Archive for February, 2019

Is Virtual Assistant a savior?

Wednesday, February 27th, 2019

Is Virtual Assistant a savior?

Well, it depends on the perspective but yes, if you get trained and highly skilled virtual assistants. Over the world, people have been focusing on hiring virtual assistant rather than full time in-house employees. It mostly happens when you business require a lot of research and data mining, administrative tasks and similar, it is always good to go for virtual assistant.

If you are new to the world of business, let us help you with the term – Virtual Assistants. It is an intelligent, trained and highly skilled personal assistant who can perform services and tasks for an individual based on the instructions and requirements given. Since 2017, people have been more into hiring virtual assistants as compare to full time employees from their homes. They are also known as virtual office assistant. They can be self-employed or working under outsourcing companies.

Which virtual assistants are better?

Normally, when people are new to business are worried about which ones to choose. The best option is hiring virtual assistant through outsourcing company to make sure the quality of services are great with privacy to be maintained. You definitely do not want to work with someone who can sell out your data to any of the competitors. Keep the things clear, company takes the responsibility to make sure that your position is secure as far as the confidentiality is concerned along with high quality services.

Why virtual assistant is a good option to consider?

No matter how huge or small your business is, keeping the budget maintained is the major key. Due to their independent nature of job, clients do not have to worry about logistics problems, taxes, office space, supplies and equipment. With the help of virtual assistants doing the tasks for you, can help you achieve target without expanding the budget to enormous numbers. Clients are only bound to pay for the hours committed or worked as per the contract signed by both the parties.

How to communicate with virtual assistant?

There are multiple ways to communicate with virtual assistant such as via Internet, emails, and online workspaces and phone call. As the professional means, clients and virtual assistants whether individuals or via company, prefers to use Skype or Google Voice, Slack and Zoom to communicate especially at Kaya Systems. There are multiple expected positions available such as office supervisor/ manager secretary, legal secretary, real estate virtual assistant, legal assistant and executive assistant. There are also advance services available for virtual assistant such as attending the call via VOIP (vonage) without letting the other end user getting the knowledge. This helps clients/ companies to add personal touch to the business of a receptionist or main desk without actually paying a full salary package.

How Virtual Assistants work?

Virtual assistants are available as individuals or companies who provide multiple professional products and services with proper training such as Kaya Systems. It is always advised to have dedicated virtual assistance under a company who can supervise the end task and assure the quality. Being under the company helps to get better Internet connection, communication and working environment. They are also known as online administrative assistant, online sales assistant or online personal assistant.

When it is great to hire virtual assistant?

Online administrative assistant can be hired at any stage of the business but most importantly, when you know time is money and you are actually running out of both. Burdening or over-burdening yourself as an entrepreneur or new to the business can mislead you but sharing the workload with highly qualified and trained virtual assistant USA such as at Kaya Systems can be a great relief.

Due to enormously input and ease added to life due to virtual assistant, they have become really popular these days. From day-to-day business tasks to regular personal tasks, virtual assistance is becoming a bigger thing now.

How virtual assistant can help?

Few of the reasons to work with virtual assistant are flexible hours competitive pay, remote working and more family time. They are a great source to help you lessen the workload with few dollars spent. Other benefits include: no separate office space, no employee related expenses, no taxes and concerns regarding downtime. You simply have to pay VA according to the contract signed between both the parties.

If you get a professional, loyal and efficient virtual assistant, it can become a great asset to the company. When the company is growing, every new addition is a greater opportunity to grow so why don’t try a well-trained and smart virtual assistant at Kaya Systems. Here is the list of top tasks virtual assistants are great at:

  • General Virtual Assistants
  • Social Media Management
  • Content Writing
  • Digital Marketing
  • SEO (Search Engine Optimization)
  • Graphic Designing
  • Web Developer
  • Data Scraping and Mining

Sometimes, it is good to train a virtual assistant you synchronize with to make sure you they give you the best. There are specialties of virtual assistants such as someone good at writing and speaking in English can be hiring for content writing, content moderation, digital marketing and telemarketing. Administrative virtual assistants can work on emails, data entry, data mining/ scraping, appointment scheduling, attending calls as receptionist, setting up reminders and so on and so forth. As an entrepreneur, find the virtual assistant who can deal well with the tasks you feel burdened with. The best idea is to consult companies offering virtual assistance. This way, you can have multiple types of trainer staff working as online assistance for you.

What are the general responsibilities of Online Personal Assistant?

