We Are Hiring

As a Receptionist for Virtual Office Solutions (VOS), there is a responsibility to be the first point of contact, not only for us but for the many clients we take calls for and support. This is a pivotal role for our company and our clients. It is a high pressure role given there are in excess of 50 + Client lines to be answered, bookings made and rescheduled plus any administration they or we require to keep our business running smoothly. 

JOB TITLE:  Receptionist 

JOB TYPE: Contract must have own ABN and at home office set up

Job Hours: Monday to Friday 8am – 5pm availability (rosters completed 2 weeks in advance)

LOCATION: A mix of working from home and in our Sunshine Coast Office at times.

REPORTS TO: Reception Manager and Director of VOS.


  • Taking inbound and outbound calls and call transfers for 50+ clients 
  • Handling queries and complaints via phone, email and general correspondence
  • Handling bookings and reschedules via phone, email and general correspondence
  • Performing ad-hoc administration duties
  • Taking and ensuring messages are passed to the appropriate staff member on a timely basis
  • Ensuring inbox for VOS and our clients are managed daily with timely responses 
  • Using 10+ different online booking systems
  • Being first point of contact for our clients and their own clients
  • Liaising directly with our clients to assist in any administration + reception support that may require 
  • Completing daily handovers
  • Assisting Reception Manager and Director with client set up and administration


Qualifications:  Certificate III in administration is an advantage but not necessary


  • Experience in a reception / customer service role is a must
  • Allied Health Background is an advantage 

Personal Skills:

  • Organisational Skills 
  • Attention to detail 
  • Exceptional multitasker
  • Excellent verbal and written communication skills 
  • Courteous
  • Strong customer service skills
  • Able to meet deadlines  
  • Able to follow procedures and direction 
  • Able to take on constructive criticism and learn from mistakes
  • Inviting and pleasant phone voice 

Technical Skills:

  • Intermediate to advance Microsoft Office Skills (Word, Excel, Powerpoint and outlook)
  • Knowledge and understanding of Google Suite and all associated products 
  • Intermediate IT skills, able to troubleshoot basic technical issues that may arise 
  • Ability to use many software products at the one time 
  • Experience in using online booking systems 

Job Requirements:

  • Own Laptop (must be portable for trainings) or portable PC with the ability to replace and upgrade as needed 
  • Fast speed Internet – (we will require you to do an internet speed test) 
  • Backup / portable internet – for when home internet is down OR the ability to relocate to ensure shift is completed 
  • Headset 
  • Quiet home office with no background noise
  • Ability to travel and work from our Sunshine Coast office as required 


  • Complete administration tasks on time 
  • Deal with clients, suppliers and other team members professionally at all times
  • All calls are answered within set KPI times 
  • All time is logged in time tracking software and 90% of rostered time is tracked
  • A real team player 
  • Able to complete a thorough handover to the next shift team 
  • Ability to work across many online booking systems
  • Able to follow direction from Reception Manager and VOS Director 
  • Keeping a calm and harmonious team environment 

To Apply for this role please email us your resume with a cover letter outlining the below. Only applications responding to the below questions will be considered. Emails sent to 

  • That you have availability to work and be rostered at various times between Monday to Friday 8am – 5pm each week
  • You have an ABN or able to acquire one 
  • You have excellent internet connection and have a backup dongle or able to work from a new location if your home internet connection goes down
  • You have a quiet workspace free from distractions and background noise
  • You are proficient in Microsoft office products and Google workspace 
  • You are tech savvy and able to troubleshoot intermediate IT issues when they occur on your end. 
  • Please also tell us why you want to work from home? Why would this type of work suit your needs? 
  • Please tell us a bit about yourself professionally.

The Importance of a “No Abuse” Policy

A receptionist plays a pivotal role in maintaining the image and reputation of an organisation. They are the first point of contact for visitors and clients and are responsible for making a positive first impression. Unfortunately, some people tend to forget that the receptionist is a human being and not just a machine that can take any amount of abuse. In light of this, many organisations have started implementing a no abuse policy to protect their staff from any form of mistreatment.

What is a no abuse policy, and why is it important?

A no abuse policy is a set of guidelines that are put in place to ensure that staff members, including receptionists, are treated with respect and dignity at all times. The policy aims to prevent any form of verbal or physical abuse, harassment, or discrimination. It also establishes clear consequences for individuals who violate the policy.

The importance of a no abuse policy cannot be overstated. When a receptionist is subjected to abusive behaviour, it can not only affect their mental and emotional well-being but also their productivity. It can also have a ripple effect on the entire organisation as it creates a hostile work environment and can tarnish the company’s reputation.

How does a no abuse policy work?

A no abuse policy typically includes a set of guidelines that outline what constitutes abusive behaviour. It may also provide examples of what is not acceptable behaviour, such as using derogatory language or making threats. The policy should also outline the consequences for individuals who violate the policy, such as reprimands, suspension, or termination.

Implementing a no abuse policy is just the first step. It is essential to educate employees about the policy and the importance of respecting their colleagues. Training sessions can be conducted to raise awareness about the policy and to provide employees with tools to deal with difficult situations.

Organisations can also implement measures to protect their receptionists, such as installing panic buttons, security cameras, and providing training in conflict resolution. Additionally, providing a safe and supportive work environment can go a long way in preventing abusive behaviour.

In conclusion, a receptionist’s no abuse policy is a crucial component of any organisation’s code of conduct. It provides guidelines for acceptable behaviour and establishes consequences for those who violate the policy. Implementing a no abuse policy can help protect a receptionist’s mental and emotional well-being while maintaining a positive work environment. So, let us all remember that the receptionist is not just a machine and deserves to be treated with the respect and dignity they deserve.


