Outsource These 8 Time-Consuming Tasks to a Virtual Assistant | J.C. Jones | Skillshare

Outsource These 8 Time-Consuming Tasks to a Virtual Assistant

J.C. Jones, Entrepreneur, Designer, & Photographer

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10 Lessons (50m)
    • 1. Introduction

      2:11
    • 2. Outsource Your Scheduling Tasks

      7:13
    • 3. Outsource Your Email Management

      7:33
    • 4. Outsource Your Reservation Booking

      3:13
    • 5. Outsource Your Research Tasks

      4:36
    • 6. Outsource Your Travel Booking & Planning

      9:16
    • 7. Outsource Data Entry & Document Management

      4:13
    • 8. Outsource Your Shopping & Purchases

      5:26
    • 9. Outsource Your Social Media & Networking

      5:14
    • 10. Exercise & Conclusion

      1:26

About This Class

In this series of videos, you’re going to learn how to save time and dramatically increase your productivity. As a result, you’ll be able to increase your success at business and improve your overall lifestyle.

So, ask yourself

  • What would it mean to you if you could save more time, and be more productive? 

  • How would you life and business change as a result of having more time and more energy to accomplish your goals?

  • Imagine, how would you feel right now if you actually had more free time to do the things you wanted?

But… what if you’re already working at maximum capacity, or you’re working long hours everyday? How can you possibly relax and get the rest you need when you have so much to do? How can you get more time out of your 24 hour day and get more accomplished?

The answer is simple... You can outsource your tasks to a virtual assistant! 

In this course, you’ll learn how to outsource 8 of the most time consuming tasks to a virtual assistant so you can take back control of your life and focus on the things that matter most to you.

Virtual assistants are only a fraction of the cost of hiring an executive assistant to work in-house at your office everyday. So you’ll get all the same great benefits of having an executive assistant, with none of the overhead costs.

And by learning how to outsource to a virtual assistant, you can get your to-do list out of your way and begin to streamline your life and business so you can have more time to focus on the things that matter most to you.

So are you ready to increase your productivity? Are you ready to have more time to enjoy your life?

Then sign up now to learn how to outsource 8 of the most time-consuming tasks to a virtual assistant so you can work less, get more accomplished, and have more time!

Thanks so much for stopping by, I look forward to seeing you on the inside!

