# Assistopia > Office support without boundaries --- ## Pages - [Contact](https://assistopia.com/contact): Hiring a virtual assistant can be a tough call. I understand. You may well still have questions about how a... - [FAQs](https://assistopia.com/faqs): It's ok to have questions. Below you'll find the answers to the most common questions you may have about Assistopia... - [Terms and Conditions](https://assistopia.com/terms-conditions): This is an agreement between Andrea Archer operating as Assistopia (Hereafter referred to as the Virtual Assistant) and , (Hereafter... - [Services](https://assistopia.com/services): How Assistopia can help https://assistopia. com/wp-content/uploads/2024/02/icon-services-finance-assistopia-alternative. svgFinanceWhether you need somebody to handle your credit control, invoicing, payroll or even reconciling... - [Finance](https://assistopia.com/services/finance): How can a Virtual Assistant help with your business’s finances? Whether you need help with credit control, invoicing, payroll, or... - [Business Admin](https://assistopia.com/services/business-admin): How can a Virtual Assistant help with my business admin? I have a suite of skills and experience to tackle... - [Event Coordination](https://assistopia.com/services/event-coordination): How can a Virtual Assistant help plan a business event? Whether you’re planning a small business gathering or a large-scale... - [Social Media Marketing](https://assistopia.com/services/social-media-marketing): How can a Virtual Assistant help me with my social media? In today’s digital age, maintaining a strong online presence... - [Misc](https://assistopia.com/services/misc): What other ways can a Virtual Assistant help with my business? Often it’s those one off projects that are pushed... - [About Assistopia](https://assistopia.com/about): Meet Andrea, Owner of AssistopiaAndrea boasts over two decades of experience providing exceptional office support services. From her humble beginnings... - [Blog](https://assistopia.com/blog) - [Thank you](https://assistopia.com/thank-you): Thanks for reaching out! I'll be in touch with you as soon as I can. Andrea https://assistopia. com/wp-content/uploads/2024/02/profile-andrea-small. png Testimonials... - [Home](https://assistopia.com/): How can I support you? https://assistopia. com/wp-content/uploads/2024/02/profile-andrea-250x250-1. webpI'm Andrea, founder and business owner at Assistopia. As a Virtual Assistant based... - [Privacy and Cookie Policy](https://assistopia.com/privacy-policy): Last Updated: 29-Feb-2024 Effective Date: 29-Feb-2024 Privacy Policy This Privacy Policy describes the policies of Assistopia, Derby, United Kingdom of... --- ## Posts - [Blurred Boundaries - Differentiating Home And Work](https://assistopia.com/blog/blurred-boundaries-differentiating-home-and-work): With so many things out of our control at the moment, it’s no wonder you feel a bit discombobulated. Here... - [6 Reasons We Procrastinate (And How To Overcome Them)](https://assistopia.com/blog/6-reasons-we-procrastinate-and-how-to-overcome-them): Are you prone to procrastinate? A devil for dawdling? Susceptible to stalling? Here are 6 tips to avoid procrastination. - [5 Tips On Working With A Virtual Assistant](https://assistopia.com/blog/5-tips-on-working-with-a-virtual-assistant): Working with a Virtual Assistant is a great way to improve your productivity in your business. Here are 5 tips... - [How To Detox Your Inbox](https://assistopia.com/blog/how-to-detox-your-inbox): Love them or loathe them, according to DMR 4. 3 billion people are currently using emails. Here are some quick... - [The Benefits Of Time Blocking](https://assistopia.com/blog/the-benefits-of-time-blocking): Do you ever feel like you’ve been really busy, but at the end of the day you still don’t feel... - [How To Set Goals And Stick To Them](https://assistopia.com/blog/how-to-set-goals-and-stick-to-them): Are you looking for help to achieve your goals? Here are 6 tips to get you started. - [How Weather-Proof Is Your Business?](https://assistopia.com/blog/how-weather-proof-is-your-business): Does your business have a continuity plan for severe weather events? Here are 5 tips to help you be prepared. - [5 Tips To Get Your Invoices Paid On Time](https://assistopia.com/blog/5-tips-to-get-your-invoices-paid-on-time): Did you know more than a third of all invoices are paid late*? That’s a staggering amount and for some... - [The Cost Of Not Outsourcing](https://assistopia.com/blog/the-cost-of-not-outsourcing): Do you find yourself busy but not getting anywhere? Are day-to-day admin tasks taking up your time when you need... - [The A-to-Z of a Virtual Assistant](https://assistopia.com/blog/the-a-to-z-of-a-virtual-assistant): You may have seen over the past few weeks I’ve been running through the A-to-Z of how a Virtual Assistant... - [Top 5 Concerns About Hiring A Virtual Assistant](https://assistopia.com/blog/top-5-concerns-about-hiring-a-virtual-assistant): Understand the top 5 concerns businesses have when thinking about hiring a Virtual Assistant. Here, Assistopia addresses the common issues... - [Why Hire A Virtual Assistant?](https://assistopia.com/blog/why-hire-a-virtual-assistant): Why should you hire a Virtual Assistant? Learn more from Assistopia, where office support has no boundaries, and give your... --- ## FAQs - [What is a Virtual Assistant?](https://assistopia.com/faq-items/what-is-a-virtual-assistant): A Virtual Assistant, or a VA is someone who provides professional administrative support to clients from a remote location. This... - [What are the benefits of hiring a Virtual Assistant?](https://assistopia.com/faq-items/what-are-the-benefits-of-hiring-a-virtual-assistant): There are many benefits to hiring a virtual assistant, but I’ll keep it brief, you pay for the hours I... - [How does it all work?](https://assistopia.com/faq-items/how-does-it-all-work): During our initial chats, we’ll discuss and agree the following: The tasks you wish to delegate How often you wish... - [How does the billing work?](https://assistopia.com/faq-items/how-does-the-billing-work): All work is billed per hour, or in 15 minute increments when it’s not a full hour. You will receive... - [How do I know how much time you’ve spent on each task?](https://assistopia.com/faq-items/how-do-i-know-how-much-time-youve-spent-on-each-task): I