| I am sure you have all heard of the boom in | | | | annual leave; workers compensation premiums; |
| home based secretarial services, more likely to be | | | | someone sitting there when there is nothing to |
| known as a Virtual Assistant these days. With | | | | do. This is particularly attractive if you are just |
| virtual offices and outsourcing becoming the way | | | | starting your business and don't want to |
| of the future, there are many benefits to utilising | | | | overcapitalise (one of the top ten reasons that |
| these services and we should be aiming to keep | | | | sole businesses fail in the first 12 months). |
| business local. A recent book released by Timothy | | | | - Only need to use a VA on an as needed basis - |
| Ferriss titled 'The 4-Hour Workweek: escape 9-5, | | | | you don't have to be locked into long term |
| live anywhere, and join the new rich', has sparked | | | | contracts. |
| a lot of conversation around outsourcing of | | | | - No agency fees when you need to fill an admin |
| secretarial and administration tasks. Problem is | | | | secretarial position - just send the work out. |
| that a lot of these jobs seem to end up | | | | - Correspondence and reports can be sent via |
| overseas. | | | | email using digital files or scanning a document. |
| The Age recently reported that Pfizer was | | | | - Often the work can be completed faster than |
| adopting the 'Office of the Future' which enables | | | | on-site as your assistant will not have constant |
| their employees to send their job to offices in | | | | interruptions of the phone ringing and staff asking |
| India via the click of a button, where someone will | | | | questions. |
| review the work and send a quote to complete. | | | | - By using a local VA, you are building a network |
| The employee can then weigh up the pros and | | | | in your own neighbourhood. Remember the old |
| cons and choose to outsource. It makes a lot of | | | | saying "it's not what you know, it's who you |
| sense. Employees who's time could be better | | | | know". Your VA will be receiving work from a |
| utilised bringing work into the business are now | | | | variety of local business people and may be able |
| freed up from having to format documents and | | | | to help you build your network. |
| prepare presentations, for which they have often | | | | - Using an external consultant may increase the |
| not been trained. | | | | options for completing a task. For example - you |
| There have been numerous reports on the | | | | may not have a program that could be very |
| increased work load and stress levels of | | | | handy to improve photos to insert in your |
| employees who are left to take on more and | | | | presentation or report, but your VA does. This will |
| more work when a colleague resigns. Business is | | | | help your documents look professional and stylish. |
| not replacing staff - just redistributing the work to | | | | Thanks to technology, there aren't many tasks |
| existing staff and hoping they will work harder to | | | | that you could not outsource to a virtual assistant. |
| meet the deadlines. This may not be a problem, if | | | | Some even keep an eye on your email while you |
| the work they are given is what they are qualified | | | | are out of town or on holidays, they will phone |
| to do. According to The Age, Pfizer's senior | | | | and diarise appointments for you or even do your |
| director of organisational effectiveness, Jordan | | | | telemarketing. If you're a manager or small |
| Cohen, discovered that Pfizer's employees spend | | | | business owner, it may be time to rethink how |
| 20-40% of their time on four activities: creating | | | | you are having your administration tasks done. |
| documents, manipulating and analysing | | | | Why are you sitting at your computer late at |
| spreadsheets, scheduling meetings and | | | | night trying to catch up on correspondence and |
| researching. | | | | reports? There are many excellent virtual |
| Benefits of Outsourcing your Work | | | | assistants locally who are qualified, experienced |
| - Home secretarial services are usually run by | | | | and willing to take on the tasks. It may take time |
| experienced PA's who run their own business so | | | | for business to adopt the idea of an off-site |
| they are similar to you in that they want to | | | | assistant but it is a simple solution for a small |
| produce a quality product and create a favourable | | | | business or sole trader looking to save costs. |
| reputation. | | | | The answer to reducing your stress and |
| - Your time is free to concentrate on building your | | | | improving your productivity could be as easy as |
| business and reputation - be out in the | | | | checking the web directories and local papers for |
| marketplace, not behind the desk doing | | | | a virtual secretarial service. Contact them and |
| administration tasks or overseeing staff. | | | | discuss your needs. You could be helping yourself |
| - You don't have to pay for associated costs of | | | | to a reduced work and stress load and it could be |
| on-site administration staff, such as office | | | | the beginning of a long and happy relationship that |
| furniture and equipment; floor space, sick leave; | | | | will keep your business growing and profitable. |