVA’s before, this is the one role that I suggest every entrepreneur fill’s in their business, before any other.

NOTE: GVA’s cannot handle tasks that would be taken care of by other types of virtual staff, such as web development and programming, graphic design, video and audio editing, content writing and SEO tasks.

However – the fact is that GVA’s are a Godsend. 

They help you ‘buy more time’ in your work day, alleviating entrepreneurial stress and allowing you to start working ON your business, instead of being trapped, working IN it, instead.

25 Tasks to Outsource to a General Virtual Assistant

1.    Email Management/Filtering
2.    Setting up Autoresponders (Aweber, Mailchimp)
3.    Booking appointments with clients
4.    Following up with clients/customers (sending thank you and happy birthday emails)
5.    Receptionist duties (answering occasional calls)
6.    Calendar Management
7.    File Management (organizing files using Dropbox etc)
8.    Database building (eg. updating email or contact lists on your CRM)
9.    Research on certain topics for blogposts, newsletters or others
10.  Personal errands (purchasing gifts for loved ones / family members online)
11.  Hotel and Flight Booking
12.  Transcription (transcribing voicemail, video or audio, podcasts etc.)
13.  Taking down minutes of meetings
14.  Creating basic reports (reports on weekly tasks, deliverables, sales)
15.  Preparing Slideshows (Powerpoint Presentations)
16.  Liaison between you and other team members
17.  Recruitment (source for other team members like writers or graphic artists)
18.  Set-up Social Media Accounts (Facebook, Twitter, LinkedIn, Youtube)
19.  Manage and update Social Media Accounts
20.  Manage your Blog (Basic WordPress Skills)
21.  Publish posts on your Blog (content you provided)
22.  Filter  and reply to comments on your blog
23.  Answering support tickets (with the use of Zendesk)
24.  Blog commenting (to increase links to your site)
25.  Participating in discussion forums or message boards (more promotion!)

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Don’t Make Assumptions!

Obviously, some of these tasks will require training, especially ones that involve the use of online tools. These are just some examples of the type of tasks someone in a General VA role can accomplish for you.

Use my ’3 Lists to Freedom’ exercise to create your own, personalized list!

The most important thing here is to realize that not everyone will be perfect at handling ALL of these tasks right out of the gate. It’s silly (and a little ignorant!) to assume that one person will have experience handling all of these types of tasks.

However, I am here to tell you that I have seen GVA’s handle all of these types of tasks with ease and confidence after some basic VA training, a little understanding and a slither of patience from their Virtual Bosses! So, be nice.

So, what now?

Get outsourcing, thats what.

Have you outsourced these types of GVA tasks before? How’d it go? Got anything to add to this list? Go right ahead. Below!

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{ 104 comments… read them below or add one }

Jacob@CashCowCouple March 20, 2013 at 01:57

I’m terrible about requiring things to be done my way. I’m also new to the VA scene and it looks like I have a bunch of reading to do on your site.

Thanks for the quality content

-Jacob

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Chris C. Ducker March 20, 2013 at 11:50

Hi Jacob

Get reading / listening and watching, my man! :-)

What type of work do you feel you could start outsourcing immediately…? Without any major headaches.

Let me know, and lets see how I can help ya!

C

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Unstoppable May 22, 2013 at 20:59

I have a few clients that were the same way. Once you become more familiar about VA’s that’ll change. And when you start using one and see the work getting done efficiently and timely, without it being done your way, you’ll see the light :)

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Chris C. Ducker May 24, 2013 at 16:48

Couldn’t agree more…

Let’s bring on the light!!!

C

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Kimberly, The Fur Mom March 20, 2013 at 02:53

I could definitely use someone to help me manage and organize my email. I might look into this as a project just to get me started.

I’d also like to create a list of sponsors to keep in touch with througout the year.

Thanks for the idea. This isn’t something I would have considered otherwise.

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Chris C. Ducker March 20, 2013 at 11:48

Hey Kimberly

I’ll be doing a video post next week on a simple way to streamline your inbox with a VA.

Stay tuned!

C

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diamantis March 20, 2013 at 05:00

Hi chris !

How about basic video and/or audio editing . Is this considered a GVA task ?

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Nica March 20, 2013 at 08:58

HI Diamantis — As a VA, I would say that basic audio editing (trimming, removing background noise) will fall in the task list of a General VA just like transcription. But it would be hard to find a GVA with basic video editing skills as software for such a task may not be freely available for them to practice on.

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Chris C. Ducker March 20, 2013 at 11:41

Hi Nica

Yep – I’d agree on the audio side of things. Video is a different animal, obviously – and it does come down to software and general skill set when using that software. With some basi training, and simple to use software, however, I believe GVA’s could probably handle easy cut n paste video work – but, it’s not the ‘norm’, thats for sure.

Thanks for chiming in.

C

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Chris C. Ducker March 20, 2013 at 11:48

Hi Buddy!

As Nica said, audio stuff – perhaps… but, video – thats a slightly different animal.

C

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diamantis March 20, 2013 at 12:54

Nica and Chris , thank you for your answer .

We’ll talk when the time is right .

And until then , be healthy and smile !

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Chris C. Ducker March 20, 2013 at 13:30

I always smile when I see you commenting, my friend.

Always.
:-)

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izzy March 20, 2013 at 05:54

Im not sure how happy i would be having someone filter my email, what if they filter out something important? That said i recognise that im a bit of a control freak and to loosen up a little.

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Chris C. Ducker March 20, 2013 at 11:47

Izzy

I have ti done DAILY – and trust me… it’s a freakin’ lifesaver.

Tell you what – I will do a simple video post on it for you (and everyone else) next week sometime, to show you exactly how simple and how effective it really is. How about that…???!!!

Why is it that you feel like such a control freak? What exactly is stopping you from letting go a little…?

C

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Lewis LaLanne March 20, 2013 at 06:57

I think one of the best pieces of advice for anyone just getting into business who needs help is to seek help with tasks that directly put money in the bank before seeking help with all the dirty grunt work they don’t want to do.

