Category Archives for Business

How to Supercharge Your Marketing Without Adding Anyone to Your Payroll

Whilst it can be difficult to hand over the reins to someone else, many of the best leaders, business owners, and entrepreneurs have grown their businesses to amazing levels by delegating and outsourcing as much work as possible. Time management and researching cost effective business solutions, however, can be a fulltime task all on its own. Luckily, there are many options available to business owners today.

Why should you outsource your marketing?

The focus of marketing has gone digital, and to maximise this properly it requires a specialised skill set but your business may not have someone with the know-how to ensure that you can make digital marketing work for you. Even if you can write great blog posts or the office manager knows how to manage social media, that’s probably not the best use of your or their time. Furthermore, when individuals with multiple responsibilities are handling the marketing, when an urgent matter arises in another area of the business, marketing efforts often end up taking a back seat or get abandoned altogether. This stopping and starting of marketing campaigns can sink even the most well-conceived strategies and make it difficult to assess whether a campaign is even working.

What is the best way to outsource your marketing?

Here are a few steps to help determine the best way to outsource your organisation’s marketing:

  • 1
    Honestly assess your company’s marketing needs. It is one thing to have a few marketing campaigns that have stalled or could use some optimisation; it’s another to have no ongoing digital marketing campaign at all. If you need someone to pick up your abandoned marketing efforts and optimise them, you’ll want to look for somebody with experience executing marketing campaigns. If you’ve never marketed your business or brand online, you’ll want to engage a marketing specialist to plot a course and figure out where you should be focusing your efforts. If you’re completely unsure of what marketing projects can potentially be utilised and delegated to a marketing assistant, here is a list of some examples to get you started.
  • 2
    Decide how you will measure success. Every business wants their marketing efforts to positively impact the bottom line, but you need to set intermediate goals that determine whether your marketing campaign is working. These goals also force you to think through how the marketing campaign is going to work, step-by-step. A good way to do this is to work backwards from the end goal and figure out how you are going to get there:
    • Increase Leads: If your business typically only makes sales after a sales call or email contact with a prospective client, this is usually what you want to focus on.
    • Increase web traffic: If you’re trying to increase sales generate from your company’s website, then you will normally want to increase the number of people visiting the site.
    • Increase Conversion Rate: Alternatively, you may have good number visiting your website, but only a small percentage being converted into leads or making a purchase. The focus of your campaign may be to increase the quality of your existing web traffic.
    • Increase Awareness: You might want to increase your web presence. You’ll likely want to track where you rank in online searches for key terms and potentially impressions on social media, blogs, published articles, and other places your or your brand has a web presence. Use these tips to set quantifiable goals for a pre-determined timeline. As the project moves forward, you’ll want to reassess these goals to ensure they still align with your marketing strategy’s overall goal.
  • 3
    Standardise your workflow with your marketing assistant. Working with a virtual assistant, no matter which tasks you have outsourced to them, requires you to invest some time initially to make sure you have workflow procedures in place. This includes deciding on how and when you will communicate with your marketing assistant. You may want to set up a regular weekly or bi-monthly call to touch base on strategy, brainstorming, and potential issues that arise. Communicate how you would like your assistant to contact you. Is email, a phone call, or texting the best way for them to get hold of you? Let your virtual marketing assistant know how you plan on contact them also. Consider how you’d like documents, ideas, contents, data, and other materials shared between you, your marketing assistant and the rest of your team. Make sure that everyone who needs access has it. You’ll also want to develop reporting procedures. Decide how you’d like results reported to you and in which form. Set regular calls to discuss results along the way.              

Outsourcing and delegating work is an investment in your business’ future, and it isn’t just reserved for large businesses. Small businesses, start-ups, and independent entrepreneurs are taking full advantage of it too. Even if your business is your “baby” or a labour of love, letting go of the compulsion to control or oversee every aspect of it will ultimately help you reach your goals.

Marketing Tasks to Delegate to Your Virtual Assistant

Even in today’s digitally focused world business is still principally about personal relationships. Many businesses still rely on word-of-mouth and customer referrals to grow their business. Whilst the need to develop personal relationships is important so also is how people search and evaluate products and services. If people are having difficulties finding you online, then you’re missing out on business opportunities. But building an online presence does require you have to have knowledge of digital marketing activities such as social media, search engine optimisation, online advertising and content creation. Many small business owners don’t have this specialised knowledge and don’t have the time and resource required to build an online presence. Hiring a virtual assistant is a cost-effective and productive way to delegate your business’ marketing so you can focus on managing your company.