Working Effectively Within a Team

Working effectively within a team is one of the most crucial aspects of any workplace. The ability to collaborate effectively with others not only helps to create a smoother workflow, but it also fosters a sense of camaraderie and a more positive work environment. In this blog, we will discuss some of the most important factors to consider when working as part of a team, providing tips and insights for success in any collaborative setting.

1. Communication is Key

Effective communication is the foundation of any successful team. Whether it’s through face-to-face conversation, virtual communication platforms, or email, team members must be able to communicate their ideas, concerns, and feedback freely and easily. A lack of clear communication often leads to misunderstandings, errors, and unnecessary delays that can derail a project’s success.

To ensure that communication is efficient and effective, it’s essential to establish clear lines of communication as early as possible. This means determining the most appropriate channels of communication to use (phone, email, instant messaging, etc.) and setting clear expectations around response times and availability. It’s also crucial to be an active listener, taking the time to really hear what others have to say and valuing their input. Ultimately, clear communication helps to foster a more cohesive and productive team.

2. Emphasise Teamwork and Collaboration

One of the most effective ways to build a strong team is to create a culture that encourages teamwork and collaboration. This means prioritising the needs of the team and promoting the idea that no one individual can achieve success alone. Encourage team members to share their talents and ideas, and be open to feedback and suggestions. By seeking out diverse perspectives and working together to achieve a common goal, teams can often produce results that would be impossible for any single person to achieve.

3. Foster Trust and Respect Amongst Team Members

Trust and respect among team members are essential for any high-functioning team. When team members trust each other, they feel comfortable sharing their ideas and perspectives, even if they differ from those of others. Trust also helps to create a more positive work environment, which has been shown to increase job satisfaction and morale. Respecting team members means that you take their feedback and opinions seriously, even if you disagree with them. A lack of respect can cause team members to lose motivation and become disengaged, damaging the team’s overall productivity and success.

4. Develop a Clear Plan and Follow Through

To work effectively as a team, it’s important to have a clear plan of action. This means setting goals and expectations, allocating resources, and creating timelines for completion. Once the plan is in place, it’s essential to follow through on your commitments. This means being accountable for your actions and taking ownership of your role in the team’s success. When everyone follows through on their promises, it creates a sense of trust and reliability that strengthens the team.

Working effectively within a team is an essential skill for success in any workplace. Communication, teamwork, trust, respect, and follow-through are all crucial elements that contribute to a cohesive and productive team. By following these tips and fostering a positive team culture, you can achieve great success and accomplish amazing things as part of a team.


Facilitating a Successful Meeting

Meetings are an essential part of any organisation’s workflow that facilitate communication and collaboration amongst team members. However, it is not uncommon for meetings to become unproductive, long-winded, and time-consuming, ultimately failing to serve their purpose. This is where effective facilitation comes into play. In this blog, we will delve into the art of facilitating a successful meeting, outlining critical practices that can enhance productivity and ensure a positive outcome.

Prepare an Agenda
Before scheduling a meeting, it is crucial to prepare an agenda that outlines the topics to be discussed, time allocated for each item, and the desired outcome. An agenda will keep the meeting focused while ensuring that everyone is on the same page. Additionally, it will allow team members to come prepared with their input or solutions, thus avoiding last-minute scrambling.

Invite Appropriate Participants
An essential factor in facilitating a successful meeting is inviting the right people. Inviting too many or too few people can both be detrimental to the meeting’s outcome. Inviting too many participants can lead to chaos and less productive communication, whereas not inviting key stakeholders can result in missed opportunities, miscommunications, and unintentional errors.

Start and End on Time
Starting and ending a meeting on time is crucial. It shows respect for everyone’s time, reinforces accountability, and keeps the meeting focused and on track. Additionally, it creates a sense of urgency and encourages participants to stay focused during the allocated time.

Encourage Participation
Successful meetings are those that encourage active participation from all members present. A facilitator should create a safe and inclusive space where people’s opinions are valued and listened to. To encourage participation, firstly, start by addressing individual participants by their first name, and follow it up by asking them to share their thoughts.

Maintain Focus on the Agenda
A common mistake made during meetings is veering off-topic, resulting in the meeting’s desired outcome not being achieved. Facilitators need to keep the discussions relevant and centered on the agenda. In cases where the discussion goes off-track, the facilitator should intervene and steer the conversation back to the topic at hand.

Take Notes and Assign Actions
Taking notes during meetings is crucial as it ensures that all discussion points are documented, and any action items or follow-up work required are identified. It is also essential to assign actions at the end of the meeting, outlining who is responsible, deadlines, and expected outcomes. This ensures accountability and allows for continued momentum towards achieving the meeting’s objective.

In conclusion, facilitating a successful meeting requires a combination of factors such as preparing an agenda, inviting appropriate participants, starting and ending on time, encouraging participation, maintaining focus on the agenda, taking notes, and assigning actions. These practices can enhance productivity, collaboration, and ensure a positive outcome. By applying these practices consistently, meeting facilitators can make meeting time effective and valuable, leading to better outcomes for the organisation.


How to Introduce Social Media to Your Business Strategy

Social media has quickly become a critical aspect of any modern business strategy. Whether you’re an established company or a small startup, understanding and effectively utilizing social media platforms can help take your business to new heights. If you haven’t yet implemented social media as part of your marketing strategy, now is the time to do so. Keep reading to learn more about how to introduce social media to your business strategy.

  1. Determine Your Goals

When it comes to introducing social media to your business strategy, it’s important to start with the end goal in mind. What are you trying to achieve through social media? Is it brand awareness, lead generation, customer retention, or all of the above? Once you’ve identified your goals, you can tailor your social media efforts to best support those objectives.

