As summer vacations roll in, small businesses must strategize to maintain seamless operations. We've gathered insights from a CTO and Founder to a Career Coach on the best practices for leveraging a virtual assistant for out-of-office coverage. From thoroughly preparing your assistant to centralizing task management with project tools, here are the top four pieces of advice for your small business.
Prepare Your Virtual Assistant Thoroughly
Automate and Inform Clients Ahead
Develop Contingency Plans with Clear Expectations
Centralize Task Management with Project Tools
Prepare Your Virtual Assistant Thoroughly
Ensuring your virtual assistant has all the information they require to thrive is a crucial tip for maximizing their use during your summertime absence from the office. Before you leave for your vacation, take some time to prepare them with comprehensive instructions and directions. Provide comprehensive instructions on managing various duties, the locations of crucial resources, and login credentials.
Set up an online meeting or training session to review the documentation with them and address any queries they may have. Giving your virtual assistant clear direction and encouragement gives them the assurance they need to manage things while you're away.
This allows you to rest and enjoy your vacation, knowing everything is in capable hands. It also ensures that your business continues to run smoothly during your absence.
Dhari Alabdulhadi, CTO and Founder, Ubuy Netherlands
Automate and Inform Clients Ahead
Plan ahead! Setting up automated chat services for booking appointments or answering common questions can be super helpful. Just as important, though, is letting your clients know you'll be away.
By giving them a heads-up about your absence and offering alternative contacts, you can keep their trust and ensure they still get great service, even when you're not around.
Diane Howard, RN and Founder, Esthetic Finesse
Develop Contingency Plans with Clear Expectations
One strategy I've utilized as the CEO of a tech company is developing contingency plans with our virtual assistants ahead of the summer vacation period. This involves providing clear expectations and deadlines for projects during out-of-office times, and setting up regular check-ins or updates to track progress.
This ensures that our virtual assistants are able to keep things moving while remaining proactive and autonomous during these periods. Ultimately, a well-structured summer plan helps maintain business flow seamlessly.
Abid Salahi, Co-founder and CEO, FinlyWealth
Centralize Task Management with Project Tools
Use a project-management tool like Asana or Trello. Create a dedicated project for coverage, breaking down tasks into specific, manageable items with detailed descriptions and due dates.
Ensure all necessary documents and resources are attached directly to tasks within the tool. Utilize communication features for updates and clarifications, and track progress using status updates and timelines.
This centralizes task management, enhances communication, and provides a single source of truth, ensuring seamless workflow and accountability.
Kelli Anderson, Career Coach, California Commercial Insurance