use Toggl to accurately record all the time I’ve spent working on your tasks. I can provide weekly updates... - [Are there any hidden fees?](https://assistopia.com/faq-items/are-there-any-hidden-fees): No. You pay for the hours I work and nothing else. Nada. Zilch. Diddly-squat. - [Am I tied into a contract?](https://assistopia.com/faq-items/am-i-tied-into-a-contract): No. I’m here to offer you support as and when you need it. I’d prefer to keep your custom by... - [What admin tasks do you do?](https://assistopia.com/faq-items/what-admin-tasks-do-you-do): It’s probably easier saying what service I don’t offer, which is reception or telephone answering service. All other administrative support... - [How can I ensure my data and information is safe with you?](https://assistopia.com/faq-items/how-can-i-ensure-my-data-and-information-is-safe-with-you): I use 1Password to store all login and password details. I’m registered with ICO and maintain a strict confidentiality agreement... --- # # Detailed Content ## Pages - Published: 2024-02-27 - Modified: 2024-02-29 - URL: https://assistopia.com/contact Hiring a virtual assistant can be a tough call. I understand. You may well still have questions about how a virtual assistant can help your business, or you might want to know whether the work you need help with is something that a virtual assistant can do. It's to be expected! Don't be a stranger, get in touch using the form below and I'll be in touch with you as soon as possible. --- - Published: 2024-02-23 - Modified: 2024-02-29 - URL: https://assistopia.com/faqs It's ok to have questions. Below you'll find the answers to the most common questions you may have about Assistopia and how hiring a virtual assistant can support your business. If you still can't find the answer you're looking for, just contact me! --- - Published: 2024-02-23 - Modified: 2024-02-29 - URL: https://assistopia.com/terms-conditions This is an agreement between Andrea Archer operating as Assistopia (Hereafter referred to as the Virtual Assistant) and , (Hereafter referred to as the Client) (each a “Party” and collectively the “Parties”). 1. ACCEPTANCE OF AGREEMENT. The Client agrees to the terms and conditions outlined in this Agreement. This Agreement constitutes the entire and only agreement between the Virtual Assistant and the Client, and supersedes all prior or contemporaneous agreements, representations, warranties and understandings with respect to the Virtual Assistant and Client relationship, the content, products or services provided by us and the subject matter of this Agreement. 1. 1. Signature. Virtual signature may be used and recognised. 2. ENGAGEMENT. The Virtual Assistant agrees to perform tasks and related services to and for the Client (the “Services”) as may be requested from time to time by the Client, including, but not limited to, the services specified on Exhibit A, or any subsequent Exhibits, to this Agreement (each a “Statement of Work”), in accordance with the terms and conditions set forth therein and in this Agreement. 3. FEES. As consideration for the Services to be provided by the Virtual Assistant and other obligations, the Client shall pay to the Virtual Assistant the amounts specified in the Statement of Work. 3. 1. Expenses. The Virtual Assistant shall bill, and the Client shall reimburse the Virtual Assistant for all reasonable and pre-approved out-of-pocket expenses that are incurred in connection with the performance of the Services. 3. 2. Invoicing: The Virtual Assistant will bill... --- - Published: 2024-02-16 - Modified: 2024-02-29 - URL: https://assistopia.com/services How Assistopia can helpFinanceWhether you need somebody to handle your credit control, invoicing, payroll or even reconciling payments, Assistopia can help you. Learn moreBusiness AdminDon't let the day-to-day admin duties get in the way of your business. Let Assistopia handle your data entry, manage your emails, update CRM systems and even account management duties. Learn moreEvent CoordinationOrganisaing events is a mammoth task at the best of times, let alone when you have a business to run. Assistopia can research locations for you, manage guest lists, arrange catering and organise printwork. Learn moreSocial Media MarketingNo matter how much you try, you simply cannot escape social media. Assistopia can take care of content creation, schedule posts and manage responses, create and manage email marketing campaigns and copy writing for blog posts. Learn moreMiscFor anything else that doesn't fall into one of the above categories, Assistopia can also assist with process optimisation, HR coordination, carry out research on projects and transcription or copy typing services. Learn moreFind out how hiring a Virtual Assistant can help your businessGet in touchTestimonials Here at Koobr, we hired Assistopia and Andrea to assist with client communication, project management, CRM administration and many more things. Andrea also identified areas of the business where we could make more money, a task which resulted in generating income that more than paid for her role for a year. We think of Andrea as an integral and essential part of our team, all of the staff love working with her! Craig Barker,... --- - Published: 2024-02-16 - Modified: 2024-02-29 - URL: https://assistopia.com/services/finance How can a Virtual Assistant help with your business's finances? Whether you need help with credit control, invoicing, payroll, or reconciling payments, I’ve got you covered. I can help you streamline your financial management processes, so you can focus on growing your business. Credit Control Let me handle chasing overdue payments and managing accounts receivable. I’ll ensure timely payments while maintaining positive client relationships. Invoicing From creating and sending invoices to following up on payments, I can take care of your invoicing needs, allowing you to focus on serving your clients. Reconciling Payments Keep your financial records accurate with my help. I can efficiently reconcile incoming and outgoing payments, ensuring thoroughness and precision. At Assistopia, I offer personalised solutions tailored to your business's unique needs. Contact me today to learn more about how I can support your finance admin tasks and help your business