Archive for the ‘small business’ 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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Scalability: Congratulations, You’re Too Successful!

Friday, November 9th, 2012 by Seth Weinstein

We all define “success” differently. For an artist, finally getting their masterpiece into a prominent art gallery may qualify. Retail outlets shoot for profits, happy customers, and quality wares. If you’re a musician, you may find your goals met when you finally perform for an arena-filling sold-out crowd.

However you define success, reaching that point is cause for celebration. But what happens if, or when, you surpass that point and become more successful than you originally anticipated? It’s a great problem to have, but a problem nonetheless; how do you supply a demand that simply blows away every estimation you had for it?

Usually, it comes down to your classic business-expansion moves: increasing production by hiring more people, buying more publicity, and expanding your factories and office buildings. Sometimes you’re lucky, and your initial success has given you oodles of money and attention, making this transition easy. It’s harder if your money is tied up in investments, recouping costs, and paying back debtors. It’s practically impossible if your success was so surprising that you didn’t have a system in place to reap the benefits of your own good fortune.

This brings us to scalability, which basically asks the question, “What would happen to your business if your demand increased five- or tenfold, overnight?” Would it be poised to supply this demand and provide you ungodly amounts of wealth in the process? Or would it fold under a previously unthought of amount of pressure? Scalability is your company’s potential to rapidly expand to satisfy new or increased demands.

Ziptask is convenient for such expansions because the work our clients are required to put into it is so minimal. We’ve really worked hard on this system to make sure that it works whether our clients send in one document or one thousand documents. Sure, it may take a slightly longer time to process the thousand, but the important thing is that from the client’s perspective, that’s the only thing that’s different.

Let me toss out a scenario: you own a furniture/home decorating business that ships nationwide and takes both mail orders and online orders. The online orders are easy to process, since they go though your website directly into an Excel database, but the mail orders are harder. Since they arrive in hard copy, they have to be copied into the system before they can be processed. It’s not difficult work, but it is tedious and it is essential and it’s not that bad as long as there aren’t too many of them.

So what happens when one of your couches is prominently featured in a key scene from a breakout hit TV series? Suddenly, you’re receiving thousands upon thousands of orders for this product from all over the country, and you’re hitting a real bottleneck in turnaround speed when it comes to processing your mail orders. Crisis alert, basically. You don’t have the time or the money to hire someone just to process these orders, you certainly don’t have the time to do it yourself, and the longer you wait to find a solution, the greater the chance that one “wtf, where’s my couch, this company sucks” Tweet ruins the whole thing before it even gets started.

Ziptask is the solution. Scan the forms, send them to us, and you’ll have hundreds of hands on them starting immediately. Our pool of workers is huge; you’d have to send tens of thousands of files before we’d start to have trouble finding people to process them. With the relative ease of the work being done, a single page of instructions attached to the project is the only prep work you would need to do. And if you can drag-and-drop one file, you can drag-and-drop a thousand and one.

Being too successful might not sound like a nightmare scenario, but for those unprepared to handle the success, the windfall may end up being the blow that crushes your business before it ever gets off the ground. Use Ziptask, and other similar services, to make sure that you can handle whatever comes your way, and then get back to the real work: makin’ couches.

Pictured: the life that awaits you. Awwwww yeah.

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