Transcripts

1. Introduction: in this series of videos, you're going to learn how to save time and dramatically increase your productivity, and as a result, you'll be able to increase your success at business and improve your overall lifestyle. So what would it mean to you if you could save more time and be more productive? How would your life and business changed as a result of having more time and more energy to accomplish your goals? Imagine how you would feel right now if you actually had more free time to do the things you wanted. But what if you're already working at maximum capacity or you're working extremely long, tiring hours every day? How can you possibly relax and get the rest you need? When you have so much to do? How can you get more time out of your 24 hour day? The answer is simple. You can outsource your tasks to a virtual assistant. In this course, you'll learn how to outsource eight of the most time consuming tasks so you can take back control of your life and focus on the things that really matter most to you. Virtual assistants are only a fraction of the cost of hiring an executive assistant toe work in house or at your office every day, and you'll get all the same great benefits of having an executive assistant with none of the overhead costs. By learning how to outsource to a virtual assistant, you can get your to do list out of your way and begin streamlining your life and business so you can have more time to focus on the things that matter most to you. So are you ready to begin increasing your productivity? Are you ready to have more time to enjoy your life than sign up now? Toe learn how to outsource eight of the most time consuming tasks to a virtual assistant so you can work less, get more accomplished and have more time things for watching this video, and I look forward to seeing you on the inside. 2. Outsource Your Scheduling Tasks: all right, let's start by talking about delegating scheduling tasks to a V. A scheduling is a great task to delegate to a virtual assistant, because busy people tend to have hectic schedules with calendars that air full to the brim . And if you have a busy schedule, this is one of the first tasks that you should offload to someone else. It can help you save a ton of time so you can avoid the headache of coordinating with other people. Because scheduling is actually a lot more involved than most people realize, from making the initial outreach to requesting a meeting and dealing with all the back and forth until you find the right day in time, then setting up the meeting in your calendar and sending out the event invites it all takes time. Then once that's all said and done. Hopefully the person doesn't reschedule on you because that becomes even more of a headache . But unfortunately, this is all just kind of stuff that we've grown to deal with as technology advances. And so it's easy to overlook how much time, effort and energy it takes to manage your schedule. That's why delegating this task here virtual assistant will not only help you save time setting up meetings and keeping everything in check, But with that extra time saved, you'll be able to spend more of your time in the important meetings or on the important phone calls that you were meant to be on. And once you've eliminated the small scheduling tasks that are holding you back, you'll now have more mental energy for higher leverage tasks that provide more value to your life into your business. So here are a few examples of how a virtual assistant can help you with your scheduling tasks. For starters, the most obvious is that they can help you directly by doing the scheduling for you and setting up meetings and phone calls. And then, once it's all set up, your Via can add them to your calendar and send out invitations and deal with any hiccups or rescheduling along the way so you don't have to. You can also request that your via make outbound phone calls on your behalf. If it's just a simple phone call to schedule a meeting or maybe to schedule a reservation, then you don't necessarily need to take your time to make that call yourself your Via can easily do that for you. And if you're traveling and you already have flights and accommodations, made forward that information over to your virtual assistant, and they can add all that information and all your travel details to your calendar so you don't miss anything as it comes up. Or perhaps your company gets lots of traffic to your website with a blawg. Well, you can ask your virtual assistant to schedule your block posts to be published at certain intervals of your choosing. And if there are any other scheduling tasks like that that you do yourself on a recurring basis, those air great scheduling tasks that you could delegate to your virtual assistant Instead , I recommend that you start by copying your Via on any and all emails that might result in a call or a meeting. So if you're having a dialogue with someone over email and it looks like it might end up as a meeting or phone call on your calendar, you can just copy your assistant on the original email and then reply to the person who sent it to you and say something like, Hey, I've see seed my V A to help us find a time to talk this way. Both you, your V A and the recipient of that email are now all on the same page with a simple short message, and your virtual assistant can take over all the responsibilities of scheduling that meeting for you. And then, once you're VA, has successfully scheduled a meeting or a phone call or any other sort of event for you. Ask them to add it to your calendar. And be sure to include all the relevant details of that meeting or a phone call inside your calendar so that you can quickly review all the information before it begins. For example, if you're VA helps schedule a phone call, they can include the phone number as the location of the event. And if you have your calendar sync with your smartphone, then you can make the phone call with a simple tap of the phone number when your event reminder pops up. So in this way, by adding as much detail as possible to the events in your schedule or in your calendar, it will help speed things up and help you be more productive. Or let's say you have a phone call with someone in a different time zone. Or maybe you're traveling across the country you're via can ensure that the time zone differences are accurately set up inside your calendar so you don't miss anything or accidentally call someone at the wrong time in the wrong time zone. And lastly, if you have an important business meeting or a sales call, your virtual assistant can include a