Virtual Meeting Assistant

Keep on track with a virtual meeting assistant from Oneresource

Picture of a Oneresource Virtual Assistant

A virtual meeting assistant could give you more time to focus on your business.

As people rarely spend their days with empty schedules, getting a group around a table can become a very time consuming exercise in batting emails, texts or phone calls back and forth. Planning meetings is one of those frustrating jobs where a virtual assistant could be the perfect solution.

Professional virtual meeting assistant services for your business

We can:

Carry out pre-meeting research including potential venues if required

Arrange conference calls, video conferencing, staff interviews, client or colleague meetings and many more besides.

Make sure rooms, venues, conference numbers and resources are ready

Prepare and send out slides, agendas, maps and supporting documents

Remind meeting attendees the day beforehand

Virtually log into video or telephone conferences and meetings to take notes or minutes

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Have you got time to organise meetings?

If you need help with business meeting preparation perhaps a virtual meeting assistant could be what you are looking for.

Face-to-face meetings are hugely important to businesses. It’s how you build relationships with partners, suppliers, customers and other stakeholders. But they can be time-consuming to organise – there are often several busy people involved, and you need an accessible location and suitable facilities.

Arranging all this takes time – time you can’t really afford. And having to re-arrange or re-send details at the last minute can also result in confusion and is a poor reflection on the professionalism of your business.

How can a virtual meeting assistant help you?

It’s easier to outsource business meeting preparation to someone who has the dedicated time available to manage it. For bigger businesses, this is handled by an in-house administrative function, but small businesses often can’t afford to recruit and hire someone. In order to save both time and money, business owners often choose to outsource this, and other day-to-day tasks, to a remote or virtual assistant who can:

Meeting preparation times and dates organised by a virtual meeting assistant

Contact participants on your behalf to collect availability information
Book meeting rooms, including break-out areas, audio-visual resources and meeting equipment
Follow-up after the meeting with minutes, actions and other results
Advise on presentation requirements
Ensure that people have the details they need, including travel, hotel stays and more
Produce an agenda and any other necessary papers and circulate before the meeting

All these tasks can be handled remotely, allowing you to get on with the business of preparing for your meeting, travelling and fitting it in around your other commitments. It takes a lot of time-consuming administration off your hands, leaving you clear to concentrate on your business.

Conference calls and video meetings

When it’s simply impossible for everyone to be in the same place at the same time, a virtual meeting assistant can organise conference calls and video meetings to help retain that face-to-face contact. By inviting all the meeting participants and sharing call codes, conference notes and online presentations, everyone can be well-prepared ahead of your call, no matter what time zone they are in or what device they are using to access the meeting.

What matters most is that everyone can get into the meeting on time; that they have the materials and information they need in order to be able to contribute, and that the follow-up is quick and efficient, helping everyone to take the next steps.

Meeting preparation organised by a virtual meeting assistant

We’ll plan your meetings freeing you to run your business.

By handing over your meeting preparation to a Oneresource virtual meeting assistant we can help plan, schedule and rearrange meetings through a variety of platforms.

FAQs

Need answers to your most burning questions? You’ll find them covered in plenty of detail below.

What Is A Virtual Meeting Assistant?

Oneresource employees support clients remotely with a range of services including meeting preparation. Each dedicated virtual meeting assistant can help you arrange your meetings. They’ll contact participants on your behalf to collect availability, book meeting rooms, meeting equipment and produce agendas or any other necessary papers and circulate before the meeting. After the meeting they can follow-up with minutes, actions or other results.

Why Hire A Virtual Meeting Assistant Versus Office Staff?

A Oneresource virtual meeting assistant can provide benefits that traditional office support would struggle to achieve. For example:

Oneresource’s meeting preparation services include cover when your dedicated virtual assistant is on holiday
There’s no need to spend time and money recruiting an employee as Oneresource employs a very rigorous recruitment process for all our VAs on your behalf
With a Oneresource virtual meeting assistant, you can access better talent that may not have been available if you were to employ someone yourself.
Our VAs log time by the minute so we only charge for working time that’s productive.
All our virtual assistants are employed by us so you don’t have to deal with employment regulations and paperwork yourself

Why Hire A Virtual Meeting Assistant In The UK?

VAs can be found in many countries, but we believe that a UK based meeting preparation VA provides the best overall solution for business owners in the United Kingdom.

Have you ever used an overseas call centre? Were you pleased with the experience? Would you want own company to be portrayed in the same way? UK based VAs operate with the same culture, so they are on the same page. They natively write and speak English as you would expect. They are also in the same time zone, so you have continuity throughout the working week.