Have you come to terms with the fact that you need
to get some support to hire a virtual assistant but you have no idea what tasks you would give
to a virtual assistant? Well, you're in the right place because today we're going to look at 11
ideal tasks to give to a virtual assistant. And if you're new around here, my name is Jen Lehner.
I have helped hundreds of solopreneurs, coaches, course creators, authors, and subject matter
experts scale their businesses by outsourcing the smart way. So let's dig into these 11 ideal
tasks. First on the list, social media. Aren't you so ready to let go of the posting on social
media and just the constant hamster wheel that is involved with that? Well, let me show you the
tools that we use and how we take care of that in my own business. So what you're looking at
here is our Trello board. We love Trello but you honestly don't need anything like I mean you
don't have to use Trello. You could use Asana. You could use a Google doc, really any kind
of software that allows you to collaborate. And what I want you to look here is at this
column where it says content processing. And you'll notice that each card has a date there's
July 28th, July 27th, and each of these cards has the information of what this post is
going to be and where it goes. Okay, so we've got a list that this is the content
that's going to go out and then these are the graphics that we need. These are all the
places where it needs to get published and any copy that needs to go with it like my
thoughts about it or any links that need to go with it are going to be listed here as well.
So like right here, where it says description this is all the copy that's going to go with
this social media post. The point is we know every day of the week what we're going to post
on social media in advance. Then what we can do, you have a couple of options you can use a tool
like Recurpost. This is a content scheduler that will post your content on all the channels where
you want your content to appear so over here on the left you can see everywhere that we've got
listed. We've got Google My Business, Linkedin company page, Linkedin profile, Twitter, all the
places. Okay and so what we can do is my team goes in and they just schedule all the content here
in advance and it automatically gets published on that date. So they set it and forget it. And of
course, the other thing that is so great is you don't need anything fancy like that because on all
social media these days you can just schedule it from right there inside the platform. So
if you go to Creator Studio in Facebook, you can schedule your Instagram and
your Facebook posts in advance natively right here in this amazing dashboard. So I'm
going to click 'Create post' and of course I'm not really going to be doing this. My
VA is going to be doing this. We just write 'test'. Add a photo or a video or whatever you
want and right here where it says 'Publish', we're going to schedule the post and you just pick your
time and date. So that's just a brief overview of how your VAs can handle all your social media
for you. What about inbox management? Yes, managing your emails so that when you wake up
in the morning you only have what you need to see sitting in that inbox for you. So maybe you
only have two emails versus the 500 that are sitting there and I know what you're thinking
because it makes you feel a little vulnerable to have a VA in your inbox and maybe you sort of
think like what if they delete something I really need. yadda yadda yadda. I know exactly what
you're thinking because actually, this is the last thing that I gave to my VA. I wish it would have
been the first thing. Let me give you a glimpse of how we do this in my business. All right, this is
a glimpse into our yeah my business email account and you're probably thinking, "Jen my Gmail does
not look like that like it doesn't have these cool sections. I've got a video that will show you
how to do that I'll link to it down below. But this is the main thing that I want to show you. So
when my VA comes in here so for example, Linkedin marketing. So there's this email about Linkedin
marketing. So she knows that that is probably something we're not gonna save. It's not something
I necessarily need to see. She might read it if she thinks there's something valuable for our
business but she'll probably just delete that or archive it. But let's suppose it's something that
she thinks I really need to see that's come into my inbox. So we're going to pretend this email
from Tamson is something that I need to see. She's going to put a star on that and if you look
over here in the right-hand quadrant you could see all the emails that are starred that I need to
pay attention to. Then if I get to the inbox first and I see something and I'm thinking oh this
is something that my VA needs to take care of. I'll click on that star over here on
the left and I'm going to click it again until I see the icon. You see how the icons
are changing? So I'm looking for the little red arrow thingy, right there. And what
happens is if you look over here to the right under delegate, it's going to
take a minute let me refresh it and if you look here under delegated you can
see that's it's moved over here to the section on the right. So now Neeca knows when she comes
in, "Oh this is something I need to take care of and then there's certain blogs and newsletters
that I subscribe to that Neeca knows that I like to read. So if you look over here in the two reads
section you can see Zapier. I love their blog and so she knows that I want to read that later.