thrive. --- - Published: 2024-02-16 - Modified: 2024-02-29 - URL: https://assistopia.com/services/business-admin How can a Virtual Assistant help with my business admin? I have a suite of skills and experience to tackle everything from data entry and analysis to email and diary management, ensuring your administrative needs are met with precision and efficiency. Data Entry Let me take the burden of data entry off your shoulders. Whether it's inputting information into spreadsheets, databases, or any other format, our meticulous attention to detail ensures accuracy and reliability, saving you valuable time and effort. Data Analysis Need insights from your data? I am well-versed in conducting thorough data analysis to uncover valuable trends, patterns, and insights that can inform your business decisions. From basic statistical analysis to more advanced data mining techniques, I help you make sense of your data and drive strategic growth. Email Management Tired of drowning in your inbox? Let me handle your email correspondence with efficiency and professionalism. I can prioritise, organise, and respond to emails on your behalf, ensuring nothing falls through the cracks and allowing you to focus on your core tasks. Diary Management Keep your schedule organised and optimised with my diary management services. I can coordinate appointments, meetings, and events, ensuring seamless scheduling and minimising conflicts. With our proactive approach, you can trust that your diary will be managed with precision, allowing you to stay focused and productive. Whether you need assistance with one-time projects or ongoing support, Assistopia’s virtual assistant services are tailored to meet your specific needs. Contact me today to learn more about... --- - Published: 2024-02-16 - Modified: 2024-02-29 - URL: https://assistopia.com/services/event-coordination How can a Virtual Assistant help plan a business event? Whether you're planning a small business gathering or a large-scale conference, I’m here to ensure that every detail is meticulously managed, allowing you to host a successful and memorable event stress-free. Assistopia’s event coordination services encompass a wide range of tasks to streamline the planning process and execute flawless events. From venue selection and vendor management to guest RSVP tracking and on-site coordination, I’ll handle every aspect of your event with professionalism and precision. With my extensive experience in event planning, I understand the importance of attention to detail and effective communication in ensuring the success of your event. Let Assistopia take the reins and manage the logistical aspects of your event, allowing you to focus on creating meaningful connections and delivering exceptional experiences for your attendees. Whether it's coordinating timelines, managing budgets, or troubleshooting any last-minute issues, I’ll be by your side every step of the way to ensure a seamless and stress-free event execution. Contact me today to learn more about how I can support your event coordination needs and help you host a memorable and successful event. --- - Published: 2024-02-16 - Modified: 2024-02-29 - URL: https://assistopia.com/services/social-media-marketing How can a Virtual Assistant help me with my social media? In today's digital age, maintaining a strong online presence is crucial for businesses of all sizes. That's where we come in – to help you navigate the ever-changing landscape of social media with ease and efficiency. Content Creation Let me craft compelling and tailored content that resonates with your brand's voice and identity. From captivating captions to eye-catching visuals, we ensure that every post reflects your brand's unique personality and values. Scheduling and Posting I can optimise posting times and frequency across all your social media platforms to maximise reach, keeping your audience engaged and interested. Interaction and Engagement I can actively monitor your channels, respond to comments, messages, and mentions promptly and courteously. By fostering engagement, I can help you build a loyal following and strengthen your brand's reputation online. Whether you're aiming to increase brand awareness, drive website traffic, or boost engagement, Assistopia’s social media management services are tailored to meet your specific goals. Contact me today to learn more about how we can support your business through expert social media management. --- - Published: 2024-02-16 - Modified: 2024-02-29 - URL: https://assistopia.com/services/misc What other ways can a Virtual Assistant help with my business? Often it’s those one off projects that are pushed to the bottom of the to-do list. But often it’s the miscellaneous admin tasks that are essential for the smooth operation of your business. From internet research to one-off projects, we're here to assist you in tackling any administrative challenge that comes your way. Internet Research Need to gather information on a specific topic or industry? With my advanced search skills and access to a wide range of resources, I’ll compile comprehensive and reliable data for your projects or to help you make informed decisions and stay ahead of the curve. One-off Projects Whether it's creating a presentation, collating in excel or a word document, I'm here to help with one-off projects that require extra attention and expertise. I will work closely with you to understand your requirements and deliver high-quality results within your desired timeframe. No task is too big or too small. With my commitment to excellence and attention to detail, you can trust me to handle miscellaneous admin tasks efficiently and effectively, allowing you to focus on the core aspects of your business. Contact me today to learn more about how I can support you with your admin needs and help you achieve your goals. --- - Published: 2024-02-15 - Modified: 2024-07-30 - URL: https://assistopia.com/about Meet Andrea, Owner of AssistopiaAndrea boasts over two decades of experience providing exceptional office support services. From her humble beginnings as a Tea Girl to her last employed role as Office Manager, she has honed her skills across various administrative functions. With a diverse background working for small businesses to multinational corporations, Andrea possesses a deep understanding