  1. Identify Your Target Audience

The next step is to define your target audience. Who are you trying to reach through social media? What are their needs, interests, and pain points? By understanding your target audience, you can better craft your social media content and messaging to resonate with them and drive engagement.

Pro tip – Add a point in here about targeting  your customer based on the stage of the customer journey they are in eg, awareness, consideration, decision… People in each buyer stage need to be marketed to independently – no point talking about sales and deals on offer if they are still in the awareness stage etc…

  1. Choose Your Platforms

There are a variety of social media platforms available, each with unique strengths and weaknesses. Choosing the right platforms for your business depends largely on your target audience and goals. For example, if your target audience is primarily business professionals, LinkedIn may be the best platform to focus on. Alternatively, if your goal is to build brand awareness among younger audiences, platforms such as Instagram or TikTok may be more appropriate.

  1. Develop a Content Strategy

Once you’ve identified your goals, target audience, and chosen your platforms, it’s time to develop a content strategy. This involves creating a plan for the types of content you will create and share on social media. Your content should be of value to your target audience, while also aligning with your business goals. Some content types to consider include blog posts, infographics, videos, and social media posts.

Your content strategy should include the purpose for your posts, eg is your post designed to engage, entice, excite or entertain your audience, what do you want each post to achieve? Include a call to action where appropriate, make it easy for your audience to do what you are asking them to do, ie add a link to your website, sale, blog, lead gen etc…

  1. Monitor and Measure

Finally, it’s important to track your social media efforts and measure your results. This will help you identify what’s working and what’s not, and allow you to adjust your strategy accordingly. Some key metrics to monitor include engagement rates, follower growth, and website traffic from social media. Pick one or two key metrics to focus on for each campaign, if you are wanting people to read your new blog, then link clicks will be your focus, not follower growth ect…

Introducing social media to your business strategy can be a game-changer when done correctly. By identifying your goals, target audience, and developing a robust content strategy, you can create engaging social media content that not only drives meaningful engagement but also helps support your business objectives. Remember to monitor and measure your social media efforts to ensure your strategy is working optimally. With the right approach, social media can help you elevate your business to new heights!

If you are keen to start building your online presence through social media and just don’t have the time or confidence, reach out or you can view our Social Media Services here 


How to Build a Successful Trade-Based Business

Starting a business is a wonderful experience, but it can be challenging if you don’t have the right strategy. This is particularly true for a trade-based business, which involves buying and selling goods or services. So, how can you establish a profitable trade-based business? This blog is designed to help you answer that question. In this post, we will discuss the steps it takes to create a successful trade-based business. Whether you are new to the trade industry or looking for ways to grow your trade-based business, this information will be useful.

Step 1: Identify your Niche Market

One key aspect of building a successful trade-based business is identifying your niche market. Knowing your audience will help you understand what goods or services to offer. For example, if you are interested in the fashion industry, you can specialise in luxury women’s clothing, vintage clothing, children’s clothing, or any other fashion-related category. By identifying your niche market and the different aspects of your target audience, you can tailor your products and services to meet their specific needs.

Step 2: Conduct Market Research

You need to be able to conduct extensive research to know the latest industry trends and how to stay ahead of the competition. Analyse your competitors and find out what they offer, how much they charge, and how they market their products. You should also analyse consumer trends to understand their changing preferences, what products and services they are willing to spend their money on, and what marketing strategies will resonate with them. The insights gained from market research will help you identify trends, create new opportunities, and provide the best products and services for your niche market.

Step 3: Create a Business Plan

A business plan is a roadmap to your company’s success. It outlines your business objectives, sets targets, and prioritises the tasks needed to achieve these goals. Your business plan should identify your niche market, outline what sets you apart from the competition, and provide a detailed strategy for reaching out to that market. In addition to this, include an analysis of the competition, financial projections, and a marketing plan detailing how you intend to reach and engage your target audience.

Step 4: Focus on Customer Service

To build a successful trade-based business, it is important to provide excellent customer service. This means delivering quality products and services, responding promptly to inquiries, and resolving customer complaints. By putting your customers first, you create strong brand loyalty, and word of mouth advertising that can help your business explode. Excellent customer service means your customers will likely recommend your business to friends and family, and this will help you grow your customer base and improve turnover.

Step 5: Stay Ahead of the Competition

The ultimate test of building a successful trade-based business is staying ahead of the competition. It requires constant innovation, creativity, and an ability to adapt your business to the changing marketplace. In addition, stay up to date on the newest industry trends and emerging technologies that can help improve your trade-based business. Always look for ways to improve, stay agile, and be willing to learn from experience.

In conclusion, building a successful trade-based business takes hard work, dedication, and a smart business strategy, but it is entirely possible. Start with identifying your niche market, conducting market research, creating a business plan, focusing on customer service, and staying ahead of the competition. These are the golden rules of building a successful trade-based business. Remember that success doesn’t come overnight and always be open to learning from experience. Good luck as you build the trade-based business of your dreams!


How to Build a Successful Allied Health Business

Allied health businesses provide critical support to the healthcare industry, from rehabilitation to medical billing and coding. As a small business owner in the allied health industry, you know how important it is to create a successful and sustainable business. To help you achieve your goals, we have compiled a list of strategies to help you build a flourishing alliance with your target audience.

  1. Focus on Client-Centered Care

The foundation of any successful allied health business is a client-centered approach to care. Whether you’re running a physical therapy clinic or a medical billing service, your clients should feel seen, heard, and valued. To achieve this, consider the following strategies:

– Conduct surveys to understand clients’ needs and preferences.

– Implement person-centered language in all communication.