brief dossier about your client or a link to their linked in profile, so that you can quickly review the most pertinent information about that client before you begin the meeting. But before you can start sending scheduling tasks to your virtual assistant, you should start by sharing access to your calendar with your Via Ideally, your calendar would be on the cloud somewhere so that your VA can access it. Maybe it's gonna be Google calendar or Outlook or aikau or something like that, but any platform where your virtual assistant can access it. Then, once you're VA has access to your calendar, start copying and forwarding all your emails to your assistant that might result in scheduling a meeting or a phone call. And, of course, it's important to set some ground rules before letting your assistant loose with your scheduling. At the very least, you should block out specific hours of the day or specific days of the week for meetings and phone calls. That way, you can keep a consistent schedule and know exactly when to expect your meetings and phone calls to take place rather than having your virtual assistant schedule them haphazardly scattered throughout the day or throughout the week at random times. And, of course, we all know that some meetings are more important than others. And for those important meetings, you might be willing to work around the times that work best for the other party. So in order to make it clear to your V A what time's your flexible and what times you're not? Let's define these two different types of meetings. First of all, there are meetings where you want to meet the other person, and then there are meetings where the other person wants to meet you. When another person wants to meet you, tell your via to keep your meetings and phone calls within a strict schedule of blocked off hours that you set aside specifically for that reason. But when you want to meet with someone else or it's an important meeting that might make or break a deal, then you should make it clear to your V A that you're willing to be flexible outside of your normal blocked hours. And finally, once your VA has access to your calendar and they're aware of all of your preferences, they could begin coordinating your meetings and sending out invites and setting up notifications on your behalf so that you always know what's on your calendar and what's coming up next. And, really, once you have someone else helping you organize your schedule, you'll be surprised how much more productive you can really be with the extra time you've saved. 3. Outsource Your Email Management: another extremely time consuming task that can easily be delegated to a virtual assistant is the daunting everyday task of email management, because the sad truth is that many people keep their email open all day and work reactively out of their inbox. But reading and replying to emails is a major time sink that takes a lot of energy. And because it can be so distracting, it also has a high switching costs that requires frequent refocusing in order to get back in the zone. Instead, it's much better to write down, plan for and focus on only 2 to 3 very specific goals each day. And rather than keeping your email open or checking it throughout the day, try to check your email at designated scheduled times only once or twice per day. That way, you can stay focused on the other projects and larger tasks that you have at hand, and when you do, check your email. Try to set a time limit like 30 minutes or 50 minutes. That way, when you have a time limit, you'll get good at writing short, concise responses in your email replies, and you'll b'more compelled to process your emails more quickly. And during your scheduled email sessions, try to tackle on Lee the emails that truly require your personal time and attention. Then let your V a manage the rest a few ways that a virtual assistant can help you manage. Your email inbox might include tasks like creating filters and labels for frequent contacts so that they're automatically processed a certain way. For instance, you can tell your V A to mark all emails coming from one or multiple people as important or two star them or file them into a certain folder. And these days it's pretty common and typical to receive an email confirmation whenever you make a purchase online. So you can ask your virtual assistant to handle all incoming receipts or invoices by setting up filters that forward those types of emails to your accountant or that mark them with a certain label or archive them away. Whatever you prefer And however you'd like your via to manage those types of emails, just be sure to let them know. And one of the most annoying aspects of email that we all have to deal with is junk mail and spam, and somehow sometimes is still finds its way through our filters. Then you can ask your V A to go through your junk mail and simply unsubscribed from those emails. Another common thing that we all do in emails is spend time writing replies and answering questions. So let's say, for example, you receive a common question from your website contact form. You can ride out a template email and save it as a canned response. That way, when your virtual assistant goes through your inbox, they can identify those questions that are common or recurring questions and insert your template or your reply and customize it for each different recipient. That way, you don't have to reply to each and every email in your inbox. Your Via can help you reply to some of the emails as well, and reduce the number of emails that you see when you do jump into your inbox. And lastly, another example of une male task that you might delegate to a virtual assistant is to read through emails to find certain details or specific data and then add that information to a spreadsheet. That way, you can easily access that later, all in one place without having to search through all your emails to find the information you're looking for. So now that you have an idea of some of the different types of email management tasks that you Condell a gate to a virtual assistant, here's what you need to do. In order to delegate, those tasks effectively start by taking notes for a week on how you manage your personal emails. This can actually be a little bit tedious, especially if you actually write down how you handle each and every email. But as you go through your inbox, just jot down some notes and be sure to mention why you handled your emails the way you did , not just how you handled them, but why. This way, you can create a document with all of your preferences and processes and rules that will