of office support and admin support best practices. While Assistopia may not brew your tea, Andrea offers flexible office support solutions tailored to your needs. Don't just take her word for it – contact Andrea today for a comprehensive consultation on how her admin support expertise can benefit your business. Honest, Reliable and FriendlyNot all virtual assistants provide the same level of service and professionalism. However, with Assistiopia you always get the professional admin support you need, and with a smile! As a virtual assistant based in Derby, Andrea is used to working with local businesses, sole traders and SME's, as well as working with other businesses that are further afield within the UK. At Assistopia, working with a virtual assistant doesn't always mean you are restricted to working remotely. Being a virtual assistant in Derby means that other Derby-based companies can benefit from in-person office support from Assistopia where needed, as Andrea is often invited to work on-premise or to attend team meetings where appropriate. Office Support Without BoundariesWhilst based in Derby, the office support Assistopia provides is not limited to a specific location and being a virtual assistant means that businesses,... --- - Published: 2024-02-14 - Modified: 2025-05-20 - URL: https://assistopia.com/blog Posts, Hints and Tips on Hiring a Virtual Assistant | Assistopia Skip to content MenuServicesAboutBlogFAQsContactToggle NavigationServicesAboutBlogFAQsContact Blog Blurred Boundaries – Differentiating Home And WorkWith so many things out of our control at the moment, it’s no wonder you feel a bit discombobulated. Here are a few things you can do to help redefine those boundaries and gain control. Andrea Archer 6 Reasons We Procrastinate (And How To Overcome Them)Are you prone to procrastinate? A devil for dawdling? Susceptible to stalling? Here are 6 tips to avoid procrastination. Andrea Archer 5 Tips On Working With A Virtual AssistantWorking with a Virtual Assistant is a great way to improve your productivity in your business. Here are 5 tips to help settle the nerves before you do. Andrea Archer How To Detox Your InboxLove them or loathe them, according to DMR 4.3 billion people are currently using emails. Here are some quick tips on how to detox your inbox. Andrea Archer The Benefits Of Time BlockingDo you ever feel like you’ve been really busy, but at the end of the day you still don’t feel like you’ve achieved anything? Andrea Archer How To Set Goals And Stick To ThemAre you looking for help to achieve your goals? Here are 6 tips to get you started. Andrea Archer How Weather-Proof Is Your Business?Does your business have a continuity plan for severe weather events? Here are 5 tips to help you be prepared. Andrea Archer 5 Tips To Get Your Invoices Paid On TimeDid you... --- - Published: 2024-02-13 - Modified: 2024-07-30 - URL: https://assistopia.com/thank-you Thanks for reaching out! I'll be in touch with you as soon as I can. Andrea ×Contact me TestimonialsOne of the great things about working with Andrea is that she's not just virtual - she attends team meetings, keeps herself up-to-date with our operational challenges and offers suggestions on how to help. Andrea and Assistopia have been instrumental in improving our invoicing process significantly and now our credit control is actually under control thanks to her hard work. She even handles our tediously boring jobs quickly and with a smile too! Owen Conti, Code 56 I've worked with Assistopia with 2 organisations and it is clear to see that Andrea is organised, dedicated and asks the right questions and can work autonomously with the ability to push on a project. She is diligent and demonstrates her experience time and time again. I would recommend! Simon Thacker, Greystone Advisory Limited Andrea helps me with research projects. She is friendly and professional and always delivers on time and to brief. By working with Andrea, I’m able to free up some of my time so I can expand what I’m able to do for my clients. Freelance Technology Reporter, BBCIt's been really great working with Andrea and Assistopia. Andrea is very organised and professional - exactly what I needed from a virtual assistant. Highly recommended. Mike Hindle, Clearcut Derby Assistopia and Andrea have been such a help to me and my business. Andrea is a self starter, flexible, approachable and extremely professional. I... --- - Published: 2024-02-02 - Modified: 2025-07-23 - URL: https://assistopia.com/ How can I support you? I'm Andrea, founder and business owner at Assistopia. As a Virtual Assistant based in Derby, I can help you free up your time by providing you with valuable office support, managing those admin tasks that are essential, but might not be the most efficient use of your time. Assistopia can provide office support in a variety of ways, whether you want help with your finances, day-to-day admin, social media, organising events or something else, hiring a Virtual Assistant is a fantastic way of giving your business the support it needs without breaking the bank. If you find you are distracted by day-to-day admin tasks and want that extra office support so you can focus on the core activities of your business, contact me for a free consultation and see how a Virtual Assistant can breathe life into your business. Get a free consultationServicesFinance Keep on top of your finances with a Virtual Assistant Business AdminFree up your time and leave the day-to-day admin to usEvent Coordination Need to organise an event? Let a Virtual Assistant handle everything Social Media Marketing Feeling anti-social about social media? Assistopia can help Misc Office support for tasks and duties that you just need to offload Discover servicesRatesI like to keep things nice and simple, so I charge a flat rate for ad-hoc admin support, which is charged in 15-minute increments. When you need office support and hire a Virtual Assistant, you only pay for the hours worked and nothing... --- - Published: 2024-02-02 - Modified: 2024-02-29 - URL: https://assistopia.com/privacy-policy Last Updated: 29-Feb-2024 Effective Date: 29-Feb-2024 Privacy Policy This Privacy Policy describes the policies of Assistopia, Derby, United Kingdom of Great Britain and Northern Ireland (the), email: hello@assistopia. com on the collection, use