Business

  • Business, Virtual Assistant

    101 Tasks To Offer As A Virtual Assistant (and Tasks To Outsource To A VA)

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    What tasks to outsource to a VA

    As a small business owner there are so many different tasks you have to get done. And let’s be honest, there are some tasks that we all dislike doing, aren’t skilled at or simply just don’t have time for.

    It’s time to stop working crazy hours just to get the bare minimum done. Be smart with your time and outsource some tasks so that you can get back to doing what you love.

    Know when it’s time to ask for help.

    Sometimes it’s hard to know what to let go of. Here’s a checklist of what you can outsource to a virtual assistant.

    Note 1: This is not a complete list and some virtual assistant’s may only specialise in one area or one tool.

    Note 2: If you’re a new virtual assistant, this is the list to take note of and download my Ultimate Roadmap To Become A VA here.

    ADMIN

    • Data entry
    • Set up online questionnaires and feedback surveys
    • Proofreading and editing
    • Calendar/diary management
    • Email/inbox management
    • Customer service
    • Set up email templates for customer service enquiries
    • Create document template
    • Travel arrangements
    • Organise gifts for clients and or staff members
    • Research
    • Create PowerPoint Presentations
    • Set up webinars
    • Set up online filing systems using Dropbox or Google Drive
    • Creating reports (weekly and or monthly)
    • PDF Conversion
    • Project management
    • Send out quotes or proposals
    • Lead Generation
    • Meeting minutes
    • Transcriptions
    • Set up task and project management system with Trello/Asana
    • Create Standard Operating Procedures (SOPs)

    SOCIAL MEDIA

    • Manage social media accounts – Instagram, Facebook, Pinterest, Twitter, LinkedIn
    • Write captions
    • Hashtag research
    • Design graphics for posts in Canva to use on your social media platforms
    • Social Media Audits
    • Content Marketing plans
    • Create Facebook Ads
    • Set up new social media accounts
    • Manage Facebook Groups on their behalf aka Community Manager
    • Schedule social media posts
    • Upload videos on YouTube
    • Create monthly analytic reports
    • Run and manage contests and giveaways

    EMAIL MARKETING

    • Set up your email marketing platform
    • Create email newsletter templates
    • Write the copy for each newsletter/broadcast
    • Proofread and edit your drafted emails
    • Create a series of Welcome emails called a sequence
    • Set up email automations and tagging
    • Create images for emails

    EVENT MANAGEMENT

    • Research venues for an upcoming event
    • Collect RSVPS for the event
    • Source suppliers and get quotes
    • Be first point of contact on the day of the event
    • Create the run sheet for the days event
    • Arrange speakers and or special guests for the day
    • Create name badges
    • Create attendee gift bags

    WEBSITE UPDATES & MAINTENANCE

    • Website maintenance
    • Run backups
    • Update plugins
    • Fix any errors
    • Monitor and respond to comments on blogs
    • Search Engine Optimisation (SEO)
    • Add new products
    • Update sale items
    • Design a website in WordPress, Squarespace, WIX, Shopify
    • Check Google Analytics
    • Make sure customer journey on your website is working well
    • Set up landing pages
    • HTML Coding

    BOOKKEEPING

    • Chase up outstanding accounts
    • Enter receipts into Xero, MYOB and Quickbooks
    • Reconcile transactions
    • Send out invoices
    • Reporting Payroll
    • Accounts Payable
    • Accounts Receivable

    GRAPHIC DESIGN

    • Branding services
    • Logo Design
    • Lead Magnet creation and design
    • Create ebooks
    • Create Infographics
    • Design business cards
    • Design promo materials and flyers
    • Design invitations

    VIDEO

    • Editing
    • Animated videos
    • Create Promotional Ads
    • Intro videos
    • Create music videos
    • Source royalty free music
    • Upload YouTube videos
    • Add subtitles

    BLOG MANAGEMENT

    • Create blog content
    • Reply to blog comments
    • Promoting blog posts on all social platforms and through email marketing
    • Update and maintain your blog
    • Keyword research
    • Source images to use
    • Repurpose blog posts into videos, emails and social media content

    PODCASTS

    • Podcast coordination and management
    • Podcast editing
    • Research potential guest interviews
    • Pitch to be a guest on other people’s podcasts
    • Write shownotes
    • Create podcast graphics
    • Add podcast to your website
    • Create all promo material for the podcast for your socials and email

    And there are so many tasks you can outsource. This is a great list to get you thinking on what you can outsource in your business. 