help your virtual assistant to better manage your inbox for you. For instance, you can include a list of names and emails of your clients or team members or vendors or any other V I p. Contact and let your via know exactly how you like those emails to be handled. Also, this is where you might want to take some time to figure out which types of questions you're asked on a regular basis and which questions you find yourself answering via email quite frequently and then go ahead and create draft emails to answer those questions and let your virtual assistant use that as a template or a canned response. When you have them, send out replies on your behalf. And as you jot down notes about how you handle your own emails and as he create this help document for your V A. Be sure to tell your via which newsletters or subscriptions you're signed up for, that you would like to see in your in box. So that way, your VA can better filter out your junk mail versus the male you intend to read. And then finally, once you've taken notes on how you handle all your emails and you've created your own personal email management, help document and you're ready to pass that over to your virtual assistant. The last thing you need to do is actually share your email, log in credentials and determine whether you're going to be checking your emails before or after your via. This is different for everybody but I'd recommend checking your emails after your assistant does that way, you don't have to see any of the clutter that might overwhelm you. However, some people do like to check their emails before their assistant. That way they can get the important emails taking care of and let their V a clean out their inbox at the end of the day. But no matter which way you choose or what your email management processes are, be patient with this task because this one will take quite a bit of time for both you and your V A. To figure out properly, you'll need to take some time to write down all of your processes, and it will also take your V a sometime toe. Learn them. Think of your email management help document as a sort of constant work in progress. That way, you don't expect to just set it and forget it, because it's likely that your assistant is going to come back to you with questions on a pretty regular basis, and you'll need to provide feedback or constructive criticism in order to help your V A. Be the most efficient and effective they can be at managing your in box. And then once you and your assistant get the hang of this one, it can free up dozens of hours per week so that you can be more productive and focus your time and energy where it really matters in your life and in your business. 4. Outsource Your Reservation Booking: similar to scheduling another time consuming task that you Condell a gate to a virtual assistant is reservation an appointment, Booking reservations air Great to delegate to your via so that you can spend less time planning for events and mawr time participating in them. Anything from simple appointments, like a haircut to something larger, like a party or events or conferences similar to scheduling business and work meetings. I suggest that you choose one day of the week to block out for non work related meetings and appointments, because when you think about it, there are often tasks and meetings that just have to be booked during the week and can't be avoided or it can't be completed during the weekend. Sometimes dentist's and doctor's offices are closed on the weekends or there by appointment only. Or maybe you have to go to the D. M V. And they're closed on the weekends and practically any other government offices actually closed on the weekend to. So when it comes to reservations, I suggest that you block off one day per week for non work related reservations and meetings so that you can get other things taken care of outside of work. So here are a few examples of different reservation tasks that you could delegate to a virtual assistant. You could ask your V A to help you research, select and even reserve hotel rooms or Airbnb accommodations. And your virtual assistant can also help you reserve a table for a party at your favorite restaurant and coordinate and communicate everything with the restaurant owners or employees staff at the time so that everything goes smoothly so that you don't have to worry about anything while you're partying. Your Via can also help you book appointments with your doctors or your dentists. Or, if you have a pet, then you might need to visit the veterinarian once in a while, and your virtual assistant can help you book all these different types of appointments and reservations, also similar to booking a table at a restaurant. Let's say you have a client coming to town and you want to meet with them near their hotel . Well, you could tell your virtual assistant where your client's hotel is, and maybe they have a certain food preference or food allergies that you know of. Well, you could tell your va about that too, so that they can help you find the best spot to meet with your client. The more specific you are with your request, the more clearly you'll be understood by your V. A. So, for instance, let's say you're visiting Seattle Washington. You could tell your V A to find you three hotel options on Capitol Hill that are at least 4 to 5 star ratings and our dog friendly and that have availability during the Super Bowl weekend. Because, let's say the Super Bowl is gonna be at the Seahawks Stadium or something. Well, by providing all of those details, you're basically helping set your virtual assistant up for success. So as you can see this and some of the previous examples are just a few ways that you can delegate your reservation tasks to a virtual assistant to help you save time and to be more productive 5. Outsource Your Research Tasks: another common task that you can delegate to your virtual assistant. That should be pretty obvious by now. Is research back in the day when we used to have to scour through the encyclopedias and library catalogues toe find information? It wasn't really a whole lot of fun. But nowadays, with Google and the Internet and having just about any answer to your questions right at your fingertips, it's a lot easier to get caught up and accidentally waste time researching on the computer . And if you're a busy person trying to maximize your productivity, you don't need to be wasting your time searching for information. It's simply something that you don't need to be doing yourself, because fortunately, just about any information you're looking for can be found online or found out by