Why Smart Virtual Assistants Create Systems

Virtual assistants are gifted professionals who can typically organize and run any business their clients hand to them. But when it comes to being organizing and running their own businesses, that’s more of a challenge. When you’re wearing multiple hats it is easy to put off creating our own systems.

A smart virtual assistant’s business should strive to run as smoothly as their local 5-start restaurant. At anytime you should be able to add a new client to your workload and not miss a beat in your productivity and service standards.

Creating and documenting your business procedures can be done quickly and easily if you take a few steps. And thanks to technology, we can create our systems plan in a variety of ways. Here are three steps to get you started:

1. Gather Your Information. This step is quite challenging for many because it means collecting all of the information you have previously stored in your brain (and all over your office) into one specific document. Your goal is to record your daily business routine to paper. Be sue that it includes all passwords, resources, the web addresses, phone numbers, contact information, etc.
2. Create a Video Record. In addition to recording your information on paper creating a video tutorial where you explain and describe exactly what you’re doing and why you are doing it. You can use Camtasia or its open source counterpart CamStudio to complete this step. The benefit of the video is that you’ll be able to share them with future contractors or employees.
3. Monitor Your Results. This step involves paying attention to your business. For example, let’s say when you began your virtual assistance business you were using Excel to keep track of your accounting. But now you have more clients and Excel is becoming cumbersome. So you decide to try a program like FreshBooks. So you’d take a moment to compare how much time you are saving (or losing) with your newly proposed accounting system. Once you’ve examined your experience you would update your systems document.

Business systems can be broken down into three words: Plan – Do – Review.

• Plan out how you want you business to run.
• Do what your systems plan outlines; don’t improvise or change anything until you get to the next step which is to Review.
• Review if the way that you’re working is the most effective way to get business done and if not, make adjustments as necessary. By repeating these steps you’re well on your way to a well-run business organization.