How to Use a Virtual Assistant

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How to Use a Virtual Assistant

Here are just a few ideas of tasks you may have on your to-do list right now. Let us help you complete them! For more ideas, check our Services and Recent Projects.

Database Management & Data Processing

  • You fax, scan or mail us copies of business cards you’ve gathered during the course of the month. We enter information into contact database, use mail merge to produce follow-up letters and/or emails and either scans your signature, uses signature font to sign your name, or mails them to you to sign, and sends out letters.
  • You e-mail new prospect leads to us, we enter them into your contact database and use personalized mail merge to send introductory letter.
  • We monitor marketing follow-up program, sending pre-determined marketing pieces on a schedule. Each week data is sent to you via e-mail or logged in a web database so you have a record of transactions. Prospects respond directly to you.
  • You want to send a direct mail broadcast and need to verify your prospects, some of whom have missing contact information. You e-mail your prospect list to us, we research each name, verifying spelling, title and address, obtain missing information, make corrections, and return list to you via e-mail attachment or Dropbox link
  • You need to change database software. We help you with product selection, convert data and walk you through installing and learning how to use new software.


  • You need a PowerPoint presentation for a seminar. You scan or fax sketches of diagrams and charts to the us, we prepare the PowerPoint slides for you
  • You need more speaking opportunities. We research options based on your target market and notify you of coming opportunities.
  • You want to offer a presentation or webinar virtually using a web-based tool. We help you choose a tool and train you or produce the presentation for you.

Internet Marketing and Social Media

  • We research to determine where your potential clients congregate online and find industry-related groups and organizations you can join. We help you brainstorm about questions you can answer on these sites to establish you as an expert in your field.
  • We research websites and blogs that pertain to your industry and suggest updates and posts you can use to build your visibility online.
  • You have tips and ideas for your clients. You send articles you’ve written to us. We glean short, to-the-point segments and post them to your social media sites.
  • You have been using your Facebook page to communicate with both friends and clients, but it’s filled with personal photos and comments from family and friends. We create a Facebook business page using an attractive design and your logo, providing a professional platform from which you can send out business-related posts.
  • We incorporate social media into all of your messaging and branding to increase your followers.
  • We send a personalized invite to your clients asking them to “Like” your Facebook business page.
  • You have been posting to social media, but you don’t know whether anyone is “listening.” We use account analytics to determine who your fans are and what it is they are interested in reading about you.

Marketing Support

  • You (or we) mail postcards or email information advertising a free offer (brochure, book, etc.) using our contact info as return address. We mail appropriate brochure upon receipt of request, updating your database with name, address, date and type of brochure requested.
  • You want to monitor customer satisfaction. We create a customer feedback questionnaire, mail or email it to your customers, we receive completed questionnaire, summarize responses and issue you a report.

Mail, E-mail Services

  • You want to fully utilize your e-mail software program (e.g., filters, auto-reply, signatures). We walk you through how to set up and use it.
  • You need fulfillment for books, tapes or other materials. Orders come in, you e-mail us with information or we collect information from your website, prepare packages and mail.
  • You want a way to automatically respond to standard requests to your website. We create an autoresponder or autoresponder series, monitoring and establishing database of who, and how many, are requesting information.
  • You want to publish a quarterly newsletter. You provide content to us or we help you create and curate content. We design and prepare newsletter, prepares labels, and mails or e-mails to your mailing list using an electronic newsletter program.
  • We manage your e-mail database, helping to create targeted audiences based on interaction to improve your open rates and cross-promotion.
  • You want to increase the number of subscribers to your electronic newsletter. We help to set up sign up options and suggest/implement other options for gathering subscribers.

Website Design, Development, Maintenance

  • You need a web presence but can’t justify spending thousands of dollars to use a high-end web design company. We can design, build, and maintain a professional website for you and save you hundreds, if not thousands, of dollars.
  • You need changes on your website. We review, edit and update new information to your website.
  • You want to be able to make simple text changes on your website when you add a new product, service, or announce a new event. We create a website and train you to make changes easily and quickly yourself.
  • You don’t have time to monitor website traffic. We monitor traffic reports and make recommendations for adjustments to improve traffic.
  • You provide training or coaching sessions or sell e-books or other publications. We set up and maintain an online shopping cart to manage your e-commerce, including updating product information on your website, creating marketing campaigns, and tracking your inventory, orders, and customer retention.

Word Processing and Desktop Publishing

  • You take notes at meetings and need them typed. You mail or fax notes to us, we type them and send them back.
  • You need to send a series of letters. You send handwritten drafts, we types letters, send a copy to you for approval, and print them on your stationery, and mail them.
  • You need a manual created. You mail compilation of old documents with handwritten corrections to us, we consolidates them, type them up and make it look professional and easy to navigate.
  • You need printed support materials or materials in a .pdf format for emailing or saving to your website for download by your customers. We desktop publish everything from business cards to catalogs. We send you the materials or have them printed on your behalf.