Everyone knows that the majority of people go broke in their business before they ever really get any altitude and I believe that one of the major contributing factors to this is their hiring strategy. Too many people are anxious to hire people for the positions that contribute to overhead rather than bottom line.

So rather than hiring people to help get the marketing and sales part of their business humming like a finely tuned engine . . . they hire people to manage their email, set up travel plans, make appointments, etc. all stuff that costs them money and has no hard ROI

Yeah, I know, I know, that time is money but when the purse isn’t overfloweth, priorities need to be made and your priorities will reveal whether or not your business even exists in one year or not.

When starting off in business, I think it wise for the new owner to be willing to do 12 hour days – 8 hours focused on marketing and selling and product creation activity – the other 4 hours on the ugly behind the scenes grunt work – book your own flights, clean your own toilet, do your own damn books, clean up your own damn messy files, etc. And getting people to actually “Work” during time they’re supposed to be working is a whole different discussion.

This is only my opinion and my opinion is a fluid concept subject to modification in the face of new information that augments and enhances my little slice of reality. :)

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Chris C. Ducker March 20, 2013 at 11:44

Hey Lewis

Great comment. Love it.

Your opinion is a solid one, of course – I did those crazy long hours MYSELF when starting my business. I think it’s all very relevant to persoonal situations and what you want to achieve in terms of work ‘ life balance.

I chuckled at your ‘slice of reality’ comment, too.

Bottom line – put in the time and do what you think is best for your business. MY opinion is that you dont need to, nor should you be doing ‘it all’ – there are smarter ways around it…

I’m curious – what type of workdays do you handle yourself nowadays? Do you work with VA’s…?

C

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Lewis LaLanne March 21, 2013 at 05:00

I love answering this question but first I have to say that my workday is not what most people’s workday is.

My workdays are set before I start the week. I know exactly when I’ll be starting, breaking, and ending for Monday through Saturday. And I work to self-imposed, pre-determined time blocks.

My week is set up with flexibility in mind so I’m not starting at the same time every day but the one thing that is a constant is time blocks. So, I work for 90 minutes and then take 10 minutes off to do all the playing I wanted to do during those 90 minutes (check Facebook, look at pictures of the grumpy cat meme, text people, etc.) and then when my timer goes off I get back to another 60-90 minute session of straight work and then take 30 minutes to eat, play, or rest – anything but work.

The key to my workdays is UNINTERRUPTED WORK. When I’m writing a blog post, I’m doing JUST that. I’m not trying to respond to tweets or Facebook comments or texts or phone calls while I’m trying to write. I’m dead to all other activity during that time block. The goal is one task at a time driven to completion.

What I have come to adore is how this style of working allows me guilt-free messing around AND as a side bonus, I get an incredible amount of work done . . . in LESS time.

I believe people’s inability/unwillingness to work uninterrupted is what leads them to spending 10 hours in a office, having only truly “worked” for 30-50% of that time, not getting things done and then believing that they need to hire someone and that will solve all their problems.

But this line of thinking isn’t addressing the root of the problem and can lead to more problems because we end up being the blind leading the blind so not do you continue to not get stuff done, but you also hire a person who following your example, takes forever to get things done. Here is a brilliant article that reveals research done on how much employees screw around at work . . . http://www.forbes.com/sites/cherylsnappconner/2012/07/17/employees-really-do-waste-time-at-work/

The thing is, I’d say 95% of us were employees before we started our own business.

If you want to guarantee you fail in business, approach it the same way you’ve approached all the jobs you’ve ever had.

The difference between running a business and being employed is as vast as the difference between being a child and being a parent.

It’s very easy to think you understand what running a business is like because you’ve been employed by one. But if you want a business that makes more money than it spends, you’ve gotta ditch the idea that this gonna happen with the same paradigm you brought to your jobs.

Employees show up at work, sit there for a fixed amount of time and they get a pay check for doing so. They still get this pay check whether they do just “okay” work or if they do “amazing” work. Employees even get paid if they don’t show up if they’ve accrued “sick days” or “Vacation hours”.

A business owner ONLY gets paid in proportion to the value they’ve created and the results they’ve produced. Like carnivores in the wild, they only eat what they kill. The second they stop doing either of those, the ship sinks and if they’re really bad at managing money, they not only have no money coming in anymore, but they actually end up OWING money for the business that they killed.

So when it comes to workdays, the whole “Good news, bad news” joke fits here. The joke says, “The good news is that you’re your own boss! And the bad news is that you’re a REALLY incompetent and crappy boss!”

That’s reality. Life and working with clients has taught me along with the excellent research done in the book “You Are Not So Smart – A celebration of self delusion” has reinforced the lesson that most people give themselves credit for being far more awesome than they actually are.

So when we bring our employee conditioning of just wanting to put a site up and have money appear magically and our broad general self delusion to the table we’re asking for drama.

And this is why time management is a misnomer. We don’t need help managing time. We need help managing ourselves.

Most people’s primary motivation for getting into is business is because they don’t want a boss telling them what to do.

And then they’re shocked to find out they’ve now got 50 bosses because now they’ve got customers making them jump when they say jump.

And if they’re a start up and they have it in their head that they need to hire for all the “overhead” positions and more before they’ve even proven that business concept is viable via bootstrapping and hustling, they end up with even more bosses because their employees boss them around after seeing that they don’t have a clear understanding of what needs to be done.

Most people who get their act half way together and keep their business afloat stay confined to an identity of “Small Business Owner”.

Reaching the level of being a small business owner is better than having a job. This might allow you a slightly higher than average income, a title of being a business owner and that’s about it.

This person is gonna be in the same position five years down the road as he is thirty years down the road.

This person has a website and some similar websites have come and gone through the years and maybe they have made some refinements and expanded but the person’s business is pretty much the same as it’s been for years and they have maintained a solid income for themselves.

The next step up from “Small Business Owner” is that of “Business Developer”.

These people figure out how to take their ordinary website and make it an extraordinary website.

And the next step up from this is becoming a “Professional Entrepreneur”.

