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Client Characteristics Virtual Personal Assistants Look For new
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You probably know what virtual personal assistants are. There are lots of articles and resources online already that tells about who they are, what they do and how they can be helpful to you and your business.
One of the vastly written topics about virtual personal assistants is about how to choose the right one. The advices given can be very useful once you decide that you want to enlist the services of these kinds of assistants.
Let us look at virtual assistant in a different prospective and discuss about the clients that these assistants are working for. Just like the clients, virtual assistants also have their idea of what an ideal client is.
Below are some of these characteristics.
Professional and Ethical.
How a business will operate depends on the people running and working for it. Being ethical and professional in the workplace is two of the most important factors that help business run smoothly.
Being professional and ethical in dealing with your virtual assistants will drive them to provide the result that you expect. In addition, once they are treated correctly, they reciprocate by exceeding your expectations and even do additional work just to show how they appreciate working for you.
Effective Communication.
Effective communication is vital since your assistant is not working anywhere near you. Thanks to the internet, people can now have real-time conversation with other people from anywhere around the globe.
Take advantage of the many communication mediums online to get your instructions through your virtual assistant. It is best to list your tasks ahead of time and point out important matters so that miscommunication will be avoided.
Technology-Wise.
Most businesses are being done online. So it is important that you as a client should know about what computers, internet and software can do nowadays. Technology is the common ground that binds you to your virtual assistant. A vast understanding of how it will work to your advantage is a must.
In addition, make sure that you are at ease with using these technologies. This is an assurance that you will also be at ease with a virtual assistant and the fact that they are working for you from distant places.
Real-time Information.
Do not expect your virtual assistant to provide you with a good output if you have given the project to them later than usual. As with any other employee, enough time and resources is necessary for a task to be done properly.
It is important that you make yourself available ahead of time especially if there are deadlines to beat. Virtual assistants are professional workers. They know how to handle pressure as long as they are given enough time to prepare for it.
Pays On Time.
Ineffective employees are the result of not being compensated properly and on time. So you really cannot blame them if are not giving you the results you want. The fault may be yours in the first place.
If you want your virtual personal assistant to remain effective, pay them on time and compensate them for a job well done.
If you are these characteristics and more, then there is no reason why working with a virtual personal assistant will not work out for you and your business.
Agents of Value Virtual Personal Assistant is a webmaster staffing company based in the Philippines that provides direct access to motivated agents for cost-effective web services.
How Virtual Personal Assistants Can Help Your Online Business new
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Want to know what else a VPAs are capable of? They can help your business generate extra income! How? With the use of your website and the virtual personal assistants online marketing skills.
Business owners are not only getting VPAs to serve as their virtual secretaries. Many owners are also hiring virtual assistants to help them promote their online business. This is because most of them are skilled web marketers. They know how to get your website advertised and be more visible.
Since most businesses today can already be found online, it is very important that they maintain visibility to keep up with the competition. Furthermore, customers can be found searching on the internet first before they ever go to the actual business.
So how can your virtual personal assistant help your online business?
1. Content Marketing.
One article can be submitted to hundreds of article sites in a day. And these articles are republished and pirated by other related websites once they see the usefulness of its contents.
Having your virtual assistant do some simple writing and submission will mean that you get to advertise your website and have it posted around the internet. Before you know it, more people are visiting your website and checking about your business because they have it about it on online articles.
2. Newsletters.
There are still people out there that read newsletters. Most of them own businesses that deal with a specific niche market. Newsletters are a way of keeping in touch with what is currently happening in that market.
Get your virtual assistant to research about recent developments and interesting topics that are related to your business. Then have your assistant compile them into a newsletter to be sent out regularly via email.
Send the newsletters to former and current customers. You can also ask your VPA to look for more potential customers so your newsletter will be emailed to them too.
3. Joint Ventures.
One of the best way to get your business out there is to form alliance with other businesses that are related to your own. A simple search over the internet will provide websites and contact information of businesses that you can form a joint venture with.
Have your virtual personal assistant scour the internet for companies that are willing to go into a joint venture with you. It is also important to check out first the types of customers that the site is catering to and how these people will benefit from what you have to offer.
Need more be said? Your virtual personal assistant can do all these and more. Knowing about the VPAs capabilities is a plus factor for you and your business. If you already have your own website, then all you have to do is take advantage of your virtual personal assistants’ skills.
This is if you want to start generating additional income from your business.
Agents
of Value Virtual Personal Assistant is a webmaster staffing company based
in the Philippines that provides direct access to motivated agents for cost-effective
web services.
In Doubt About A Virtual Assistant? new
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Planning to get a virtual assistant but is having doubts about whether it is a good idea or not? Then this is for you.
Things that you should consider when you decide to hire a virtual assistant.
1. Professionalism.
You will get to speak with the virtual assistant in the initial interview process. Just like your ordinary employee, this is the stage where you get to ask questions. The manner in which the virtual assistant answers you will reflect how professionalism that person is.
Check out if the assistant is smart and respectful when answering questions. This is one way of telling how he or she will go about handling your clients and other matters once the virtual assistant is already working for you.
2. Personality.
Professionalism and personality go hand in hand. Having a great personality can mean a lot especially if the assistant is required to interact with clients. You surely would not want someone that is surly and rude when dealing with clients.
In addition, choose someone that is driven and enthusiastic about work. How the person carry himself is also another means of checking if that person has the confidence it takes to carry on tasks that will be assigned later on.
3. Skills.
The unlimited skills of virtual assistants are what make them valuable to their employers. Most of them are highly trained and skilled in different tasks. Another thing that sets them apart is their ability to adapt and learn about new things in the process of working.
You should set your skills requirement even before you hire a virtual assistant. Make a list of the most important skills you need and technologies that the assistant will use. Review the list with the virtual assistant during the interview so you are assured that the person knows about what you want done.
4. Experience.
It is always wise to ask first about past work experiences of the virtual assistant. It is also a good idea to check out the references presented to you. The more experience the virtual assistant has, the more you are assured that you are getting what your money is worth.
Take the time to check out past work like websites, contents and sample work. You can ask them to take some preliminary tests to see if the result jives with your expectations.
5. Availability.
Keep in mind that virtual assistants are not anywhere near you. This is why you need to come up with a work schedule that suits both of you perfectly. Are you fine with them working for you in real time or not? Are you also amenable with correspondence through emails or other forms of online communication?
Make sure that the virtual assistant is available whenever you need him or her. The important factor when hiring a virtual assistant is trust. And you need to be assured that the assistant will be able to keep up with the trust and the tasks that you have given.
Review the things above before and during the process of getting a virtual assistant. These things are the assurance you need when you still have doubts about whether you are getting the perfect virtual employee.
Agents of Value Virtual Personal Assistant is a webmaster staffing company based in the Philippines that provides direct access to motivated agents for cost-effective web services.
Setting Up Guidelines For Virtual Assistants new
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It cannot be denied that the initial start of working with a virtual assistant can be stressing. This is because you have to adjust to working with someone not anywhere near you. In addition, there is always that doubt that the person may not work out as effectively as employees that are there in the same office as you.