a simple phone call or a quick email, which are all easily things that you could delegate to someone else. Whether you're just looking for a small, trivial piece of data, like which year a certain book was published or you need an in depth analysis like some sort of report on projected technology trends for the future or a comparison between certain companies and exactly which services they offer. Just about any information can be found online, but you don't have to do it yourself. It's something that you could easily delegate. So be sure to tell your virtual assistant any time that you need to find out more about a certain subject and be sure to include all the relevant details and any deadlines or any other insights or data that might be relevant to that research task. And by doing so, your VA will be able to return back to you with all the information, reports or summaries that you're looking for. So here are some examples of research tasks that you Condell a gate to your virtual assistant, things that might include something like researching and comparing different products and services. For instance, maybe you have AH WordPress website and you want to install a photo gallery plug in, but you're not exactly sure which plugging his best, because there's only about 5000 to choose from. Well, your virtual assistant can narrow down to the best three or five options for you and report back to you with a comparison of the top plug ins and their costs, as well as recommendations for which one might be most suitable for your website or your project. Another simple research task that you could delegate to your virtual assistant is to research and find restaurants or meeting places in your area or wherever you're traveling to. So let's say maybe your bread connoisseur like I am and you want to find the best bakery in town. Or maybe you just want to meet your client and give them a few different options. Where to meet you These air all great research tasks to delegate to your V A. Another common research task that many people find themselves doing is looking for a person's or a businesses contact information. This is especially true if you make lots of sales calls. Finding the right person's information can take a bit of time and digging around online. But being able to contact specific people can sometimes maker break a really big deal. But you don't necessarily need to spend your time looking up that information. This is a great task to delegate. Another example would be, let's say, maybe you have a blawg and you need a few ideas for articles and block posts to write well , your V A can help you research information, statistics or even help you find images for you to use in your next bog post. And lastly, another great project or example of a task that takes up a lot of time is researching and looking for a new home or an apartment. You can literally spend dozens of hours behind the computer looking for a new place that meets all of your criteria. Or you could delegate that research to your virtual assistant and provide them with a list of all the criteria that you're looking for so that they can do the legwork and help you to set up meetings so that you can go through the walk throughs and spend more time looking at your potential new home instead of spending time looking for your new home. So, as you can see, these are just a few examples of different research tasks that a virtual assistant can help you with toe help you save time in both your personal life and at work 6. Outsource Your Travel Booking & Planning: all right, so, as you probably already know, traveling ca NBI a ton of fun, especially if it's for vacation or for your own personal leisure. But when you travel for work, or even if you travel on a regular basis, it can begin to get a bit tiring and stressful over time. Fortunately, with a virtual assistant, however, you no longer have to spend your precious time researching or comparing rates or finding the best deals and booking flights. Those air all tasks that you Condell a gate. And when he delegate these types of tasks to a V A, you'll be able to avoid the stress and headache associated with finding and booking your travel arrangements. And instead, you can spend more of your time enjoying your actual travel experience. One of the first things that can be a bit tricky about booking travel arrangements is that prices and availability are always subject to change. And if you're on a tight budget or a strict timeline than any unexpected changes can really make the process even more stressful. And another time consuming travel task is making sure that all of your travel arrangements line up on the right days and at the right times. Of course, there are tons of websites out there these days where you can find and book your flights and hotels and car rentals all at the same time on the same website. But if you're looking for the best rates on different websites, or if you're booking a multi stop trip with several destinations, then you could end up spending hours researching and making sure that all of these things line up correctly. And if you've ever tried to organize a group travel, then you know what I mean. That it could be even trickier. First, you need to figure out when everyone is going to be available to take time off to go travel . And if you all want to be on the same flight and sit next to each other and you all want to get the best rates possible, then that can become an organizational nightmare, and you could spend hours trying to figure all of that stuff out. But instead, if you delegate your travel tasks to a virtual assistant, as soon as you know that you'll be traveling, then your V A can do all of the research and find the best travel deals for you in the best rates. And they can even book your hotels and buy your plane tickets and add all your travel details to your calendar so that you don't forget about anything. And you know what's coming up next on your schedule before it happens so you can be prepared now. A few examples of travel tasks that you Condell a gate to your virtual assistant might include things like researching and planning a short weekend Get away or a road trip out of town. Or you can ask your via to research and compare a few different places that you might like to travel to and depending on your hobbies and your budget. And what's most important to you in your life that that time your Via can narrow down your options and help you find the best place to travel that will suit your needs and match your preferences. And when you're traveling, it's always fun to find local hot spots and