I have a client who is a total technophobe and whenever I press him to use more technology in his business, his response is “that’s what I’ve got you for”. While that’s a totally valid use for a Virtual Assistant, there are other ways a Virtual Assistant can help any business to use available technology more effectively.
As A Technology Backup
When you have computer problems
When you have computer problems, whether it’s because your hard drive crashed or your office flooded your Virtual Assistant can still log in to your systems and deal with any urgent issues that arise. You can also task your Virtual Assistant with creating an offsite backup at their office as well as in the cloud.
When you’re out and about and the phone has low battery
If you’re having a day packed with meetings and your phone, laptop or tablet is low on battery you probably don’t want to be surfing the web or logging into your data files remotely. Instead, a quick call or text to your Virtual Assistant and they can find the answers you need on the spot. If you need a proposal put together and emailed out straight away, they can take care of that too.
When you’re working remotely and there’s a problem with the Wi-Fi
If you’re working from the local coffee shop, or running about town all day, a slow wifi connection can ruin your productivity. Contact your Virtual Assistant and get them to check out slow websites and summarise the content in plain text for you. They can run a search and send you the results, or look up the details of your next meeting, find a nearby coffee shop, ATM or anything else you may need – all without you having to handle the frustrations of a slow internet connection.
Training
Train you to use technology more effectively
There are a lot of programs you use every day that you may not be using in the best possible way. Word processing programs, spreadsheeting programs, mail services, social media and image editing programs are among the main culprits. Your Virtual Assistant can help you make sure you’re using them in the best possible way.
Troubleshoot problems with technology and systems
If you’re having a problem with some sort of technology, there’s a really good chance there are instructions to fix it somewhere on the internet. It seems someone else has always had the same problem and someone has always figured out how to fix it. The problem is that it often takes a lot of time as well as trial and error to find the right way to fix your exact situation. Instead of wasting half a day looking for things yourself, get your Virtual Assistant to find the answers and send them to you in your preferred format (video, text, pictures)
Update you and your staff on changes
Most programs have regular updates and get new features on a regular basis. Instead of reading all the posts from providers yourself, let your Virtual Assistant keep on top of changes. When something significant changes, they can run a training session so that you are always up to date with the latest changes and keep your workflow at peak efficiency.
Systems Management
Password manager
Managing passwords and access levels for staff and programs can be a tedious and complicated job. Instead of wasting time maintaining lists, or worse letting the lists lapse and not knowing who can access what – get your Virtual Assistant to keep track of it all. They can create a master password register that only the two of you can access and keep an accurate and up-to-date list of the logins and passwords throughout your company.
Administer social media accounts
Most social media accounts have the option of assigning different access levels so that certain people can only access the functions they require. Get your Virtual Assistant to manage and maintain the access to social media so that you don’t have to worry about disgruntled ex-staff being able to hijack your accounts.
First point of contact for IT issues
Talking to your IT team is more effective when it’s done by someone who understands the problem and can speak IT. It’s also important when doing things like hiring a website designer or purchasing new technology that you can communicate your needs precisely and effectively. If you’re not a huge technology fan, get your Virtual Assistant to help with all these functions. They can help you decide exactly what your needs are and translate if the tech-talk gets a bit over your head.
So that’s just some of the ways a Virtual Assistant could help you use technology more effectively in your business, and make sure that you’re using the best possible programs for your needs.
