How to outsource operations to a virtual assistant team

There are only so many hours in a day for you to enjoy while running a business. So why not learn how to outsource operations to a virtual assistant team instead?

A virtual assistant team offers a wide range of services, including project management, marketing, sales, and more.

With the support of an operations virtual assistant or two, you can free up valuable time to focus on growing your business. Plus, outsourcing operations to a VA team can be a great way to reduce costs, maximise productivity, and scale your business to greater heights! 📈

So whether you’re a small business owner or a manager of a large corporation, we’re 100% sure a virtual assistant team can help streamline your operations.

We’ve seen it happen for over 10 years with our clients! 👌

Want to know what outsourcing operations will mean to your particular business? Book a free, one-on-one Discovery Call with our Outsourcing Specialist today!

Key business operations you can outsource to VAs

Do you find yourself struggling to keep your projects running smoothly?

Reliable VAs are the people you need to help you get your projects organised and running like a well-oiled machine.

They can help you with tasks such as creating timelines, setting priorities, managing resources, and keeping everyone on track. With their expertise, you can ensure that your projects are completed on time and within budget.

Project Management

Do you find yourself struggling to keep your projects running smoothly?

Reliable VAs are the people you need to help you get your projects organised and running like a well-oiled machine.

They can help you with tasks such as creating timelines, setting priorities, managing resources, and keeping everyone on track. With their expertise, you can ensure that your projects are completed on time and within budget.

Marketing

Marketing can be a beast to tackle on your own.

But with a team of VAs with expert knowledge in social media, content creation, and email marketing, you can drive real results for your business.

Plus, they can even help you develop and implement a marketing strategy that aligns perfectly with your business goals.

In no time, you’ll say goodbye to the endless cycle of trial and error. 😌

Sales/Lead Gen

Here’s the truth: it can be tough to give sales the attention they deserve while managing day-to-day operations.

But we all know that leads and sales are the lifeblood of any business!

If you outsource to a VA team, they can close those crucial deals more frequently using data-driven decisions.

And while they do that, you can focus on a sales strategy that’s tailor-made for your business, ensuring that you’re driving revenue and crushing your sales goals.

Admin

Repetitive administrative tasks are a necessary evil in running a business. But who says you need to be the one doing it? 🤨

Whether it’s answering emails, scheduling appointments, or handling data entry, outsourcing operations to a virtual assistant team can take care of all those pesky tasks for you.

This frees up your time to focus on the bigger picture and higher-level tasks.

In short, the magic word is: delegate!

Finance

Virtual assistants with basic bookkeeping skills can handle invoicing, accounts payable/receivable, and expense tracking.

So if you have endless piles of invoices or stress from tracking expenses, they got you covered!

64% of small business owners have faced potential bankruptcy in their business lifetime, but with a dedicated VA team looking after your finances, all your transactions can be up-to-date. And accurate! 👍

No more missed payments, no more scrambling to find invoices, and no more headaches.

HR

The people who make everything happen are your staff. They’re the backbone of your business, and keeping them happy and engaged is essential to your success.

But hiring, training, and managing them can be heavy work. 😢

If you outsource operations like client or staff onboarding/training and offboarding, you can free up your plate to focus on steering your business in the right direction.

VA teams can even help you with HR compliance and regulations, such as employee benefits and labour laws!

Pro-tip: Hiring VAs through Outsourcing Angel means ongoing benefits for your chosen VAs. On the house! 😉

How to outsource your entire business operation to a VA team

What if instead of one or two departments, you learned how to outsource your entire business operation to a VA team? 🤔

It’s absolutely possible! Our happy, 100% remote workplace is run completely by virtual staff, so we do know what we’re talking about.

Here’s How We Did It

Outsourcing operations to virtual assistant teams, who are on another side of the world, seemed like a pipe dream to businesses only 10 years ago.

But after starting her first business in 2009, our Founder and CEO Linh Podetti quickly realised the potential of outsourcing. She then leveraged it to build multiple successful companies!

Linh’s experience also revealed the challenges and inefficiencies that come with traditional outsourcing methods. 👀

So, determined to offer a better solution, Linh founded Outsourcing Angel in 2015, providing companies with direct access to offshore staff.

Her vision was to create a more efficient and ethical outsourcing model that benefits both businesses and workers.