places of interest that are off the beaten path where locals know about. But tourists rarely seem to go, which can give you a much more authentic travel experience away from the hotels and tours and larger travel groups. So you can ask your V A to research and find things that locals love to do that you might not have found otherwise. And if your virtual assistant can do all of those things separately, then why not put it all together and ask your V A to create an awesome travel itinerary? For example, one of my favorite tasks that I ever helped a client with was a two week road trip around the south island of New Zealand. I helped them find a rental car, which was actually a camper van, and I help them find places around the country where they could stop in camp. And since New Zealand is such an awesome destination, it was really easy to find must see things that they could stop and do along the way. But one of the things that made that task really challenging was the fact that my clients were on a really strict timeline. So I had to map out exactly how long it would take them to travel from one destination to another so that they could make sure that they had enough daylight to enjoy some sort of activity wherever they arrived. And by delegating all of that research and travel planning, they were able to just pack their bags and follow the itinerary and have an awesome adventure in their fun little camper van, which makes you consider if you're ever going on an exciting travel adventure, you could delegate all of the research to a virtual assistant, and they can put together an awesome travel itinerary so that you can make the most out of any travel experience. All right now, here's an example of an extremely specific travel task that you could delegate to a virtual assistant, and the more specific you are, the better. But we'll talk about that and communication a little bit later. But for now, in this example that I came up with, you could ask a V A to research and report back to you with three different options for early morning one way flights from JFK Airport in New York to the Seattle Tacoma or see Tak Airport in Washington State, and you want to sit in the aisle seat in first class, ideally paying less than $750 departing between the dates of August 14th to August 25th. It actually takes longer to say out loud than it does to read it in this short little sentence I have here on the screen. But it's a very specific task. Request that you can ask your virtual assistant toe help you with, so that you don't have to spend your time searching for flights, that meat, this exact criteria, and you can save your time and energy for other things instead. So now let's talk about how to successfully delegate your travel tasks to a virtual assistant. First, be sure to communicate your budget and the dates and times that you'd like to depart and return. And if you're flexible with all those things, then be sure to communicate that as well to your via so that they can do their research accordingly. Also, be sure to share your travel preferences with your V A. For instance, if you prefer a certain airline or you prefer window or aisle seat, or whether or not you like to fly first class by sharing those types of travel preferences with your V A, it will help them to get the job done right the first time around without having to come back to you with more questions later on. And if you do have a preferred airline, maybe you have a frequent flyer account number with them as well. Then be sure to share that information with your virtual assistant when you delegate your travel tasks. And from that point forward, your Via can make sure that they input your frequent flyer numbers whenever they purchased a ticket for you to make sure that you earn miles for all of your flights. And that can just be one more thing that you can stop thinking about to make your travel more enjoyable. Or alternatively, if you like to book your own flights, or if you have a friend or family member who is coming to town and you want to keep track of their travel dates, then you can send any and all travel itineraries that you're interested in keeping track of over to your V A. And they can even set reminders so that those events pop up on your phone before they happen. And once you have a virtual assistant, it's a good idea to get into the habit of telling your V a any time that you think you might like to travel, even if it's just a whimsical idea. That way, your VA can look into it for you and find examples of things to do and work out some initial costs so that you can determine whether or not you'd really like to go travel there . Now, hopefully, you can see that by delegating your travel tasks to a virtual assistant, you can avoid the stress and headache associated with all of those time consuming tasks. And you really shouldn't be wasting your time when you could be out there seeing the world and having new experiences while your virtual assistant manages all these little travel details and tasks for you. 7. Outsource Data Entry & Document Management: working on documents is a time consuming task that you don't need to be spending your time on when you could delegate that to someone else. The truth is that busy people often have to create and manage a lot of different documents , which can be very time consuming, making it a perfect task to delegate to a virtual assistant. Your V A can help you manage. Organize format style eyes update and enhance your documents, however you see fit. But before you send your virtual assistant any documents, make sure your V A has the correct software for the job. For instance, maybe you created your documents in Microsoft office, which isn't free or compatible with all computers such as Google, Chromebooks Or maybe you like toe work exclusively in Apple. I work. Then you need to make sure that your V A also has a Mac with I work installed. Of course, you can always use Google documents, and you can even import and export Microsoft Word documents. But it can also be a bit problematic because it doesn't always keep the same formatting as the original document. So if your specific about which document type or software you use. Then you want to make sure that whichever via you work with is equipped with the same tools and software. Next to share your documents with your virtual assistant, you can either send your files directly via email or upload them to the cloud somewhere like Dropbox or iCloud or Google Drive. These clouds software's air Great because they allow you to sync up. And both have access to the most recent versions of a document. And