What is a Virtual PA and How Will it Help my Business?

A Virtual PA is a relatively new concept in business, made possible by advances in technology. With most correspondence taking place over the phone and the Internet, it is no longer necessary to have all staff members on the same premises. A virtual PA is a professional whose services you contract on a part-time as-needed basis. They operate from a satellite premises and take care of the admin or other specified tasks to ease the operational burden of your businesses.

Why, as a Business Owner, Would you Consider a Virtual PA?
Efficient personal assistants who have a high level of expertise don't come cheaply. For this reason, many small businesses cannot afford to employ a full-time personal assistant even though they may desperately need one. Entrepreneurs and business owners usually find themselves overloaded with work functions. Not only do they have the responsibility of sourcing clients and operating the business, they also have to take care of all the mundane office administration tasks. It's a catch-22 situation. There is too much work for one person to handle but the expense of bringing on a secretary or PA full-time is viewed as too much of a risk in terms of additional operating expenses. Higher monthly expenses mean that there's a greater strain on cash flow and a need to meet higher targets. A virtual PA provides a solution for this scenario. The main benefit is that you can contract the services of a professional PA on a part-time basis when the need arises. This reduces the risk and strain on cash flow, and can help you as a business owner to grow your business more effectively.

Benefits of Using a Virtual PA
The most obvious benefits of using a Virtual PA are flexibility and reduced costs. Because you only use a virtual PA when you need their services, most likely it will be when you have sufficient business to cover the additional costs. You are able to keep overhead down and at the same time, get a far greater level of expertise than you would normally be able to afford if you were to employ a PA full-time.

A virtual PA's expertise can help you streamline your operations and workflow and free you up for doing other tasks that can actively grow your business. Even though industries may differ, administration functions are generally very similar. A good virtual PA will be able to apply their experience to your industry and help you make your business more efficient even if it is just doing a simple task such as answering the phone and forwarding messages.

By contracting a virtual PA, you will not have to worry about additional employee benefits such as sick leave, overtime and holiday pay as these are handled by the virtual PA contracting firm. You can also be assured of professionalism and confidentiality. It is in the virtual PA's interest to do the best possible job for you. After all, you are not their employee; you are their client. They will want you to be pleased with the quality of work delivered so that you continue to use their services.

Many virtual PA contractors operate off a web-based portal. This means that you can access the system 24/7, retrieve messages, follow up on emails or faxes sent, and check calls that have been logged. This type of system also provides you with a high level of quality service.

Another benefit is that you can select the range of services required. Initially, you may just need telephone answering and letter-typing services. As your business grows, you may need someone who can compile work training manuals, set up workshops or coordinate presentations. You can expand the level of services as required using more than one virtual PA at a time if needed. Because you decide up-front what services you require, you will generally know what their related costs are and can budget accordingly.

What Services are Offered by a Virtual PA?
A basic service would include telephone answering, message taking, online diary management and scheduling. Additional services can include typing, transcriptions, proofreading, photocopying and collation, errand running, bookkeeping, invoicing and debt collection, making travel arrangements, coordinating product launches or events, creating promotional materials and any other administrative functions. A virtual PA could assist you in managing your sales team by helping to schedule appointments, prepare presentations for them, and process sales materials. Most virtual PA contractors will tackle just about any task no matter how small, and their services can prove invaluable to a small or growing business.