Another term for these people is “Serial Entrepreneurs” because they start one business, sell it off and then go start another business or add another business to the business they already have and they do this over and over again until they retire

Right now, I’m at the “Business Developer” level. And one of the reasons I feel I’ve been able stay in the game as long as I have is because I don’t delude myself of otherwise. I don’t try and pretend I’m a serial entrepreneur or a corporation and hire people just to hire them or because “that’s what normal businesses or the pro’s do – they hire employees.”

So, in reference to your question about whether I work with VA’s or not, the answer is, “No.” The size of my business hasn’t justified me bringing in any virtual employees. Yes, I do sub out little work projects from time to time that isn’t suited to my strengths and would take me 80 hours to learn and do vs. their taking 2 hours to do it but the one thing I’m lucky to have is a business partner who compliments my weaknesses. He’s the one who does all the techy stuff and designing for us and the majority of the consultation work.

Having my business partner has been HUGE for me. This is something I would highly recommend people do – partner with someone who is the OPPOSITE of you and is gifted in critical areas you aren’t. Having this one partner has allowed to go FAR beyond what I’d be able to do on my own and because he’s got skin in the game he’s fully committed to the business.

I do acknowledge that I wish to hand off everything I’m not gifted (especially all the piddly work) in pursuit of growth but right now I’m perfectly happy with being a “Business Developer”. And when I do shift gears and push the pedal to move towards of being a “Professional Entrepreneur” then I’ll definitely be seeking out your advice Chris. :)

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Chris C. Ducker March 21, 2013 at 11:58

Hi Lewis

This comment was, quite frankly – STORMIN’.

I’m quite frankly speechless – it’s longer than most of my posts! :-)

What I get from this is that you are obviously very well organized, highly productive and keep your ‘machine’ running well, with minimum input from ‘outside’ it. Which is great.

I like the business partner angle, too – very true. I know many partnerships which are made up of insanely strongly, individual, talents. Which you truly cannot put a dollar amount on.

Thanks for being so descriptive and open about your current set-up. And, yes, when you’re ready to take things to the next level, I look forward to hearing about it!

C

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Lewis LaLanne March 22, 2013 at 04:01

STORMIN’ LEWIS!!! I think I’m gonna run with that! Hahaha

Yeah, the only way I could justify spending this much time putting this response together was to make it serve dual purposes – a reply here and post for my site.

I took the 2,000 or so words from here and added a little bit to it, weaving into it my reply to Amanda and smoothed out some of the typos and now as of Tuesday you’ll have a new link coming into your site. :)

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Chris C. Ducker March 22, 2013 at 13:40

Awesome, man. Love it…

Let me know what that post goes live, okay! I’ll be happy to mention it via Twitter for ya!

C

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Lewis LaLanne March 22, 2013 at 14:47

Thank You Chris! I very much appreciate that. I’ll reach out to you via Twitter on Tuesday. :)

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Amanda L Grossman March 20, 2013 at 20:42

I love this advice you gave, “seek help with tasks that directly put money in the bank before seeking help with all the dirty grunt work they don’t want to do.”

Thank you! I just went full-time with my writing/blogging, and want to get my feet wet with VAs. I think this will be the best way for me to start, as I definitely have some time to do grunt work at the moment.

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Chris C. Ducker March 20, 2013 at 23:37

Congratulations on breaking out and focusing on your passion – incredibly exciting time for you!

Happy to answer questions if you have any…

Whats going to be your Number One focus as a full-time writer / blogger?

C

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Amanda L Grossman March 21, 2013 at 01:51

Other than earning money (;)), my number one focus will be carving out as much time for writing as possible (and not drown in the business details). I am not naive about the amount of business/marketing it is going to take, but I am looking to farm out some of that stuff so that I can have enough writing time. That’s how I found you recently–I was looking into VAs!

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Chris C. Ducker March 21, 2013 at 12:02

Awesome stuff.

Well, I think you have the balance right, in regards to wanting to focus on what you want to be ‘known for’. However, yes, do not be naive.

You WILL need to market your business. No doubt about that – the space is a noisy one. However, doing it in a smart way will definitely keep you focused on what you WANT to be focused on.

C

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Lewis LaLanne March 21, 2013 at 05:37

You’re most welcome Amanda. :)

You know what the one suggestion I always give to people who are just starting out like you is? Do the activities that lead to highest pay off first!

What would these activities be?

Talking to prospects one-on-one, creating products, and creating your sales and marketing. This is where 80-90% of the value in your business lies.

But what’s deceptive about these activities is that they’re not URGENT. This stuff isn’t flashing and screaming at you to address it now. This stuff just waits around for you to get off your butt and do it.

Exercise Frugal Decadence and schedule these high-value activities FIRST in your day so that you can experience more of the luxuries of owning a business in a fraction of the time most business owners do.

Make these the priority and their accomplishment the benchmark as to whether you had a productive day or not.

Spend the first couple of the hours of the day talking to prospective customers, making sales calls, creating marketing, creating killer products.

If you do this, then the other stuff will fit in around it. The other stuff has to wait in line. If you don’t schedule this stuff first, it’s probably not going to ever get done and you’ll continue rushing to put out fires, chit chat about BS, and feel overwhelmed to the point where you think that the only reason you aren’t making money is because you don’t have underlings working for you.

Exercise frugality with how you spend your time and I guarantee you’ll make progress far faster than those who are frivolous with theirs. :)

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Chris C. Ducker March 21, 2013 at 11:59

“Exercise frugality with how you spend your time and I guarantee you’ll make progress far faster than those who are frivolous with theirs”.

That’s it in a nutshell, right there.

C

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Amanda L Grossman March 22, 2013 at 05:08

Nice response! I love how you weaved in my site;).

Good news is that I finished my first eBook over the last 1.5 months of being self-employed, so am polishing that off (formatting, editing, etc.) before releasing that. Hopefully my launch will be early April!

Now I need to think about my next “product”.

That’s great you got a post out of your responses here; I will definitely check it out.

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Chris C. Ducker March 22, 2013 at 13:45

Smooth. Very smooth.

Don’t worry about your next product, Amanda. Get out there and make some connections. Network like made for a few months. Guest post – be found everywhere, remembered… THEN create something AMAZING!

My two cents, anyway. :-)

C

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Lewis LaLanne March 22, 2013 at 15:52

I’m sure you’re blowing people’s mind by having finished your product in 1.5 months of getting into business for yourself.