– Train employees on compassionate and empathic communication.

– Encourage client feedback and respond quickly to concerns.

  1. Develop a Strong Online Presence

In today’s digital age, a strong online presence is essential for allied health businesses. Your website and social media platforms are powerful tools for attracting and retaining clients. To create a strong online presence, prioritise the following:

– A website that is easy to navigate and visually appealing.

– Active social media profiles that provide valuable information and engage with clients.

– Positive online reviews and testimonials from satisfied clients.

– High-quality content (e.g., blog articles, e-books) that educates potential clients.

  1. Build Relationships with Referral Sources

Referral sources, such as physicians and insurance companies, are critical partners in the allied health industry. Building strong relationships with these sources can help your business thrive. Here are some strategies to consider:

– Foster open and consistent communication with referral sources.

– Provide regular updates on clients’ progress and outcomes.

– Take the initiative to educate referral sources on your services and expertise.

– Offer incentives for referrals, such as discounts or gift cards.

  1. Partner with Other Providers

Partnering with other providers in the healthcare industry is another excellent strategy for building a successful allied health business. By collaborating with physicians, specialists, and other allied health professionals, you can provide comprehensive, coordinated care to clients. Consider the following partnering strategies:

– Cooperate with physicians to create care plans that address the whole person.

– Partner with specialists (e.g., nutritionists, mental health professionals) to provide complementary services.

– Refer clients to other providers when appropriate, building trust and rapport with those providers.

– Host events or workshops with other providers to educate the community on health topics.

  1. Invest in Your Business’s Infrastructure

Finally, investing in your business’s infrastructure is crucial for long-term success. This includes hiring and training employees, investing in technology, and developing strong policies and procedures. Here are some infrastructure strategies to prioritise:

– Hire employees who share your commitment to client-centered care and who have relevant experience and expertise.

– Provide ongoing training and education to employees to keep them informed and engaged.

– Invest in technology (e.g., electronic health records, telehealth) to improve operations and client experience.

– Develop strong policies and procedures that ensure consistency, quality, and compliance.

Building a successful allied health business requires a multifaceted approach that prioritises client-centered care, a strong online presence, relationship-building with referral sources and partners, and infrastructure investment. By implementing these strategies, you can create a thriving business that provides critical support to the healthcare industry. Start by identifying the areas where your business can improve, and then take action to implement these strategies. The result will be a successful and sustainable Allied Health business.


Important Tips on Building Your Website with WordPress

As a small business owner, building a website is crucial to promote your brand and reach out to your target audience. In today’s digital age, WordPress is the most popular platform to create websites, with over 40% of all websites built on it. WordPress is user-friendly and offers a variety of templates, themes, and plugins to customise your website as per your needs. However, building a great website with WordPress requires some essential tips and tricks. In this blog, we’ll discuss the most important tips on building your website with WordPress.

1) Choose the Right Theme: A theme is the appearance of your website, and it’s essential to choose the right one for your business. WordPress offers thousands of themes, both free and paid. However, it’s essential to select a theme that suits your brand, industry, and user experience. Your theme should be mobile-friendly, responsive, and SEO optimised. Popular themes like Divi, Astra, and OceanWP are versatile and customisable to all business types.

2) Install Essential Plugins: WordPress offers thousands of plugins to add functionality and features to your website. Some of the essential plugins for your website are SEO plugins like Yoast, security plugins like WordFence, contact form plugins like Gravity Forms, and backup plugins like UpdraftPlus. Adding these plugins enhances the user experience and increases your website’s efficiency.

3) Optimise Your Website for SEO: Search Engine Optimisation (SEO) is crucial for increasing your website’s visibility and ranking higher on Google search pages. WordPress makes it easy to optimise your website with SEO plugins like Yoast. Optimise your website for keywords, meta descriptions, header tags, and alt tags to improve your website’s search ranking.

4) Secure Your Website: Cybersecurity is essential to protect your website from cyber threats like malware, hacking, and phishing. Secure your website by installing reliable security plugins like WordFence, Sucuri, or MalCare. Ensure your password is strong and unique to prevent unauthorised access.

5) Regularly Update and Maintain Your Website: Keeping your website updated with the latest plugins, themes, and features is vital for your website’s performance and security. WordPress regularly updates to new versions, and you need to keep your website updated to avoid glitches, bugs, and security threats.

Building a website with WordPress requires some essential tips and tricks to make it functional, user-friendly, and SEO optimised. In this blog post, we discussed the top tips on building your website with WordPress, from selecting the right theme to regular website maintenance. By following these tips, you can create a website that attracts your target audience, enhances user experience, and helps you achieve your business goals. Start building your website with WordPress today and see the results for yourself!


Prioritise Self-Care: How Mental Health Affects Your Business

Running a business can take a toll on your mental health. As small business owners, you often go above and beyond, sacrificing your own wellbeing for the sake of your company. However, neglecting your mental health can ultimately impact your business’s success. In this blog post, we’ll explore the importance of prioritising self-care and how it can help enhance your business.

  1. Impact on Decision Making: 

Your mental health can significantly impact the decisions you make for your business. When you’re feeling overwhelmed or burnt out, you may not be able to make clear and informed decisions. Your deteriorating mental health could lead to poor decision making, which can affect your business productivity, efficiency or customer service.

  1. Boost Creativity

As a small business owner, creativity is key to driving innovation and outcomes. Your creativity can become limited when you’re experiencing mental health issues. By prioritising self-care, You can get rid of these limitations which will help to boost creativity, allowing you to think outside the box and come up with fresh ideas.

