Virtual Assistant Case Study
“If you are considering a Virtual Assistant, create regular space to communicate.”
THE CHALLENGE
Being operationally responsible for the Shakespeare Birthplace Trust means that Richard Paterson’s remit and workload are significant. As Chief Operating Officer, Richard oversees every aspect of operations for the Trust, from finance to marketing, visitor services to estates, communications and everything in between.
Facing increasingly complex demands with limited resources was proving challenging. The concept of virtual, outsourced support was not new to Richard. Having worked with a Virtual Assistant before at a previous organisation, with positive results, Richard considered whether a Virtual Assistant could be an efficient and cost-effective solution without adding to the Trust’s permanent headcount.
The CEO at the Trust had experienced Alchemy VA’s minute-taking support many years ago through her role as a Trustee for a separate organisation. Having had a positive first-hand experience with Alchemy VA, she reached out to Alchemy’s founder, Suzy Sanders, to explore the possibility of bringing remote, fractional support into the Shakespeare Birthplace Trust in the short term.
THE IMPACT
There were several swift and carefully considered conversations before Heather Walker, Franchise Partner for York, stepped in to provide valuable additional capacity to the Trust at very short notice and without costly agency fees. Richard particularly valued Heather’s ability to quickly understand the brief and provide effective support to the Executive Office and the wider Board.
The additional capacity Heather provided, flexibly and professionally at relatively short notice, primarily allowed for the proper preparation, coordination and facilitation of Board and Committee meetings, including the production of essential meeting minutes. For Richard, the support made a significant difference, relieving a multitude of headaches and helping minimise future challenges. When asked what made the support from Alchemy VA work so well, Richard’s instinctive response was Heather’s ability to pick things up quickly and adapt as the brief moved and requirements evolved.
Naturally, it takes time to understand the requirements, formats, styles and preferences of individuals and the collective Board. Richard described the quality and accuracy of Heather’s work as ‘really excellent’.
THE RECOMENDATION
When reflecting on what things could have looked like without Alchemy VA, Richard simply states that things would have kept piling up for him, causing significant headaches. Other solutions available at the time simply would not have been as efficient or cost-effective.
Richard is happy to recommend Alchemy VA and offers practical advice to anyone who has not worked with a Virtual Assistant before. Remote, fractional support can be highly beneficial, but like any professional relationship it depends on understanding, trust and clear communication. This can take adjustment if your usual working pattern is being physically present in an office with your team and colleagues. If you are considering a Virtual Assistant, create regular space to communicate.
THE CAUSE
The Shakespeare Birthplace Trust is the charity that cares for some of the world’s greatest Shakespeare heritage in Stratford-upon-Avon.
It is the global centre for learning about and experiencing the works, life and times of the world’s best-known writer.
Through the five historic Shakespeare family homes, internationally designated museum collections, award-winning learning programmes and digital channels, the Trust provides imaginative, immersive and interactive opportunities for people of all ages and backgrounds to get up close and personal with Shakespeare.
The Shakespeare Birthplace Trust is a charity that generates its income through the support of visitors, donors, volunteers and Friends. In April 2018, it was granted National Portfolio funding from Arts Council England for the first time, enabling new creative and outreach programmes with a particular focus on communities that are currently less engaged in arts, culture and heritage.
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