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You Are Here: Home - Expert Advice - The Organizer's Toolbox - Tip Sheets

NEW! - Keywords For This Page:   Staff - Outsourcing

101+ Ways To Use A Virtual Assistant

Feel free to use this tip sheet / checklist as you tackle your own ""do-it-yourself"" organizing projects. If you would like to REPRINT or DISTRIBUTE this information, please click here for reprinting instructions.


  • preparing and sending invoices to clients
  • entering monthly transactions into bookkeeping software
  • reconciling bank, credit card, and other account statements
  • sending reminders for paying bills on their due dates
  • writing and preparing checks to be signed to pay bills


  • entering business card data into a database
  • sending an introductory letter to new prospect leads
  • sending scheduled marketing pieces to clients and prospects
  • tracking marketing efforts and summarizing the results in a report
  • sending regular follow-ups, reminders, and communications to clients
  • calling people for missing contact information
  • sending fax and email broadcasts


  • designing and printing brochures and business cards
  • creating flyers, price lists, and other marketing documents
  • laying out, printing, and mailing regular client newsletters
  • preparing professional-looking certificates for seminar participants
  • printing labels using company logos or clip art


  • maintaining a newsletter subscription database
  • posting announcements and newsletter issues to the list
  • performing an internet search for an item or piece of information
  • editing or uploading new information to a website


  • retrieving email and mail, sorting, and getting rid of junk
  • responding to routine email requests
  • forwarding items of importance to the client for attention
  • tracking and forwarding urgent issues while client is out of town
  • preparing packages and mailing out products as orders arrive


  • sending out the appropriate sales brochures for inquiries
  • creating and mailing a customer feedback questionnaire
  • tracking the responses to this questionnaire
  • summarizing the responses and suggestions in a report


  • sending reminders for annual performance reviews
  • preparing or updating resumes and introduction letters
  • reviewing resumes and summarizing each in a short biography
  • sorting resumes for a job according to pre-arranged criteria


  • preparing PowerPoint slides from sketches of diagrams and charts
  • sending questionnaires to seminar participants before the talk
  • tracking completed questionnaires and calling non-responders
  • summarizing the questionnaire results in a report


  • researching potential locations for an upcoming seminar
  • finding which locations have the appropriate dates available
  • finding which can accommodate the size and type of event
  • researching the services available (decorating, food, entertainment)
  • obtaining written quotes and specifications from each location
  • monitoring periodicals and clipping articles of interest
  • visiting the library to copy specific articles


  • confirming upcoming appointments
  • scheduling or rescheduling appointments
  • getting directions for a meeting or appointment
  • storing back-up computer tapes for safekeeping
  • tracking birthdays, anniversaries, and other important dates
  • sending out the appropriate cards or gifts for special events
  • managing lists of necessary office supplies and ordering refills
  • coordinating air travel, car rental, and hotel reservations


  • receiving phone calls while a client is out of town
  • forwarding important messages that require immediate attention
  • retrieving voice messages and responding to routine requests
  • receiving and handling faxes while a client is out of town


  • typing letters and memos from tape or handwritten notes
  • typing legal transcripts from cassette tape
  • typing medical reports from tape or handwritten notes


  • typing handwritten notes from a meeting or seminar
  • typing letters, printing on stationery, addressing, and mailing
  • proofreading, editing, and checking spelling / grammar
  • laying out larger documents


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