Red Butler Team

Recent Posts

What One Free Hour Per Month Can Really Do for You

Posted by Red Butler Team on 02/ 20/ 17




In many of our client case studies, you’ll see that employees at companies like Beats by Dre received an hour of Red Butler service as part of an orientation service. And while most employees would need more than one hour per month from their assistant to process emails, create content, manage receipts, and perform other repeatable tasks, we were curious: If you delegated only one hour of work to your virtual assistant each month, what could you actually do with that hour?

Turns out, you could do quite a lot! With one hour of time, freed from repetitive or administrative tasks, you could easily:

  • Write a simple business plan
  • Finally read that business book or take that webinar you’ve been putting off
  • Finalize the plans for a product or service
  • Meet with your employees or colleagues face-to-face
  • Plan your tasks for the rest of the month
  • Reach out to potential clients or new business partners
  • Update your portfolios
  • Learn a new skill or brainstorm a new idea
  • Catch up on the accounting books
  • Clean off your desk (a cluttered workspace is a known contributor to stress!)
  • Investigate a competitor or two
  • Invite a mentor or role model to lunch for a brain-picking session

Any of these tasks could easily be accomplished in one hour, and all of them have a direct impact on your business. Let go of a few tasks one time every month and choose something from this list, or your to-do list, to complete!


Protect Your Work-Life Balance in One Hour

One hour is also plenty of time to give your brain a much-needed break. Let us take care of cleaning up your inbox while you try one of these:

  • Give meditation a try
  • Plan a date for you and your significant other
  • Get in a workout to get some feel-good endorphins flowing
  • Brush up on a foreign language or other non-job-related skill
  • Text, email, or call a friend and don’t talk about work
  • Volunteer with a charity
  • Grab some coffee and people watch
  • Talk a walk, or enjoy your lunch outside
  • Get a massage
  • Catch up on your favorite sports team, or better yet, buy some tickets to the next game
  • Sign up for something brand new that you’ve been wanting to try
  • Read a book or a magazine that has nothing to do with work

Even if all you do is spend an hour clicking on funny cat videos on YouTube, it’s always a great thing to enjoy a little guilt-free time away from your work duties. Make this hour worthwhile, though, by using the time to improve some other area of your life. Focus on your health, your relationships, or your personal goals while Red Butler takes care of a few work tasks for you.


Imagine What You Could Do with More

These examples were all things that were easy to do in a single hour. Red Butler plans include much more than a single hour per month. Let’s say you chose the Red5 plan, which includes 5 hours of assistance every month. With one hour and 15 minutes every week, you could easily commit to that brand new yoga class you’ve been eyeing; make some serious improvements to your golf game with a regular practice hour at lunch; learn a brand new language or skill with regular weekly practice; and much more.

If you’re ready to find out what you could do with an hour or more every month of free time, contact us to learn how we can make your plate lighter.


Ready to give Red Butler a try, there are no contracts or hidden fees. Don't forget to use promo code 2017 to get 50% off your first two months on any plan.


Get Started  



Topics: Productivity Tips, Virtual Assistant

How to Decide What to Delegate to Your Virtual Assistant

Posted by Red Butler Team on 02/ 13/ 17



Today’s worker is more overwhelmed than ever, with surveys over 90 different countries showing that two-thirds of employees are so overworked that they’ve mentally checked out of engaging with their work in a meaningful way. This is one of the reasons that Red Butler exists.


Our team of virtual assistants helps you and your employees feel less overwhelmed, making it easier than ever for your team to reenergize and reengage.


Despite this alluring fact, you’ll probably notice from our client case studies that not all employees who are offered an hour of Red Butler assistance, take it. One of the reasons that we believe this happens may be because employees just don’t know what to delegate to us. After all, everything on your plate has been on the top of your to-do list forever, right?

Here are a few ways that you can use to decide what to delegate.