then that way you'll both be able to see the updates in real time. A few examples of different document related tasks that you could delegate to your virtual assistant so that you can save time and be more productive might include things like formatting and style. Izing a word document by adding headers or spacing out paragraphs and adding bullet points toe lists by having someone else help you format your documents. You can focus on streamlining your content creation and write everything out as it comes to you, and then let someone else format and proof read and edit everything. You can also have your virtual assistant compile Power Point presentations from an outline you created. It's also always very helpful to get a second set of eyes on your documents, or your emails or press releases, or anything that might be seen by the public or an important person that you're doing business with. So your virtual assistant can help you with proof, reading and editing and checking for grammar and spelling errors before you send your document out to its intended recipient. Because think about it. If it was an important contract proposal and you had accidentally misspelled a few words, it wouldn't look very professional. And it might end up actually costing you the job so it's actually worth it to have someone else help you look at any written documents or materials you've created before sending them out, which would help you maintain your high quality standards and professional image both in personal life as well as in business. Another great example of documents that you can delegate to your virtual assistant would be anything having to do with data entry, like entering receipts into an expense spreadsheet to help you keep your finances on track . Or, let's say for whatever reason, you have a client who has shared dozens of videos with you in Dropbox, and you want to upload all of them to YouTube. But it doesn't require a whole lot of expertise in order to accomplish that task. So having someone else help you out with ease document related tasks, we'll give you much more time in your day to focus on bigger and better opportunities so that you can be more productive in business and in life. 8. Outsource Your Shopping & Purchases: another great task to delegate that just about everybody is capable of because just about everybody does is making purchases and paying bills, which also takes up more time than you might think. Even if you primarily shop online to save time, it still takes time to research and find and select the best item. And then it takes time to check out and enter your billing address and credit card details . And then when that's all done, if you're really organized, it can also take time. Teoh, manage your receipts and keep all your expenses organized, but it can all be delegated. Basically, any purchase that you make online or over the phone can be done for you by your virtual assistant. And let's say there's a purchase that simply can't be made online or over the phone, because it's something local that needs to be delivered or dropped off. Well, then your virtual assistant can help you find someone local in your area on a website like Task Rabbit, and they can go out and make the purchase and pick up whatever item it is for you, which could save you a lot of time from driving to the store and searching the aisles for a specific item to waiting in line and then driving back to your house or back to your office . That can all be done for you by his someone else, so that you don't have to spend your time shopping when you could be spending your time either being productive or doing what you really love. And, of course, before you ask your virtual assistant to make a purchase on your behalf, it's crucial that you trust your V A. So I would recommend if you're just getting started with working with a virtual assistant, don't go straight into delegating purchases. Start with smaller, simpler tasks and then work your way up to purchases. And then when you're ready, let your v A know that you'd like to show your credit card information with them. That way, you can schedule a phone call so you can share all your details, like the credit card number and your billing address and so on. It's really important that you relay this information over the phone and not over email or text, because just in case something happens, like maybe you lose your phone or your V A lost their phone or one of your emails gets hacked. You don't want those credit card numbers around somewhere where they could easily be found . Instead, it's much safer to share that information over the phone. Or you can also share your credit card information using a secure app like Last Pass or robo form, which stores your data using encryption software and other security measures so that you can rest assured that only you and your V A have access to your credit card details and no one else. Now, before you actually go and ask your virtual assistant to make purchases for you, it's important to set some guidelines and to communicate your preferences so that you and your Via are both on the same page. For instance, if you ask your assistant to research and book a flight for you, you might want to set a few guidelines like letting them know what your maximum budget is. And if your assistant has access to more than one credit card, it's important to tell them which credit card you'd like them to use so that your V A doesn't have to keep coming back to you. with more questions later on. That just prolongs the process of making the purchase that you had intended on making. And finally, once you shared your billing details and all of your preferences, now it's timeto actually delegate and authorize your virtual assistant to make purchases on your behalf. So a few examples of different purchases many people make that could easily be delegated to a virtual assistant might include things like purchasing plane tickets or providing payment details to book a hotel reservation online. Also, you can have your virtual assistant pay your bills from small things like your cell phone bill, or maybe pay off a parking ticket to larger expenses like your rent or your mortgage each month. As long as you provide them with the proper access, then they'll be able to complete that for you so you don't have to think about it. You're via can also help you save time by finding and ordering gifts and flowers online for friends or family, or for special occasions or office supplies and supplies for around the house. Whether it's groceries and toiletries to printer cartridges and paper and stationery. And