For the small businesses, administrative costs are as similar to as labor costs are when measuring time and resources. Administrative roles majorly include emails, invoicing, payrolls, sales reports and dealing customer inquiries. General virtual office responsibilities includes the following:

  • Payroll duties and bookkeeping (calculating hours, updating salaries and adding expenses)
  • Perform banking requirements such as transferring funds and paying bills.
  • Database building, updates and entries such as contacts, sales, CRM and similar.
  • Receptionist or main desk duties such as leaving voicemails, answering calls and checking messages.
  • Create, present and file weekly report on deliverables, sales, hours and tasks.
  • Write and send invoices to customers and clients.
  • Manage technical supporting tickets and chat support.
  • Check and manage emails, respond to clients’ inquiries and manage spam.
  • Manage and create/ send invitations, greeting cars, thank you notes and newsletters.
  • Virtual Assistants also manage calendar by update, establish and add reminders to it about important events.
  • Schedule appointments with salespeople, businesses and clients.
  • Manage and launch cloud compute accounts such as Google, One Drive and Dropbox.
  • Convert, split and merge PDF files.
  • Prepare train manuals for new staff members and remote workers.
  • Produce graphics for spreadsheets or social medias.
  • Proofread content, documents or other official documents.
  • Create forms and surveys for customer feedback.
  • Create/ compose document/ files for multiple official tasks such as faxes, handwritten drafts and dictations.

What are the responsibilities regarding content writing?

Here is a quick list of virtual assistant hired for content writing services:

  • Guest blogging and posting
  • Articles/ Blog generation
  • Compose newsletters, press releases and submit to news release directories.
  • Design pamphlets and brochures, creates content to put into it.
  • Produce content marketing material such as white papers, eBooks and info-graphics.
  • Publish industry related book reviews and extensive how to guides.
  • Content writing virtual assistant service also include Write/ submit op-ed pieces to websites and newspapers.
  • Interview industry sources to write an in-depth report on market.
  • Interview previous/ old clients to develop case studies for future use.
  • Correspond and respond to the comments made on the business’s blog.
  • Generate industry related contents and blogs.

What are the responsibilities regarding SEO and digital marketing?

Here is a quick list of virtual assistant hired for SEO and digital marketing services:

  • Updating, developing and optimizing an SEO
  • Designing and planning Web Marketing Strategies
  • Setting up, designing and creating the landing pages
  • Digital marketing virtual assistants also conduct Blog analysis
  • Conducting keyword research for better blog and website performance
  • Off-page optimization: commenting on other blog page, participate in message boards, forums, and responding to the public on News Websites and YouTube.
  • Starting an in-depth competitor analysis (ranked content, targeted keywords and SEMRUSH positions).
  • Webmaster and sitemap submissions.
  • Monitoring weekly/ monthly Google Analytics reports including observing site backlinks.
  • Designing advertisements (side panel graphics, banners and etc) finding high-traffic and appropriate websites to place them on.
  • Establishing auto-responders, follow-up emails and edit according to response rate.
  • Generating email newsletters, email contacts and promotional copy.
  • Designing eBook covers, logos, icons, headers and other graphic elements.
  • Reach out to media outlets and influencers to garner profiles to publishers.
  • Looking for a content marketing publisher and firm to post branded content.

What are the responsibilities for social media management virtual assistant?

Here is a quick list of responsibilities a virtual assistant has to offer for social media:

  • Open social media accounts such as Twitter, Facebook, Instagram and Google+.
  • Share; generate new and edit posts on social networks (a content creation strategy).
  • Come up with proper profiles on social medias and inserting links to company website.
  • Conduct thorough analysis on shares, traffic and mentions known as performing a social media audit.
  • Upload photos to social media accounts such as Instagram and Pinterest as part of marketing strategies.
  • Run a social media challenge and content off and on to engage audience.
  • Graphically engaging pictures on Pinterest, Facebook and Instagram so that people repost.
  • Regular updates on social media accounts for better engagement.
  • Keep an eye on competitors on social media by looking the level on engagement, ranking, keyword prioritization and online visibility.
  • Virtual Assistance for Social Media Management Services also includes engagement with the targeted audience such as sharing relevant information, responding to inquiries/ purchases, posting promotions and thanking customers/ people for mentions.
  • Responding to reviews given on your page or other pages across social medias.
  • Looking and researching for highly used Hashtags for each day and see if they suit the company’s products, messages and marketing objectives.
  • Ensuring the mobile social media strategy for full optimization for small businesses.

What are the responsibilities for Web Developer virtual assistant?

Here is a quick list of responsibilities virtual assistants have to offer for web development:

  • Business and contact information
  • Easy usability
  • Quick loading times
  • A high ranking on search engines
  • A good navigation system
  • Planning, developing and designing WordPress websites (in case there is not one).
  • Provide technical support through coding on WordPress webpages.
  • Installing, updating and customizing WP plug-ins and themes.
  • Installing/ supporting ticketing systems and payment gateway.
  • Maintenance of integrity of website as well as security, functionality and troubleshooting.
  • Incorporating web programming and applications languages such as CSS, HTML, JQuery, JavaScript and APIs into company website.
  • Launching company’s own program and affiliate plug-in.
  • Online Assistant for Web development add images and tags to blog posts and website.
  • Creating online forms for customer feedback or inquiries and content submission,
  • Doing regular backups to prevent data loss.
  • Understanding User Interface (UI), general web standards/ functions and cross-browser compatibility.
  • Managing, setting up and monitoring other affiliates and respective links.