  1. Improved Workplace Culture: 

When you make conscious efforts to prioritise self-care practices in your business, it will have a positive impact on your workplace culture. Your employees will feel valued that their mental and emotional health is being cared for, leading to increased staff satisfaction, motivation and productivity.

  1. Setting A Good Example: 

As a business owner, your team looks up to you for guidance on how they should perform and operate in the company premises. Impressing the importance of self-care on your team sends the message that you value the welfare of your employees and it helps broaden their understanding of how being mentally healthy leads to successful individual and company growth.

  1. Reducing Stress and Burnout:

Lastly, incorporating regular self-care tactics like meditation, regular exercise, or taking time off can help reduce stress and burnout experienced at work. In turn, a relaxed and less stressed you can lead to better performance, inspire creativity, improve decision-making and help enhance your overall leadership capabilities.

Incorporating self-care practices is an essential aspect of managing a small business. Not only is it important for your mental and emotional well-being, but it can also positively affect your decision-making, leadership, creativity and workplace culture. As a small business owner, take the necessary steps to prioritise your self-care responsibilities, and lead by example in showing your team that taking care of oneself is an important aspect of personal and business success.


Understanding the Nuances between Leadership and Management in Small Business Settings

Over the years, the concepts of leadership and management have been used interchangeably, and it is not difficult to see why. Both of them require a certain level of expertise, skill, experience, and passion to drive a team towards achieving specific goals. However, in small business settings, it’s essential to recognise that leadership and management aren’t synonyms. 

If you’re looking to elevate your small business, it is important that you understand the differences between these two pillars of success, as well as how they complement each other. In this blog post, we’ll explore the nuances between leadership and management and the roles they play in small business settings.

  1. The Focus:

The primary difference between leadership and management is the focus. While management concentrates on the day-to-day activities, leadership gives a broader outlook that moves beyond the daily operations. Leaders inspire, encourage and provide visions for their team members. They see the bigger picture and address aspects such as culture, innovation, and growth. A manager, on the other hand, is focused more on ensuring the team meets the goals, the specified deadlines are met, and the workload is well-distributed.

  1. The Approach:

Leadership, although similar to management in some instances, can have a different, more motivational approach. Leaders lead by example and inspire their teams to work with passion, drive, and intrinsic motivation. Their approach is rooted in creating a culture of mentorship, collaboration, and inspiration. Managers, however, focus on maintaining order, tracking progress, and providing feedback. While management is focused on short-term goals, leadership has a long-term focus that makes team members feel seen, heard, and valued.

  1. The Vision:

In small business settings, it is essential to have a clear vision. A vision fuels the direction of the business, the team, and the set targets. A leader’s role is to create a vision that inspires the team members and helps them understand the big picture. They provide a roadmap on how the team aims to solve problems and achieve goals. Managers, on the other hand, break down the vision into executable tasks, allocate resources, and monitor progress.

  1. The Flexibility:

One of the prominent features of small business environments is the need for flexibility. Leaders play a crucial role in developing a culture of flexibility by creating an agile team that can adapt quickly to changes, maintains resilience, and remains entrepreneurial. A manager’s approach is relatively structured, which can sometimes be limiting or even slower in adapting to emerging issues.

  1. The Impact:

What leaders and managers have in common is their impact on the business. A leader influences, inspires and catalyses change by providing a roadmap and empowering team members. A manager ensures that the team members are oriented towards to set goals, their efforts are coordinated, and the set targets are met. Together, management and leadership shape the culture, direction, and growth of the business.

In conclusion, leadership and management in small business settings are essential for development and success. As a small business owner, it’s crucial that you understand the differences between the two, their complementary roles, and how they can contribute to building a strong team culture, driving innovative growth, and accomplishing set targets. Focus on developing leadership qualities in yourself and management in your team to achieve the desired success. Let their combined power drive your business forward.


Clean Up Your Inbox!

Once you have gone through the effort of unsubscribing from all those unwanted emails, it’s time to get organised and create a clean and seamless inbox. To do this, start by deleting any old emails that are no longer relevant or important – there is no need to keep them around. If you want to save anything for future reference, consider archiving it in a separate folder instead.

It is also important to use clear, concise labels and folders to categorise your emails. This will help you easily identify what each email is about, and quickly find the information you need. You can create different folders for topics such as work, personal emails, news, etc. It may be helpful to create sub-folders within each category too.

In addition to organising your inbox, you also need to be sure that you stay up to date with emails. Set up notifications for new emails and set aside some time each day to review them – this will help ensure that nothing slips through the cracks. You can also prioritise certain emails so that you can address the most important ones first.

Finally, it is important to delete or archive emails regularly to keep your inbox clutter-free. This will help ensure that all incoming emails are seen promptly and nothing is inadvertently overlooked. With a clean and organised inbox, you’ll be able to stay on top of your emails without any writing day today.

By following the above steps, you can create a clean and seamless inbox that makes it easy to stay on top of your emails. With an organised system in place, you’ll have more time to focus on other important tasks. It may take some initial effort to set up your inbox but once you’ve done so, managing emails will become much more efficient.

If your inbox is overwhelming and you dont know where to start, reach out to the team at Virtual Office Solutions, we LOVE clearing out those inboxes and managing them for you!


Software Shoutout: What is Canva and how to use it?

Canva is a graphic design platform for small business owners and entrepreneurs. It provides a range of tools to create stunning visuals, from flyers, posters, magazines and logos to social media posts, infographics and presentations. Canva makes it easy and enjoyable to design professional-looking graphics without requiring advanced knowledge or expensive software.

To use Canva for business, you’ll first need to create an account, either as an individual or a team. Once logged in, you can access the wealth of templates, fonts and graphics that Canva has to offer. You’ll find designs specifically tailored towards marketing, advertising and branding projects across many industries.