Those who have hired the services of virtual assistants can attest that having one has more advantages than disadvantages. The secret to all these is setting up some policies in order to avoid problems in the process of working with the assistant.
What are some of the guidelines that you have to set in order for the virtual assistant service to be hassle-free?
1. Work Location and Equipment.
Virtual assistants are just like regular employees that need office space and equipments. In the initial collaboration with the assistant, check if there is an adequate office space provided for the assistant to go about work effectively and efficiently.
Check also if they are provided with the equipments needed to communicate with you and to do certain tasks given. Most of the companies that provide virtual assistant services asks for the requirement that the client need in order for them to facilitate the equipment provision.
2. Software.
Virtual assistants use state-of-the-art equipments to standardize operations so that file documentary and transfer will be compatible with yours. By using specialized software, you only have to upload and download files instead of having to fax or mail them over.
You can provide the assistant with the software you wish to use. Other means of doing it is for the assistant to find one which he or she is comfortable with. Most of the software is easy to learn and understand. So learning how to use one would not be a problem for both of you and the assistant.
3. Accessibility.
The thing with working with an assistant is to be able to adjust work times and schedules which will suit the both of you best. There are clients that require their virtual assistants to work in their local time. And there are also those are amenable to working flexible times as long as the work is done.
Not being on the same time zone should not hinder you from getting the services of virtual assistants. Both of you are professional workers. By talking everything over, you and your assistant can work up a work schedule that you will find comfortable.
4. Work Outputs.
The best way to check how a virtual assistant go about his or her daily task is through the submission of task sheets. These are reports that are emailed to you on a daily basis.
The report should include the number of hours that the assistant spent on doing tasks assigned. It is also a good idea to ask them to place feedbacks or problems encountered on the time sheet.
Time sheets can help determine how effective or ineffective an assistant is. This is also a way of determining what tasks should be prioritized and what should be set aside for other days.
5. Communication.
This is the most important policy that should be set between client and agent. Constant communication will mean that the client and agent should be available in case there are things to clarify and discuss about.
Regular and effective communication will mean that issues will be cleared and work operation will go smoothly and on schedule.
Set up these guidelines from the start of working with the virtual assistant. These may just be words but they are the words that will bind you and your assistant into an effective and harmonious working relationship.
Agents of Value Virtual Personal Assistant is a webmaster staffing company based in the Philippines that provides direct access to motivated agents for cost-effective web services.
The Perks Of Hiring A Virtual Assistant new
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Anything and everything can already be found online. It is the same thing with employees. The advancement in technology made it possible for people to work together harmoniously even if they are worlds away. This is the same essence behind virtual personal assistants.
Business owners are finding it stressful to get work done with minimal manpower assistance. Some of the reasons for this are because the budget is not sufficient or there is just no more space in the office for more people.
Hence, virtual assistants. All over the world, there are much more skilled people that can help businesses grow with the use of their professional knowledge and technological tools. Virtual personal assistants are hired for the many advantages they provide.
What are these?
Increased productivity. Majority of virtual assistants are skilled in the art of multi-tasking. You are not only getting a virtual secretary, you are also getting a worker that has experience in website maintenance, planning work schedules, marketing your products and many more. These all depend on the VA you are hiring. You have lots of choices depending on the skills that the virtual assistant is capable of.
Time saver. Working with a virtual assistant means that tasks are delegated so that more results are produced in no time. Having one that works on a different time zone means that your business is kept running day and night. During the time that you are enjoying the luxury of sleep, your assistant is busy getting work done.
Inexpensive. One of the major reason why virtual assistants are chosen is because they do not cost as much as the regular employee. You will find that the regular cost for a virtual assistant is much lower than what you are paying your employee now. Furthermore, the owner does not have to provide additional work space and equipments. These are already provided for the assistant. Necessary software and database can also be made available if there is a need for them.
More income. Saving on manpower and equipment costs mean that you are getting more income out of your business. A lot of money is spent on resources that do not come cheap nowadays. VA services are aware of this. That is why they provide valuable virtual assistant service for a price that would not put a big hole in your pocket.
Less work and stress. This is all you. Once the virtual assistant has gotten a feel of daily work and schedules, you are set free to go out of the office and start living your life. Virtual personal assistants are known to be productive 100%.You can finally take the break you deserve. Plus, you are worry-free knowing that your business is in good hands wherever you may be.
Do you want to take advantages of all these benefits from your employee? Or would you rather be stressed and focused on working all day and night long?
The choice is yours. Just think why you are overworking and sacrificing too much when there is always a virtual assistant out there that can make life easier for you.
Agents of Value Virtual Personal Assistant is a webmaster staffing company based in the Philippines that provides direct access to motivated agents for cost-effective web services.
The Virtual Personal Assistant Process new
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Not literally though. For the most part, virtual assistants are taking over what other employees used to do. Because of the many benefits that they provide for businesses, they are fast becoming the most sought after workers that a business cannot do without.
You have probably heard of business owners tell about how they have found a good virtual assistant. And you wonder about how they got so lucky. Luck has nothing to do with it actually. It is all about the hiring process.
Now, how do you go about hiring a virtual personal assistant that is best suited for your business needs?
1. List your specific needs.
What do you need the virtual assistant for? And what are the skills you require?
Virtual assistants are capable of doing common office work like typing, compiling and answering emails. There are also that are capable of maintaining websites, programming and even internet marketing.
There are really no limits to what a virtual assistant can do. Most assistants have already work with other clients in the past. Take note of what they can do best. And check if they are willing to do other things besides what they already know.
Providing a detailed job description will make it easier for the assistant to check if they are capable of doing what you need them to do.
2. Give an initial test project.
Reading about what the virtual assistant can do is not enough. To be certain about their capabilities, you can give out a test project for the assistant to complete.
Make sure that the test project is related to what the virtual personal assistant is supposed to do once he or she is hired. Through the test you can test the skills of the assistant, plus the speed, quality and accuracy in which the project was done.
You can also create a test project which will help you determine how professional and how the assistant will respond to deadlines and stress. Through these tests, you can get an initial understanding of what kind of worker you are getting.
3. Interview.
Being on other sides of the planet should not hinder you from communicating with each other. Thanks to the internet, you can now interview candidates through mediums of communication over the internet like Yahoo, MSN or Skype.
Do not let distance hinder you from interviewing your chosen virtual assistant. Even after he or she has passed the tests with flying colors, you still need to talk to them personally and see if the both of you are comfortable with each other.
Clear and constant communication is necessary in the virtual assistant set up. Check to see if you are getting through the assistant clearly and with no problems at all. If not, then that assistant is not what you are looking for.
Keep these things in mind during the virtual personal assistant hiring process. They will serve as your determining factors to help you distinguish if the assistant is perfect for you or not.
Agents of Value Virtual Personal Assistant is a webmaster staffing company based in the Philippines that provides direct access to motivated agents for cost-effective web services.
Virtual Personal Assistant: Services Guaranteed new
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You have probably heard about virtual assistants and how they are fast becoming a necessity for businesses. You have also probably heard about how they are turning out to be one of the best investments that a business could ever make. Are all these just clichés?
What kind of services are you getting from a virtual personal assistant?