and disclosure of your information that we collect when you use our website ( assistopia. com ). (the “Service”). By accessing or using the Service, you are consenting to the collection, use and disclosure of your information in accordance with this Privacy Policy. If you do not consent to the same, please do not access or use the Service. We may modify this Privacy Policy at any time without any prior notice to you and will post the revised Privacy Policy on the Service. The revised Policy will be effective 180 days from when the revised Policy is posted in the Service and your continued access or use of the Service after such time will constitute your acceptance of the revised Privacy Policy. We therefore recommend that you periodically review this page. Information We Collect: We will collect and process the following personal information about you: Name Email Mobile How We Use Your Information: We will use the information that we collect about you for the following purposes: Testimonials Customer feedback collection Support Administration info If we want to use your information for any other purpose, we will ask you for consent and will use your information only on receiving your consent and then, only for the purpose(s) for which grant consent unless we are required to... --- --- ## Posts - Published: 2021-01-25 - Modified: 2024-02-15 - URL: https://assistopia.com/blog/blurred-boundaries-differentiating-home-and-work With so many things out of our control at the moment, it’s no wonder you feel a bit discombobulated. Here are a few things you can do to help redefine those boundaries and gain control. How to set boundaries when working from home As humans we tend to like routine – it makes us feel safe and in control. However over the last year our boundaries and routines have been blurred more than ever. Homes are now places of work, dining tables are desks, parents have become teachers, and at some point toilet roll was a form of currency. With so many things out of our control at the moment, it’s no wonder you feel a bit discombobulated. Here are a few things you can do to help redefine those boundaries and gain control: Try to have distinct working areas Home working was thrust upon a lot of us, with many not having the room or space to accommodate it. Where possible, try to have a dedicated work space where you can separate work life and home life; a space that you can either close the door on at the end of the day. Or at the very least, a work space that isn’t visible from where you try to relax. Mimic your commute You may not miss the traffic, but I bet you are missing the time to build yourself up or wind down after work? Try to mimic your commute by going for a walk or taking some time to gather your thoughts before the next part in your day. Have regular working hours Many of us are juggling responsibilities and working different hours to usual. Where possible, set clear working hours for... --- - Published: 2020-09-06 - Modified: 2024-02-15 - URL: https://assistopia.com/blog/6-reasons-we-procrastinate-and-how-to-overcome-them Are you prone to procrastinate? A devil for dawdling? Susceptible to stalling? Here are 6 tips to avoid procrastination. Ever kick yourself when a deadline comes up, wishing that you’d started sooner? Or do you sit there wondering where the time went? I’m sure we’ve all fallen into the rabbit hole of procrastination, only to come out the other side having made four cups of tea, clicked on the red shoes after Googling Wizard of Oz (thank me later) and read the same email seven times. So despite knowing it can affect productivity why do we still do it? Here are some reasons why you might procrastinate and tips on how to overcome them. 1. Having no clear deadline or structure How many tasks do you ‘keep meaning to do’ but never get around to them? Open ended or long term deadlines have no sense of urgency. If you believe you have all the time in the world to complete something, then why would you start it now? Long term deadlines are often bypassed by something that needs to be completed sooner. If that’s the case why not break it down into smaller, clearly defined tasks with a timeline of deadlines leading up to the main deadline. This gives the task more structure, gives you focus and not only makes it feel more manageable, but achievable. 2. The task is boring or uninspiring We all come across tasks on a daily basis that we find boring or uninspiring. So why wouldn’t you spend your time on YouTube watching penguins playing rather than doing your data entry? Unfortunately boring tasks... --- - Published: 2020-05-11 - Modified: 2024-02-15 - URL: https://assistopia.com/blog/5-tips-on-working-with-a-virtual-assistant Working with a Virtual Assistant is a great way to improve your productivity in your business. Here are 5 tips to help settle the nerves before you do. How to work with a Virtual Assistant to improve efficiency Working with a Virtual Assistant (VA) is a great way to improve your productivity in your business. If you haven’t worked with a VA before, the onboarding process might feel a little daunting. Whether you are looking to work with a VA now or in the future, here are 5 tips on how to prepare for working with a Virtual Assistant. Identify the specific tasks you want to delegate Identifying specific tasks will help you understand exactly what level of support you need and how often. These should then be discussed during the consultation and also included in the terms, that way, both you and your VA are clear on what is expected. If you’re not sure on the specifics, why not take five minutes at the end of your day to think of all the admin tasks you worked on, and ask the following questions: Did the tasks help you achieve your core business objectives? Were they the best use of your time? Were they tasks you enjoyed? If the answer is no to any of them, can they be the tasks you outsource? Set clear instructions Make sure you have clear instructions for each task you wish to delegate. The more detail you provide, the quicker the onboarding process will be. These must include any deadlines or KPI’s that need to be met. Step by step instructions can eliminate any potential mistakes. It also helps your VA to... --- - Published: 2020-04-08 - Modified: 2024-02-15 - URL: https://assistopia.com/blog/how-to-detox-your-inbox Love them or loathe them, according to DMR 4.3 billion people are currently using emails. Here are some quick tips on how to detox your inbox. Managing your emails can seem like a never ending job. Love them or loathe them, according to DMR (link opens in new tab) 4. 