Once you’ve chosen a template, you can customise it to suit your project. Using their drag and drop editor, it’s easy to add images, text and shapes or change the colour scheme. Canva also offers an extensive range of stock photos which are great for creating visuals that look professional and eye-catching.

When you’re finished, you can download your design as a PDF, JPG or PNG file or share it with others via social media or email. You also have the option to order prints of your design directly from Canva.

Canva is perfect for business owners who want to create visuals quickly and easily without spending a lot of money. It’s also great for individuals who want to create professional-looking designs without advanced design skills. With its intuitive user interface and range of templates, fonts and images, Canva is a powerful tool for businesses looking to stand out from the crowd.

We use Canva here at Virtual Office Solutions for all of our design needs and love how simple it is to use!


What is a SOP and why do I need one?

Standard Operating Procedures (SOPs) help businesses reach their goals by providing guidance on how to carry out tasks consistently, with maximum efficiency. An SOP is a set of instructions that defines the processes and activities needed to complete a task in an effective way. Not only do SOPs focus on improving productivity and reducing errors, but they also ensure everyone is following the same practices which can lead to improved team morale and collaboration.

An important element of creating successful SOPs is defining clear objectives for them. These objectives should be based on the business’ long-term goals, such as increased efficiency or customer satisfaction. By basing the objectives of your SOPs on your business’ long-term goals, you can create procedures that are tailored to the desired outcome.

Aside from providing specific instructions, SOPs should also include resources and tools that employees need to complete their tasks. By equipping workers with the right resources, they will be able to carry out their jobs safely and effectively. Furthermore, having access to accurate information and data in an efficient way helps streamline operations and reduce errors.

Creating SOPs is a great way for businesses to ensure consistency and improve performance across all departments. When executed correctly, they can lead to increased efficiency, cost savings, improved customer satisfaction, better team collaboration, and much more. By taking the time to create detailed SOPs now, businesses can set themselves up for success in the future.

However, it is important to remember that SOPs should not be set in stone and should be regularly reviewed and updated to ensure they are still relevant and accurate. This will help ensure that the procedures align with current processes and meet any changes in legislation or regulations. Additionally, reviewing your SOPs from time to time can also uncover areas for improvement which can lead to further operational efficiency gains.

Overall, Standard Operating Procedures are an essential tool for businesses looking to grow and reach their long-term goals. By creating detailed processes that accurately reflect the desired outcomes of each task, businesses can improve productivity, reduce errors, streamline operations, and equip employees with the tools they need to succeed.

Korryn Campbell, our CEO and Founder, loves working with clients to create outstanding SOPs, so if you are looking to streamline your business, reach out and see how she can help!



3 Proven Tips to Improve Your Time Management Skills

Managing time effectively is an important skill for any business owner or side hustler. It requires the ability to plan, delegate, and be flexible with our schedules. By planning ahead of time, delegating tasks whenever possible and being flexible with our time, we can ensure that we are focusing on the most important tasks without feeling overwhelmed. From creating a daily or weekly schedule to estimating how long tasks might take accurately, these tips are essential for staying organised and productive. With proper time management strategies in place, it will be easier to stay motivated and make progress towards your goals.

The first tip is to plan your day ahead of time. Looking at what tasks you need to do ahead of time can help take away some of the stress. Map out a daily and weekly schedule for yourself, making sure to include regular breaks for rest, which are essential! This will also allow you to see how much time you can dedicate towards each task or project.

The second tip is to delegate tasks whenever possible. It’s important to remember that delegating doesn’t mean procrastinating—it means entrusting certain tasks to those who can do them better or quicker than you can so that you can focus on other priorities. When we take on too much by ourselves, it limits our productivity.

The third tip is to be flexible with your time. Sometimes tasks or projects can take longer than expected and that’s okay! Learning how to estimate the amount of time it will take to finish a task accurately can save you from feeling overwhelmed and behind. Being flexible will help you manage unexpected events instead of getting stressed out when things don’t go as planned.

With the right mindset and a few helpful tips like these, you can make sure you are focusing on your most important tasks without feeling completely stressed out. Remember tip 2; delegate! If you are looking to delegate, reach out to us here at Virtual Office Solutions and we can see how we can support your needs. Good luck!


Administrative Support for Allied Health Practitioners

The Allied Health sector in Australia is an important part of the healthcare industry. With a wide range of specialties, practices need to have efficient administration processes and services in place to ensure quality patient care and smooth operations.

Admin staff play an integral role in successfully running a practice – they are responsible for many tasks such as scheduling appointments and managing paperwork efficiently, often within tight deadlines. Unfortunately, due to the demanding nature of their roles, it can be difficult for practices to recruit qualified admin personnel or keep up with their workloads. This is when outsourcing administrative support can be beneficial.

A Virtual Assistant (VA) is an experienced and qualified professional who can provide a range of administrative services, including but not limited to:

  • Answering phones
  • Document management
  • Booking appointments
  • Data entry
  • Admin services
  • Diary management
  • Email management
  • Invoicing
  • File management
  • Accounts receivable and payable
  • Any other tasks that need to be completed to ensure the smooth running of the practice

With the right VA, practices are able to outsource much of their admin work to free up time for other tasks. A VA’s specific skillset allows them to manage multiple clients at once and provide quality services within tight deadlines. This in turn reduces overhead costs associated with recruitment agency fees or staff training and provides Allied Health Practices with peace of mind that their administrative needs are being taken care of by a reliable, knowledgeable source.

Ultimately, outsourcing Administrative Services through a Virtual Assistant offers Allied Health Practices many advantages; from improved efficiency and accuracy to cost savings in  the long run. It’s an invaluable resource for any practice to make the most of their time and resources.