I’ve consulted with people who people who haven’t even started creating a product after years of intending to. They’ve accumulated all the books, all the courses, and they read all the major blogs and they do nothing with all the information at their hands. The fear of having their product rejected is so strong that they won’t even allow themselves to take the first step in creating it.

And this is why I’m mightily impressed with what you’ve accomplished.

There’s one piece of advice I would give to you about releasing this ebook and that is . . . Package Your Product Like The Pros Do

People judge books by their cover.

They shouldn’t but they do.

This is why you want to take a little effort and a little money to get a professional looking package for the cover of your book. Maybe you’ve already done this.

There are tens of thousands of designers all over the world that have great training, amazing tools, and you can get a great design from them for a $100-$200-$300 dollars.

http://www.99designs.com is an awesome place to find designers. At this site you post the project and post how much you’ll pay for it and designers will make your design and submit it to you and compete with any other designers who want to get your business. You get to look at all the designs submitted and pick the one you like.

Having a professional design from when you very first start is important because you’re looking to get every advantage you can.

One more quick suggestion . . .

Another practice I give to all newly self-employed individuals I work with is to go about creating an idealized version of who their perfect prospect is.

I tell them that the way to go about doing is is to every day ask at least 2-3 prospective customers what their problems and frustrations are and what are their big wants and aspirations and desires.

In person is ideal but another awesome way to get these insights is to do free 15-30 minute phone/Skype consultations.

This practice allows you to see what goes on in the head of someone who is perfectly suited for what you offer.

When you ask enough people you’ll start to notice commonalities that show up in the majority of your audience. You’ll find that most of them are male or female, that they’re in a certain age range, that they have certain needs that keep showing up, certain traits that keep rearing in their head, certain tendencies that keep popping up, and as you discover these reoccurring patterns you focus on JUST these commonalities and in your mind you build a Frankenstein customer that’s built out of these common elements.

One of my treasured mentors, Eben Pagan calls this a Customer Avatar.

This Frankenstein or mental image represents the average of all your perfect prospects. You think of this Frankenstein when you’re going to create products and marketing. You imagine what it’s like to walk in their shoes and feel their fears, frustrations, wants, aspirations, and emotional hot buttons.

Here are some questions that help you narrow down your avatar . . .

1. What are the “demographic” (where they live, their sex, etc.) traits that 80% of your perfect prospects have in common?

2. What are the “psychographic” (what are they afraid of, what do they lust after) traits that 80% your prospective customers have in common with each other?

3. What is the conversation and what are the movies that are streaming in minds of 80% of your perfect prospects when it comes to their challenge?

When you create your marketing you want to be doing this in the headspace of your perfect prospect.

Most people don’t catch a lot of fish when they go fishing because they think like a fisherman instead of thinking like a fish.

Most products don’t sell well because they’re designed by marketers who are thinking like marketers.

This means they create products that THEY want to create, not products CUSTOMERS are dying to have and then they describe these products saying stuff THEY want to say instead of stuff a CUSTOMER wants to hear.

The more customers you talk to, the better idea you’ll have of what they have in common and by answering these questions over and over and over again as your business grows the more clarity you’ll gain into the mind of your perfect prospect.

And this clarity will determine how successful you become.

I would go into a smooth way to conduct these free consults in order to serve the prospect at a high level while simultaneously gaining these insights but I’ve blabbed here long enough. :)

The final thing I want to say is that I’m in full agreement with Chris that it’s a great idea to network your butt off. This is one of those activities along with sales and marketing and product creation that should be given HIGH priority – one of those things you invest some part of everyday doing. (The mentor I referenced earlier created what I consider THE go-to resource for learning to do so in a masterful manner called “Connected: How To Build A Profitable Business Network – Get Access To And Connect With Literally Anyone”. And my opinion of this course stems from my having taken notes on the entire course, not just having read a salesletter about it. I highly recommend any business owner get their hands on it if they can.)

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Amanda L Grossman March 23, 2013 at 23:38

Whoops–my response didn’t go through (on my end, not because of the website).

Thank you for the vote of confidence Lewis, as well as all of your great advice! I certainly need to talk to my readers more.

Fortunately I know what some of my weaknesses are, and graphics/formatting is part of it. Just like Chris is talking about when he says it’s sometimes helpful to hire out what you are not good at, I hired my blog’s tech guy to do the formatting for my eBook (so that I can upload it to various platforms), as well as to “sexify” it a bit. Someone else has been hired to do the graphic design work on the cover. My friend editted the book, and my husband’s colleague is translating the book into Spanish so that I can test that market out (we are paying him as well, far less than what I would have paid!).

All of this work is coming together as I speak, and I hope to launch in early April. Wish me luck!

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Ronald Robinson March 20, 2013 at 08:58

Hello Chris

I’m Ronald from Indonesia I have a challenge to work with VA because my website translate is Indonesia. What is your advice?

Thank’s & Regards
Ronald Robinson

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Chris C. Ducker March 20, 2013 at 11:39

Hi Ronald

That’s a tough one – in regards to the website work they’ll need to do.

However, that doesn’t mean that you cant work with a VA to help you with your other business tasks – to help promote your personal productivity…!

Give it a try and see what happens.

C

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Natalie Sisson March 20, 2013 at 10:47

Love this Chris and having spent the last week or so in your presence you definitely use your VAs talents across such a broad variety of areas.

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Chris C. Ducker March 20, 2013 at 11:38

Thanks, Natalie.

It’s been awesome hanging out, too – wish I had more time… but, I’m a busy bee right now – as you know!

Look out for an excellent podcast session with Natalie coming soon, everyone!

C

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Jennifer Pelletier March 20, 2013 at 12:02

Looking forward to the podcast of you and Natalie! The two of you in one episode, um, yes please!

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Chris C. Ducker March 20, 2013 at 12:19

Oh, it’s gonna be a goodie, trust me, Jennifer!

Thanks for stopping by.