3 billion people are currently using emails. The average number of emails an office worker receives is 121 emails a day. So it’s no wonder if your Inbox has become a little unruly over the months or years. If you’re wanting to regain control I’m not going to lie, it’s going to take some effort, time and dedication. Detox your inbox Delete anything that is unread from three months ago or older. It’s a brave move I know, but to be honest, if it’s older than 3 months: You’ve probably dealt with it already from a different email, phone call or meeting. If you haven’t dealt with it, is it essential? Would it be damaging to respond to it now? It’s of no real interest to you otherwise you would have already dealt with it. If the delete part is too scary then simply archive them (if using Gmail) or create a folder called ‘Old Emails’ and move them all there, that way they’ll still come up in a search. With the remaining emails then do the following: Unsubscribe to all mailing lists you’ve signed up to, but never read. If you haven’t read them, you never will. Stop kidding yourself. Sub-folders need careful consideration. You may think you are being super organised by having multiple folders for everything, but once it’s gone into folder number... --- - Published: 2020-03-25 - Modified: 2024-02-15 - URL: https://assistopia.com/blog/the-benefits-of-time-blocking Do you ever feel like you’ve been really busy, but at the end of the day you still don’t feel like you’ve achieved anything? How time blocking can help you work efficiently Do you ever feel like you’ve been really busy, but at the end of the day you still don’t feel like you’ve achieved anything? Do you find you easily get distracted and before you know it, it’s 11am and all you’ve done is answered a few emails and scrolled through social media? Time blocking can help you focus and prioritise your work and help you achieve your goals. What is time blocking? Remember how your school timetable was a schedule for how you spent your time during school hours, even your breaks and lunchtime? This made sure that not only did you spend a certain amount of time on each subject, you also had dedicated breaks: both of which are of equal importance. Time blocking is very similar in that you divide your day into dedicated blocks of time where you are either working on specific tasks or taking a break. This may all sound quite regimented to some of you, but here are the benefits of time blocking: 1. Time blocking cuts out the ambiguity. Most of us don’t respond well to ambiguity. When tasks or deadlines are vague we are more inclined to put them on the back-burner and work on something with immediate results. For example, responding to emails may give you that immediate sense of achievement, but are they going to help you achieve your goals for the day? Blocking out your diary for specific tasks helps you... --- - Published: 2019-12-31 - Modified: 2024-02-15 - URL: https://assistopia.com/blog/how-to-set-goals-and-stick-to-them Are you looking for help to achieve your goals? Here are 6 tips to get you started. New Year, new business plans? I am sure we all have an example of where you have set a goal or New Year’s resolution only to find a few weeks or months down the line the goal has fallen by the wayside. The act of setting a goal is easy, we can all set goals we’d like to achieve. It’s implementing and sticking to the goals that people find the hardest. Why? Because setting and achieving goals normally means hard work and change, and for many people, change can be unsettling; scary even. But there is a reason as to why you set that goal in the first place – because it is something you want to achieve. Here are some steps that can help you set your goals and stick to them. Make your goals specific. For example, saying ‘I want to spend more time networking in 2020’ is vague. A vague goal will achieve vague results. Many people swear by setting SMART (opens in a new window) goals to add the detail required:: Specific Measurable Achievable Relevant Time focused By using the SMART acronym, the above example can turn into ‘I will attend at least one networking event a month in 2020. ’ Specific goals provide the details required to keep focused. Set specific goals and you are more likely to stick with them. Make your goals realistic There is nothing wrong with ambitious goals, but unrealistic ones can be damaging to morale and motivation. Are your goals... --- - Published: 2019-11-10 - Modified: 2024-02-15 - URL: https://assistopia.com/blog/how-weather-proof-is-your-business Does your business have a continuity plan for severe weather events? Here are 5 tips to help you be prepared. Winter is coming and with the recent (and increasing) cases of flooding in my local area, Derbyshire, it highlighted how not being prepared for bad weather could be bad news for your business. The Beast from the East at the beginning of 2018 cost the UK economy £1bn a day. Whilst those conditions were on the extreme, it’s important to make sure you don’t get caught out. Here are some tips so you don’t get left out in the cold. 1. Plan for it. Now I know that may seem obvious but does your business have a continuity plan for if and when any or every weather event occurs? How would your business deal with office closures, commuting issues for staff or absenteeism? What about your customers, clients or supply chain? What would happen to your business if they couldn’t operate? Having a plan will avoid any panic or confusion if and when it needs implementing. 2. Communication Once your plan is in place, how is it communicated? At induction? In a handbook? Everyone in your business should be familiar with the continuity plan. What’s your process during severe weather conditions? Who is the point of contact? What communication channels will you have in place during the severe weather? Are all your personnel files up to date and accessible even if away from the office? 