The virtual assistant follows up on certain administrative tasks that can be performed remotely on behalf of the client. Examples include calendar management, authorised data entry and order-status reporting. An undefined service covering every job and access every hour makes it difficult to control the workload.
Task list and authority limit should be drawn up together
For example, you could offer three hours a week of calendaring and meeting reminders. Write down which messages you can send directly, and which to submit for approval. Making payments on behalf of a customer, accepting contracts or modifying sensitive records requires separate authorization; not included in the default service.
Your first trial: step by step
Create a weekly calendar and task tracking chart with fictional data. Do not put actual client information in a sample portfolio.
- Define the jobs involved and the response times.
- List the operations that require approval.
- Design a weekly completed and remaining tasks report.
Costs and pricing
You can offer an hourly or monthly package; explain the time limit and the overtime fee. Discuss with your client how meeting and training time will be counted. If there is an expectation of constant standby, separate that from actual working capacity. When working with multiple clients, do not invoice the same time period more than once.
Before publishing or applying
Use separate user and role-based authorizations instead of a shared master password if possible. Keep two-factor authentication enabled. Do not copy personal data unnecessarily, and revoke access when the work ends. Set out in writing the terms of confidentiality, data retention and communication on behalf of the client.