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How to Maximise Your VA Hours with AI

These days, running a business can feel like a never-ending marathon, which is why virtual assistants (VA) are lifesavers for busy entrepreneurs. They can handle administrative tasks, organise schedules, and take care of customer support, freeing up valuable time for more important tasks.

Virtual assistants (VA) have become an absolute must-have for entrepreneurs in industries like mortgage brokering and financial advising. They’re like your very own superhero sidekick, freeing up your time so you can focus on the most critical aspects of your business.

But let’s face it, even with an admin assistant, staying on top of everything can be a real struggle. And that’s where Artificial Intelligence (AI) comes in. By incorporating AI tools into your VA strategy, you can supercharge your VA’s performance and get more done in less time. Let’s explore how AI can make the most of your VA’s hours and productivity!

What is AI?

AI refers to the simulation of human intelligence in machines that are programmed to think and learn like humans with the power of “machine learning”.

Machine learning is a subset of AI that enables it to learn on its own. And what does that mean? With how fast AI adapts to the info it gets from you, AI technology has the potential to revolutionize the way businesses operate. By utilising AI, you can automate repetitive tasks and streamline your business processes, ultimately increasing productivity and efficiency.

But AI does not act alone, it needs a driver to move. And that’s where your VA can come as a valuable asset to your business.

The benefits of using AI with a VA

Having your VA use AI in their work can help them identify patterns in your data and automate tasks such as data entry, appointment scheduling, and email management. Let’s take a look at some of the most important benefits of having an outsourced assistant:

  1. Increased productivity: By automating routine tasks, you’ll free up your VA’s time to focus on more important tasks that actually require their expertise. This results in increased productivity, reduced errors, and improved business outcomes.
  2. Time-efficient: Not only AI will save your VA’s time, but it will also save yours, too! You don’t have to sacrifice your personal time to take on trivial tasks that your admin assistant and AI could do. You can get your VA to do more complex tasks, attend meetings on your behalf, or even be with you side by side as you work on growing your business.
  3. Cost-efficient: By automating routine tasks, you can reduce the number of hours you need to pay your VA for, resulting in cost savings for your business.

How to utilise AI to maximise your VA’s productivity

Maximising your VA and their AI tools all boils down to proper planning. Let’s break it down below:

  1. Identify routine tasks: These are usually the time-consuming tasks your VA handles. These may include sending emails, scheduling appointments, and data entry.
  2. Choose the right AI tool: Once you’ve identified routine tasks, you need to choose the right AI tool to automate them. Some popular AI tools include chatbots, email automation software, and document automation software.
  3. Train your VA: To ensure that your VA can effectively use AI tools, you need to provide them with proper training. You could give them access to training materials or work with a company that offers virtual assistant services to train your VA on specific AI tools.
  4. Monitor and adjust: After implementing an AI tool, it’s important to monitor its effectiveness and make adjustments as necessary. You could tweak the tool’s settings to suit your business needs or give your VA more training to get used to it.

Common AI tools to use with your VA

There are several AI tools available in the market that can benefit businesses when used with a VA. Let’s take a look at some of the most common ones.

  1. Chatbots: Chatbots are AI-powered messaging software that helps businesses automate customer service, book appointments, process payments, answer FAQs, or even help with lead generation. With chatbots, your business can provide 24/7 support to your customers, reduce wait times, and free up your VA’s time for other tasks. Examples of chatbot software include HubSpot, Drift, and Tars.
  2. Email automation software: Email is a crucial part of any business, but it can also be time-consuming. Email automation software streamlines your email communication by automating emails, follow-up emails, scheduling appointments, or responding to inquiries. Popular email automation tools include Mailchimp, ActiveCampaign, and ConvertKit.
  3. Appointment scheduling tools: Appointment scheduling can be a nightmare, especially if you have clients in different time zones. With appointment scheduling tools, you can automate the process and avoid the back-and-forth emails that eat up your time. 

Your VA can simply send a link to your calendar, and the client can choose a time that works for them. Examples of appointment scheduling tools include Calendly, Acuity Scheduling, and Doodle.

  1. Social media management tools: Social media management tools help you build a strong online presence by automating tasks – from content creation and scheduling to interacting with your audience. This saves your assistant’s time by allowing them to manage multiple social media platforms all in one dashboard. Some popular SMM tools include Hootsuite, Meta Business Suite, and Buffer.

By using social media management tools, you and your VA can do more in less time to achieve that work-life balance – manage all your social media accounts, ensure consistent posting schedules, and improve engagement with your followers.

As technology continues to evolve, AI will become an even more significant part of the VA industry. It will provide more advanced and powerful tools for businesses to streamline their operations, improve productivity, and reduce costs. Businesses that embrace AI will gain a competitive edge over those that do not, but it’s important to note that AI tools should be used strategically with a well-trained VA who understands how to use them effectively.

If you are a mortgage broker or financial advisor looking to maximise your VA’s productivity, Koruna Assist offers virtual assistant services in Sydney to help businesses in various industries, including mortgage brokers and financial planners. Our experienced outsourced virtual assistants will work alongside you to increase productivity and help achieve your business goals. Interested in freeing up more of your time? Book a discovery call with us and grow your business while living life to the fullest!

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Case Study:

Chris Brown is a Director and Senior Mortgage Broker at New Vision Financial Services. He runs a Sydney based mortgage brokerage that’s servicing clients since 2015.

Case Study:

Sam Panetta is a co-founder and the head of the lending department at Aureus Financial. His business helps clients get the funding that they need to grow their business, acquire their dream home and build wealth through property.

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