Digital Marketing Tasks to Delegate to a Virtual Assistant

•           Blog Management
You probably have a long list of ideas for blog posts, but not the required time to write them. Putting together a proper blog requires research, drafting, finding images to go alongside the blog, editing and more. This is a perfect marketing task to delegate to a virtual assistant who has blogging, writing or content marketing experience. Let your VA know what kind of content you would like them to assist you with and the timeline you need. In the beginning, as you build the relationship you will want to be involved and to review the content before it is published, but eventually, they may be able to let them take over this task completely. You can also work with your VA to draft and submit guest blogs on your behalf to help increase your SEO, visibility, and online reputation.

•           Social Media
As a small business, being on social media is incredibly important. But productive and beneficial social media use requires regular and relevant posts and interactions, which many business owners don’t have time to do themselves. Instead of trying to squeeze in a bit of social media when time allows, turn to a virtual assistant for help. Give your VA access to all your current social media platforms and determine a posting schedule for each platform. Provide your VA with the information of who your ideal customer is and let them know the style of content you’d like to see posted. Use scheduling software such as Hootsuite to set up drip campaigns. Make sure you VA also links back to your blog posts and any guest blogs you have done for additional visibility.

•           Search Engine Optimisation
It has been quoted that “the best place to hide a dead body is on page 2 of Google”. This concept is absolutely true. If your business cannot be found by Googling key terms, you might as well not exist. With all the competition for valuable Google real estate, it can be difficult to get your site ranked anywhere near the top. A critical way to make your website searchable and rank higher is with search engine optimisation. Given the complex nature and constantly changing nature of Google’s search algorithm, utilising the knowledge of a virtual assistant with SEO skills is of critical importance.

•           Email Campaigns

You know that you should be building an email database and reaching out to them with regular email newsletters, but it is just another task on your ever-growing to-do list. Your VA can take over this task for you. Share the lists you have begun building and have your VA manage them for you. Your virtual assistant can also create newsletters, marketing emails, call to action buttons, and landing pages for other email campaigns. Most importantly, they can track the numbers and report them for all your campaigns.

Marketing is a fundamental component for companies small and large, old and new. Because it is so important it can often feel stressful to find time to do what needs to be done in what is already a busy workday, but it is also scary to hand over the reins to someone else. However, if you select the right virtual assistant, the process of successfully integrating a VA into your small business operations will be far less painful and difficult than you might think, and additionally, you will reap some serious productivity time management and financial benefits to not only you personally but to your business overall.

Outsourcing vs. Offshoring: The Benefits of Australian-based Virtual Assistants

As more businesses start to take advantage of such tools as cloud computing, file sharing, and the range of communications platforms available such as Skype, Zoom and Slack, the ability to seamlessly integrate virtual workers with onsite employees has become so much easier and more the norm. Having a virtual team has also led to an increase in outsourcing of many functions, including such areas as marketing and administration to third parties like freelancers and virtual assistants. But although this is being embraced confusion still reigns between the terms outsourcing and offshoring. Although is some areas an overlap does exist, the two really are distinctly different.

Outsourcing vs offshoring

Outsourcing is defined as the act of moving an internal function to a third-party vendor or individual. Whereas offshoring is moving operations to an entirely different geographic location, most often with much lower labour costs, like India or the Philippines.

For certain basic tasks, like pure data entry, offshoring may be the best option. But thinking about outsourcing in this way limits the possibilities and return that a business can make on using a virtual workforce. Instead, businesses should think more outside the square and consider outsourcing complex and operationally important processes. Even at a what can appear to be a higher cost, the returns are greater, making outsourcing truly transformational for business rather than just a time-saving option.

Think bigger

When thinking about what you can outsource, it’s natural that you gravitate towards the routine administration type tasks that seem to take up the most of your time. But you should also be looking at the operationally significant areas of your business that require skills and sound judgement. If you are currently experiencing growth, you may have areas of your business or team members that are drowning in work. Get them help! Examples might include getting your marketing team assistance executing content marketing or email marketing campaigns.

Similarly, you’ll want to outsource those projects for which you don’t have the required skills for in-house. If you have an overstretched CEO moonlighting as the marketing manager bring in extra help to get this under control and allow your in-house staff more time and flexibility to complete the work that is required of them.