Technique #1: Re-Prioritize

When you have no idea where to begin delegating, you may need to start with a totally fresh list of priorities. To start, simply group your tasks into categories or areas of business, and decide which are things that no one but you could possibly do. Be honest – are you really the only one who can draft blog posts for your website, or can you pass along topics and keywords to a competent copy writer and review the material later? Just choose what you must do yourself, and place those items at the top of your list.

Next, take a look at the items that you don’t necessarily have to do yourself, and decide which things are the most important. Which items will move your business forward today, and which are simply things that help maintain flow and productivity? Move the most important tasks to your list. Finally, you are left with items that others can do, and that aren’t essential for your business right now. These are great items to pass along to a virtual assistant.


Technique #2: Evaluate Your Time

Another way to decide what to delegate is to evaluate what you’ve been spending your time on. Are there tasks that shouldn’t take you long, but you seem to be spending more than 10% of your day on? If you tend to get distracted when maintaining the company social media profile, or email and calendar management takes you forever due to constant phone calls and other interruptions, why not pass these tasks off to an assistant?


Technique #3: Get Rid of Anything Repeatable

All businesses have certain tasks that must be done again and again. Not only are these tasks usually related to administrative tasks, they eat into your time and your energy. These are perfect tasks to assign to a virtual assistant from Red Butler. You spend your time moving your business forward, and we’ll take care of those pesky little background tasks that pop up every month. Examples of repeatable tasks include filing receipts, organizing invoices, responding to emails or calls, managing regular calendar items, and generating spreadsheets.


Technique #4: A Little of Everything

The best solution for deciding what to delegate to your virtual assistant may be to use all of these techniques. Figure out your priorities so you know what you don’t want to delegate. Evaluate your time so you know how much a personal assistant can really save you in time. Get rid of those repeatable tasks so you can focus.


With all three of these techniques, you are likely to eliminate quite a few tasks off your to-do list, helping us help you. Don’t let yourself stay overwhelmed while we’re around to help.


Ready to give Red Butler a try, there are no contracts or hidden fees. Don't forget to use promo code GETRED to get $100 off your first three months on any Red15 Plan or higher.


Get Started  



Topics: Productivity Tips, Virtual Assistant

How To Clean Up Your Inbox Once and for All

Posted by Red Butler Team on 02/ 06/ 17




How many times have you been to tempted to just "Select All" and send your Inbox contents straight to the trash?


There are times when even the most important emails feel like a waste of time. In fact, inbox management is one of our most requested services at Red Butler for that very reason. Cleaning up your inbox is definitely a chore, but if you need to do it right away before you start contemplating a hermit’s life on a lonely mountain top, here are a few good tips:


Mass Delete, but Do It Right

One of the easiest ways to take care of a busy inbox is, of course, to mass delete. But before you go deleting things willy nilly, it’s a good idea to perform two quick steps. First, search your inbox for anything from your current project, or containing keywords that you know you’ll need to save (such as “financial reports”).

Save any emails that you need to keep in a separate folder, or back them up to a service like Evernote. Next, perform a search for the phrase “before:YYYY/MM/DD”. Choose a previous year or month that is far enough back to ensure that you’ve already finished those projects or tasks. Delete everything that pops up and voila! You are well on your way to a cleaner inbox.


Make Labels Your Friend

If you use Gmail, or any other email service that allows you to label your incoming messages, then this feature should be your new best friend. You can create custom folders and stash away incoming messages so that your inbox remains blissfully empty. Don’t need to look at that project bid till your scheduled time later? Into the project folder it goes. If your email app allows you to filter messages by sender, you can easily set this task up to be automatic, so that certain messages go straight to the right folder, rather than to your inbox. 

Gmail is an excellent service for this fact alone. Users can create 5,000 different labels, and even make sub-labels inside of labels. Perfect for complex projects and large corporations.


Opt Out of Reply All Chains

Sadly, there’s no easy way to truly opt out, besides asking to be removed (and thus setting off another round of replies). Instead, simply mute the conversation. Gmail and most email apps have this feature. Look for it under the tab that says “More” in Gmail. While the replies will still get sent to your inbox, taking up some of your storage space, you won’t have to see them. 

