It is time to hire a virtual assistant

Juan, a tech entrepreneur, was struggling to create a balance between coding, meeting investors and clients, troubleshooting, scaling up the company, and strategizing. He was grappling with the overwhelming burden of paperwork. He knew that it was time he sought a helping hand before his desk became an insurmountable mountain. Hiring a full-time PA was out of the question due to budgetary constraints. It was time to hire a virtual assistant who would offer not only administrative services but also bookkeeping.

Juan contacted the Eshiamo VAs, expressing interest. During the discovery call, I explained to him how we could streamline his start-up's workflow to help him reclaim his time and achieve more, one task at a time. My objective as the lead at Eshiamo VAs was to help him focus on his coding work with our range of virtual assistance services.

Our skills go beyond scheduling. We were also able to be virtual bookkeepers. Chasing down clients with long outstanding invoices, categorizing the expenses per region or product line, and reconciling the bank statements is our cup of tea.

We don't need to discuss the creation of reports that provide a comprehensive view of his finances, as this is a straightforward task. Cloud-based accounting software will seamlessly handle all these tasks. Properly generated reports will give Juan a very clear understanding of where his money is going. This will aid in making smart decisions.

I explained to Juan how we can manage his inbox by responding to and answering client inquiries, managing client onboarding and contracting, sharing invoices for work started and finished, and tracking all expenses. Our estimation was that by the end of the second week, Juan's inbox shouldn’t be overflowing but manageable.

As the business grows, Juan should not suffocate under the heavy weight of work. We agreed that we use project management tools for team collaboration. The use of project boards will go a long way in managing people working on projects in real time, resulting in a shorter turnaround time for assignments. Emails without attachments or sent to the wrong recipients no longer occur. We estimate that if we cut down on slack time, Juan would be able to save up to 30% of overhead costs.

Lastly, we were to help Juan with the behind-the-scenes magic of communication, particularly social media and brand identity. We’ll manage his accounts, crafting very engaging content for outreach. We will monitor the messages and comments, responding promptly to establish enduring relationships with his audience.

Having taken care of Juan’s back-office tasks, he now had all the time to release his coding juices and deliver value to his clients. At the end of the discovery call, he now clearly understood why it was time to hire a virtual assistant.