Ten Years On - Behind the Scenes Admin and Business Support

Although I can’t quite believe it myself, I’m coming up to celebrating 10 years of providing admin and business support through my business, BOSS Business Office Support Services.  Although I launched it ‘officially’ on 2 January 2015, there was of course quite a bit of ‘behind the scenes’ preparation from finding a suitable office, equipping it and getting up to speed with all the latest technology.

Over those ten years, I’ve learnt so much, not just about myself (how did I ever manage to set up my own website and learn all the ‘techie’ stuff ‘?) but also about how to launch a business knowing nothing about how to run a business but utilising and honing all of my skills, knowledge and expertise gained through supporting people 'behind the scenes’.  Yes, secretaries, personal assistants, executive assistants, business support assistants all support someone – and we love it!  We are the unsung heroes of the modern business world, skillfully managing a plethora of tasks that keep the wheels turning smoothly.

So what have I learnt and can pass on to those just about to launch themselves, or who are in the early days of starting their admin business support, virtual assistant (VA) businesses? I’ve certainly learnt about the must-have tools which most executive and virtual assistants will use if they’re providing  admin support.  I’ve also learnt that making time for yourself, to run the actual business, is just as important as spending time supporting others, and that networking will always have an important role to play in ensuring that the business community know who you are, learn what you do, learn to trust you and consequently will recommend you.  Networking isn’t easy and it does mean taking a deep breath and walking into a room, potentially, full of strangers.  But it does get easier and I think it’s absolutely key to building the foundations of the business.

Here are my top ten tips and tools:

1. Communication Tools

Effective communication is the backbone of any successful business. Tools like Slack and Microsoft Teams offer instant messaging, video calls, and file sharing, making it easy to stay connected with clients and team members. Skype and Zoom are also popular.

2. Task Management Software

Keeping track of tasks and deadlines is crucial. Trello and Asana are popular choices that allow virtual assistants to create boards, lists, and cards to organise and prioritise work. These platforms are great for visualising progress and collaborating with clients.

3. Email Management

A cluttered inbox can be a productivity killer. Microsoft Outlook and Gmail can help in managing the inbox efficiently, ensuring no important message slips through the cracks.

4. Document Creation and Storage

Creating, editing, and sharing documents is part and parcel of admin support. Microsoft Office 365 (Word, Excel, PowerPoint) is indispensable for document creation. Dropbox provides secure storage solutions, making file sharing and collaboration a breeze. WeTransfer allows large files to be transferred easily. Adobe, Canva and Creative Cloud can provide the answers for whatever challenges clients might send your way in their quest for top quality documentation.

5. Time Tracking and Billing

For time management and billing, tools like Toggl and Harvest come in handy. They enable VAs to track time spent on tasks, generate invoices, and manage billable hours efficiently.

6. Scheduling Tools

Scheduling meetings and managing calendars is simplified with tools like Calendly and Acuity Scheduling. These platforms sync with calendars, allowing clients to book appointments based on real-time availability.

7. Project Management Software

For managing more complex projects, ClickUp can provide comprehensive solutions that integrate task management, time tracking, and collaboration features, ensuring projects stay on track and within scope.

8. Transcription and Audio Typing

An essential service, but often overlooked, is audio typing and transcription. Rather than relying on automated tools, a VA receives audio files and types them manually to ensure the final product is succinct and tailored to the client's needs. This personal touch sets their services apart and guarantees accuracy.

9. Minute-Taking

For minute-taking, a VA often attends meetings in person or receives audio files and types succinct and formal minutes for Trust Boards.  This requires sharp listening skills and the ability to distil information effectively. This is a highly skilled service and not many people want to do it, so for those with the necessary skills it can be very interesting and well-paid work.

10. DIY IT Solutions

I learnt very quickly that running a business single-handedly means wearing many hats, including handling IT issues. Of course, it’s always a good idea to have your favourite IT support local business to call upon, but if it’s smaller, niggly stuff that can be safely done by relatively non-techie people, then I’ve found that Google becomes an invaluable tool for troubleshooting technical problems and finding solutions quickly. Managing your own IT setup is just another way of ensuring that everything runs smoothly without a hitch.

So, by using some of these hints, tips and tools, personal assistants, executive assistants and virtual assistants can streamline their workflows, enhance productivity, and provide top-tier admin support to their clients.  I’ve learnt that in this fast-paced world of business, having the right tools at your disposal is the key to success.