Remember that if you’re ever trying to clear out your email for space, be sure to check for any muted conversations that you can delete.

Gmail also has a handy feature that allows you to see at a glance if an email was sent to just you, or to a group. Enable the “personal level indicator” in Settings, and you can easily skim for emails that require your personal attention. 


Don’t Use the Public Address 

If your business has an email address that is publically posted on your website or social media accounts, don’t use this account for most of your business emails. Instead, allow that address to catch inquiries, and move the conversation to your email address as needed.

This type of account can be easily managed by our team at Red Butler, in addition to your regular email address. Learn more about how we can help you keep your inbox tidy and organized by checking out our service menu or contacting us today.



Ready to give Red Butler a try, there are no contracts or hidden fees. Don't forget to use promo code GETRED to get $100 off any Red15 plan or higher for 3 months in a row.


Get Started  



Topics: Productivity Tips, Virtual Assistant, Email

5 Quick Tips for Managing Your Calendar

Posted by Red Butler Team on 01/ 30/ 17



One of the most dreaded tasks in the office is managing the ever-present calendar. Your work calendar is full of meetings, reminders, tasks, errands, deadlines, contact information, and much more. All of this makes it an essential part of your day, but keeping it totally up to date with all the frequent schedule changes can make you feel like you’re glued to your device.

One of the things that we do at Red Butler is manage calendars for busy CEOs and leaders. Here are some quick tips for managing this chore that we’ve seen work time and time again:



1. Group Tasks into Blocks

Often we see calendars that are overflowing with small tasks, making our clients’ lives much harder. But the secret isn’t getting rid of some of these essential tasks – it’s learning to do them more efficiently. For example, do you make phone calls or answer emails multiple times every day? Block off a significant portion of time once per day to do all of your calls or emails. You’ll work faster, and have more focus during other parts of your day to do other tasks. This method works for every type of task you do. Group like with like and get it done all at once.


2. Remember to Schedule Time Off

There’s an old business saying that tells busy entrepreneurs, “If it’s not on your calendar, it won’t get done.” This applies to everything, not just your business tasks. If you want to take a longer lunch, get home earlier, or work out in the mornings, put it on your calendar and stick to it. It’s much easier to turn down a business meeting or a few extra hours on the clock when your calendar is giving you a convenient excuse to say no.


3. Condense Meetings

It’s become so ingrained in the corporate culture to hold hour-long meetings that you may not even realize you’re following that pattern out of habit rather than need. Unless you have a significant amount of discussion that needs to take place, most business meetings can be condensed. If you give your team a deadline of half an hour, they’ll cut the small talk and get right to the point. Just because your calendar automatically defaults to hour-long blocks doesn’t mean you shouldn’t try to take back those lost minutes. Even 15 minutes here or there can add up.


4. Perform a Regular Assessment

Periodically, it’s good to step back and assess your time, just as you would your company’s financial statements. Instead of reconciling with your bank account, reconcile your calendar with your goals and company mission statement. Are you spending your time on tasks that truly matter? If not, how could you change it? If your time is filled with meetings that could be condensed, calls that an assistant could be making for you, or repeatable tasks that could be put on autopilot, it may be time to make some changes.


5. Delegate Your Calendar to a Virtual Assistant

Finally, one of the best ways to truly manage your calendar and get out from under the ongoing chore is to delegate it to a virtual assistant. Calendar management is just one of the things we do here at Red Butler. Use Google, Outlook, or any shared calendar app, and we can access it, organize it, set up conference calls or meetings, contact your clients on your behalf, and much more.

We’ll make sure that everyone in your appointment book stays on task so that you can, too. We can also help you keep on track with your own goals, supporting you in your business and your personal life.


Ready to give Red Butler a try, there are no contracts or hidden fees. Don't forget to use promo code 2017 to get 50% off your first two months on any plan.


Get Started  



Topics: Productivity Tips, Virtual Assistant

Why 2017 is Your Year!