3. Understand your Employer responsibilities and rights You could lose significant revenue if you close your office at the first snowfall. But equally, your staff... --- - Published: 2019-07-22 - Modified: 2024-02-15 - URL: https://assistopia.com/blog/5-tips-to-get-your-invoices-paid-on-time Did you know more than a third of all invoices are paid late*? That’s a staggering amount and for some businesses it can cause some serious implications... How can I get my invoices paid on time? Did you know more than a third of all invoices are paid late*? That’s a staggering amount and for some businesses it can cause some serious implications... For some, debt chasing can feel a bit awkward or might be one of those tasks that keeps getting pushed back. But if you completed the work you are entitled to be paid on time and in full. There are some steps you can put in place to make the process easier: 1. Set and agree on terms from the start Discuss your terms up front and honestly with your client from the start. Then follow it up with a legal contract, which clearly outlines payment terms and requirements, and also details your late payment charges. Make sure you get the contract signed: no signature, no work. This might seem a bit over the top sometimes, especially if you are working for a friend, but it’s the best way to cover yourself. It also means your client is fully informed of your terms before they decide to hire you. 2. Make sure you have the correct information Ever chased up an invoice only to discover it’s been sent to the wrong person? Before sending the invoice, checking you know who to send it to, that you have the correct name and address of the company, and if they need a PO number can avoid any delays. Also make sure your correct details are on... --- - Published: 2019-07-08 - Modified: 2024-02-15 - URL: https://assistopia.com/blog/the-cost-of-not-outsourcing Do you find yourself busy but not getting anywhere? Are day-to-day admin tasks taking up your time when you need to be doing something else for your business? What is the cost of not outsourcing? Do you find yourself busy but not getting anywhere? Are day-to-day admin tasks taking up your time when you need to be doing something else for your business? You may have recognised this for some time, but feel you don’t have enough work to sustain an employee. Then you may have considered outsourcing some of your admin tasks to a Virtual Assistant, but when you are used to doing everything yourself for ‘free’, outsourcing might seem like an expensive, unnecessary cost to your business. Yes it will be a cost to your business, but what is it costing you not to outsource? Is it costing your spare time? Do you find yourself catching up on paperwork in the evenings or weekends? Is it having an impact on your social life, family life or health? Owning your own business is tough and yes, sometimes this does mean long hours, but continuously working long hours can affect sleep, health and mental well being. Is it costing your reputation? Running your own business requires you to be many things; the marketing person, accountant, recruiter, administrator, receptionist, HR Manager, the list goes on. Just because you are expert in your business does not mean you are expert in everything required to run a business. If admin just isn’t your thing, poorly constructed correspondence, spelling mistakes or poor grammar will not reflect well on your reputation. Nor will unpaid invoices, bad diary management or a poor social media... --- - Published: 2019-04-26 - Modified: 2024-02-15 - URL: https://assistopia.com/blog/the-a-to-z-of-a-virtual-assistant You may have seen over the past few weeks I’ve been running through the A-to-Z of how a Virtual Assistant can support you with your day-to-day business administration. Rather than look through 26 previous posts on social media - here it is in all its shining glory. You may have seen over the past few weeks I’ve been running through the A-to-Z of how a Virtual Assistant can support you with your day-to-day business administration. Rather than look through 26 previous posts on social media – here it is in all its shining glory. A: Administrative duties. Analysis: of competitors, social media, website performance etc. Annual leave cover. Answering customer service queries. Appointment booking and scheduling. Article writing. Audio transcription. B: Basic bookkeeping. Blog content and management. C: Calendar management. Chat Support. Concierge service. Content writer. Copy typing. Credit control. CRM management. Customer service. Customer surveys or feedback. D: Data entry. Data mining. Deadline management. Diary management. Document template creation or updating. Dropbox organisation, E: Email management. Email marketing. e-commerce. Event coordination. F: File organisation. Finance. Follow up calls, emails, letters. G: Google Analytics reports, observing traffic. Google Drive organisation. H: Holiday cover, HR coordination duties I: Invoicing. Internet research. J: Juggling your day-to-day admin tasks so you don’t have to! K: Keyword research for website performance. L: Lead generation. Letter drafting. M: MailChimp. Marketing. Market research. Minute taking. N: Networking. Newsletters; writing content, online distribution. O: Online research. Online shopping. Organising: your emails, your computer files, events, your life! P: PDF conversion. Policy drafting. PowerPoint presentations. Product research. Project management. Promoting your business. Proofreading. Purchasing. Q: Quotations: obtaining quotes for business or personal use. R: Recruitment assistance. Reminder services. Reporting. Researching. S: Sickness cover. Social media management. Spreadsheets. Statistical analysis. Surveys. T: Transcription. Travel arrangements. U:... --- - Published: 2019-04-08 - Modified: 2024-02-15 - URL: https://assistopia.com/blog/top-5-concerns-about-hiring-a-virtual-assistant Understand the top 5 concerns businesses have when thinking about hiring a Virtual Assistant. Here, Assistopia addresses the common issues head-on. Concerned about hiring a Virtual Assistant? Don't be! If you are at a point where business is booming, you may find yourself in that catch-22 position where you need help with your admin, but you are cautious about incurring the extra expenditure. This is why hiring a Virtual Assistant could be the best solution for you. Hiring a Virtual Assistant is a lot more affordable than you may think. Unlike hiring an employee, there are no recruitment fees, no set up fees, and no ongoing employee related costs such as National Insurance, pension, holidays or other benefits. So now we have the cost concerns cleared up, I’ve created a list of the top five other concerns businesses may have about hiring a Virtual Assistant, and I’ll do my best to allay any fears. 