The virtual secretary – the modern form of outsourcing

A virtual secretary has your back. Many a smaller company or self-employed person is often consumed by organisational or administrative tasks. Invoices are not written and sent. Yet they depend on receiving payments. How can a virtual secretary support them in completing these tasks?

What is a virtual secretary?

A virtual secretary is a type of office service. Businesses or self-employed people can use it to outsource their secretarial tasks and receive virtual support. The telephone service can be used by means of call forwarding.

What tasks does a virtual secretary perform?

The tasks of a virtual secretary can be very different. They range from a pure telephone service or clerical work to secretarial services. Mostly, the tasks include organisational activities. These include, for example, e-mail handling and community management with social media, research tasks or the preparation of presentations. Scheduling and coordinating appointments for the company or selected employees is also a central task. This can also include planning business trips, seminars or trade fair visits for employees. A telephone service can handle not only incoming calls but also outgoing calls and acquisition activities. In addition, invoicing can be outsourced. The virtual secretary then takes over the creation and sending of invoices. Those who wish can use phonodictation. This involves recording what is said, for example on an app. This is then processed by a virtual assistant.

What are the advantages of a virtual secretary?

Time and cost savings

The advantages for companies and the self-employed are clear. For most companies, the time saving is the most important thing. The company can hand over simple tasks and use the freed-up time efficiently. Outsourcing allows companies to react more flexibly in terms of time. Companies can use the freed-up time productively by having employees concentrate on their core tasks. This can usually lead to higher employee satisfaction, as time-consuming tasks are outsourced. The employees can pursue their actual tasks without interruption. This can save costs. Another advantage is flexibility in terms of time. If, for example, tasks fluctuate due to seasonal factors, the capacities of a virtual assistant can be easily adjusted. The company itself does not have to deal with time bottlenecks.

High availability

You score points with your customers with high reliability and availability. In addition to telephone service, a virtual assistant can also take over administrative tasks and thus ensure that everything runs smoothly. Trained staff provide a professional telephone service and contribute to a higher level of customer satisfaction. They get the answer they need. This also pleases your customers.