1. Managing emails, research, presentations and database.
Checking emails is important. But it cannot be denied that it is tiresome. This is the same with research. Even though all resources are already available online, browsing through and looking for the right materials is time consuming.
Your virtual personal assistant is skilled enough to do all this for you. Your assistant can check and recheck your emails on a daily basis; removing unimportant ones and taking notes of the relevant mails.
One of the things that set VPAs apart from the rest is that they are internet proficient. Since most of the resources are now online, doing research is not really as difficult as it was before. All you have to do is dictate what you need and your VPA can give you the proper materials.
A request of a presentation will give you slideshows and handouts that you only need to print out when you need them. In addition, all your records are kept well maintained and updated.
2. Your personal secretary.
Your virtual personal assistant can be your own personal secretary. VPAs can set up and arrange your appointments for you, do routine paper works and file management.
Papers and pens are a thing of the past. There are now software and database that can be used to make filing and arrangement an easy task.
Purchasing and invoicing can now be done by VPAs for you. An email or request from you is all that is needed. Invoices will be sent out to your clients on a regular basis. Reports will be sent to you about payments and balances. Quotes and pricing will just need your verification and approval.
3. A lot more.
Virtual personal assistants are skilled in the art of multi-tasking. They are professionals with past work experiences. Given enough time and training, you are assured that they can learn the ropes of the business easily.
Are you getting all these from your regular employees? If not, it is time for you to have your own virtual personal assistant and get the service that your money is worth.
Agents of Value Virtual Personal Assistant is a webmaster staffing company based in the Philippines that provides direct access to motivated agents for cost-effective web services.
The Trouble With Virtual Assistants popular
http://www.24hourassistant.com
The idea certainly was a good one. After all, the VA would work from their own office, provide their own equipment, pay their own taxes & insurance and much more. Basically, the VA would take over administrative tasks for the client, as well as relieve the client of the strains of hiring an additional employee or employees. Even better, the VA would be the clients personal success coach, not only helping them get on track in their personal & business lives, but helping them stay on track and even succeed beyond their initial personal & business goals.
Since the dawn of the Virtual Assistant idea, however, many formerly successful VA's have been relegated to the title of online freelancer. While a few VA's remain focused on the task of providing solid administrative services to their clients, most now work on smaller, less personalized services. Many of the VA's that I know who once handled contracts for clients on an on-going basis are now struggling just to find one-shot projects that will help pay the bills.
The problem is not that the VA's services are not useful. In fact, far from it. Hiring a Virtual Assistant has many, many advantages, particularly for the small business owner or individual. With a VA by their side, these types of clients can make major advances towards acheiving their goals in their business, as well as personal lives. The best part is that because a VA works entirely over the Internet, and by fax & phone, they allow the client to get back to what's important - business!
Unfortunately, many would-be clients tend to shy away from the services of a VA simply because, even after 3 years on the scene, the client fails to see exactly how the Virtual Assistant process works. In addition, they remain hesitant because those in the VA industry have not been able to get their message across in a manner that relieves the client of their fears of working with a VA.
So, how do VA's overcome that fear? A proven formula has yet to be found, though some have found success with a variety of client based 'offers', such as discounts or freebies until the client reaches a goal. Others have begun offering a trial period that allows the client to get a 'feel' for the service before actually paying for it.
Unfortunately, these can have a negative effect on the VA industry by painting the VA as being less than worthy of the client's time or effort. For those that would use these 'gimmicks', I would strongly suggest that you place a little more faith in yourself & your abilities before giving your services away.
There is no doubt that there is a huge market for the services of a VA. I have had the opportunity to discuss this issue with a number of marketiing and branding 'gurus', and their response is always the same: until the potential client is properly educated and their fears addressed, many VA's will continue to struggle.
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David Ware is a Virtual Assistant, successful freelance writer, husband & father. He can be contacted at dave@24hourassistant.com, or at http://www.24hourassistant.com
Don't Go Crazy - Hire A Virtual Assistant
Susan wishes Superman really exists so that he can swoop into her home office and rescue her from the foot high stacks of paper on her desk that are threatening to topple over. Susan tries to keep up as best as she can but soon she is so overwhelmed that she turns away paid speaking engagements in order to do administrative work.
Can you identify with Susan? Do you dread opening your office door because it isn't a pretty sight? Hopefully you have a friend like Michelle. After months of trying Michelle finally talks Susan into having lunch. Michelle is taken aback at how tired Susan is and how unhappy she seems. After Susan confides in Michelle she gets silent and stares at the table. Michelle jumps in an offers Susan a solution that will both relieve her of her stress and allow her to pick up more speaking engagements.
What is this magical solution? It is a Virtual Assistant (VA). Michelle has been using a VA for several years because she once was in Susan's position. Michelle explains to Susan that her VA handles all of her administrative and marketing tasks in addition to answering the phones from a remote location. The benefits of working with a VA becomes clear for Susan as Michelle tells her that she only pays for the time her VA works for her and that benefits and taxes are not an issue. Susan begins to think about all of her tasks she can outsource to a VA that would allow her to take on more speaking engagements. Susan also realizes that a VA can market her book and her articles and search for more lucrative speaking engagements. Michelle then explains that a Virtual Assistant handle a multitude of tasks including:
Answer phones
Business correspondence
Article Submission
Paperwork
Design marketing materials
Typing
Document formatting and clean up
Proofreading and editing
Marketing
Direct mail
Voice and e-mail monitoring
Research
Select and ship gifts
Travel arrangements
Lunch is soon finished and Michelle is suprised to see that Susan looks more alert and happy. Michelle offers to search for and screen VA's while Susan organizes the work that needs to be turned over when someone is hired. Finally, Susan tackles those stacks of paper on her desk and the dust bunnies with gusto. Within just a few hours she is ready to delegate work and a few days later, thanks to Michelle, she begins working with Alice. Susan and Alice create a set of tasks that Alice will handle daily and then Susan packages up all the paperwork from her desk and sends it to Alice. In addition to the daily work Alice does she also motivates and supports Susan in her business goals.
Several months down the line Susan shares the secret of her success with her other friends and one by one they seek out and hire a Virtual Assistant. Lives are improved and businesses grow at a fast pace.
If you can identify with Susan then you need a VA. Don't let money issues hold you back. A VA can be suprisingly affordable when you calculate how much more billable work you can accomplish instead of handling daily tedious tasks. Go through that messy pile of papers on your desk and organize them with an eye towards delegating everything that you can. Seek out and hire a VA that will help you avoid going crazy and you will be glad you did!
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Bonnie Jo Davis is a Virtual Assistant who helps small businesses succeed
by taking over those daily tasks that can drive even the most level headed entrepreneur
crazy. For more information about Bonnie visit Davis Virtual Assistance.
Get Help Running Your Business, Virtually
It's almost midnight and there you sit, working on tasks that must get done. Maybe you don't need a full-time assistant, or don't want someone else working in your home office. Whether a business owner or a professional working for someone else, it's hard to deliver peak performance when spending time on things someone else should be doing. A Virtual Assistant (VA) can help you break that logjam.
What is Virtual Assistance?
