Virtual secretariat in a language school

Is the daily management of your language school taking up too much of your time? Do you dream of simplifying processes and focusing on what truly matters – the growth of your school?

A virtual secretariat in a language school is the solution that saves time and streamlines the work of the entire team. In today’s article, you will learn how a virtual secretariat can automate daily tasks and allow you to concentrate on what really counts for your school!

What will you find in this article?

  1. What is a virtual secretariat?
  2. Virtual assistant for language school
  3. What benefits does a virtual secretariat provide in a language school? 
  4. Virtual secretariat for a language school – cost
  5. Virtual secretariat – processes that can and should be automated
  6. Virtual secretariat for a language school – summary

What is a virtual secretariat?

Simply put, a virtual secretariat is the shift from stationary office support to remote administrative assistance using IT solutions to automate processes. A virtual secretary is an outsourcing service that allows various companies to delegate important administrative tasks and provide remote customer service instead of hiring a traditional secretary.

Companies, in this case, language schools, can utilize the services of specialists who remotely manage correspondence, handle phone calls, schedule appointments, and carry out other daily administrative tasks. This solution allows for flexible office management without the need for maintaining a physical office.

Virtual assistant for a language school

A virtual secretary and a virtual assistant are two different solutions, although they may sound similar.

A virtual secretary is a more comprehensive service. It can operate through the automation of various office processes, such as receiving messages from clients, scheduling appointments, or processing documents. However, often a person is still needed to oversee this process, especially in industries that require a more personal approach to the client, such as language schools.

On the other hand, a virtual assistant usually performs more basic tasks, such as managing the calendar, answering phone calls, or responding to emails. This is a service that does not require automation and allows for a more direct contact with the client.

A virtual assistant offers a more individualized approach, where we have a person available for clients, not just an automated system.

What benefits does a virtual secretariat provide in a language school?

A virtual secretary allows for professional office service without the need to hire additional staff on a full-time basis. With this solution, language schools can focus on key business activities while ensuring administrative support. A virtual secretary provides flexibility, cost reduction, and improved work efficiency.

An additional benefit is the better utilization of school space—by moving the secretariat to a virtual format, the freed space can be transformed into classrooms or other areas that directly generate revenue.

We invite you to learn from our client, Ms. Wioletta, owner of the language school BEST WAY, who transformed her traditional, on-site secretariat into a virtual one. For her, the pandemic became an impetus to switch the secretariat to a virtual one. BEST WAY, despite being a large institution, has successfully operated without a physical secretariat for four years. Ms. Wioletta’s story demonstrates how a well-organized language school can forgo a traditional office and successfully operate with a virtual secretariat.

Virtual secretariat for a language school – cost

The costs associated with the virtual secretariat service vary and depend on the scope of duties and the individual needs of the client. Language schools can choose from various service packages, which may include telephone support, correspondence, or full administrative service. Typically, the costs are lower than maintaining a traditional secretariat, making this solution more economical for small and medium-sized businesses.

Additionally, the virtual secretariat relieves secretarial staff from repetitive, routine administrative or financial tasks. This allows them to focus on maintaining good relationships with students, acquiring new clients, and performing other tasks, such as marketing. Moreover, the school does not need to hire additional staff, as the current team is better utilized and has more time for key activities that support the development of the entire language school.

If you want to find out how much it would cost to implement a virtual secretariat in your school, schedule a free demo of LangLion! We will provide a detailed estimate and show you the benefits you can gain from this solution.

Virtual secretariat – processes that can and should be automated

It is worth considering the automation of several key processes to streamline operations and save time for both clients and secretarial staff. Below are some areas that particularly benefit from automation:

Online contracts – transitioning to electronic contract signing is a convenient solution for both parties. The client receives a contract for signing without the need to print it or appear in person at the office. The system automatically generates contracts with the appropriate data and information, and the client can sign them with a single click, saving time and energy.

Payment handling – automatic booking of transfers or online payments are a great convenience for the office. Thanks to integration with the banking system, deposits are booked automatically, and clients can easily pay online, without the need for manual transaction entry. This solution also allows for setting notifications about upcoming payments or installment deadlines, which reduces delays.

Notifications – automatically sending reminders for upcoming online classes is convenient for both students and the office. The client receives a notification via email or mobile app a specified time before the lesson, which decreases the number of tardiness and forgetfulness. The system can also remind students about individual or group classes, relieving the team from the necessity of making contact.

Reports – automatic generation of student progress reports allows for regular updates to students and their parents on academic achievements and progress. The system also tracks attendance, which is useful for reporting and ongoing monitoring of class attendance.

Classes cancelling – students can independently report their absence through the system, which automatically updates their status in the class schedule. This solution reduces the number of manual reports to the office and facilitates lesson organization.

LangLion is a language school management system that not only allows you to manage your school more efficiently in a simple way but also relieves you of many tasks.

Virtual secretariat in a language school – summary

By implementing a system that helps you manage finances, administration, and automate some processes, you free up a lot of time that you can allocate to other tasks. Especially relieving employees from repetitive, routine tasks allows them to focus on more significant aspects of their work.

If you want to find out how much it would cost to implement a virtual secretariat in your school, schedule a free demo of LangLion! We will provide a detailed estimate and show you the benefits you can gain from this solution.