We at Virtual Office Solutions can be a great solution for Allied Health Practices looking for reliable and cost-effective administrative support. With our experience, skillset and commitment to quality, you can rest assured that your administrative needs are in good hands.

To find out how we can support your growing practice please reach out here and make a time to chat through your needs.


Creating Effective Business Meetings

When running a meeting, the attitudes and behaviors of the participants play a crucial role in its success. Good communication and proper etiquette are essential for an efficient meeting. It’s important to make sure that each person is heard and respected, as well as clear-cut instructions are given when necessary. A successful meeting requires good preparation to achieve desired outcomes and maximize productivity. 

How can you help ensure your meetings are effective? Consider setting ground rules and expectations at the start of every meeting to encourage active participation and focus on key topics. It may also be helpful to create an agenda with times allocated for each topic, assign roles among participants, limit discussion time, and take notes throughout the meeting to record key ideas or decisions. 

To encourage engagement during the meeting, it is important to establish a positive environment where everyone feels comfortable sharing their ideas, opinions, or suggestions without feeling threatened or judged by others. Make sure everyone involved knows their opinion matters – it’s easy for some people’s voices to get drowned out in larger groups. As much as possible try having productive conversations instead of arguments – if someone does start getting overly passionate about something, gently remind them about staying focused on the task at hand and maintaining respect towards everyone involved. 

Finally it is important to ensure that all decisions made during a meeting are documented so that there can be no misunderstandings down the line. At the end of every meeting be sure to review any action items that have been agreed upon before wrapping up – this helps ensure things don’t fall through the cracks after everyone has left! By taking these extra steps you can help set yourself up for more successful future meetings with maximum efficiency and minimum wastage of time!


5 ways to implement work life balance as a small business owner

Owning a business can be incredibly rewarding and can offer you the flexibility to build your own schedule. But, it’s also an enormous responsibility and often requires long hours with no guarantee of success. That’s why it’s so important for business owners to focus on establishing a balance between their work and personal life. 

Creating a healthy work-life balance is key to avoiding burn out, staying productive and successful in your business endeavours. Here are some tips for maintaining that balance as a busy business owner:

  1. Develop realistic goals – Setting realistic goals is essential when it comes to achieving success both inside and outside of the office. To do this effectively, take some time to define what success looks like for you and break large tasks into smaller, more manageable steps. This will help motivate you to achieve your goals without feeling overwhelmed or exhausted along the way.
  2. Take time off – It’s easy to get caught up in the hustle of owning a business and feel like there’s always something else that needs your attention. But don’t forget to take breaks every once in a while and enjoy some much-needed downtime away from the office. A few days of rest can restore perspective and help you come back feeling refreshed and more motivated than ever before!
  3. Focus on healthy habits – Taking care of yourself should always be at the top of your priority list, especially when running a business takes up so much of your time and energy. Make sure you get enough sleep each night, eat nourishing meals throughout the day, exercise regularly and take part in stress-reducing activities such as yoga or meditation for some mental clarity.
  4. Delegate responsibly – Don’t try to take on every single task alone; good delegation skills are essential for balancing a demanding workload while still finding time for yourself outside of work . When delegating tasks make sure they are assigned appropriately according to skill level as well as availability– this will ensure that everything gets done efficiently with minimal hassle on everyone’s end!
  5. Prioritise – Learning how to prioritise is an invaluable skill which all entrepreneurs should strive towards mastering in order to stay productive without burning out quickly or sacrificing quality output due to lack of focus or drive. Jotting down all tasks ahead of time on paper (or by using productivity apps) can help you develop better discipline when it comes down to actually completing them — this will enable you to manage tasks effectively while still having enough energy left over for life’s other joys! 

Creating a harmonious balance between work life demands and personal obligations isn’t easy but it is definitely achievable given the right approach! Recognising where your boundaries lie, being mindful about practicing self-care routines consistently, learning how to delegate appropriately—these are just some ways that business owners can maintain their sanity while striving towards building ultimate success within their respective fields!


Harnessing Your Waitlist for Maximum Engagement

With the demand for Allied Health services in Australia soaring, thanks in part to the National Disability Insurance Scheme, this has led to many practices having full waitlists. Every week, many people are being referred and added to those lists, but often these people move on to other providers before a spot opens up leaving you with far fewer people than you initially thought. This checklist looks at every point of their journey and how any concerns or questions can be addressed.

  1. Every query should receive a phenomenal first impression, no matter if your books are filled and there is a waitlist. Aim to reply to the inquiry promptly, ideally on the same day or next business day if received during the weekend. Provide an estimate of when they can expect to be seen, and offer helpful information about your practice so they can make an informed decision if you’re a suitable fit for them.
  2. Make the most of your waitlist with creative and value-packed resources. Give your patrons access to mini video series, blog/vlog posts, masterclasses, ebooks, newsletters, and even Facebook Lives that provide useful information without giving away industry secrets. This is a great way to thank them for putting their trust in you while they wait. Try sending them something each week that will add value to their lives while they wait.
  3. Staying organised is critical when managing your waitlist. Keep track of them in one convenient place outside of your inbox with help from scheduling systems like Power Diary and Cliniko. These have built-in waitlists where you can view who is waiting, how long they’ve been on the list, and write down any notes or preferences to ensure a smooth appointment process.
  4. Your waitlist can be more than just a nice-to-have business resource – it’s an opportunity to build relationships and show that you care. Follow up on your promise to contact them every month by calling them and giving them a wait-time update. Don’t forget to direct them to any new resources you’ve developed or promote your social media accounts too! Consistent follow-up shows that you value their time and effort investing in you.

