I do NOT believe in multi-tasking + neither should you – this is why!

Doing more than one thing at a time means that you only have half the time to do twice the work. Multi-tasking is just a synonym for doing half-assed work.

Want mind-blowing results? Focus on one thing at a time.

“Aight but¬†what about all the other stuff that need to get done?”
Do what the rest of the busy boss babes like you do + get some help.

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But before you do, Imma do you a solid. Here’s your tough-love disclaimer ::

Sorry (not sorry!) to burst your bubble but if your fantasy of the Superstar VA? The virtual assistant who can build websites +¬†manage your calendar +¬†do your taxes +¬†create awesome graphics?….¬† mmmmm, not happening!
At least, not the way you want it to!

Like you, most assistants will have their own zone of genius that they operate within most optimally. That’s why I’ve grouped tasks that you can outsource into “departments” or areas of specialty.

Your Admin VA handles those time-sucking tasks that are nearest + dearest to your business’ daily operations, including ::

  • Email management;
  • Calendar management;
  • Customer Service;
  • Travel planning;
  • File storage organization;
  • Voicemail, reception and outbound calling;
  • Deadline and deliverable tracking;
  • Researching and data-mining/lead-generation;
  • Preparing minutes of online meetings;
  • Video and audio transcription;
  • Data entry and document maintenance (i.e. spreadsheets, contact information, etc.);
  • Inventory management;
  • Personal errands (gifts, thank you notes)

Your Social Media VA will be responsible for your social media (genius!) + blogging.
Sounds simple enough, right?¬†‚ÄúSo the Admin VA¬†can totally do this stuff, too‚ÄĚ, you say.
Hmmm‚Ķ Well, you could, but it’ll depend on how in-depth you want your V.A.’s specialization to go. While a jack-of-all-trades V.A. can be great, you generally don’t want to leave your ad campaign in the same hands (not to mention at the same pay rate!) as the person taking your messages.

Some of the Social Media tasks you can outsource includes ::

  • Scheduling and managing posting calendar;
  • Optimizing posts with tags;
  • Maximizing SEO;
  • Proofreading;
  • Forum engagement and moderation;
  • Campaigns and Advertising;
  • Basic graphic design for posts;
  • Image branding;
  • Keyword research and reporting;
  • Directory submission, social bookmarking and article marketing;
  • Tracking bookmarking;
  • Building backlinks;
  • Building analytic reports;
  • Adhering and maintaining brand and image management across platforms.

Take into account that this workload is divided by the number of accounts you’re working with.
We’re talking WordPress, Facebook, Twitter, Google+, LinkedIn, Instagram, Pinterest, YouTube, hell maybe they’ll even swipe through Tinder profiles for you if you pay them well¬†enough!

I think the Financial VA is my favorite because doing the bookkeeping-accounting tango with taxables + write-offs + margins is all the (boring!) stuff that makes me want to gauge my eyes out.

But some people feel mad passionate about this Financial + Accounting business so I say we leave it up to them with ::

  • Bookkeeping;
  • Invoicing;
  • Managing customer accounts;
  • Managing overhead;
  • Calculating margins;
  • Reporting;
  • Tracking renewals and maintenance;
  • Paying bills;
  • Reporting and paying taxes;
  • Payroll;
  • Importing and exporting fees;
  • Dealing with insurance;
  • Calculating return-on-investments (ROIs);
  • Budgeting.


While a¬†Writing VA¬†isn’t for everyone – after all, it’s the voice of your brand! – a lot of businesses benefit from outsourcing this.
I’m thinking of the storefront whose product descriptions are SEO-optimized. Or the person who collaborates a whole bunch to create a site that requires¬†constant updating. Perhaps even that great thing that needs an equally great sales page to help it “sell itself”… just to mention a few.

Some of the benefits of getting some help Writing includes ::

  • Creating email marketing and auto-responders;
  • Monitoring newsletter subscription;
  • Editing and proofreading;
  • Creating blog posts and guest posts;
  • Optimizing pages and posts;
  • Writing scripts for audio and video;
  • Creating slideshare and powerpoint presentations;
  • Form and report creation;
  • Template creation;
  • Production of eBooks;
  • Creation of training materials;
  • Writing press releases;
  • File organization;
  • PDF conversion;
  • Adhering and maintaining brand and image management across platforms.

This next one is something I hate doing +¬†yet, for some reason, I always have a mini-argument with myself about outsourcing this one: anytime I record anything, I have to talk myself out of ‚Äújust doing it myself‚ÄĚ.
For some reason, I say it’ll only take a few minutes. HAHAHAH!!!! Lies.
It AWL-ways takes longer + I’ll obsess over that cut I made at 0:32 or the integration of that one graphic.

Unless you’re awesome at it, chances are your time is better spent doing something else. Then it’s time to get¬†an¬†Audio-Visual VA to¬†work their magic in ::

  • Editing audio files;
  • Editing video files;
  • Adding intros and outros;
  • Removing background noise;
  • Install and set up podcasts;
  • Posting your videos;
  • Linking your audio and video.

You’ll also have the occasional needs for a¬†Graphic-Web Design-Tech VA. Usually, these people will be called “designers” rather than VAs.

I’ll call them whatever they want me to call them (anything!).¬†As long as they continue doing awesome Graphic/Web Design/Tech work¬†for my brand like ::

  • Designing logos, icons, banners, headers and covers;
  • Creating infographics;
  • Branding stationary and documents;
  • Setting up WordPress;
  • Theme customization;
  • Installing your plug-ins;
  • Site maintenance and trouble-shooting;
  • Payment gateway integration;
  • Social media integration;
  • Form and report creation;
  • Creating landing and sales pages

So next time you’re looking for a new VA, save yourself an hour or two of writing your job posting by copying + pasting what you need done into your description – BOOM! done!

And while you’re at it, here’s a printable checklist for you to¬†grab + share – YAY!

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