And now, OA helps hundreds of international businesses outsource work to Virtual Assistants and scale up with automation—all while giving back to those in need. ❣️

Our team of experienced VAs is based in the Philippines. But the distance isn’t a problem: we operate completely remotely with the support of our dynamic team in Australia.

No matter where our clients are located, our energetic Aussie team is always available to provide dedicated support and assistance. 💪

We also value the importance of face-to-face interaction—especially with clients!

Whenever possible, we schedule in-person meetings with our clients in Sydney and Melbourne. These personal interactions help us gain a deeper understanding of their needs and preferences. Plus, it fosters stronger, more collaborative relationships.

That doesn’t mean we neglect all our other staff, though. 😅 We have plenty of remote practices in place that contribute to our strong work culture despite the distance.

So far, we have remote staff from Australia, the Philippines, Indonesia, Italy, and Singapore. 🌏 And they organise meet-ups amongst themselves too!

Our outsourcing advice? Let us handle it. Properly outsourcing operations to VAs should yield results—and you can’t get that from your usual hiring process!

But if you really want to have a go at it, here are some tips based on our 6-step hiring process (which was 10 years in the making 👀):

#1 Start with a small project

Before you jump in with both feet, we highly recommend starting small. That way, you can dip your toes in and get a feel for how outsourcing works. And without the pressure of committing to a large project right off the bat!

Think of it as a trial run—a chance to test the waters and see if a VA team is the right fit for your business. This allows you to provide feedback and make adjustments as you go.

All this ensures that everything is running smoothly before you take on more significant tasks.

#2 Prioritise security

Data is now more valuable than ever, and protecting it should be a top priority for any business.

When it comes to outsourcing business operations, ensuring the security of your data with virtual assistants becomes even more critical. After all, you’re entrusting them with sensitive information that could be detrimental if it falls into the wrong hands.

To start, make sure that your VA team is using secure communication channels when handling sensitive information. Encourage them to use encrypted messaging apps or secure email providers to ensure that data is protected in transit.

Additionally, establish clear guidelines and best practices for data privacy and security. This includes password policies, two-factor authentication, and regular software updates. 🔏

#3 Foster a positive culture

We actually have a lot to say on this topic. So much so that we put together all our strong remote culture practices here!

And we can’t emphasise this enough: when you treat your virtual team with appreciation, you WILL create a culture of positivity and motivation. 🫂

One of the keys to fostering a positive culture is to encourage open communication. When your VA team feels comfortable sharing their thoughts and ideas, it leads to more productive and collaborative work. 💬

#4 Use automation tools

Not only do automation tools save time, but they can also enhance efficiency by reducing errors and improving accuracy! 🎯

Tools like Zapier, IFTTT, and Hootsuite are just a few examples of the powerful automation tools available to help streamline your operations.

By automating tasks such as data entry, social media scheduling, and email management, you can save valuable time and focus on growing your business. And you can rest assured that they will be completed consistently and accurately every time.

#5 Establish clear boundaries

Setting clear boundaries with your VA team establishes a strong foundation for your business relationship. It’s like you’re laying out a clear path for them to follow. 👍

With this, you can ensure that everyone is on the same page and working towards the same goals. After all, a well-informed VA team is a happy and productive one!

And remember: clear boundaries are not only important for your VA team, but for you as well.

You need to know when it is appropriate to reach out to your VA team, and when to give them space to work independently. By establishing these boundaries, you can ensure that your business is running smoothly and efficiently.

#6 Invest in training

Make sure to also provide them with the necessary resources to excel, whether it be access to software, training materials, or clear guidelines for tasks.

Investing in your VA team’s training is a smart move that can pay off in a big way. Just like professional athletes need to train to stay at the top of their game, your VA team needs ongoing training to perform at their best.

But hey—training isn’t just about helping your VA team improve their skills!

It’s also about staying ahead of the game.

By staying up-to-date with the latest trends and technologies, your VA team can help your business stay competitive in a rapidly changing landscape.

#7 Provide incentives

Incentives come in many forms. The key is to make sure that they are aligned with the goals of your business and that they are fair and transparent. 💯

Simply (and publicly!) acknowledging your staff’s hard work and contributions can be a form of incentive in itself. You can give them, say, a shoutout in a team meeting or send an email to the entire company praising their work.

And of course, gift cards, a paid day off, and other rewards show your VA team that their hard work is valued and appreciated! And they’ll feel motivated to do their best.

Pro-tip: A simple bonus system that rewards exceptional work can motivate your team to push themselves and achieve even greater heights.