Get somebody qualified

Those projects which require specialist knowledge and collaboration can be done by virtual assistants (just not any old virtual assistant or the cheapest VA option).

One advantage of hiring a virtual assistant with specialised knowledge and experience in a field like marketing is that the virtual assistant doesn’t need additional training. Additionally, by outsourcing it allows your business to access a much larger talent pool by not being limited to the smaller, local selection of available skilled workers.

Buy Australian

When you’re thinking about outsourcing, it’s a mistake to not consider Australian based virtual assistants. Utilising an Australian based VA provides important advantages over offshoring.

  1. Real-time collaboration: Working with an Australian-based virtual assistant allow for real-time collaboration during the business day. You can discuss changes to documents, troubleshoot issues, and work on changes to workflow in order to increase efficiencies. Have a quick question? Shoot your VA a text or ping them on Slack. Need to hop on Skype or Zoom to demonstrate how to perform a task? Your VA is available to watch, learn, and follow up with you in real time.
  2. Security and benefits of Australian laws: Data security, particularly the security of your personal information, is one of the most important things to consider when looking to engage a virtual assistant. If your virtual assistant is based in Australia, they are bound by privacy laws in addition to any contracts, non-disclosure agreements, and any other legal paperwork related to the terms of your working relationship which means your work organisation, and private information is protected. VAs working in other countries may not be bound by the same laws and the legal regimes of the countries they operate in may be weak and ineffective.
  3. Knowing the landscape: A natural understanding of Australian culture can be a distinct advantage in marketing to an Australian audience. Your VA needs not only a mastery of the English language and a knowledge of Australian colloquialisms but knowledge of cultural touchstones and current events.


There are many ways outsourcing work can provide extra assistance to your business and whilst it certainly makes sense to outsource basic, administrative work – making the decision to outsource entire areas of operational responsibility can help your business expand and flourish with the right virtual assistant. Australian based outsourcing allows you to collaborate with a skilled professional who can manage significant projects and free up internal resources, allowing you to grow your business and achieve your goals sooner.

Do you want to find out more about hiring a marketing VA then download a copy of our FREE guide today!

Work – Work Balance: Avoiding Stress as a Small Business Owner

Stress management is probably one of the most important yet least talked about topics in the small business arena. It often feels that you need to just put up with it as stress just comes part in parcel with being an entrepreneur. If the business is booming, you experience stress from all the orders you are receiving, dealing with the clients, and getting the funding that you need to expand. Alternatively, if the business is slow, you are stressing about whether or not your company will recover and how you pay your bills. But stress is not the inevitable lot for the small business owner. The trick is to try to stay in the middle ground of avoiding the 16-hour days whilst still maintaining a steady revenue stream.

During busy periods, the feeling can be that there aren’t enough hours in the day to get everything done that you need to. If you are feeling this way, then you are probably taking on too much yourself. Part of the key to growing your business is sharing responsibilities and delegating work to others. Even something as simple as handing over your company bookkeeping or scheduling to an Executive Assistant is one less thing you have to think about, so you can focus on the big picture of running your business. What if there is only you? Then consider hiring a virtual assistant. The time you invest in delegating projects, so you can focus on steering the company will pay off much faster than you might think.

Most businesses though don’t experience relentless unending growth. Sooner or later, your business will hit a slower period, whether it is due to a seasonal or derives from a situation beyond your control. Small business owners naturally get stressed if they are experiencing a decline in business or customers. Utilise this downtime and turn it into an opportunity to work on the many projects that you’ve put on hold during the busier months. This may be an ideal time to put together some blog articles or review your marketing material or give your website a refresh. Reconnect with existing or past customers by reaching out to them with a thank you card or sending an email marketing campaign advertising sales or new offerings. Follow up with those leads that may have seemed promising but didn’t come to anything at the time. Attend events to network and reconnect with others in your industry. If you don’t have a clear idea of what to do to generate more business, it may be time to revisit your marketing strategy to figure out if you are targeting and attracting the right customers to your business.

Nothing can eliminate the anxiety associated with entrepreneurship out of the life of the small business owner but that is part of the challenge of why we do what we do. By its nature, entrepreneurship has its associated risks and all small business owners learn how to embrace it and take on the rollercoaster. However, learning how to be resilient and pull yourself back from the two extremes of over and under work, will ensure that you are able to weather the storm.