C

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Joe Sweeney March 20, 2013 at 12:23

Another use that came up this week is installing and setting up computers! One of my graphics workstations crashed last week and I quickly replaced it, but had to reinstall a large number of files and restore data. Knowing this was going to be a very lengthy task, I installed a free application called “TeamViewer” on the computer and had my VA login. I quickly showed her the applications and data I wanted loaded, the process needed, and then let her take over.

It’s been a huge benefit – as the rebuild would normally take me about 2 days from the backups.

So, add basic computer admin and maintenance to you list of things that a good VA can perform.

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Chris C. Ducker March 20, 2013 at 13:32

Joe

Absolutely LOVE this. This is *not* your usual GVA task – however, it just goes to show that throwing the odd curve ball aint a bad thing, and it also allows you to discover (with a little training) some of the hidden talents that most VA’s posses.

Excellent stuff, mate. Keep it up!

C

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Feb Ruizo March 20, 2013 at 16:13

Chris,

I’m so taken by the 25 tasks that VA’s can handle, I’d like to know more about this type of marketing into the 21st century so how do I get started? Consultation first with yourself? I’m in the Ortigas area so can come to your office if it’s neaby.

Many thanks and God bless.

Ms. Feb Ruizo

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Chris C. Ducker March 20, 2013 at 23:35

Hi Feb

Thanks for the comment. I’m actually based in Cebu, not Manila. However, my schedule is solidly booked until the end of May.

If you need help getting started with finding and hiring VA’s, please check out http://www.virtualstafffinder.com – and the team there will be more than happy to help you get started.

Cheers, and thanks again for reaching out and commenting.

C

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Filipe March 21, 2013 at 00:04

Excellent tips Chris!
So that means it’s your VA that is replying here in the comments, right? :-) That’s a bit “cheesy” for me but It’s good for you.
Anyway, I’ve seen your VA finder site but it still quite expensive for my budget. Perhaps in a year or so it could be an option for me. Pat Flynn already mentioned about using VA’s in his blog so this is something I’m interested in trying someday.

I also want to say that I really digging your blog posts. Now go prepare the “25 task you better NOT outsource (based on my personal failures)” text :-)

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Chris C. Ducker March 21, 2013 at 00:37

When you’re ready to get started, Filipe, let me know – happy to help in anyway I can, with getting you on the VA Road to growing your business.

And, I can assure you, I reply to ALL the comments on the blog myself!
:-)

Appreciate your kind words. Thanks.

C

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Filipe March 21, 2013 at 00:07

Oh, and one more thing, to filter email I’m using Sanebox. Did you tried?

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Chris C. Ducker March 21, 2013 at 00:36

No, I’ve never tried it.

I have to be honest, I prefer a person to do this, rather than a piece of software.

C

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Christine March 21, 2013 at 00:34

Can you believe I’m blocked by setting up a website? I know you read that until you have a big following, it doesn’t matter what colors and fonts you use. Content is king, right? Yet I won’t feel right unless it looks halfway decent. I’ve tried tutorials and I’ve looked into web designers and logo designers ( a waste of money at the moment) but it seems like there has to be a middle ground where I’m not piecing out the work on Fiverr and I’m not spending 2500 just to have an aesthetically pleasing website.

It’s it something a VA could do?

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Chris C. Ducker March 21, 2013 at 00:41

Christine, you’re making the same mistake I made when I got started with blogging a few years ago.

The simple solution is to purchase a premium theme. They are around $50-$100 a pop, and literally get you started out of the box, so to speak.

I suggest you check out http://www.studiopress.com and http://www.woothemes.com, as well as http://www.diythemes.com – you’ll find something on one of those, for sure.

Are you simply just blogging? Or, are you wanting to build a ‘business’ type website..?

C

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Christine March 21, 2013 at 01:16

Yes, I wanted to do a website for business ( language services) with a blog tab as well for current topics.

Thanks for the suggestion. It’s so easy to get and stay paralyzed, isn’t it? Uggh! :-)

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Chris C. Ducker March 21, 2013 at 12:06

Then I really, REALLY feel that a premium theme is the best option for you, Christine.

I did a quick search for you – check these couple of options out:

http://www.woothemes.com/products/definition/ (more ‘serious’ looking)
http://my.studiopress.com/themes/eleven40/ (looks great if you’re blogging, too!)

Hope that helps.

C

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Elizabeth Scott March 21, 2013 at 02:56

Chris,

What a wonderfully informative post. As a virtual assistant myself, I find that my clients have the hardest time realizing the things that they do that a I can take over. This leaves more time for them to focus on the blog content they are writing. The best compliment I can get is “wow thank you, I have so much more time”. I also know that there things that are beyond my expertise and having resources for my customers are vital to me.

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Chris C. Ducker March 21, 2013 at 12:01

Glad you enjoyed the post, Elizabeth.

MORE TIME!!!

This is what I keep saying, over and over again. If you like that message, you should check out this post. It’ll make you smile I think! HINT: Watch the video.

Thanks for the comment.

C

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Monty Campbell March 22, 2013 at 04:54

I thank you for this post. It fundamentally brought me back to an idea of getting the VA to work more effectively with me.

I thank you for my current VA. In fact, I’m going to come back to you for two more VA’s in April.

It is a blessing to have people work with me on my daily task. Now I seek to expand and grow with a fundamental approach to successful virtual business.

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Chris C. Ducker March 22, 2013 at 13:44

Hey Monty

Glad your VA is doing so well for you, and of course, we’ll be happy to take great care of you again in April for any needs you might have – make sure you ask for a ‘returning client’ discount from the VSF Team, okay!

Happy to hear you enjoyed the post. There’s just so, so much more everyone can be doing with their virtual staff.

C

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Paul March 22, 2013 at 21:32

Good to see you blog about this again Chris. These outsourcing tips were actually the first way I came to hear about you through your “Outsource to the Philippines podcast”.

By the way I added a link to your Virtual staff finder service on my Google Maps SEO course so let’s hope you get a few more clients! :) http://paultherond.com/2013/03/local-seo-chapter-6-helping-hand/

All the best,
Paul

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Chris C. Ducker March 23, 2013 at 13:32

Thanks, buddy. It’s turning into my focus, but with the whole ‘New Business’ mindset.