A VA is a person running his own business, a trained administrative professional
who can be your partner in your business success. He just does it remotely using
technology instead of shared physical space.
How to Find Virtual Assistance
Virtual Assistants are located around the globe, with a variety of backgrounds
and expertise. Professional associations offer Virtual Assistance training and
certification. As with any important business decision, take the time to find
a good fit. AssistU and the International Association of Virtual Office Assistance
are two places to begin your search.
The Cost of Virtual Assistance
Virtual assistance does not come free, and some might think it isn't cheap,
either. Most VAs work on an hourly basis, charging between $30 and $75 per hour.
By considering it basic clerical work, one may expect to pay under $10 per hour,
but these are not your average clerks. In weighing the cost of virtual assistance,
it is important to look at how much you can increase your revenues by delegating
to a trusted professional the things that prevent you from focusing on other
key tasks that further your business goals.
When Virtual Assistance Works Best
A few quick examples speak volumes:
Andy Birol, of Cleveland's Birol Growth Consulting, advises business owners to generate higher revenues and profits by concentrating on the things that they are good at, like to do, and are valued by customers. When he first started his business, Birol took his own advice and found competent help that freed him up to focus on his own revenue generating skills.
Birol partnered with Carolyn Berg, the owner of CyberOffice Solutions, located a four-hour drive from Cleveland. Berg supports Birol's business through database management, customer contact, follow-up calls, website maintenance, and the handling of marketing materials. She also helps with one-time projects. Birol wanted to kick off a new product line with a spectacular event at the Cleveland House of Blues. Berg worked with HOB management to coordinate the event, handle wrist bands, name tags, and marketing materials, plus worked with two of Birol's other service providers to create the kick-off presentation.
Virtual assistance companies often span several industries. Berg's client list includes a landscape consultant, hardware store owner, and Harvard professor. No two clients are alike: She keeps the calendar of the Harvard professor, while handling invoicing and other recordkeeping for the hardware store owner. Her most unusual partnership: a balloon art broker who provides independent balloon artists to various events. Berg coordinates the schedules of the independent artists, helps them manage their supplies inventory, and acts as the customer service representative.
Vicky Likens, owner of Virtually the Best, has a client who is a corporate
executive with a full time assistant at work, but needs help handling her home
life. Likens plans parties and vacations, does gift shopping, and even managed
the process of hiring a nanny, including screening candidates to a final four
for client interview.
How to Work with Virtual Assistance
Vickie Sullivan has hired administrative support in various forms for most of the 20 years she has owned and operated Sullivan Speaker Services. She finds the VA relationship -- she works with Likens -- the most successful by far. The key distinction for Sullivan is that the VA is a fellow business owner focused on helping Sullivan's business grow, not an employee that she must figure out how to keep busy.
Sullivan appreciates having full access to Likens while paying only for actual hours used, and touts Likens' superior technical talent. There are trade-offs. Likens, located in Maryland, cannot do physical filing for Sullivan, located in Arizona. But Sullivan finds it easier to bring in occasional filing help while critical day to day assistance is provided by Liken, who Sullivan describes as her COO.
Establishing an effective relationship is crucial. Speaking separately, Birol, Berg, Sullivan, and Likens each stressed effective communication, clear expectations, and the client seeing the VA as a partner. Attempts at micromanagement by the client will doom the relationship. Sullivan and Likens talk weekly, with most communication occurring by email. Things will fall through the cracks, but no more so than in any traditional office environment.
From the paradigm of shared space, some struggle to envision the type of work a VA can do. Berg suggests that you jot down the 10 most important administrative functions not getting done. The VA can help you define a process for how that work can be completed long distance. Once the client tastes success, other potential VA-provided services become apparent.
Not every VA is a good fit for your business, just as you may not be a good fit for every VA. The interview process is important for both of you. Matching styles, matching needs and skill sets, and having a mutual willingness to change the relationship over time as you gain experience working will make the difference between a VA that makes your business better, and one that doesn't.
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Rebecca A. Morgan has been an authoritative voice in business operations for more than 25 years. Founder and president of Fulcrum ConsultingWorks, Inc., Rebecca draws on a wealth of expertise when assisting clients in defining and executing profitable operations strategies.
Virtual Assistants And The Power Of E-Productivity
And there’s a good reason VAs are flourishing: efficiency.
Sure, productivity is vital in business. But productivity without efficiency is a sure path to a slow and painful death in real estate – or in any other business. VAs help you put a laser-like focus on what you do best – sell real estate.
I practice what I preach: my director of technology lives in British Columbia. And he saves me a bundle every year. I don’t pay for his equipment, office space, insurance, vacation days, sick days, training or any other budget-draining items. I pay him only for what he does best – so I can do what I do best. Talk about synergy.
I like VAs because they go to the very heart of my business: developing and implementing systems that put real estate practices on autopilot so Realtors can enjoy more of their life.
So what do you need to do before you hire a virtual assistant?
- Research VAs. There’s an ocean of information about them on the Internet. Search on the words virtual assistant for literally thousands of results.
- Revisit your business plan. I’m a big proponent of business plans, especially ones that make service to your clients a top priority. And you’ll want a VA who understands your commitment to your clients. Beyond that, identify tasks best handled by VAs then turn those tasks into a job description. With systems, everyone on your team knows exactly what’s to be done. So diagram every task the VA will complete in a workflow, show deadlines and required results. You’ll end up with detailed checklists for every task so all future VAs will know precisely what’s to be done. (This goes for work on a ‘position’ versus ‘project’ basis – if the job requires ongoing work versus just a single undertaking.)
- Know what you’re willing to pay. One of the advantages of VAs is that you’re not limited by location. So you can shop around for VAs who live where wages are perhaps more reasonable. So don’t limit your search to just your community.
- Know your technology needs. Don’t fret too much about this; VAs are usually well versed in computer and software requirements. And costs are minimal. For example, a VA can access your computer files for as little as $20 a month using one of many different internet based applications that exist today.
So let me challenge you right now – today. Take a few minutes and assess your efficiency in your real estate practice. Are you as efficient with your time – day in and day out – as you can be? If not, you’re cheating yourself. Give virtual assistants a closer look and your success will be virtually assured! Good luck!
****
About the Author:
Bob Corcoran is a nationally recognized speaker who is the founder of Corcoran
Consulting, an international consulting & coaching company that specializes
in performance coaching, and the implementation of sound business systems.http://www.CorcoranCoaching.com
800-957-8353 Info@CorcoranCoaching.com.
Why Would Someone Use a Virtual Assistant Anyway?
So, why should you hire a VA?
1. To save money
2. To fill a position or to help with a temporary project
You (i.e. business owner, entrepreneur, etc.) pay only for the VA services used – only when needed – no down time. One week you might have 20 hours of work for the VA, the next, only 5. Why would you pay a full-time, onsite employee (who probably can’t get done in a day, what a VA gets done in 2 hours!) benefits, vacation, taxes, lunch breaks, chatting at the copy machine, etc…when you can partner with a VA to do it for you in half the time – for half the expense???!!!
Jennifer Cummings, Entrepreneur and Owner of Keytura, Inc., who has been using virtual assistants and virtual outsourcing for years says, "My virtual assistants and consultants have helped me execute so many of the ideas I just had sitting on my desk. Using their services, I take action...which means I make more money! They are invaluable to my business!"
