Why You Should Bring On A Virtual Operations Assistant or Manager

Is it time to bring on a virtual operations manager?

During the early days of your business, it probably felt like doing every task yourself was the only way to ensure that everything got done and done well. Now that everything is up and running, it is imperative that you develop and document the procedures for your business.

Regardless of size, every business should have systems for every area of operation.

If you are seeing early success – increases in clients, product demands, and service requests – you may feel it is time to hand off some of your systems to a virtual operations manager. That person can take daily tasks off your plate, free up your time to innovate and help propel your business to the next level. 

WHAT IS A VIRTUAL OPERATIONS MANAGER?

Virtual operations managers are experienced virtual assistants who are innovative, detail-oriented administrative professionals with a passion for continually improving how things get done.

They work closely with teams and business owners to ensure company workflows, systems, and practices run smoothly and within budgetary guidelines. They can manage and monitor various daily, weekly, and monthly business activities with a bias toward maximizing effectiveness. Virtual operations managers are skilled at identifying new technologies for optimizing efficiency and can create strategies to improve productivity.

At Freedom Makers Virtual Services, our virtual operations specialists are ready to handle the daily nitty-gritty tasks your business requires. If you are mired in managing your day-to-day operations, you can’t focus on the planning your business will need to grow and scale. 

FMVS’ virtual operations managers and virtual operations assistants will free up your time so you can focus on innovation and strategy. 

WHAT CAN A VIRTUAL OPERATIONS MANAGER DO FOR YOUR TEAM?

A Freedom Maker virtual operations manager will ensure that the daily administration of your business practices runs smoothly and will position your company to achieve the highest levels of efficiency possible. 

Some of the things a virtual operations manager can be made responsible for are:

• developing metrics and checks to improve business systems continually
• strategically leveraging technology to streamline processes 
• onboarding, training, and team development as company growth requires
• overseeing any compliance requirements 
• enforcing procedures and policies to support small business teams 
• incorporating feedback from all levels to continually improve the way things are done
• adjusting software to accommodate your business’s workflows
• contributing to an efficient workplace environment.

If your business has a set of workflows to ensure that work is done correctly, that consistency will build trust with your client base. 

Your Freedom Maker virtual operations manager will work behind the scenes to support your business endeavors.

VIRTUAL OPERATIONS MANAGER: TOOLS OF THE TRADE

Countless online project management tools can help a company run and coordinate its workflows and manage day-to-day operations. Our Freedom Makers are professionals who are knowledgeable in these cutting-edge cloud-based platforms and infrastructures designed to deliver entire suites of workflow operations. These tools have been developed to help your company prioritize and take control of everything from simple to complex projects within business support areas like onboarding, accounts payable, payroll administration, and bookkeeping.

If your business has not yet discovered which tools are optimal, our Freedom Makers who specialize in operations can advise which online platforms would work best. 

Our Freedom Maker operations managers have experience with the following online project management tools:

• Asana
• Process Street
• Trello
• 17 Hats
• CLIO
• Monday.com
• Microsoft Planner
• Microsoft Teams
• Basecamp
• …and more

Once up and running, your virtual operations manager will work closely with you to execute daily operations, assisting in problem-solving and troubleshooting to optimize your day-to-day workflow.

PROVEN SUCCESS STORIES

Our Freedom Makers Virtual Services client, Maurine, is grateful for her virtual operations manager, Taylor. One of Taylor’s accomplishments was researching the best platform for Maurine’s company to adopt and employ. Maurine writes, “I so deeply appreciate Taylor and her commitment to service. She is very flexible and comes through when I need her. She is great at systems and researching new platforms. We are able to work through the process of growing and expanding together, which is SO important!”

Freedom Maker virtual operations managers love the dynamic and creative aspect of their work for clients. 

Likewise, Freedom Maker Elethia finds it incredibly rewarding to seek out and find the perfect project management platform for her client. She recalls, “I recently introduced a client to Asana, and it has helped so much keeping our tasks organized.” Her client is grateful for improved efficiency and smoother running of their business’s project management.

VIRTUAL OPERATIONS ASSISTANCE AND CUSTOMER SERVICE

Additionally, if your business is looking for a better way to communicate and track clients and leads, our Freedom Makers have experience with a variety of Customer Relationship Management (CRMs.) 

CRMs are software systems used to build and optimize customer relationships. These systems are designed to help track and manage all interactions with existing and potential customers. The right CRM can automate customer support, identify patterns in your customers’ behavior, and provide analysis that will allow you to understand your clients better to enhance your offerings to them. 

Having a powerful CRM that is optimized for your business helps build loyalty.

Our Freedom Makers specializing in CRM management can help identify the right CRM for your company and assist you as you set up your new platform. An experienced Freedom Maker can be brought on to manage and step up a system you already have established. 

Our Freedom Makers have experience with the following CRMs:

• Constant Contact 
• MailChimp
• Zoho
• Hubspot
• Streak
• Insightly
• Salesforce
• …and more

HOW TO GET STARTED

When you schedule a call with Freedom Makers Virtual Services, one of our internal team members will talk with you to help figure out what type of Freedom Maker would best suit your needs. Together you will decide how we can best help you get set up with your virtual operations manager. We will discuss your business model, your current needs, areas you’ve identified needing assistance, and the types of skills our virtual operations managers can bring to the table. 

Once you’ve settled on the information you want to be included in the position description, the opportunity goes out to our community of Freedom Makers by email. Each Freedom Maker interested and qualified will complete a form indicating their skills, availability, past relevant experience, and any other pertinent information you may want or need to know to select the right Freedom Maker. You will be provided up to four vetted, skilled, professional virtual operations manager candidates to talk with by way of either phone or video interview. 

Once you’ve selected your Freedom Maker, our Client Success Manager and Freedom Makers Success Manager will work together to get your account with us up and running. You will quickly be able to start your relationship with your Freedom Maker and begin outsourcing tasks.

Remember, Freedom Makers Virtual Services does not require you to buy a minimum of hours or commit to a long term. We understand the fluctuating cash flows that small and growing businesses experience. We are committed to helping you find a “click” with your Freedom Maker and will work hard to ensure your relationship is a productive one.

Our commitment to our guiding principles - freedom, transparency, and striving for excellence - as well as our military spouse virtual assistant assets - sets Freedom Makers Virtual Services apart from any other agency in our business space.

More often than not, we find that as you and your Freedom Maker establish your rhythm, you will begin to feel more and more comfortable delegating tasks to your virtual operations manager. In no time, you might discover your Freedom Maker to be indispensable to the running of your growing, thriving business!