Stay tuned. Lots of great stuff planned…

Appreciate you commenting, Paul. And the link, too!

C

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Katie March 27, 2013 at 08:14

Great article. There are a lot of ways a VA can help you. It is important to remember that administrative support is an ongoing project, not something to be done once and never again. Just like there are many types of doctors, there are many types of Virtual Assistants. Take the time to find one that has a skill set to match your needs. When you do, you will be able to let them handle many of the day-to-day tasks that eat away your precious time. If you are worried about ROI, a great project for a VA is following up on stale sales proposals or outstanding invoices. If you haven’t had the time, and they are able to get the money in for you, then it’s a win-win.

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Chris C. Ducker March 27, 2013 at 14:26

Great comment, Katie.

Love the way you bring up ROI, and having them ‘get the money’ for you. Directly, or indirectly, this is always the most important part of this whole process, obviously.

9/10 times, the time you save by having a GVA do the work for you, is worth waaaaaaay more than the salary you pay them – regardless of where they are based in the world.

Thanks for commenting.

C

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Mike Cowles March 29, 2013 at 01:46

Hey Chris,

Great post. Was just looking for a list like this to clarify VA roles. I am in the market to hire a few VAs, but wanted to run a question by you that Tim Ferris mentions in the Four Hour Work Week. When comparing a single person/va to work for you vs a team from a company, the point he brings up is if your one person gets sick or quits, you can be in trouble vs a team can just switch out the old person with a new one.

What are your thoughts on that?

Thanks! =]
Mike.

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Chris C. Ducker March 29, 2013 at 12:56

It’s not that simple, Mike.

If you’re working through a company, with a ‘team’, you have to understand that:

a) that team is NOT ‘your’ team. It’s everyone’s team.
b) you will not be able to create a real relationship, because you’re not the one paying ‘em.
c) the other members on the team will not be fully trained in your style and business.
d) more issues.

I like redundancy, don’t get me wrong. However, I suggest hiring direct, ALWAYS, and building relationships with your virtual staff – not just treating them like ‘workers’. It’s far more beneficial to you, and your business, trust me.

Give it a shot and let me know how it goes for you.

Thanks for the comment, too – love this stuff!

C

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Suzie March 31, 2013 at 21:38

Great post Chris. Right on point.

As a virtual assistant, I try to help educate my clients and prospects on the value of maximizing their time and efforts via delegation. As entrepreneurs, they need to focus on their core genius and high payoff activities versus the lower value ones that do not generate revenue.

As you stated, we all wear many hats, too many hats and once we develop the comfort level of outsourcing, we are able to free up our valuable time to work ON our businesses, rather than IN them. It isn’t always easy to give up what we have always done or believe that only we can do them, but delegating to a virtual assistant is a high growth activity. I delegate to a few other virtual assistants as well because I know that I can’t continue to grow my company if I am continually buried in some of the back end, admin details. It is a relief to be able to work with a qualified team of professionals.

Great day to you!

Suzie

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Chris C. Ducker March 31, 2013 at 23:01

Thanks, Suzie.

Glad you enjoyed the post, and appreciate the clarity.

Happy to hear you’re doing so well.

C

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Justin Sandy April 7, 2013 at 08:39

Hi Chris,

I am a retired NFL player starting two new businesses. I love your site, any recommendations on a brand developer and thesis theme designer?

Thanks for the content!

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Chris C. Ducker April 8, 2013 at 17:35

Hi Justin

Check out the DIY Themes site. Those guys rock! Anything you’ll need on that stuff will be covered by them, I’m sure.

Welcome to the Ducker Madness, my man!!!

C

PS. NFL Player…… so, so cool.

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Ryan April 14, 2013 at 07:37

These are all items that take hardly anytime. I don’t see any value in outsourcing these tasks. Outsourcing is great and I recommend it however this list needs some serious updating.

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Chris C. Ducker April 15, 2013 at 13:30

I beg to differ, Ryan.

These tasks are all what I classify as ‘busy tasks’. They are tasks that, yes, might not take up a lot of time to complete on their own, but together, or spaced out throughout a normal work day, they take HOURS away from entrepreneurs.

There are plenty more tasks, of course – and I’ll be covering them soon in my ‘Going Virtual’ series.

Thanks for commenting.

C

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Barbara Taylor May 23, 2013 at 04:25

I do agree that hiring a VA can save you time and money. I also think you should take your time when hiring a VA and make sure you are choosing someone who has patience, experience and the ability to quickly and easily learn new things. I think outsourcing these tasks can be a real money saver but in the long run I believe you may spend more time training someone if they aren’t savvy.

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Chris C. Ducker May 24, 2013 at 16:34

Absolutely. Which is the trade-off, right?

Experience = more money.
Less Experience = more time needed to train.

Either way, just getting started is what I’m all about – gotta do it, people!!!

Thanks for the comment, Barbara.

C

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Tom May 31, 2013 at 01:37

Great list. I am just about ready to take the plunge and hire a VA for some of the tasks you outlined. It is a bit scary but I think that for my business to grow I need to start delegating more of the daily tasks.
Thanks for the content. I’m new but so far it looks good.

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Chris C. Ducker May 31, 2013 at 01:44

Hi Tom

Excellent stuff… Slow and steady wins the race – remember that.

And be sure to Hire for the ROLE, not the task!

C

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Darlene July 2, 2013 at 01:18

Chris, wow, I “virtually” got my first virtual client today. I have many many years of administrative experience, but the information on your blog about how to utilize a VA is like a pot of gold for me to reference to be able to assist my client. THANK YOU!

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Susie July 30, 2013 at 10:46

Chris,
Thanks for the great blog post. I have really enjoyed expanding my Wordpress knowledge base by taking on a few clients that I can manage their blog and posting on social media for them. Great tasks for me and it gives my client so much more time to prepare useful content for her followers. Susie

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Chris C. Ducker July 31, 2013 at 07:33

Awesome, Susie – glad the post helped so much!

Keep it up.

C

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Michelle Hill September 5, 2013 at 22:36

What an awesome article Chris!

When I started my company there were tons of things that we wanted to offer as services. However, we had to narrow it down to what our clients were needing the most. The list you have above is about 95% of what we offer.