At this point you might be asking, “Well, how do I know this VA is doing what I’m asking her to do? How can I trust her?”
Well, that’s not hard. #1 - If your VA is not doing what she says she’s doing, it’s eventually going to become VERY obvious. Things won’t be getting done and it will show. #2 – Your VA will keep track of – and provide you with a detailed record of – tasks completed & time they took. #3 – and this is HUGE…
Your VA is a business owner just like you!
Your business success is KEY to your VA’s business success!
If your VA screws up your business, she is – in essence – screwing up her own. What person in his or her right mind would do that???!!! You both (you and your VA) need to think of each other as business PARTNERS because that’s exactly what you are. You are partnering your businesses for success!
So, where can you find a VA? Try places like: http://www.IVAA.org, http://www.elance.com, or http://www.guru.com. You won’t be sorry you made this decision. Your increased profits, productivity and ROI will show you that VAs are something that “just make sense!”
****
Jennifer Claggett is a virtual assistant and a stay-at-home mom. Visit her website at http://www.VirtualAssistantMom.com to learn more invaluable, easy-to-use virtual assistant tools and information.
10 Signs You Might Need a Virtual Assistant
http://www.organizedassistant.com
2. You've sent out articles, proposals, or other important correspondence with spelling or grammatical errors.
3. You haven't sent out your "monthly" newsletter in several months.
4. You often work evenings and/or weekends to stay on top of administrative tasks.
5. You have projects requiring skills and/or software that you don't have.
6. You have lots of great ideas for your business, but no time to carry them out.
7. You haven't updated your website in over a year.
8. You've been procrastinating about tasks on your to-do list for several weeks - or longer.
9. You've had to turn down opportunities because you couldn't figure out when you would do the work.
10. You'd love to take your business to the next level - if you only had the time.
*****
Janet Barclay, MVA and owner of Organized
Assistant, provides administrative assistance and website services to coaches,
professional organizers and other small business clients.To receive monthly
tips for Maximizing Your Time and Space, request a subscription to her ezine,
The
Organized Assistant Resource.
10 Steps When You Need Help in Your Business
So you need to find help.
Sometimes you need to find help fast, but there are things you can do to prepare.
If you think ahead and plan, many of those nightmare situations can be overcome.
By ensuring that you have a great group of people around you, there will be more to fall back on when the going gets tough - because that, as they say, when the tough really do get going.
Big challenges can be very difficult to face - and they can be fascinating and exhilarating. So here's some thoughts on how to make the best of these times, by getting ready in advance and making it work.
1. Plan Ahead
Look out for what you might need in the future and plan to make business life far, far easier for yourself. Decide what your business will be when it's the best it can be and focus on getting to there. think then about whether the resources are within or outside your business, which will depend on the size of it.
2. Size Doesn't Matter
Even if you are small, tiny even, don't think you can't afford a specialist - it will often make sense, both in relieving stress and financially. I mean you didn't get into your business to always do your books did you? (And if you did, maybe you want to try bookkeeping as a business!). Chris Barrow aka The Million Dollar Coach always reckons the first thing any self-respecting entrepreneur should do, is get a PA. In these days of VA's (virtual assistants) it's becoming a do-able option for all.
3. Look For Talent
With your mind set on what you want, look out everywhere for people who can help. If you are small business owner, that might not be for a little while, but keep your eyes open, both within your own business, your family and your acquaintances. Anyone, anywhere - be alert!
4. Build Networks
Get out there and make sure that you listen to people who might use some of the experts you need. This means that if you have to choose, you have already got testimonials up front. This makes it a lot easier. Recommendations work! Many local specialists, when they are worth their salt, get more than enough clients through recommendations rather than need to advertise.
5. Seek Recommendations
Again, it's about keeping your eyes and ears open. You need a whiz with computer experience. By talking about it and listening hard, you may well find the help you need. Didn't you know that your cousin Myrtle's step-brother is learning all about HTML at college - shame on you!
6. Set Quality Standards
By being very clear about what you want from the help you get, you are much more likely to get it. You will save yourself a lot of time and probably money by getting really specific (so, dot 'i's and 't's very carefully). It's very interesting how what comes out of our mouths is interpreted in so many different ways than we might expect (hint - it's always your fault, not theirs - so get over it).
7. Measure Performance
In with the standards you agree with your help, be they a member of your own team, or an external contractor, it is vital that you have a way of measuring performance on a regular basis. Keeping your requirements SMART (Specific, Measurable, Agreed, Realistic and Timescaled) will make this much easier. And don't be afraid to require penalties from external contractors if the fail to deliver.
8. Take Some Risks
Sometimes you have to wing it. So, if you take as much care as is practical, you can take a few risks with those who you have to help you. So don't be afraid to give more responsibility to one of your team, especially if they show promise - give them the opportunity, support and your confidence and often they will deliver way beyond what you expect.
9. New Blood
If you are missing an ingredient with your internal or external help, don't be afraid to get someone new in. It helps everyone if the right person is in the team, and there are a lot of folks out there who can do a great job. Anyone doing a poor job knows it and is not helping you at all. For outside help, if you have even a hint in your gut that it isn't working, be tough and get it fixed - or get out - dragging bad deals on is a very bad deal for you.
10. Give Accountability
And finally, make it very, very clear who you are holding accountable for the help you hire, whether it is in your business of from outside. You have a name to an accountability and that's that. They are where the buck stops. Internally, it can be through one-to-one meetings and milestones, externally, well, much the same although maybe a little more formally. Set them up with agreed 'T' - timescales and make them stick.
Being aware of the help you need well in advance, will make a big difference for you - you can focus on the aspects of business you bring value to and, while we're on the subject of value, have fun and get a life for yourself as well.
****
About the author:
2006 Martin Haworth is a Management Coach. He has hundreds more at his website, Coaching Businesses to Success.
10 Ways A Virtual Assistant Can REVOLUTIONIZE Your Business
A Virtual Assistant’s service offering may vary, but you are guaranteed to find one out there who is able to perform the exact functions your business needs. You will find that hiring a VA will REVOLUTIONIZE your business.
1. A VA brings invaluable work experience and training to the table. You may even find that they will teach you a trick or two. Be it software, hardware or grammar, you can be sure that your VA knows his/her stuff!
2. Because VAs run a business themselves, they have a unique understanding of what your needs as a small business owner are. They will be able to assist and advise you on matters pertaining to Marketing, Branding, Web Design and e-Commerce. What avenues of advancement have you not yet explored with your business? Are you sure that you have all your bases covered? Your VA can help.
3. Get organized. If you attend conferences and AGMs I’ll bet you have a ton of business cards cluttering up your desk. Let your VA scan and enter them into a database for you. Future mail campaigns will be a breeze with a ready-made contact list all neatly stored on a CD.
4. Is there a special project boiling over on the back-burner that you’ve been wanting to do? Your VA can help with research, planning and coordination, leaving you free to continue your focus on your core-business function.
