(Don’t) Fire Your VA! Hire AI Instead.
3 Tools That Might Replace Your VA + Guide To Create Your Own Custom VA GPT
👋 Hey Creators!
Managing time is a necessity – ideally, you’d only be working on important things yourself, and for other tasks, you’d outsource them to a Virtual Assistant. And VAs are awesome – they can handle the that would otherwise eat away at your time.
But what if you could get more time back & outsource more tasks to your VA (without overworking them), or even delegate most of the annoying tasks to AI?
In today’s post we’ll be covering:
Can AI Assistants be more efficient than traditional VAs?
The Artificial Assistants that can do the annoying tasks for you
Step-by-step guide on how you can easily create your own customized AI Virtual Assistant
Let’s break down the core reasons why AI assistants not only excel beyond human VAs but can complement them, too.
Stay tuned — soon we’ll release a newsletter where we’ll share a detailed guide on how to 200% your (hopefully human) Virtual Assistant’s efficiency with AI!
A few words from Creators AI Co-Founder, Daniil:
Working with VA is the only way for me to manage 3 different companies including Creators AI. So If you feel you have not enough time for tasks, I suggest you to try!
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Why AI Assistants Can Be Better Than Human VAs
Before we tell you why AI can be better than human virtual assistants, let’s outline what VAs even do. As a creator yourself, you balance big projects with smaller, repetitive tasks like answering emails, scheduling meetings & writing smaller pieces of content.
And that’s where your partner in time, your VA comes in — they handle all of the tedious tasks on your behalf, giving you the freedom to concentrate fully on the important things in your life & business.
Recent stats show Virtual assistants save companies up to 78% in operating costs per year, and the VA market is projected to grow 22.3% annually, reaching $8.6B by 2028 — this is definitely a sector to pay close attention to.
As the demand for efficiency in our workflows increases, it's worth knowing the potential of AI assistants, because why wouldn’t you want to get more time back? Here are the core reasons why AI assistants are better than traditional VAs:
Cost-Effectiveness – traditional VAs are invaluable but come with recurring costs — salaries, benefits, and more. AI assistants, on the other hand, involve a one-time setup fee and minimal ongoing costs.
24/7 Availability – your business needs don’t stop at 5 PM, and neither does an AI assistant. Unlike human VAs who clock out, AI can work round-the-clock, able to complete any given task at any time.
Consistency & Accuracy – AI minimizes human errors in data entry, scheduling, and customer communication, maintaining high consistency in performance.
This reliability is key in managing operations that demand precision, like tailored content creation or responding to an important business email, for example.
Adaptability – training a new assistant takes time and resources. AI assistants, however, can be quickly trained to manage new tasks, adapting & evolving alongside your business.
Accessibility – with numerous AI tools available, starting is as easy as signing up and setting up — no lengthy recruitment or training is required (if you aren’t creating your very own AI assistant, in which case it’s a tad more complex).
However, we must mention the main negative of artificial intelligence – it lacks the human aspect, and therefore AI Assistants could never replace real VAs.
The human element is crucial, as it brings empathy, creativity, and intuitive problem-solving to tasks that AI simply can't replicate, and the best way to get the best of both worlds is to integrate AI tools in your virtual assistant’s workflow — we’ll show you how to turn your VA into a cyborg very soon!
AI Assistants That Save You Hours
While there is no one-size-fits-all solution, many AI assistants stand out for their versatility and user-friendliness.
Let’s explore the various AI assistants that will save you & your VA hundreds of hours. (Very soon, we’ll show you an easy step-by-step guide to create your very own custom Virtual Assistant GPT!)
We spoke about more AI tools that can save you hundreds of hours in this post:
Clockwise - AI Calendar Assistant
Clockwise — the first-ever calendar you can “talk” to. With its chat feature, you can easily make time for anything. This function is very special — just talk to your calendar and find time for meetings, walking the dog, and family dinner.
Stick to the end of this newsletter to learn how you can easily create your own custom virtual assistant GPT in under 5 minutes!
Fireflies - Automate Your Meeting Notes
Fireflies — an AI assistant that can summarize & transcribe your meetings, analyze voice conversations, do in-depth searches for info across all your Meets & Zoom calls & more. You will never have to write anything from your meetings down again, Fireflies is your second brain for meetings.
For the extra-busy creators reading this — you can ask your VA to summarize the details of the meetings using Fireflies & send you a short list of things to keep top of mind.
This way your VA doesn’t have to re-watch meetings for hours & you can have peace of mind, knowing you didn’t miss anything important.
Keep your mailbox updated with practical knowledge & key news from the AI industry!
Ultra - A World Without Inboxes
Ultra — this is a very special AI email assistant, as it’s specifically made to extract the actionable steps from your inbox, create to-do’s, and summarize emails sent to you.
If you want to never touch your inbox again — ask your VA to sign up for Ultra on your behalf & manage your email. It may sound like overkill, but you’ll be confident that only the MOST important messages are going to reach you.
Now, we’ll show you how to easily create a Custom GPT Virtual Assistant — this is perfect if you have very specific tasks to accomplish — like replicate the tone of voice & writing style of a blog, or hefty data analysis.
How To Create Your Own Virtual Assistant GPT
Training your own VA GPT may sound hard, but lucky for us — OpenAI made it really simple. Creating a custom GPT is like giving specific instructions to GPT-4, you can fine-tune this powerful AI to do your tasks efficiently.
With a customized-to-your-needs GPT, you can write content faster, analyze data efficiently, generate high-quality business replies instantly & create SOPs that will make your life more structured.
A real Virtual Assistant costs on average $1000/month, whereas ChatGPT Premium lets you create your own fine-tuned AI, powered by the latest & greatest GPT-4 model for only $20/month!
Here’s the exact step-by-step process to easily create your own fine-tuned GPT that can do the tedious tasks for you:
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