Archive for the ‘Office Services’ Tag

Why You Should Use Ziptask as Your Business’s Virtual Assistant

Friday, December 28th, 2012 by shawn@ziptask.com

© Zsuzsanna Kilian 2009

I recently read an article on Entrepreneur.com detailing the various ways in which virtual assistants can help small businesses save time and get more work done. While reading the list, it occurred to me that many of these tasks were similar, and almost all of them could be completed with Ziptask. Using Ziptask as your company’s de facto virtual assistant is preferable to going through the process of hiring an in-house worker, and will allow your company greater flexibility and more focus on important tasks.

Why Ziptask Over an In-House Associate?

Ziptask’s services are best used for small, insular tasks, which are precisely the type of work that an assistant would commonly perform. As I’ve mentioned in the past, the process of hiring a flesh-and-blood worker is an extreme headache. For the relatively small role of an assistant, the process is understandably not worth it for many businesses. On the flip side, if you find yourself in desperate need of someone to handle all the small tasks that fall by the wayside, your new worker may find themselves overwhelmed by the volume. Ziptask can easily scale up to handle any amount of work; the same can not be said about a standard human assistant.

The article I read detailed 10 services your assistant could provide you, but I found that they could essentially be distilled into three categories: data collection, data synthesis, and data organization.

Data Collection

In a thriving business, which yours hopefully is, the people up top may find it difficult to keep up with all the information they are expected to know, much less seek out new research. Ziptask can help by sending its workers out to collect new data for you. Based on what your company needs, Ziptask can research potential new clients, keep tabs on changing industry standards, or keep an eye on competitors. Provide Ziptask with a general prompt delineating what information you want collected and simply send it out once a week. You can even automate the process so you just get a simple weekly “newsletter” directly in your inbox!

Data Synthesis

Conversely, sometimes your business has the information it needs already, but it’s not in the most convenient or accessible form. An assistant can provide structure to these heaps of data, and Ziptask is similarly more than up to the challenge. Send us a scan of your date book, and we can send you back a calendar file with all your meetings and reminders perfectly squared away. Send us your fresh-off-the-press business report and a few key points, and we’ll make a visual presentation for your coworkers, clients, or yourself. Send us a pile of receipts, and we’ll transfer the values to a nice, clean spreadsheet for you. Having your data in an accessible form at all times without having to do it yourself is practically invaluable.

Data Organization

Keeping tabs on all that data is possibly the most tedious part of your job, and therefore the part that screams the loudest for you to hand it off to someone else. Ziptask can, for a start, keep your finances in order by filing away all your statements and keeping track of upcoming bills. Simply having that part of the money matters off one’s mind can be a huge relief. In addition, Ziptask could also help you build and maintain a database of your employees or business contacts, keep track of your website’s traffic and hits on social media, and even manage your email inbox.

When faced with the seemingly endless amount of minor tasks we encounter on a day-to-day basis, many people would jump at the chance to pass some of that work off to a reliable third party. Ziptask feels your pain, and we want to help. Free up your time and your brain, and congratulate yourself on avoiding the hiring process when you’re done.

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