Posted by Red Butler Team on 12/ 29/ 16




Let's face it, we're all asked to juggle more these days. Some people will carry the load and sacrifice quality, and you can make the decision to get the support you need and deserve.


After 10 years in business, Red Butler has crafted an all encompassing and feature packed virtual assistant solution. This is your time. Our year end sale will give you 50% off for 2 months with promo code "2017".



1) Recurring: Set it and forget it. Rely on Red Butler to take over tasks like data entry in Quickbooks, expenses, file organization, client check-ins and more.

2) Receptionist (BETA): Coming soon - Red Butler will soon not only make your calls, but answer your calls as well. Rely on our team to take your messages, handle your calendar and patch you in.

3) Calendar: Meet Taylor, your new calendaring receptionist. We'll check your calendar, organize all appointments, confirm attendees, set up conference calls and more. 

4) Travel: Our travel experts can research, organize and book you or your entire team's travel plans. With internet competitive fares and upgrades, Red Butler has you covered.

5) Research: From marketing research, to hiring, competitive analysis, digital strategy and more, let us get you the data to help make informed and immediate decisions. 

6) Perks: The Red Butler Perks Card activates upgrades and experiences around the globe. From room upgrades to a greeting from the chef, activate relationships a decade in the making 



Ready to give Red Butler a try, there are no contracts or hidden fees. Don't forget to use promo code GETRED to receive $100 off your first three months on any Red15 Plan or higher.


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Topics: Productivity Tips, Red Butler News, Virtual Assistant, Promo Code

Introducing Hourly Plans

Posted by Red Butler Team on 05/ 17/ 16




Red Butler is thrilled to introduce Project Hours. Now, you can purchase hours from Red Butler, without a monthly recurring subscription. Buy hours that last for 90 days - great for projects, deadlines and the general support you need to get more productive.



What you get :)

- Buy a group of hours in packs of 3, 5, 10 or 20 hours at a time. 

- Share your hours with team members you invite to your account.

- Time does not expire for 90 days from your purchase date.


What you don't get :(

- No technical integrations (Gmail, Outlook, Calendar, DropBox, etc). 

- No Dedicated Account Manager or access to dedicated travel teams.

- No email, scheduling, calendar, calls or recurring task support or services.



Project hours are a great way to meet deadlines, delegate research tasks and try out what it's like to work with our professional Virtual Administrative Assistants. Click on the link below to regsiter with Red Butler - no credit card required. Feel free to poke around and add your hours at anytime. You can also upgrade to a monthly plan at anytime.


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Topics: Productivity Tips, Red Butler News

Take the Stress out of Taxes!

Posted by Red Butler Team on 04/ 07/ 16




Are you feeling overwhelmed getting your expenses organized before April 18th? Red Butler understands just how stressful tax season is, especially when you have other work related tasks weighing you down. Red Butler can help alleviate some of that stress, so you can be fully prepared when completing your taxes. Here are a few financial tasks you can delegate to Red Butler:



  1.  Add key deadlines to your calendar- It is imperative to be on top of key deadlines so you are able to prioritize your time more efficiently. Let Red Butler Administrators schedule your meetings and organize your calendar to ensure all of your taxes and finance related tasks are completed on time.
  2.  Find the best CPA’s in your area- A great CPA is a good resource for a business not just at tax time, but all year long. Red Butler can help you find someone in your area to not only complete your taxes, but also be available to advise your business the rest of the year.  A CPA will be able to take a look at your balance sheet and help you make adjustments to line items in your budget, so you can reach your goals more quickly and effectively.
  3.  Expense tracking- Our executive virtual assistants will make sure you don’t miss a penny on your expense reports. Just send us your receipts and we will enter them in a spreadsheet, Quickbooks, or any other web-based software. Are you missing receipts? No problem- our executive office assistants can help you track them down and get a copy for your records. After your expense report is completed, our Red Butler Administrators can send your report or any other related information to your accountant to save you time.

Red Butler's executive virtual assistants are here to help you reach your goals. Reach out to us for more information on how we can help you and your whole team boost productivity all year long.