5. If you’re too busy to remember important dates, anniversaries and meetings, your VA, with a tailored reminder service, can assist. From ordering flowers for your mother, to sending a thank you note to a client and even arranging gift baskets for investor, they aim to please.
6. Conceptualizing marketing items can be agonizing if you don’t have the know-how, equipment or creative flair. Most VAs have a wide range of software packages at their finger-tips, as well as experience in creating flyers, brochures and business cards for their own company’s. Put your ideas to your VA, they will dazzle you with the results.
7. Planning a much-needed break with your family? Let your VA take care of the details; flights, car hire, accommodation, even a list of “must-see” places of interest. Your VA can handle it all, down to the very last detail.
8. If you’re on the road a lot, chances are your cell-phone is often out of signal range and there is no one in your office to take a message should that all-important client call. With the call answering service provided by many VAs, you can divert your calls and rest assured that your client will receive the personal touch rather than dealing with an annoying automated answering device. Your messages will be passed on to you in order of importance and you won’t need to sort through lengthy messages on voicemail.
9. Conferences and networking functions can take a lot out of a small business owner. It is imperative that you attend and make a dazzling show of it, but in order to do so, you have to neglect existing clients. This will no longer be a problem with a VA. They can handle all your conferencing arrangements; table-hire, banner design and creation, even gift bags for client samples. It’s that easy!
10. If you have a lot of correspondence, and you’re a bit of a “keyboard klutz,” your VA can help. Many VAs offer a fully digitized transcription service. Simply record your memos/letters onto your computer and email them to your VA, s/he will have it neatly typed and ready for mailing in no time! Other VAs may provide dictated typing as a service, so that urgent e-mail is just a phone-call away.
Now that you’ve heard all that a VA can do, where can you find one? That’s easy. VANetworking at http://www.vanetworking.com is an invaluable resource when looking to partner with a VA. With over 2,400 professional VA members you are certain to find exactly the service you are looking for. According to Tawnya Sutherland, founder of VANA, and author of the Virtual Assistant Start-Up System states, “Our forum is leading the way in revolutionizing the VA Industry by offering expert advice to VAs on how to be the best VA they can be. That’s why partnering with one of our VAs can help your business grow and operate on a more proficient level.”
Diana Ennen, president of Virtual Word Publishing, http://www.virtualwordpublishing.com and Publicist for the site states, “Our team of VAs are varied with different skill sets and different visions for their business. That’s why teaming up with a VANA VA can give your business all the support it needs.”
So if you’re looking for a Virtual Assistant or want to start a virtual assistant business, now is the time to stop by VANetworking.com and see everything they have to offer.
****
Tawnya Sutherland, founder of Virtual Assistant Networking Association (VANA) (http://www.vanetworking.com) and author of The VBSS System, a Virtual Business Startup System, is a Certified Internet Marketing Specialist sharing much of her online marketing experience at VANA to help aspiring and successful VAs turn clicks into cash at their websites. Contact her at tawnya@mediamage.com.
10 Ways to Add Hours to Your Day...by using a Virtual Assistant
Below is a list of 10 ways a VA can help you get back to the business of building your business.
1. Secretarial Services. Are you spending too much time scheduling appointments? Do you have piles of routine paperwork to process? Do you wish you had someone to research and arrange your travel? A Virtual Assistant can assist with these tasks including scheduling appointments, completing forms, making travel arrangements, researching topics and maintaining a contact database.
2. Research. The Internet is a fabulous tool for research, but it can be quite time consuming. A VA can perform research for you and provide you a report on the findings. Before you know it, your project will be completed.
3. Presentations. Do you need a PowerPoint presentation? When you fax your notes, sketches and charts to your VA, they will be transformed into a professional slide show complete with handouts and transparencies.
4. Database Management. All business cards need to be in a database. Mail or courier your stack of cards to your VA and they will create a custom database for you. When you acquire new cards, send them to your VA and your database will be complete and up-to-date for your next marketing campaign or Christmas card mail! A VA can handle that too!
5. Email Management. We live in a “now” society and with so many people using email, it’s important you stay on top of it. Emails should be responded to within an hour, how are you doing? A VA can regularly check your email, respond where she can and notify you of urgent matters as they arise. This is a great service to consider if you are going on vacation or are often away from your computer.
6. Word Processing. Perhaps you need a handwritten document typed. Fax it to your VA and she will type it and either email it back to you or print it on your letterhead and put it in the mail for you. If you’ve typed up a proposal or a manual that needs to be formatted, simply e-mail it to your VA and she will give it a polished finish and send it back to you. Your VA can even convert a document to a PDF making file transfers quick and easy.
7. Personal. Do you wish you had a personal assistant to schedule your appointments, remind you of important dates and send thank you cards on your behalf? A VA can take care of all of these things and more. Anything you have an in house assistant take care of can be done virtually…except brewing the coffee!
8. Purchasing. A VA can order office supplies, hire someone to paint your office or purchase a laser printer by researching the best price, presenting you with quotes, and ordering the items to be delivered right to your office.
9. Invoicing. A Virtual Assistant can invoice your customers for you. Fax or email the details and she will create your invoices, print them off, address them and put them in the mail for you.
10. Track expenses. Are your receipts in piles around your office, your purse or the glove compartment of your car? You can put all your receipts in one envelope, (one for each month) and mail them to your VA monthly. She can create an Excel spreadsheet, break down the GST and easily track your expenses for you. This year, you will be ready at tax time!
****
Ready to start adding hours to your day? Jaime Lee Mann is the owner of Mann Made Time, a Virtual Assistant business based in Kingston, PEI. You can contact her by phone at 902.675.4008, email jaime@mannmadetime.com or visit her on the Web at www.MannMadeTime.com.
5 Reasons Solo Professionals Need a Virtual Assistant
Solo professionals often bite off just more than they can chew. They do this because they want to succeed. I think that if they take on a little bit more, they will do more and, therefore, succeed more. Stop spreading yourself too thin and get the help you need.
They often forget that they can't do everything. Everyone is an expert at something, but no-one is an expert at everything. Solo professional doesn't need to mean "lone wolf". If you are not good at something, get someone else to do it. Your clients will appreciate that the work is done well and not just completed.
Solo professionals tend to focus on too many things at once. The old phrase, "do one thing, and do it well" comes to mind. If need be, get a virtual assistant to help you mange your greatest resource - your time. A good VA can weed out those time wasting emails and voicemails. They can help you prioritize your schedule and help give you the time to spend on your area of expertise.
Solo professionals can have a habit of mixing business with pleasure. Sometimes it is difficult to keep a handle on your own finances and keep your personal money separate from your business money. Hire a virtual assistant who specializes in bookkeeping and get them to help you budget and plan how and where you spend your money. They can also handle the "divorce" of your personal and business finances.
Solo professionals are great at what they do and they get paid accordingly. They can also have more expenses than a professional that is in a partnership or firm. Hiring a virtual assistant is more cost effective for the solo professional than hiring in-house administrative assistance. Since the VA is private contractor with their own office, you don't have to put out money for more space, equipment, health benefits, and other employee related costs. Also, since a virtual assistant is only paid for the time that they work for you, there is no money lost to long lunch breaks, personal calls, or even sick days.