What are the virtual assistant services for Graphic Designing?

Here is a quick list of responsibilities a virtual assistant has to offer for graphic designing:

  • Design the images for all type of requirements.
  • Design website images
  • Graphically design email templates
  • Website designing
  • Editing and improve images
  • Graphic Designing Virtual Assistant is also qualified to Photoshop/ Photo edit photos provides by you.
  • Graphic designing for social media accounts such as Display Pictures, Banners, Posts, Pins and Instagram posts, etc.
  • Brochures and Flyers
  • Logo Designing
  • EBook
  • Templates for PDFs
  • LetterHeads, Business Cards
  • Miscellaneous

What are the responsibilities for Data Scraping and Mining virtual assistant?

Here is a quick list of responsibilities a virtual assistant has to offer for Data scraping and mining:

  • Finding email addresses
  • Contact details
  • Finding people with specific designation for marketing/ contacting purposes
  • Data scraping and mining virtual assistant can also find candidates for recruitment purposes
  • Collecting data for specific companies open with certain types of positions required by clients.

To contact for highly trained and expert virtual assistants in all the above-mentioned categories, send us an inquiry at www.kayasystems.com.

Infusion Soft is now InfusionSoft by Keap

Thursday, February 21st, 2019

Infusion Soft was founded in 2001 and in 2004 they wrote their script to automate sales lead which was large milestone for infusion soft to become one of the leading CRM in digital marketing industry, with development infusion soft added many modules in infusionsoft CRM to help businesses to have more control over their sale processes, these modules are as follow

Infusionsoft CRM module

In this module we can manage contacts, companies, referral partner and visitors, this is where we can design complete tagging structure and based on these tags we can search and create different lists to distinguish contacts and leads within infusionsoft CRM module.

InfusionSoft Marketing Module

In InfusionSoft marketing module we can create campaigns, send email broadcasts, create interactive email template, lead generation and reporting. In infusionsoft email campaign we can create autoresponders, drip campaigns, can create signup forms. Then these campaigns are used to send different offer, new products or news letters to contacts in the CRM. Also, we can design custom email templates that we can use in our campaigns.

Infusionsoft E-Commerce Module

In E-commerce module of Infusion soft we can either create a complete cart system or we can just create single order form that we can use to integrate within our email campaign with buy now button or on the landing page with link to cart to order form. There are several payment gateway options infusionsoft offers like PayPal and authorize.net

InfusionSoft Admin Module

In this module admin of the user can create, delete or update users, and can set their permissions to limit their access on different module.

In 2019, infusionsoft announced their rebranding and new band name is Keap, after this announcement all social media channels for infusionsoft changed their page’s name to Keap. Keap administrators still access their application on the infusionsoft main domain name as they were doing before, no change there so far. Modules in infusionsoft are still same there is no major change there after rebranding.

Keap CRM Consultant and Experts

Keap CRM consultant and experts are observing rebranding very closely and in Keap CRM community this is hot topic these days, specially Keap API developers are taking this rebranding very importantly as they have developed many aplications with Keap API, any new addition in the CRM in coming days can get Keap API developer’s attention, and they can also expect to have more control over the Keap API which is now available right now.

Summary

InfusionSoft by Keap CRM is rebranded, from functionality point of view and from API documentation things are same as before, but Keap CRM support need to improve more with this new branding because Keap support improvement can make a major positive impact on this new brand. Keap Consulting firms, API developer, and Keap virtual assistant or Keap administrator and users will be happy with this new branding if they will have more improved customer support from Keap CRM to resolve their issues they are facing in InfusionSoft by Keap portal.

HubSpot CRM Marketing Automation

Wednesday, February 20th, 2019

HubSpot is being used widely by online businesses as CRM for marketing automation, lead management, as CMS and to integrate it with website or social media to bring in leads and prospects. Today in this article, I am going to explain what marketing automation is and how Kaya systems help clients to automate their marketing funnels by using HubSpot CRM as marketing automation tool.

In nut shell, marketing automation means to define a set of processes in automated way that can lead users to different paths based on their actions and then to bring these users to satisfy a predefined goal, and this goal can be a purchase, an upgrade in their membership level, or signup for any offer.

