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Unraveling the Distinctions in Supporting Roles: VAs, Assistants and Managers

podcast Jun 14, 2023

Welcome to the world of business support roles! As you navigate the realm of Virtual Assistants, Assistants and Managers, it's easy to find yourself in a sea of titles and responsibilities. It can be confusing, but fear not because we’ve got you covered!

Welcome to another episode of the OT's Get Paid Podcast, your destination for ambitious occupational therapy entrepreneurs. I'm your host, Trish Williams, a seasoned OT entrepreneur. Join me as we uncover valuable insights and gems to propel your entrepreneurial journey.

In today's blog post, we'll be diving into these critical business support roles, unraveling their distinctions and helping you make informed hiring decisions. Because finding the perfect fit for your unique business needs is a MUST! So, without further ado, let's jump right in!

Understanding Your Business Needs:

Alright, let's start by figuring out what your business really needs. Take a moment to think about where you could use some extra support. Are you drowning in administrative tasks or struggling with project management? By identifying your pain points, you'll be able to determine which role would be the best fit for you.

Now, here's the exciting part. We've got the perfect tool to help you out: the "Get Paid" quiz! Think of it as your business's personal GPS, giving you customized advice and guiding you on the right path. Take a few minutes to answer the quiz questions and discover your current stage of business. It's like having a virtual mentor to show you the way!

Ready to get started? Take the "Get Paid" quiz right here and let's unlock your business's full potential! Access the quiz by clicking HERE.

Assessing Your Business Needs in Terms of Fulfillment:

Now that we've got a clear understanding of what you need, it's time to figure out how we can make it happen. We have three options on the table: Virtual Assistants (VAs), Assistants, and Managers. Each one comes with unique skills and expertise. So, let's have a chat about the type of tasks you have, the specific skills required, and how much responsibility you feel comfortable delegating.

Think of it as finding the perfect puzzle piece that fits just right. Consider the nature of the tasks at hand, the specific skills needed to tackle them, and how much control you're comfortable handing over. We want to make sure we find the best match for your business.

Brain Dumping and Categorizing Tasks:

Imagine this: your mind is a whirlwind of tasks and to-dos. It's time to let it all out! Get ready for a brain dump session! Grab a trusty pen and paper, or your favorite digital tool, and start jotting down every single task that's been weighing you down. Let it flow, no judgment here!

Once you've got everything on paper, it's time to organize the chaos. Categorize those tasks into different areas, like administrative stuff, marketing tasks, project management duties, or customer support responsibilities. This simple exercise will give you a clearer view of the big picture and help you pinpoint which roles are the perfect fit for each task.

Differentiating VA, Assistant, and Manager Roles:

It’s FINALLY the moment you've been waiting for! Let's take a closer look at each of the supporting roles and uncover the unique qualities that make each of them shine.

First up, we have Virtual Assistants (VAs) - the ultimate Swiss Army knives of support roles. They're experts in all things administrative, reigning supreme in managing calendars, tackling those never-ending emails, and even rocking social media management. They're the multitasking dynamos you can always rely on.

Next, we have Assistants, the trusty sidekicks in your business journey. They've got your back when it comes to research, data entry, and providing stellar customer support. Think of them as the dependable wingmen or wingwomen who handle the nitty-gritty tasks with finesse.

Last but not least, we have the almighty Managers. These are the true superheroes of the business world. They're the masters of project oversight, team leadership, and making strategic decisions. With their superpowers, they ensure everything runs smoothly and your business thrives.

Responsibility and Authority Levels:

As you start delegating tasks to your incredible support roles, it's crucial to set the stage for their level of responsibility and authority. Let's break it down, shall we?

Virtual Assistants are fantastic at tackling routine tasks and sticking to established procedures. They're like the masters of efficiency and can handle things with precision.

Now, Assistants, they have a bit more wiggle room when it comes to decision-making within their assigned areas. They're trusted to use their judgment and take charge in making choices that drive success.

And then we have the Managers, the big shots with a broader scope of responsibility. They're the ones who can make those strategic decisions that shape the direction of your business. They've got the power to lead the troops and make things happen.

To avoid any confusion or hiccups along the way, it's super important to have a crystal-clear understanding of these levels of responsibility right from the start. So make sure to lay it all out and ensure everyone's on the same page. That way, you can forge an amazing working relationship that's smooth sailing all the way!

Key Performance Indicators (KPIs):

Now, let's talk about how you're gonna measure it. Key Performance Indicators, or KPIs for short, are your trusty companions in evaluating the effectiveness of your amazing support role. So, let's dive in and see what KPIs might work for each role.

For your fantastic Virtual Assistants (VAs), you'll wanna keep an eye on things like response times, task completion rates, and client satisfaction. After all, their lightning-fast responses and impeccable task-handling skills are what keep your business running smoothly.

When it comes to your reliable Assistants, their KPIs could revolve around data accuracy, customer feedback, and nailing those project timelines. Their attention to detail and ability to keep things on track are vital to your business's success.

Now, for the Managers, it's all about the big picture. You'll wanna measure things like team performance, project outcomes, and hitting those revenue targets. These superheroes of the business world make strategic decisions that drive growth and ensure your business thrives.

By defining these metrics, you'll be able to gauge just how much of an impact your support role is making. Plus, it gives you a chance to make any necessary tweaks or adjustments along the way.

Making the Right Hiring Choices:

This is where the magic happens, my friend. So, let's talk about what you need to consider when finding that gem of a support role.

First things first, skills and experience are key. Look for a Virtual Assistant who knows the ins and outs of your industry like a pro. They'll bring a wealth of knowledge and expertise that can be a game-changer for your business. And don't forget about Assistants with exceptional organizational skills. They'll have your back and keep everything running like a well-oiled machine.

But it's not just about skills—it's also about finding someone who meshes well with your team. Communication style and cultural fit are important factors to consider. You want someone who can seamlessly blend into your business's vibe and work harmoniously with your existing team members.

And here's a pro tip: don't rush the hiring process. Take your time! Conduct interviews, ask those tough questions, and really get to know the candidates. Trust your gut instincts because they're often spot-on when it comes to making the right choice.

Remember, finding the perfect fit is like finding a needle in a haystack. It may take a bit of time and effort, but when you find that shining star who aligns with your vision and values, it'll be worth every second.

So get out there, interview those potential superstars, and trust your instincts to make the right choice. The perfect support role is waiting for you!

By understanding your business needs, categorizing tasks, and differentiating between Virtual Assistants (VAs), Assistants, and Managers, you're well-equipped to make informed hiring decisions. Remember, each role brings unique qualities to the table, and by clarifying responsibility levels, setting KPIs, and finding the right fit, you'll supercharge your business's growth and efficiency. Happy hiring!