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Alycia Chere
Oct 4, 2024

6 Reasons Why Small Businesses Should Use Virtual Assistants

Imagine transforming the efficiency of your business operations overnight. In this article, insights from an HR Manager and a Founder & CEO reveal why partnering with a virtual assistant could be the game-changer for small business owners. The first expert shares how a VA can refine and create new systems, while the article concludes with a unique perspective on providing after-hours support. Discover a total of six invaluable insights from industry leaders.

  • Refine and Create New Systems

  • Enhance Customer Communication

  • Boost Client-Retention Rate

  • Handle Client Onboarding Follow-Ups

  • Manage Calls and Paperwork

  • Provide After-Hours Support


Refine and Create New Systems

It's one of the best time-saving options to take and a great way to refine your systems—meaning that you can refine and create new systems for your small business while also using them for training purposes—so that they're in place, ready for scaling. Whether that's hiring full-time staff or more assistants as your business grows.



Enhance Customer Communication

I have experience with the advantages of working with a virtual assistant. One specific way a VA supported my business was by enhancing our customer communication during high-demand periods. By delegating customer service inquiries to a VA, we managed to maintain high client satisfaction without overwhelming our core team.


In the early days of our start-up, when we were rapidly growing from zero to over 500 schools, these VAs handled routine customer outreach and follow-ups, freeing my time to focus on strategic business development and product innovation. This streamlined operations and directly contributed to our growth, as evident from a 30% increase in lead conversion rates through improved initial customer interactions.


For small business owners, utilizing a VA can dramatically improve operational efficiency, especially when managing the balance of scale and quality. They offer a flexible resource without the overhead of full-time hires, allowing you to allocate resources to growth-oriented activities while ensuring customer interactions remain seamless.



Boost Client-Retention Rate

I've seen how virtual assistants (VAs) can transform small business operations. One concrete example is when we expanded our agency services. A VA was pivotal in managing client communications and project scheduling, allowing me to focus on strategic scaling efforts. This shift was critical in boosting our client-retention rate by 15% over a quarter.


Utilizing VAs for data entry and marketing research has also freed up our creative team to produce higher-quality content and strategize campaigns, leading to a recent 20% rise in content engagement. Their support ensures that essential yet time-consuming tasks don't bog down our core team, thus keeping our growth trajectory aligned with our mission-driven goals.


Small businesses can use VAs not just for operational efficiency but to drive strategic priorities. By outsourcing specific administrative functions, business owners like myself can prioritize leadership development and client relations, essential elements in scaling an agency effectively.



Handle Client Onboarding Follow-Ups

A small-business owner should consider working with a virtual assistant (VA) because it frees up their time to focus on critical growth activities rather than getting bogged down in day-to-day tasks.


In my own business, working with a VA has been essential for scaling without sacrificing quality. For instance, one specific way a VA has supported my business is by handling client onboarding follow-ups and CRM management, allowing me to focus on high-level strategy sessions with clients.


With my years of experience in coaching and my MBA in Finance, I was able to outline clear processes and KPIs for the VA, ensuring that each client interaction met my standards. This structure has not only increased client satisfaction but has also allowed me to consistently expand my client base without overwhelming my schedule. Working with a VA, when done strategically, has ultimately meant smoother operations and more bandwidth for the big-picture decisions that fuel growth.



Manage Calls and Paperwork

I use a virtual assistant to answer calls and to do other paperwork. Since COVID, all of my business is online. I use Google Forms, Google Sheets, and Google Docs to gather client information online and then use custom Google scripts to create legal documents. 


My virtual assistant—a law school graduate looking for additional part-time work—works for me remotely. She has access to all forms and documents, handles calls that are forwarded to her, and immediately shares information with me and another part-time helper via text, phone, or email. 


I have never met my assistant in person (though we see each other on Zoom), and I have not seen a client in person since the beginning of COVID, and my business has never been better.



Provide After-Hours Support

A small business owner may consider working with a virtual assistant to get additional support after-hours. Our physical office closes at 5 p.m., but we may have customers that get home from work and realize they have a roof-leak emergency and need to call or chat online to book. A virtual assistant can get that customer booked for the same day or the following day when our staff is no longer at the office. This can help streamline operations and help make sure we don't lose out on business.



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