There are many ways a Virtual Assistant can improve your business manners and help your business appear more courteous. Anything you do that’s often done in a rush is probably slightly lacking in courtesy on occasion.
Here are 5 ways a Virtual Assistant can help you with business manners that will make a difference to how you are perceived:
Answer the phone
A Virtual Assistant can provide telephone backup so that you never have to answer the phone when you’re with a client. Then you can turn your phone off, or put it in silent mode when you’re with a client. So they never even know there was a call. Then your Virtual Assistant can help the caller, schedule a meeting, email through a message for you to deal with later or text you if it’s an emergency.
Say Thank You
A Virtual Assistant can organise to send out cards or gifts to people who’ve referred a client to you, introduced you to someone you need to know, or any other kindness that businesses do for each other. Finding the time to research an appropriate gift and organise delivery can make businesses think twice about saying thanks! A Virtual Assistant can make it a quick and painless job.
Communicate well
If spelling & grammar aren’t your strong point, get your Virtual Assistant to create all letters & even emails on your behalf. You can dictate what you want to say, send a draft for editing, or even just work with your Virtual Assistant to create a few templates. Sloppy communication shows a lack of respect for the recipient, having a Virtual Assistant help can make sure you show your clients how much you respect them.
Get names right
As someone whose name is regularly misspelt, I can tell you that I don’t really care. But do I always notice. Be sure to enter your clients names correctly on your database. Make sure that any correspondence has the correct spelling. If you’re creating name tags or labels the spelling should be correct. By getting your Virtual Assistant to enter details into your CRM, you can be sure that what’s entered there is correct.
Respect others time
If you’re going to be late to a meeting, contact your Virtual Assistant and let them know you’re delayed. They can let your next meeting know that you’re going to be late. Leaving people to stand around waiting for you; or having to chase you up because you’re not at a scheduled meeting; shows a huge lack of respect for their time. If your Virtual Assistant rings and apologises for your lateness it gives them an opportunity to leave the office a bit later or stop for a coffee on the way. At the very least it prevents them from waiting around not knowing what’s going on.
Each of these tasks are things you’d generally consider to be business basics. However, they’re also things that can easily slip off your radar. Or, they get a quick fix at low quality when you’re rushed. Moving them from your desk onto your Virtual Assistants means that they stay a high priority. So you continually show your clients and those who do business with you that they are important to your business.
If you’d like some more ideas on how a VA can help you, check out my previous How A Virtual Assistant Can Help posts
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