At the end of year, businesses wind down and try to get everything finished so they can have a week or two off without worrying about work. A Virtual Assistant can help this wind down by taking on some of the admin tasks that need to be done, but probably aren’t your main focus. With that in mind, here are some ways a Virtual Assistant can help with your holiday preparations:
Organise the purchase, printing and postage for holiday cards and gifts.
If you don’t already send cards or gifts to your major customers and suppliers – why don’t you? It’s a great way to touch base and foster good feelings – and it doesn’t have to cost the earth! Your Virtual Assistant can help with:
- sourcing gifts and cards;
- updating your CRM so address details are correct;
- note details of what was sent (and received) in your CRM for future reference;
- and organsing couriers and postage.
Back up your administration & reception staff.
It doesn’t matter how much your business winds down during the holidays there are going to be times that your existing staff need a little help. A Virtual Assistant is ideally placed to help out as they can be called on only when they’re needed. You don’t have to get a temp in for an entire day, you can just get an hour or two of help as needed. That way all staff will be able to attend the Christmas party, be covered during leave and have extra backup in busy periods.
Monitor your email accounts and social media.
Just because you’re on holiday it doesn’t mean your clients will be. Your Virtual Assistant can keep an eye on the accounts, answer what they can, delay what they can and only pass the important and urgent things on for you to deal with. You can kick back on a beach somewhere with a cocktail knowing that everything is in hand.
Book your holidays and keep backup copies of all your travel documents.
If you want to get away for a proper break, your Virtual Assistant can:
- book your travel and accommodation,
- organise your restaurant bookings,
- book tickets to events and attractions
- store a backup copy of everything so if you can’t find something when you need it – a quick call to your Virtual Assistant will have them sending you another copy in the nick of time.
Help with the end of year tidy-up projects.
I’m sure we all have this. The magical wish-list of projects that you think you’ll get done in December & January while it’s quiet. But be honest, how many of them do you actually manage to do? Your Virtual Assistant can help with everything from research to sourcing resources you need to getting things done to just being an accountability partner to keep you on track. You probably won’t get everything done, but you will end up getting more done than you would otherwise.
Keep your customers happy and your admin under control.
There are a lot of other little things that need to be handled at this time of year as part of your holiday preparations. Here are just a few of them:
- Let clients know of changes to opening hours
- Let clients know the dates of your holiday closure
- Update your website and social media accounts with holiday wishes and opening hours
- Amend your email signature blocks to suit the season
- Set out of office messages on email accounts
- Notify suppliers to cease deliveries during your holidays
- Collect your snail mail (if local)
- Organise your end of year function – from sending invitations, accepting RSVPs to booking locations, setting menus, organising secret Santa etc
- Assist with purchase of online gifts for friends and family
- Source gifts you wish to purchase locally
- RSVP on your behalf to end of year functions
- Send thank you notes on your behalf
And importantly, a Virtual Assistant can make a note in your diary (and a note for themselves) to ensure that your holiday preparations start in plenty of time next year as well. If you need a hand with your holiday preparations, why don’t you contact me to see how I can help.