If you are a solo professional, and if you need some help, consider hiring a virtual assistant to partner with you for your success. You will be glad you did.
To find out more about virtual assistants and how they can help you as a solo professional take a look at www.righthandmanva.com or http://right-hand-man.blogspot.com
*****
Darrell A. Williams is the owner of Right-Hand-Man Virtual Assistant Services
- a Multi-VA team practice. Darrell has over 7 years experience in the administrative
support field. He has worked for non-profit organizations in Canada, the US
and the UK. He has also worked as an event planner and personal assistant. Darrell
has not only been self-employed, but has also held management positions in several
companies and has worked in private sales contracting. Through our commitment
of constant educational upgrading, Darrell recently increased our company's
capabilities by completing a Legal Administrative Assistant training program.
Darrell's specialties include legal administrative assistance, editing, proofreading,
document formatting and calendar management. http://righthandmanva.com
8 Ways A VA Can Reduce Holiday Stress
1. Design custom holiday cards
Want to stand out from the crowd? Let your virtual assistant design a custom
holiday card that's sure to impress your clients.
2. Organize and maintain mailing list
Do you often miss the opportunity to send holiday cards, or any other mailings,
because your mailing list leaves a lot to be desired? Let your virtual assistant
organize your contacts and maintain them on a regular basis.
3. Send out holiday cards
You've got your cards and your list is ready to go. Let your virtual assistant
sign, seal and deliver them to the post office while you spend your valuable
time on revenue generating tasks.
4. Event planning
Whether you're planning a corporate party or a personal gathering you can get
overwhelmed with all the details. Let your virtual assistant handle the many
details associated with your holiday event planning.
5. Travel arrangements
Trying to get home for the holidays or have guests coming to visit you? Let
your virtual assistant make flight arrangements, hotel reservations, and coordinate
transportation.
6. Gift buying
Finding the perfect gift for the client who has everything can be a real nightmare.
Let your virtual assistant arrange for the perfect gift that will make a lasting
impression.
7. Give yourself some time for you while your VA keeps your business operating
Give yourself a gift this holiday season - some time for yourself. Let your
virtual assistant keep an eye on your email and voice mail while you enjoy some
much needed time with family and friends.
8. Jump start the New Year by working with your VA to plan marketing strategies
Now is the perfect time to start planning your marketing strategies for the
upcoming year. Let your virtual assistant help you strategize and re-energize
your business growth with a solid marketing plan.
****
© 2003 Kelly Poelker
ABOUT THE AUTHOR
Kelly Poelker is a certified Master Virtual Assistant, President of Another 8 Hours, Inc. and Co-Author of Virtual Assistant - The Series: Become a Highly Successful, Sought After VA . To learn more about how to utilize a virtual assistant visit her website at http://www.Another8Hours.com.
A "Cyber" Staffing Solution for Small Businesses
While that can be said for a company of any size, small office/home office businesses (SOHOs) typically have fewer options than larger firms for addressing these concerns. A SOHO's needs are likely to be varied and ongoing, but traditional temps and contractors are usually best-suited for assignments of limited scope and duration. Additionally, workload fluctuations might prohibit the hiring of a permanent employee, even on a part-time basis, and many SOHOs don't have the space or equipment to accommodate on-site workers.
Fortunately, advancements in technology have spawned a new industry, called "Virtual Assistance," that provides SOHOs with the relief that they need.
Virtual Assistants (VAs) are experienced office professionals who provide administrative and other support services remotely. Because these activities can be handled effectively via telephone, fax, email, and the Internet, physical location is irrelevant. A skilled VA can benefit your business whether he or she lives across the street or across the globe.
Typical VA tasks include word processing, database management, customer contact and follow-up, bookkeeping, and event and travel planning.
While most VAs are generalists, some provide niche services as well. Bonnie Jo Davis, for example, also designs and manages websites, handles search engine submissions, and contributes articles to online directories and databases. In other words, she uses her advanced Internet skills to create and sustain a powerful Web presence for Davis Virtual Assistance (www.davisvirtualassistance.com) clients who desire it.
VAs with limited time or creative abilities often partner with other companies (such as mine, Affinity Business Communications) that specialize in writing, graphic design, or other services outside their own area of expertise. These affiliations offer the convenience of "one-stop shopping" and strengthen the value that both firms provide to their clients.
VAs typically charge between $30 and $75 per hour. While this may seem costly at first, remember that - as independent contractors - they do not generate expenses related to payroll, benefits, equipment and supplies, downtime, and, in most cases, training. Rather, VAs are highly-skilled business professionals who (a) have fully-equipped home offices, (b) are ready to "hit the ground running," (c) only get paid for time worked, and (d) enable you to focus your energies on the income-generating activities that you enjoy.
Delegating administrative details is only one of the many rewards of aligning yourself with a VA. VAs strives for long-term, collaborative, and goal-oriented partnerships with their clients and work closely with them to grow and manage their businesses. As entrepreneurs themselves, they understand the unique needs and challenges of SOHOs.
Bottom line: A talented and enterprising VA recognizes that he or she has a vested interest in your success. Working within the context of that strategic relationship, he or she is always mindful of the "big picture" and committed to outstanding results!
****
Christina Morfeld is a writer for Suite101.com and president of Affinity Business Communications, a provider of high-quality instructional design, technical writing, and content development solutions. Whether writing to instruct, inform, or persuade, our work is reader-focused, benefits-oriented, and results-driven. Visit our website at http://www.affinitybizcomm.com to learn how we can increase your firm's sales and effectiveness!
A Professional Support Circle CAN Change Your Life!
Can these practitioners help you find more time in the day to accomplish the tasks that ONLY you can do? The answer is YES! For those who grew up in the 1950s and 1960s, it was the professional child care provider and the daycare centers that were the "revolutionary" new concepts of their time. Growing up in the 1960s, my parents rarely traveled or socialized without us and never employed someone to care for us. Unless you were from a wealthy family, it was grandparents, aunts and uncles, or trusted neighbors that were called upon.
As our society moved to the two-family income, in-home child care and daycare centers became commonplace. Can any of us even imagine life with no daycare, after-school programs, au pairs, or nannies?
The same evolution of virtual assistants, life and professional coaches, home and office organizers and other emerging service providers is now more prevalent and finding their niche working with business professional that have simply "run out of time" and feeling the stress associated with their frustration.
These professional services are no longer seen as "fluff" or luxuries. Those who have embraced the concept of utilizing these services have taken a step back to evaluate how to manage and optimize their time. If at the end of the day they can feel good about the professional accomplishments while honoring the relationships that are fundamental in life, then whatever the costs of building this professional support circle is well worth the price.
Friends, clients and business and personal acquaintances appear more interested in their overall happiness than accumulating more money, larger homes, or staying on the fast-track in the corporate world. In many cases developing and nurturing a "support circle" allows them to achieve greater financial rewards than they ever dreamed possible without sacrificing a fulfilling family life.
When people can spend an extra few hours a week with their family rather than catching up on paperwork or reconciling their checkbook, or their life coach recommended finding a virtual assistant, organizer, or financial planner allowing them to focus on their professional passion, it is a testament to the reliance of their "support circle" that is contributing to their personal happiness.