lastly, virtual assistants are excellent at tracking down those especially hard to find items like Let's say, you went to Italy and you had a really rare vintage bottle of wine. You could tell your virtual assistant where you were, where you had it, what day or year it was. And they'll do their best to find that exact bottle of wine, even if you don't know what the name of it was. Now some of those air pretty specific examples. But once you're in the delegation mindset, you could think of all sorts of different purchases that you could delegate to a virtual assistant. That way you have more time so that you can make bigger and better decisions and truly maximize your time, doing what you love and what you do best. 9. Outsource Your Social Media & Networking: the last task that I'd like to talk about, that a lot of people spend time doing on a daily basis is interacting on different social media sites. And if you use social media for your business, then these activities are great for brand awareness and customer interaction and driving traffic back to your website. But a lot of people think that they can do social media Justus good as the next guy. But it's simply not the most valuable way for you to personally be spending your time. Social media is a fairly simple activity that can be done at a low cost. However, it does have some certain intricacies that are best left to the professionals. But since so many people these days are active with social media, it can be easy to find someone to help take over your social media efforts. And even if social media is a huge part of your brand, or maybe it's even your entire business and that's the type of service that you offer to other people and to other businesses like social media marketing or social media branding, then that's all the more reason that you personally should not be spending your time on tasks like making posts and replying to comments and messages and so on. Your job, no matter what business you have, is to focus on the direction of your company and to figure out how to keep your business relevant and to use social media as a tool to help you get traffic back to your website. And if you're the business owner, you could be spending your time analysing trends in the marketplace or figure out how to optimize clicks from your followers to get mawr traffic back to your website. And you should be taking control of your business by zooming out in planning ahead for the future, because good ideas are what keep things fresh and there would move your life and business and productivity forward. A few examples of different social media tasks that you Condell a gate to a virtual assistant might include things like researching niche topics before your next block post, because the truth is, it can be challenging to keep coming up with new ideas for what to post next so you can have your V a research different topics so that you always have great new content you can even take it a step further. And once you choose the topics that you'd like to post about, you can ask your virtual assistant to draft up several post ideas so that you don't have to spend even more time thinking of clever things to say someone else can help you think for you. And if you're the type of person who likes to plan ahead, then you can ask your virtual assistant to do a recurring task and schedule those posts throughout the week so that they go live on your accounts without you having to do very much work at all. These three things right here can save you tons of time. And when you post great content, people will leave comments and people will inevitably ask you questions or send you private messages. And it's good to interact and reply to all those things so that your brand stays top of mind and your customers are happy with your response rate and customer support. But again, you can save time and delegate these tasks to a virtual assistant and let them handle all these incoming comments and questions and private messages, which could be so inundating and take up a ton of your time if you let it. So now that you have a better idea of some of the different types of social media tasks that a virtual assistant can help you with, here's what you need to do. In order to delegate those tasks effectively. Start by asking your V A. To study your previous social media posts. This will help them to learn and understand your personal communication style as well as your approach and the tone that you take when posting on social media sites. Then you should establish some guidelines and boundaries such as your communication preferences and tell your V a any certain dues. Or do not that you might have when it comes to social media. Then, of course, before your virtual assistant can manage your social media accounts, you'll need to share your log in details or add your va as an administrator to your page, depending on which platform you're using. And lastly, once you feel ready to let your virtual assistant take over your social media accounts, be sure to provide any additional materials or resource is that might help your V A to be the best brand ambassador that they can be. In this way, You can really use your virtual assistant to help you save time with your social media efforts, which would give you time to focus on growing your business and improving your life and being more productive and efficient with your time. 10. Exercise & Conclusion: all right. So hopefully you found some value in the previous training videos. And now that you've learned how to outsource eight of the most time consuming tasks, your homework is to actually go out and apply what you've learned and outsource some tasks that you need help with. Then come back and answer the following three questions. What type of task did you outsource first? Was it related to your life or to your business or both? And how much time did you save by outsourcing? Did you only save a few minutes? Or did you outsource a task that allowed you to save significant, measurable amounts of time? And lastly, what did you do with the extra time that you saved by outsourcing? Did you focus on higher leverage opportunities and getting more tasks completed? Or did you take some time off for some much needed rest and relaxation? I'd love to hear about your experience, so feel free to share any tips or insights you might have learned in the process as well. And, of course, if you ever have any questions about outsourcing or working with a virtual assistant, feel free to let me know. I'm always happy to help now. Thanks so much for washing this course. This is Jessica Jones signing off