1. I’m concerned about what I would actually get a Virtual Assistant to do You know you need help, but you are not sure exactly what that looks like. Make a list of all the business critical tasks that you must deal with. Then make a second list of all the things that distract you from the tasks in the first list. Put simply, a Virtual Assistant can probably do any (or all) of the duties on the second list. 2. I’m concerned I don’t know how long the work will take During the initial consultation with your Virtual Assistant, you will have the opportunity to discuss all your work requirements. Whilst the work is being carried... --- - Published: 2019-03-04 - Modified: 2024-02-15 - URL: https://assistopia.com/blog/why-hire-a-virtual-assistant Why should you hire a Virtual Assistant? Learn more from Assistopia, where office support has no boundaries, and give your business a boost. First of all, what is a Virtual Assistant? A Virtual Assistant is someone who provides professional administrative support to clients from a remote location, often on an ad-hoc or part time basis. If you are self employed, running a small business or an entrepreneur you are no doubt, knowledgeable and incredibly passionate about your business, but that doesn’t always mean you feel the same way about your admin tasks. Here’s a few reasons why hiring a Virtual Assistant could be just the solution you are looking for. Hiring a Virtual Assistant is more affordable than you think Hiring a Virtual Assistant will not incur any recruitment fees, never mind the drain on your precious time having to shortlist and interview a suitable candidate. You do not have to provide them with an office, any equipment or ongoing employee related costs such as National Insurance contributions, pensions, holiday pay or other benefits. You pay for the hours they work, nothing more. Virtual Assistants are flexible A Virtual Assistant can be hired according to your business needs and you have the benefit of hiring them on an ad-hoc basis. For example if your business suddenly peaks in activity, or if you have big project you need some assistance with. A Virtual Assistant could also cover any annual leave, sickness or any other staff absence. Alternatively, if your business needs administrative assistance on a regular basis, many reputable Virtual Assistants have a retainer option, where you can hire them for a set number... --- --- ## FAQs - Published: 2024-02-23 - Modified: 2025-05-20 - URL: https://assistopia.com/faq-items/what-is-a-virtual-assistant A Virtual Assistant, or a VA is someone who provides professional administrative support to clients from a remote location. This can be either on an ad-hoc or part time basis. --- - Published: 2024-02-23 - Modified: 2025-05-20 - URL: https://assistopia.com/faq-items/what-are-the-benefits-of-hiring-a-virtual-assistant There are many benefits to hiring a virtual assistant, but I’ll keep it brief, you pay for the hours I work, nothing more. No National Insurance contributions, pensions, holiday pay or any other costs incurred when hiring an employee. Then there’s the flexibility. Have a one off project you need help with? No problem, let me assist you with that. Would you like regular, monthly support for around 10-20 hours per month? No problem, I can assist you with that too. I cover this in more detail in my blog post about why you should hire a virtual assistant if you want to know more. --- - Published: 2024-02-23 - Modified: 2025-05-20 - URL: https://assistopia.com/faq-items/how-does-it-all-work During our initial chats, we’ll discuss and agree the following: The tasks you wish to delegate How often you wish to be notified of time worked The systems you work on and access levels to those Preferred method of communication (email, phone, pigeon) --- - Published: 2024-02-23 - Modified: 2025-05-20 - URL: https://assistopia.com/faq-items/how-does-the-billing-work All work is billed per hour, or in 15 minute increments when it’s not a full hour. You will receive an invoice at the end of each month. Payment terms are strictly 14 days. I am always happy to disclose my rates, or contact me for more details. --- - Published: 2024-02-23 - Modified: 2025-05-20 - URL: https://assistopia.com/faq-items/how-do-i-know-how-much-time-youve-spent-on-each-task I use Toggl to accurately record all the time I’ve spent working on your tasks. I can provide weekly updates on how much time has been worked. Or you can set a time limit (eg two hours) where I update you on progress. All this can be decided during our initial discussions. --- - Published: 2024-02-23 - Modified: 2025-05-20 - URL: https://assistopia.com/faq-items/are-there-any-hidden-fees No. You pay for the hours I work and nothing else. Nada. Zilch. Diddly-squat. --- - Published: 2024-02-23 - Modified: 2025-05-20 - URL: https://assistopia.com/faq-items/am-i-tied-into-a-contract No. I’m here to offer you support as and when you need it. I’d prefer to keep your custom by providing a valuable, can’t-live-without service. --- - Published: 2024-02-23 - Modified: 2025-05-20 - URL: https://assistopia.com/faq-items/what-admin-tasks-do-you-do It’s probably easier saying what service I don’t offer, which is reception or telephone answering service. All other administrative support can be provided by Assistopia - check out my services page for more details. --- - Published: 2024-02-23 - Modified: 2025-05-20 - URL: https://assistopia.com/faq-items/how-can-i-ensure-my-data-and-information-is-safe-with-you I use 1Password to store all login and password details. I’m registered with ICO and maintain a strict confidentiality agreement as part of our terms. All files and data are stored in a Google Workspace or Microsoft Office 365 account. I have recent DBS clearance and have had previous Home Office Security clearance, when working in the prison service and at the Bank of England. I’m happy to sign any Non Disclosure Agreements, if required. --- ---