Red Butler knows just how important and time consuming financial tasks can be. Therefore, our team of Red Butler Administrators would be more than happy to assist you in efficiently completing your financial tasks. Delegate these financial tasks to Red Butler today and focus on what you do best. 


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Topics: Tasks to Delegate, 3 Things You Should Know

3 Things Red Butler is Good at for Startups

Posted by Red Butler Team on 03/ 23/ 16




Startups face many challenges as they grow, but Red Butler's team of executive virtual assistants are here to help you reach your goals.  Here are three things Red Butler is good at for startups: 



1.  Real time inbox and calendar monitoring- Delegate the management of your inbox and calendar to Red Butler and we will monitor both in real time.  Meet Taylor, our real time virtual assistant here: We know startups can be busy when building a successful company, Red Butler wants to help you focus on your business rather than focusing on your inbox. With the help of Taylor, you will have someone proactively monitoring an inbox to schedule meetings, update your calendar or to make a call.

2. Recurring task management- With Red Butler, you can set it and forget it.  Our executive virtual assistants will quickly take care of your recurring to-do list items.  Just delegate the tasks to us with all the details and we will take care of it as many times as you request, without you having to send us additional requests each time.  The most popular tasks people delegate to our executive office assistants are expense reports, social media posting, and spreadsheet updating with current industry information. 

3. Online Research- Part of every startup's growth plan is a lot of research.  Delegate your online research to Red Butler and our executive virtual assistants will provide you with accurate and extensive information from across the internet.   We can do competitor comparisons, market research, or provide backup information you need for a report. 

Let Red Butler help you grow and accomplish more.  Contact us today to find out more about how we can help your business boost productivity and reach its goals.



As a startup, Red Butler understands the time and hard work that goes into growing a company. Let Red Butler help you by delegating your most time consuming tasks to our team so you can focus on your growth and development as a business.  Request a personal consultation to see if Red Butler is a good fit for you!


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Topics: Startups, Tasks to Delegate, 3 Things You Should Know

Become a Red Butler Ambassador Today!

Posted by Red Butler Team on 03/ 21/ 16




Are you a blogger, social media influencer or have a multitude of friends that you think would benefit from utilizing Red Butler?

We offer a new Red Butler Ambassador program, specifically for social networkers like you!



We're excited that you are to looking to join the Red Butler team! We've just announced our all new Red Butler Ambassador Program for candidates interested in helping spread the word. With the Red Butler Ambassador Program, you'll be given a unique promo code which activates a $25 discount towards anyone signing up for a new plan.   For every new client that successfully signs up for a new plan with your unique promo code, you'll receive $25!  There's no limit as to how much you can earn and you'll receive reliable payment through Paypal.  

First, what you'll want to do is connect with us on social media by following us on Facebook, Twitter, LinkedIn, or Instagram. Second, click on the "Start Referring" link at the bottom of this page to learn more and sign-up to receive your Ambassador materials and unique promo code. 

If you're also interested in applying to be a virtual assistant, what you want to do is apply on our Careers page here: If our hiring team thinks you're a good fit, then they will be in touch.

Use what you do best as a social networker to show your friends and followers how they can benefit from Red Butler and join today!




Since 2005, our team members have been the backbone to the growth of Red Butler. We would love to have you be a part of our Red Butler Ambassadors program and show your readers, followers or friends the benefits of joining Red Butler. Start referring clients today!


Start Referring  



Topics: Red Butler News

Zirtual? Make the Move

Posted by Red Butler Team on 03/ 18/ 16




What if you could have it all? Reliability, performance and an executive strength service? Since 2005, Red Butler's business model has evolved to provide professionals like you with a solution that just - well works. Here are 5 reasons why Red Butler is #1. 