The Daily Stoic, there's a few others but anyway the way that she gets it into that box is she
comes over here. She clicks the star and she clicks it again and clicks it again and then
you'll see there's a blue eye and that moves it over to this section. Okay and so the next icon
on here is a question mark and what that means is you know how when you reach out to someone and
the ball is in their court and then you sort of forget about it? Well what this does is it allows
you to follow up with that person. So as you can see, I clicked on the purple check mark there on
the left. It came over here in the right under awaiting reply. So I know that I need to check on
this, you know, whenever. This is about as full as my inbox ever is because right now it's late in
the day when I wake up tomorrow morning and I come in and check in into my email, I might have four
emails over here in the star folder and everything over here in the main section will have been
deleted or archived. If you have a Facebook group that is the third ideal task that you should hand
over to a VA. Ninety percent of the things that you do in a Facebook group are tasks that you can
handle to a VA and they're very process-driven. They're things that can be repeated, weekly
tasks monthly tasks, annual tasks. For example, every month at the beginning of the month my
VAs find out through the analytics that Facebook groups give you they just put it on a platter
for you and show you your top 20 most engaged, I think it's 20 or 10 most engaged Facebook group
members. Well, that's something that your VA can do. They could take a screenshot of that. Post it
in your Facebook group. Tag each of those members and it goes such a long way in making people
feel great and your VA can do this as your brand avatar. So when they post, it's posting
as your company avatar. Our members love this. It's such a meaningful thing to do and yet so easy
and you don't have time for it right look these are the little things that you probably don't
have time for but if it's set up as a system, as a process, it's done every month. Then your
VA is just checking those boxes. And 90% of the things that you're posting in there, questions
that need to be answered, those can be done by your VAs and the beauty in that is that your
VA, all along the way, is really getting to know your community so they're able to serve them
better 360 degrees. Graphics. You don't need a really top-notch graphic designer in your
business. These days especially if you've spent any time in canva.com you know this if you've
never been to canva.com, run don't walk. It's an amazing, amazing tool that allows us to create
very professional-looking graphics and the reason is because the templates in Canva were created by
some of the best graphic designers out there. So we simply have to change the colors. Fill in the
words that we want and we look like we did hire, you know, top-notch graphic designers. So your
VA can absolutely do that for almost all of the graphics that you need in your business. Also,
they're wonderful services you can subscribe to. We love Template Tribe because every single
month the owner of that business creates these fantastic templates for everything for pdfs,
freebies, and workbooks and Zoom backgrounds, and just anything that you could possibly need.
We absolutely love it and I'll put a link to that down below in the resources. From social media to
landing pages to all your funnels and so forth. Speaking of landing pages and funnels that brings
us to our next perfect ideal task to give to your VA and that is landing pages and opt-in boxes
and all the pieces of the funnel - sales pages because all these whether you use Squarespace
or Kajabi or LeadPages, whatever it is you use, they've got templates. The templates look great.