Having a warm and engaged waitlist of potential clients is an exceptional advantage to your business. You can use these contacts to send out creative resources, build trust, and establish credibility with them. 

However, if the wait times become too long and people start dropping off despite continued contact and information, consider closing your waitlist until further notice. You can also encourage new leads to subscribe to your newsletter or follow you on social media. 

These are 4 simple and effective steps for making sure you keep a healthy waitlist! 

If you need a hand with your waitlists, reception and administration needs be sure to reach out to us as we can organise a time to chat though, how we can streamline your business and give you back some time. 


4 reasons why you need to hire a Virtual Receptionist

Hiring a virtual receptionist is a great way to ensure that your business never misses a call or potential client. A virtual receptionist can help you build stronger relationships with customers by providing courteous and timely customer service, even when you’re not in the office. 

Not missing calls from potential clients can make a huge difference for businesses both small and large, as it ensures that inquiries are handled promptly and professionally. Additionally, having someone manage incoming calls frees up more of your time and energy for more important tasks such as marketing or product development. Here are some of the benefits of hiring a virtual receptionist:

  1. Professionalism – A virtual receptionist ensures that all of your incoming calls are answered in a friendly, professional manner. They understand the importance of first impressions and will handle each call with care and expertise.
  2. Increased Efficiency – By delegating the task of managing incoming calls to a virtual receptionist, you can free up your time to focus on other crucial aspects within your business. This allows you to work more efficiently while also giving yourself an opportunity to develop new strategies or concepts without taking away from customer service duties.
  3. Cost-Effectiveness – Hiring an in-house employee requires additional payroll expenses but with a virtual receptionist, costs remain minimal due to their competitive hourly rate and no need for extra office space or resources such as computers or phones (which are provided). This makes it easier for businesses on tight budgets to keep their overhead costs down while still delivering excellent customer service!
  4. Reliability – Virtual receptionists have extensive experience handling different types of inquiries from customers around the world which makes them incredibly reliable when it comes time to handling calls from potential clients. You can rest assured knowing that all inquiries will be attended to in the most professional manner without any hiccups along the way! 

No one likes missing out on opportunities due to unanswered phone calls, especially when it comes to business related matters. Having a reliable virtual receptionist is essential for keeping track of every single inquiry and ensuring that each call is managed properly so that nothing falls through the cracks!


10 Ways to Unlock the Power of Automation For Your Business

Are you looking to streamline your business with automation? Automation can help save time and resources, while ensuring greater accuracy and efficiency. Here are 10 ways that you can automate your business:

  1. Use email automation software to send automated emails to customers and prospects.
  2. Leverage accounting automation tools for faster invoicing, increased accuracy in billing and more efficient tax filing.
  3. Utilise CRM software for automated customer segmentation and personalised customer communications.
  4. Deploy an ecommerce platform for automated product ordering, inventory management, shipping and tracking.
  5. Use scheduling tools to manage employee shifts, client appointments or revenue projections in an automated way.
  6. Implement AI technology for automatic customer support answering common customer queries 24/7/365.
  7. Take advantage of chatbot solutions to answer customers’ questions quickly without manual input or involvement from employees or agents.
  8. Invest in marketing automation solutions such as triggered emails, drip campaigns, and lead scoring to reach new audiences with targeted content every day with minimal effort on your part.
  9. Set up automated backups so that all your important data is stored securely offsite in case of an emergency or data loss event caused by hardware failure or malicious intent of others
  10. Use voice automation services like Alexa or Siri powered devices to order products using just their voice commands making the process quicker and easier than ever before!

Automating your business processes can save time and money while improving accuracy and efficiency – so why wait any longer? Follow these tips now to get started automating today! 

If you are not sure you have the time or skillset to implement automations, reach out to us, we would love to help!


I’m a Tradie, can a VA help me?

As a tradie, you may be wondering if a virtual assistant (VA) is right for you. A VA can help take care of the administrative tasks that are time-consuming and often overwhelming. Here are four reasons to consider hiring a VA:

  1. A VA can help you manage your time better.
  2. A VA can keep your business organised.
  3. A VA can help you grow your business.
  4. A VA is an affordable way to get help with your business tasks

A VA can help you manage your time better by taking care of the administrative tasks that are time-consuming and often overwhelming. They can keep your business organised so you can focus on growing your business. VAs are an affordable way to get help with your business tasks, which leaves you more time to focus on what you’re good at.

There are many ways a VA can help keep your business organised. They can help you with tasks such as keeping your calendar updated, scheduling appointments, handling correspondence, and creating to-do lists. A VA can also help you manage your finances by tracking expenses and creating invoices. Having a VA helps take the load off of you so you can focus on your business goals.

If you’re considering hiring a VA to help grow your business, here are some tips:

  1. Define your goals. What do you want the VA to do for you? Do you need help with bookkeeping, social media, or customer service?
  2. Create a task list. List the specific tasks you want the VA to do and be as detailed as possible. This will help ensure that the VA understands what you need them to do.
  3. Set expectations. It’s important to be clear about what you expect from your VA and how they should communicate with you. Establishing expectations upfront will help avoid any misunderstandings down the road.
  4. Train your VA. Once you’ve hired a VA, be sure to train them on the tasks they’ll be doing for you. This will ensure that they know what they’re doing and can help keep your business running smoothly.

To summarise the above, a VA can be a great asset to your business. They can help you manage your time better, keep your business organised, and help you grow your business. VAs are an affordable way to get help with your business tasks, which leaves you more time to focus on what you’re good at. If you’re considering hiring a VA, be sure to define your goals, create a task list, set expectations, and train them on the tasks they’ll be doing for you.