    Happy outsourcing!

  • AI, Business, ChatGPT

    Decide to Embrace AI Instead of Fearing It

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    POV: You’re a Coach who decided to embrace AI instead of fearing it 

    It’s time to kick that fear to the curb and get curious about AI! 👀

    Another thing to learn? Yes.😅

    You’re trying to embrace the new tech, but it’s all new? Yes. 😬

    Can it feel intimidating and scary? Yes.😬

    But AI is revolutionising everything in a good way (you’re already using it more than you realise).🦾🤖

    It’s here to save you so much time, make your life easier, remove the overwhelm, and dissolve that mental load. You’ll be automating and streamlining your business (& life) like a dream – all with your powerful AI assistant (if you’ll let it).

    🫣Don’t know where to even start with AI?

    I’ve got you covered.🤗

    Let’s start with ChatGPT. I’ll be soon sharing my beginner’s guide to have you training your ChatGPT like a pro in no time.

  • AI, Business, ChatGPT

    ChatGPT prompt for your email marketing

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    This ChatGPT prompt just handled your email marketing for the rest of the year: 

    Repurpose like a pro 🤩thanks to ChatGPT🤖here’s how⬇️

    Take your captions, carousel posts, talking reels, podcast script, and turn them into long form content like emails or blogs. 

    ⭐️PROMPT to copy and paste into ChatGPT:
    “Using this [insert script, caption, carousel post, talking reel] I would like you to repurpose it into 3 separate emails following this structure: Hook, Story, Provide 1-3 pieces of value, Bridge and CTA. The email needs to be 400-500 words long. Please also include 2 options for a subject line (5 words or less) and preview line (5 words or less) – ensure they are non-salesy but extremely interesting to my ideal client who is [insert summary of ideal client] – I want to increase my open rate.”

    Email campaigns done ✅

    Need help speeding up your content creation process with ChatGPT? I’ve got you covered. Get started with creating your Brand Summary to train ChatGPT to speak and write in your tone of voice making it easier to create content. Check out Brand Bot here to create your Brand Summary.

    👋🏻 If you’re new here, hello I’m Karen! I teach coaches, creatives and service-pros how to use AI for business starting with content creation to save time, automate more and get more leads and sales.

  • AI, Business, ChatGPT

    Meet GPT Brand Bot to create your Brand Summary

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    Use AI to generate your Brand Summary that trains ChatGPT to create content that sounds like you 

    If you’ve ever felt frustrated with spending hours trying to make ChatGPT sound like… well… like you haven’t written it with AI… this is the nifty little tool you’ve been waiting for.

    And I’ve had so much fun building her to help all of us get ahead of the content game.

    Brand Bot creates a comprehensive brand summary that trains ChatGPT to fully understand who you are, your unique voice, offers, mission, audience and more!

    And so when you start creating content with ChatGPT, she knows your brand and your ideal client better than you do.

    If whipping up content in seconds (that you didn’t have to think much about and write yourself) sounds like a dream to you ❤️ Brand Bot is where it all begins.

    💜 Why you’ll love it as much as I do:

    • Effortlessly create on-brand content in seconds.
    • Save time and eliminate the overwhelm of content creation.
    • Train ChatGPT to speak your brand’s language and produce content that resonates.

    During the testing phase, I received amazing feedback from women just like you who discovered how effortless it can be to generate content that feels perfectly aligned with their brand.

    And I was shocked to learn: Most entrepreneurs don’t have a Brand Summary at all or at least an up-to-date one that reflects their brand which has grown and changed over time.

    Now, it’s your turn to experience this game-changing AI tool I’m kinda obsessed with (actually a lot obsessed 🤩)!

    Ready to create content effortlessly?

    Tbh, who would ever say ‘no’ to that?

    ​Brand Bot is available now at an exclusive launch price – but it won’t stay this low for long! Click the button below to find out more info:

    CHECK OUT BRAND BOT

    If you’re ready to head to the front of the AI line and start transforming the way you create content with this little beauty 💜❤️ here’s your fast-track link.