If you can streamline your operations by creating a system to get things done, you might as well hang it up. :)

That list is comprised of the primary tasks that we take care of on a daily basis! Love it! Thanks for sharing!

Michelle

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Chris C. Ducker September 6, 2013 at 08:12

Thanks, Michelle.

Glad you enjoyed the post, and congrats on your companies success thus far. Good stuff!

‘Systems’ is where the REAL money in… otherwise you’re just flying by the seat of your pants.

C

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Beh October 2, 2013 at 03:50

It’s my first experience getting involved with a VA and hoping that all the tools and tips you have available will guide me through the process.

I hope to see the light at the end of the tunnel :)

Great podcast by the way – gold for entrepreneurs!

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Chris C. Ducker October 3, 2013 at 21:11

Thanks, Beh.

Appreciate the support and I’m happy to hear you enjoy the podcast, too!

C

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Stacie Walker October 27, 2013 at 04:03

Hi Chris,

Thanks for taking the time to create and share this post. Most of us think we have to do it all! It’s such a relief to come to the realization that you can get help.

Think about it…more time doing the things we love or working on something that must be done. I enjoy outsourcing my work.

I have to admit that it took me a while to finally take that step. Irrational concern was that they wouldn’t do a good job completing the task. How silly of me. Lol!

Today, I’m more than happy to outsource my work in my personal life, too. My husband hired a housekeeper two months ago. I have more time to work at home on my business because cleaning a home with pets, kids, and a husband takes that special kind of TLC. She does a killer job of keeping my place immaculate.

I look forward to your future posts.

To Your Success,
Stacie Walker
Woman in Leadership Founder

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Chris C. Ducker October 29, 2013 at 13:45

Awesome. Glad I can be of help, Stacie. That’s what it’s all about, right…?!

So happy that delegating and outsourcing has worked so well for you and yours. Keep it up.

And, stay tuned…

C

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Wes November 1, 2013 at 07:54

Any suggestions/advice for an SEO VA?

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Chris C. Ducker November 1, 2013 at 08:18
Wes November 3, 2013 at 01:36

Thanks, Chris. I was also wondering how to find one since it looks like you don’t do that type through your finder service. Let me know.

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Chris C. Ducker November 4, 2013 at 23:21

Hi Wes

Virtual Staff Finder focuses on finding General VAs for entrepreneurs all around the world.

Check out the site for more info – http://www.virtualstafffinder.com

Feel free to reach out on the site via the contact page and the team will be more than happy to answer any questions – you can also post here, too!

C

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Sebastian Paapp November 20, 2013 at 02:01

Hy Chris,
so right now if I need a copywriter full time in my team I can hire a general VA right now, correct?
400$ I need to pay first but What is the monthly price for the copywriter and how many articles he/she will write daily? its very important to me.

thank you !

ssseetttttttt
tiiiPPmmmmmmmmmmmmmmmmmmm

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Chris C. Ducker November 21, 2013 at 23:12

Hi Sebastian

Check out this post for the salary guidelines you’re looking for:

http://www.chrisducker.com/how-much-do-i-pay-my-virtual-assistant/

As for the number of article – that depends on your writer! :-) And the quality you’re looking for, in the articles, too!

C

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Evonne November 24, 2013 at 11:27

Thank you great article. I am a VA who manages Email and Calendars and do many of the items on your list. Thank you for raising awareness on what we do.

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Trent Anderson January 1, 2014 at 14:13

Hi Chris,

I got turned onto your outsourcing site from the podcasts from Dan, Ian & yourself… very cool podcast. Ive never actually listened to ANY podcasts before but now Im up to #31 …. back to back from #1 !

So I run 8 online business’s and employ around 15 full time staff around the globe as it is and now I’m looking for content writing/ article writing/ blog post/ article submission type VA’s. I notice on your GET STARTED page your only matching for General VA’s right now. I have a bunch of questions that I don’t think are explained on your site, see ensuing.

1. If the VA’s quit’s 6 months into the year how much will it cost to go through the employment process again?
2. When will the full range of VA’s be available again, if ever?
3. Can I combine roles for a full time employee such as content writing + occasional phone calls when I’m on a flight or away from office?
4. What if I want to employ 2 full time VA’s and 1 part time VA’s, does the $395 USD cover all 3 positions?

I really enjoyed your site, it gives me hope that I can get more sleep in the near future.

Trent

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Chris C. Ducker January 1, 2014 at 19:03

Hi Trent

Thanks for reaching out, here are some answers for you:

1. Our placement promise is for 10-days. If you decide to move on from the VA you find through us (or vice versa), then you will need to sign-up for the service again. As a returning client, the price is $350, instead of the normal $395.

2. The chances are this will not happen. The GVA’s make up for 74% of your client sign-up’s, and it’s our sweet-spot.

3. You can try, by all means. It’s not ideal though.

4. No. You will need to sign-up for each VA you need. So, in this case, 3 VA’s = 3 sign-up’s.

Hope that makes things clearer for you.

Best,
Chris

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Jon Loomer January 9, 2014 at 15:51

Hey, Chris. First of all, your session at NMX made quite an impression on me. I’m speaking at SMMW in March, and you provide an excellent example of how to handle a crowd!

I’ve been putting this off for the longest time. My business is now over two years old. I’ve started passing off some things (Infusionsoft, podcast editing, video editing, design), but I know I can pass off more.

One particular task that I have that I didn’t see listed in your 25 relates to webinars. I have a very simple weekly webinar. Having someone moderate that would be nice (not required), but the main help I need with that is having someone who can record, convert the file, publish to Vimeo and enter into a basic blog post. Do these tasks fall within the General VA responsibilities?

Thanks in advance!

Jon

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Chris C. Ducker January 13, 2014 at 16:11

Thanks, Jon. Glad you enjoyed the live session at NMX – it was a fun crowd and one willing to take action – which is MY kinda crowd!!!

You could probably have your GVA work on the webinar side of things for you, with some decent training in place – I suggest doing a walk-thru style video using something like Screenflow, or Jing.com.

Thanks again for the interest.