There are several processes involve in marketing automation, sending emails, assign leads to sales team, nurture sequences, selling upgrades, abundant cart campaigns etc. and HubSpot modules allows business owners to achieve maximum marketing automation for their business.  Marketing Hub module of HubSpot CRM contain all we need to automate marketing, below is a list of what we can do along with small description

HubSpot CMS

You can use HubSpot as CMS, which means you can create you can host your website pages on Hubspot, you can create content, add images, forms and products. HubSpot provides drag and drop features that you can use to design your page, and also gives different templates that you can use to create your pages by just replacing your content, images and logo

Landing Pages with Call to Action

You can design your landing page in HubSpot and you can add Call to Action in those landing page, a Call to Action is a web form that you can integrate in your landing page with some offer to people to signup, like free e-book

Email Campaigns

HubSpot CRM provide many prebuilt email templates that you can use to create your nice-looking email templates, you can also create your own custom email template that you can develop according to you branding, HubSpot campaigns offers both drag and drop feature for creating custom email templates or you can also use HTML coding to create your email template.

Once your templates are created, you can send your content to your contacts with in minutes and can put your offers, services or products in front of them, you can link you landing pages with Call to Actions within the body of your email content and people can click and go to the landing page and can perform the actions you want to.

Drip Campaigns

Once a user shows an interest in your product/services, add these leads in to a predefined path of drip campaigns, where you will be sending them to different choices to make and based on their selection these leads will follow different paths, and ultimately converting them in to a customer, Drip campaign is a complete logically defined path that I will explain in my other article that how we can setup these drip campaigns to trigger next steps for each leads based on their individual decisions on each stage.

Tracking and Reporting

HubSpot tracking code can be installed on the website/landing pages, or on call to action pages, and you can track all user’s activity within hubspot, and based on these tracking reports you can make different business decisions that can improve marketing process and can bring more business to you.

Infusionsoft by Keap CRM

Friday, February 15th, 2019

CRMs have become the central hub for online businesses from last 10 years and now a day every single online business dealing with a lot of clients, new prospects and leads are actively using different CRMs. These CRMs plays vital role in automating different business processes but here in this article we will discuss that how these CRMs play their roles in life cycle marketing. And specially we will discuss that how Infusionsoft by Keap CRM is one of the best CRMs.

Before we discuss that how InfusionSoft by Keap CRM helps automate marketing process, we first need to understand steps in marketing process

On basic level, there are 3 marketing process stages/steps

  1. Advertisement
  2. Information Sharing
  3. Selling

I will give only an overview of these steps here, so in advertisement we create different ads of our products and services and we post those ads on different channels like Facebook paid advertisement, PPC, Email Marketing or through other advertisement channels. Through those ads we bring users to a website, landing page or on the Facebook page where we share detailed information about the product and services and then we convert those users in to customers by selling these products.

These was the normal practice being followed when there was no CRM available, but with CRM we can’t only automate this entire process but we now have several options that we can perform in an automatic way like

  1. We can sign up users to Infusionsoft by Keap CRM so that we can have their information to promote new products, services or news about companies in future
  2. We can sell upsells to these customers because we have their contact information saved in CRM
  3. We can remarket new versions of the products/accessories they have already purchased though us

There are several CRMs available in the marketing but here we will discuss Infusionsoft by Keap CRM specifically and what different aspects of this CRM make it different from others

If you are new to InfusionSoft by Keap CRM and you are not getting from where to start you need to understand that what are major functionalities that you need to utilize correctly in order to have maximum output from InfusionSoft by Keap CRM.

Infusionsoft by Keap Consultant are the expert who should be the first in your list to consut your need and how they can either help you or train you to implement Keap CRM so that you can achieve your goals, but here are some guidelines that you can use in order to implement Keap by yourself.

Data Management with Tagging in Keap CRM

First of all, at very core level you need to understand what tagging is and why it’s important to create a good tagging system in Keap. A tag in Keap CRM is used to identify a contacts current status or its source, for example if a person signed up for a free book through Keap’s web form. A tag “Free book signup” applied to this person will identify that from where this user came in the system, and this tag will distinguish this users from those who did not come through this sign up form. So, segmenting your contacts in Keap CRM is extremely important, it allows you to make different decisions based on these tags

Keap CRM Campaign Management

This is another very important segment of Keap CRM, in the section we can create different campaign and Keap CRM have drag and drop feature to create these campaigns, you can create several types of campaign in Keap CRM from automated response to a for submission to complex ticketing systems campaigns.

Keap CRM integration with website

Integration of Infusionsoft by Keap CRM with website through web forms or order forms allows an interface from where user’s data gets in Keap CRM and then we can trigger an campaign based on what further we want to do with these contacts.

in Kaya’s upcoming posts we are planning to discuss different aspects of Keap CRM in details and you will be able to get more information on this CRM in our coming posts.