    You deserve to spend less time creating content and more time focusing on what you love.

    Let Brand Bot become your “always available” and “ready to go” AI assistant, helping you craft strategic, on-brand content in minutes!

    If you have any questions, just hit reply – I’m here to help.

    Have fun meeting Brand Bot!

    Karen x

  • AI, Business

    Percentage of women using AI (this might surprise you)

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    Only 35% of Women Use AI – Here’s Why That Needs to Change 

    When I first discovered that only 35% of women are using AI, I was shocked. We’re living in a time where technology is evolving rapidly, influencing nearly every industry and facet of our lives, yet a large majority of women are not taking advantage of the transformative power of AI. And that’s something I’m on a mission to change. 🚀

    AI has the potential to free up so much time, reduce stress, and help women – especially busy moms, entrepreneurs, and professionals – scale their businesses more efficiently. But I understand why AI can seem intimidating at first. When we hear about artificial intelligence, it can feel like a distant, complex, and tech-heavy world that doesn’t quite fit into our daily lives. 😅

    The Fear of AI: Where Does It Come From?

    The fear or hesitation around AI isn’t uncommon. Many people worry that AI will be too complicated to use or will require hours of learning just to scratch the surface. Others fear that AI might replace the human touch in their business or life, making things feel less personal. But here’s what I’ve learned: AI, when used properly, can actually enhance our ability to do more of the things that matter most to us. It helps automate the repetitive, time-consuming tasks, giving us more space to be creative, present, and intentional in our work.

    Here’s something we often forget – we’re already using AI in many aspects of our everyday lives. For example:

    • Apple’s Siri helps us with voice commands, answering questions, and setting reminders.
    • Google Maps uses AI to predict traffic patterns and suggest the fastest routes.
    • Netflix recommends shows and movies based on what we’ve watched, using AI to analyze our preferences.
    • Spam filters in email services like Gmail use AI to block unwanted emails from reaching our inbox.

    If you’ve used any of these tools, congratulations! You’re already interacting with AI more often than you may realize. The key now is to take that familiarity and apply it in ways that can benefit your business and daily life. 💡

    AI Isn’t Just for Tech Pros – It’s for YOU!

    The truth is, you don’t need to be a tech expert to use AI in your business or everyday life. There are so many AI tools designed with simplicity in mind, allowing anyone to harness their power without needing a background in computer science. Two tools that I recommend for getting started are ChatGPT and ManyChat.

    • ChatGPT is a tool that helps you generate content, brainstorm ideas, and even automate responses for your business. It’s incredibly user-friendly and has the potential to save you hours each week.

    • ManyChat is an AI chatbot that can automate conversations with your audience, helping you nurture leads, answer common questions, and even assist with sales. This kind of automation allows you to stay connected with your audience without needing to be present 24/7.

    By learning to leverage these tools, you’ll begin to see just how much AI can simplify your life – and how you can focus on what truly matters: your family, your passions, and your business’s growth. 💖

    Let’s Pioneer This Space Together

    There is a huge opportunity for women to pioneer this rapidly growing space. The world of AI is still emerging, and the possibilities for how we can use it to enhance our lives are endless. Imagine being part of a movement that empowers women to embrace AI, not just as a tool but as a means to gain more freedom, flexibility, and balance in their lives.

    If the idea of diving into AI still feels overwhelming, don’t worry – you’re not alone. I’m here to help guide you through it. Whether you’re a solopreneur just getting started or a seasoned business owner ready to scale, there’s a place for AI in your journey. And together, we can break through the barriers that have held women back from fully stepping into this powerful space.

    Ready to Get Started?

    If you’re ready to explore AI and see how it can revolutionize the way you work and live, I’d love to be part of that journey with you. Let’s start with simple, accessible tools like ChatGPT and ManyChat and discover how they can transform your business, your productivity, and your peace of mind. 🌟

    There’s no need to dive in alone – DM me, or drop me an email at hello@karenvivarelli.com.au, and let’s chat about how AI can help YOU. Together, we’ll break the mold, embrace technology, and unlock the freedom we deserve. 💬💖