C

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Mike Gingerich January 21, 2014 at 10:27

Great stuff Chris! Loved the thread here and meeting you at NMX. I’m doing far too many things from A-Z. Need to come up with my list and get in touch to narrow down my work focus better.

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Chris C. Ducker January 21, 2014 at 11:34

Good stuff, Mike.

Try going through this exercise, bud – it’ll help:

http://www.chrisducker.com/3lists

C

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Mike Gingerich January 21, 2014 at 22:45

Thanks man! I”m off to check it out!

Questions:
- How does software needs work? Say we want them to use PhotoShop and Office?
- Do you ensure ahead of time they have have stable High-speed Internet?
- We can request skills in items like PhotoShop, PowerPoint, Excel, etc?

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Chris C. Ducker January 23, 2014 at 08:26

Answers!

1. If you want them to use software they don’t already own, you should buy it for them.
2. All VA’s that I work with (regardless of what country they are in) have good internet.
3. Powerpoint and Excel would come under a GVA role, yes. Photoshop – now you’re talkign graphic design, and this is genereally not a skill that GVA’s have.

Hope that helps, Mike.

C

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Ashley Miller February 17, 2014 at 15:23

Hi Chris! This is the first I’ve ever really heard of GVA’s and I’m very interested in working my way into this as a potential career, as I am pregnant and planning to be a stay-at-home-mom. I recently split from a marketing firm as the CEO’s administrative assistant and was a huge asset to the company. I brought them back from the verge of closing their doors, and now they’re thriving. I’m very confident in what I do, and my former boss along with all of our corporate liaisons rave about me. I’m particularly proud of these accomplishments as I’ve acquired all of these skills without a 4 year degree. This can be fairly intimidating to a company considering they want someone with experience song with an education, and it’s exceptionally hard to get a company to give someone a chance to “prove themselves”. Any input that you could give me will be greatly appreciated!

Cheers!

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Laura March 3, 2014 at 23:37

Hi Chris!

As a virtual assistant myself I would have to say this list is pretty spot on! I would suggest that everyone looking into a VA do their background first before they hire though. Some of the tasks on the list you would need to hand over passwords and such so maybe start with the easy ones to see how your VA works first to ensure you are happy with who you hired and can trust them 100% prior to handing over the keys to the kingdom. :)

Great informational post though! I really enjoyed reading it.
Thanks!

Laura

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Guy April 1, 2014 at 20:20

I am setting up a Joomla consultancy business. Could a GVA help me find the right kind of work on Elance/ find a team of coders/writers etc? Someone to research where the major pain points are for me, so I can answer the right questions?
I will be setting up a FAQ 101 section on the site, would it be a GVA job to go and find blogs where people are asking these questions, and answer them?
Congrats on the book launch!
Thanks,
Guy

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Chris C. Ducker April 2, 2014 at 15:43

Hi Guy

Yes, armed with the right answers to those questions, a GVA could do this type of task.

Thanks for the comment and question – hope I helped.

C

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J Hawsey April 2, 2014 at 04:52

Now that you don’t find Web Developers, can you recommend where a good place to go for that would be? I know about eLance and oDesk and others like that but are they really the best place to find somebody? Your services seems good so it is too bad you don’t find developers any longer.

Very interested in finding one. I am a developer myself but I need to stop doing development tasks that others could easily do to free me up.

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Michael April 2, 2014 at 19:11

Hi Chris,

I’m half way through the book, great job! enjoying reading it and trying to make a plan to get started. I’ve started with my 3 lists and many of the tasks that I need initial help with center around database work, CRM, and email marketing. I am new to Salesforce and I’m spending a lot of time learning the system, watching tutorials, customizing, segmenting, importing, etc. As I know general VAs do contact updates and such in all CRMs, specifically, do they have specialized skills in navigating Salesforce (& vertical response, the email program built into SF)?

I appreciate your response and may try to see you in NYC in July.
Thx
Michael

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Chris C. Ducker April 3, 2014 at 11:46

Hi Michael

Appreciate the support on the book.

Some VAs might have worked within specific software before, but its best to assume they DON’T know, and train them (or get someone else to train them), and then be pleasantly surprised.

I’d love to see you in NYC – I’m sure you’d get lots from the day. Don’t hang around on getting your slot confirmed though, there’s only a few spots left :-)

Thanks for the great question, buddy.

C

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Kevin April 18, 2014 at 04:09

Hey Chris:

I am thinking seriously about hiring a VA to help balance my many lives. Here’s the deal:
I’m a full time employed professional process developer (engineer) and I am working on starting a blog/podcast enterprise. I’m realizing that I don’t quite have time to manage all the media feeds that need examining and blogs that need viewing and commenting, interview arranging, and transcripting, … To top it off, I’m considering using the VA for some of my employee role tasks as well to flesh out their schedule when needed.

What do you think about the employee role tasks? Do you know anyone that has used that approach? Are there any gotchas to look out for?

Thanks!
Kevin

PS – I’ve enjoyed you podcast interviews on EO Fire, and SPI! Just bought the book.

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Lisa May 24, 2014 at 11:02

Well, I’m NOT Filippino, I am American. Yet I would actually enjoy taking your course for General VA’s. I’ve been a legal secty for many years and have not learned all of these tasks your academy teaches. I’m really disappointed to learn you only offer to people who work outside of your own country. Do you work or do business with people only in the Phillipines? I didn’t think so. Yet you only offer this academy of learning to them? I just don’t get it. A real source of contention for people like me who enjoy rendering this kind of service to business people like you, but live and work right here in the good ‘ole USA.

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Chris C. Ducker May 24, 2014 at 18:08

Hi Lisa – the VSF Academy is something that was created BY Filipino VAs, FOR Filipino VAs. The reason why is because I also own a VA recruiting company, which focuses on finding Filipino VAs for overseas entrepreneurs. The reason for THAT is because I live in the Philippines. ;-)

Hope that clears it up. You are welcome to purchase the training, of course. It’s 90% recorded in English :-)

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sharmaine Shilubane June 30, 2014 at 21:35

Hi There

Typically how much can one expect to pay for a GVA, sounds like an interesting concept

Reply

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