Your VA can use the templates and as far as the process for doing that, you know, you can set it
up one time and your VA can replicate that over and over again. Newsletters are you sending out
a weekly newsletter to your audience and if not, why not? Probably because you don't have
time to think of what to say every week. You're so busy with everything else like
who's got time for that? And the beauty of doing a compilation sort of a roundup type of
newsletter is that it can be turned into a system and templated. So let me explain. Have you ever
seen Tim Ferriss' Five Bullet Friday email? Perfect example of kind of a roundup email. It's
short and sweet and he just links to five things that he's, you know, something he might be
reading a funny joke he heard, a great movie that he just watched, a delicious wine
that he just tasted, a quote that he heard, an exercise that he did, just some but there's
five of them. And it comes out every single Friday like clockwork and it's great. We do something
similar in my business it's not as brief but we do a compilation a roundup email of social media
news, things people have posted in our group, announcements, great deals that we found. We send
one out on Monday to one group and we send one out on Friday to another group. This is a hundred
percent done by my team and they're just rounding up content. They're putting in the applicable
links for that content, all the graphics, all the things we need, and that's consistent
content that's going out twice a week that I don't really have other than I do give it a once over
before it goes out but they take care of that. I do not spend any time on that but it's high value
and my audience loves it. Podcasts production and promotion. Everything from the show notes at the
end to the timestamps to the transcripts, did I already say transcripts? to the promotional images
and the little audiograms that need to be created. Every bit of that process can be done to your
VA so by your VA. So that you really are just stepping into your office getting in front of
that microphone and pressing record. That is all I do for my podcast is I literally just hit
record and everything else happens by my team. Editing. My VA are perfectly capable of editing
my podcast episode but we do outsource that to an agency that just does podcast editing. Video
editing. Basic video editing can be done by your virtual assistant. So whether that's just adding
an intro and an outro to your Zoom meetings that after the fact or any kind of video that you
produce can be edited by your virtual assistant. And they they have tools now that are just so
easy to use. You know, the pros use things like final cut pro, right, but we don't need anything
that sophisticated something like a Camtasia or a Screenflow works great. It's super simple and
your VA can absolutely do basic video editing. And as they get more experienced,
they can start to do fancier stuff. Zoom replays. So that sort of ties in with videos
but it's a little more specific if you're a coach or anyone who does regular Zoom calls for
your community or your members, you know, that there's so much work to do after you end that
meeting because the video has to get processed, the transcripts have to get created if you're
like us you'll put timestamps into the highlights, and put that in the show notes so people can
easily access the information that they need. Then it needs to be sent out. The replay needs
to be sent out to the relevant people who may or may not have been tagged in your email
marketing system. So all of that Zoom stuff that goes to your VA. Task number
10, new client onboarding. So there's a starting point for every new client
every new student every new customer there is some sort of process that is in your business
already and every bit of that can be handed over to your virtual assistant. So let's suppose you
get a new client the very first thing they need to do is fill out a questionnaire that needs to
be sent to them. Sn invoice needs to be sent. A receipt needs to be sent. A welcome email
needs to be sent. Maybe you have a welcome video that you're going to send. Maybe they need to get
access to a particular program, product, platform, Google Drive folder, all those things all those
parts and pieces you got it, your VA. Affiliate Campaigns. So affiliate campaigns are you've taken
a course for example and you love the course and the course creator says, "Hey you know what if you
tell other people about this program? Then I am going to give you, you know, 40% of any referrals
that you send my way." or maybe you use a product like Convertkit or Kajabi or Clickfunnels or
something like that and they tell you, "Hey you know we're going to do this promotion and if you
get the word out you're going to get x percentage of every person that you send our way." Well,
if you're already using these products and you already love these things then why not, you know,
share the word and spread the word and then also get that nice commission. The problem is they
send you these wonderful packages, right, have you seen them? They've got graphics. They've got
swipe copy. They really have everything you need but it still takes time because you have to make
those emails your own. You have to make sure that the graphics are what you want to use. You have
to put it in your content calendar and think, okay, where does this fit? What day am I going to
send? What emails on? And you really do have to plan for it but it's really something that can be
completely handed over to your virtual assistant and you have, no your hand is not in it at all
and really the only thing that you have to do is sit back and watch your PayPal balance
increase. And lastly what i want to say and maybe you've picked up on this based on all
the tasks that I've given you. There's really nothing that you can't outsource to a VA
except the stuff that only you can do. Right? So your VA cannot get on and do your
webinar. Your VA cannot write your book. Your VA cannot do your podcast. Although I will say that
my VA stepped in for me on my podcast yesterday because I missed the plane and I had to sleep
on the floor at the Atlanta airport and that's another story. But for the most part, your VA
can't do that stuff but that's the stuff that you do. That's the stuff that is revenue-producing,
all the rest of it goes to your virtual assistant. So thanks for watching today on the best tasks to
outsource to your virtual assistant. If you like today's video, make sure to like and subscribe
because there's a lot more where this came from, and don't forget to hit the little bell so you
never miss a future episode. See you next time.