1. Real Time Coverage:  

Create an email address, such as, and then cc or email Taylor and consider it done! Taylor will assist you in scheduling meetings, updating your calendar and can make calls on your behalf. If you email a research, travel or other task, Taylor will seamlessly have one of our Red Butler Administrators working on it. Having a real time virtual assistant proactively monitoring your inbox and calendar from 6am-6pm PST Monday through Friday, allows you to have faster responses and instantaneous support.

Red Butler = 12 hour weekday coverage, real time dedicated branded inbox and calendaring. 


2. Dedicated Support:  

Get the quality, integration and relationship you need with a Dedicated Account Manager. Your DAM is a single point of contact at Red Butler who will constantly oversee your account to ensure quality and timeliness. Your DAM is responsible for learning all of your preferences, processes, and procedures so that no matter who is working on your request, we'll know exactly how you want your request completed. This way, you get the quality, integration, speed and knowledge across our entire company.

With other companies, such as Zirtual, you are assigned to a single dedicated assistant who has the overwhelming burden of exclusively handling all of your tasks/requests. In addition, that single person is also responsible for a handful of other clients and their tasks/requests. This leads to an inevitable bottleneck and delayed response times. Imagine, you have an urgent project that you need your assistant to complete, but they're too busy taking care of 3 other urgent tasks from other clients - you are no longer the priority. In addition to bottlenecking, you're limited to that single person's knowledge and all of your communications are boxed in by that single person. If your assistant churns or quits, you're stuck starting over from scratch having to spend the time to re-train someone new.

Red Butler = Dedicated point of contact, deep integration, no bottle neck or assistant churn.  


3. The Best Talent:  

Red Butler Administrators (RBAs) are professional executive virtual assistants with expertise and knowledge across numerous industries, technologies and skills. All RBAs go through a rigorous vetting process (1 in 300 are selected), are US based and must maintain a consistently high feedback score to be eligible to stay on our team. Since we have a team of RBAs to complete your requests, you will be able to access multiple skill sets, have us work on multiple requests simultaneously and also extend your productivity across our 12 hours of workday coverage.

Other companies that utilize a one-to-one virtual assistant model, tend to run into request limitations due to the fact that their virtual assistant is fielding requests from other clients. Alternatively, with Red Butler you have access to our entire team of virtual assistants, which in turn remove all request limitations and give you access to a wide range of special skill sets from our Red Butler Administrators. With Red Butler you will be able to delegate strategic and meaningful requests, relying on consistent quality that will result in valuable productivity. 

Red Butler = Access talent across our entire company, US only, 9 point hiring check.


4. Travel Services:  

Red Butler is a licensed travel agency that is powered by travel specialists who can unlock internet competitive rates and provide global support. Whether you, your family or your entire team need to travel for meetings or leisure activities, Red Butler has you covered. 

Most virtual assistants rely on publicly available travel websites and resellers such as Kayak, Expedia and Orbitz to book travel. Red Butler, on the other hand, utilizes a GDS network that unlocks competitive rates, special offers and other value added services. 

Red Butler = Licensed travel, global support, competitive rates, single service for everything.


5. Global Privileges:  

With over 1,800 Privilege Partners, Red Butler grants you access to insider relationships wherever you are to elevate your experience. Access a greeting from the chef, a complimentary glass of wine, a hotel room upgrade or up to 30% off at our participating Privilege Partners. With W Hotels, GHA, sbe, Uber, Equinox and other premium lifestyle and business brands, Red Butler makes sure that you have premium access wherever you go.

Red Butler focuses on creating unique experiences and generating real value for our clients, rather than generic online discounts that you can access just about anywhere with a coupon. Red Butler Privileges are unique, exclusive and personal, sort of like a secret handshake. Just submit a request and we will organize a special Privilege at one of our partnering locations or businesses.

Red Butler = Upgrades, discounts, professional concierge and decades of experience.



We know that there are a lot of options out there and Red Butler greatly appreciates that you're taking the time to make an informed decision. Red Butler has been established since 2005, we understand the challenges you face. We're offering any past or current Zirtual clients a 5 hour bonus. Claim your bonus and get started.


5 Hour Bonus



Topics: Competitor's in Comparison