In order to avoid feeling frustrated and out-of-time, or trying to play catch-up on both business and personal deadlines while neglecting time with family and friends, NOW is the time to invest in a professional support circle. That is time spent you will never regret!
****
Melissa Vokoun is President of NuVo Partners, a Comprehensive Virtual Assistant firm. After 25 years on the executive management fast-track, she is a leading advocate for balancing personal/professional and family life. Contact her at melissa@nuvopartners.com for more information.
A Virtual Assistant Can Help You Grow Your Small Business or Home Based Business
You probably already outsource tasks like your accounting and advertising. But
did you even know that you can outsource your clerical and administrative support
tasks to a virtual assistant? Also called a VA, a virtual assistant is an independent
contractor who works from his or her own home or office space. A virtual assistant
works virtually, thanks to technology like email, telephone, fax machines, postal
mail and courier services. Virtual assistants can work for you on an hourly
basis, project basis or on a monthly retainer basis.
Once you find a virtual assistant that meets your criteria, you will develop
a long-term working relationship so that you can call on this VA for years to
come. As your business grows, you may even develop working relationships with
multiple VAs who can handle your administrative business needs. That way you
will always have the administrative support you need at a moment's notice and
you can outsource projects to various VAs based on their specialties such as
Internet research, press release writing and distribution or translation. That's
in addition to the ordinary administrative tasks a virtual assistant can do
for you like database entry, updating your Outlook contacts, mail merges, creating
reports and more.
Here are 12 reasons that you want to hire a virtual assistant now:
1. You will have more free time to spend with your family and friends.
2. You will have more time to work on growing your business.
3. Pay only for work you need completed.
4. Reduce your business overhead costs. You don't provide benefits, office equipment
or office space. You don't even provide a paid lunch hour and holidays!
5. No need to train staff. VAs come equipped and trained in their specialty
areas.
6. You will be provided with skills that you don't have but need (e.g. Create
PowerPoint slide presentations).
7. Virtual assistants provide you with additional help. VAs are an additional
set of hands.
8. You will have someone who helps you implement your great ideas quicker to
build your business faster.
9. Virtual assistants do even your boring tasks! Hate data entry? Hire a VA
to do it for you.
10. Get help with emergencies quick. 24 hour support available (by some VA's
and VA agencies).
11. Use software you don't even own (many virtual assistants own and use PowerPoint,
Adobe Acrobat and more).
12. VAs are professionals and independent business owners. They understand better
then anyone your needs as a home-based or small business owner and give your
business the same care and service they expect in their own business.
When you use the services of a virtual assistant, you're investing in your business
growth.
****
Karen Fritscher-Porter publishes http://www.GetYourAssistant.com -
a global directory of virtual assistants for hire to small businesses and home-based
businesses. Visit now to hire your next virtual assistant.
Admins Become Virtual Reality On the 'Net; New Technology Enables Admins to Support Bosses Around th
Tisha Silvers, who is profiled this week on OfficeClick.com, is a 'virtual assistant' who supports clients around the world from home while raising her six children. She learned about the world of virtual assistants while working as executive assistant at the Crenshaw Christian Center, a large religious organization in Los Angeles, and simultaneously running a part-time secretarial service from home.
She now runs her own virtual business called Agape Business Solutions: "Unless I'm actually taking notes from a meeting, I do my work when I want to -- while the kids are at school during the day or at 2 a.m. when I know there won't be any interruptions. I'm working fulltime and making good pay, between $35 and $50 an hour."
As president of the Los Angeles chapter of International Association of Administrative Professionals, Silvers is working hard to explain the virtual world to admins who work in traditional office settings, and to explain the corporate world to those working in virtual settings.
"Technology is coming at you left and right and the work world is changing so quickly that you have to dedicate yourself to staying on top of it. You have no choice if you don't want to be left behind," said Silvers.
"Considering how much business is being conducted on the road through laptops and cell phones, many admins rarely see the managers they support. It makes sense that a new generation of Internet-savvy admins has taken this one step further, performing nearly all of their job functions -- including managing the office -- from their home office or another remote location," said Jamie Rapperport, CEO of OfficeClick.com, Inc.
****
About OfficeClick.com
OfficeClick.com (http://www.officeclick.com) is a free Web site for America's 10.5 million administrative professionals, who influence over $200 billion in spending per year. The service integrates daily administrative tasks, constantly updated content, lively community discussions and e-commerce.
Assisting You Virtually- How Virtual Assistants are changing the face of the workplace
Perhaps because this is a relatively new industry, it's hard to pin down exactly how many Virtual Assistants there are out there.
Susan Valeri was a VA before she even knew she was a VA.
"I started [doing this work] and then I came across the term Virtual Assistant on the Internet and I thought, '...that's me!'. I didn't really know that there were other people doing it," Valeri comments.
So is there an easy way to define a Virtual Assistant? Not according to Stacy Brice, President and Chief Visionary Officer of AssistU, an organization that provides training and coaching to virtual assistants.
"The definition of what a VA will vary, depending on who you ask," Brice contends. "I have a very much branded definition [and that] is that a VA is a person who owns her own business, works from her home office, provides administrative and personal support across the board to clients who can be down the street or around the world...but in collaborative, long-term relationships."
Some define a VA as anyone who works from home and provides any sort of support virtually.
Stacy disagrees. "If you're a Marketing Consultant, and you do that from home, that doesn't make you a Virtual Assistant, that makes you a Marketing Consultant who works from home. So, I think that using the term Virtual Assistant as a catch-all for anything a person can do from home, that is supportive of other businesses, is a false definition."
The International Virtual Assistant's Association (IVAA) defines a VA as:
"VAs are independent contractors who provide administrative support or specialized business services from a distance, through the Internet, fax, telephone or another method of communication. They can help a company that needs extra people to meet seasonal demands; provide unique skills for a special project; or step in to meet the demands of business growth, locally, domestically or globally."
Despite the varying definitions, what everyone can agree on is the fact that this is a growing industry that can be a lucrative home business opportunity. At the same time, a Virtual Assistant can offer tremendous benefits to the business owner that contracts them.
Virtual Assistants are not hired as employees. They are business owners themselves and are hired on a contract basis. An employer who works with a VA has the distinct advantage of not having to deal with taxes, unemployment insurance, sick leave, vacation pay, or benefits. Rather than having to provide additional office space, and be responsible for the development and supervision of an employee, they can enjoy the support and assistance of a professional without the headaches of hiring and managing employees.
And while VA's are in a support role, that doesn't mean that they are in a subordinate role.
According to Brice, the ideal VA is someone who "genuinely loves being in a support role and doesn't see that as having to be in a sort of one-down position. Someone who can really see that if I use my skills in supporting you, I can absolutely be your equal. I'm just bringing a different set of skills to your table."
Asked about the skills that make for a successful VA Brice responds, "I think that VA's typically are talented admins, who just want out of the corporate world."
Of course, basic administrative skills are a must. At AssistU, fewer than half of the applicants get to the first interview.
Says Brice, "I don't want to be teaching someone to use Word for the very first time. I don't want to be talking to someone about telephone etiquette. Of course we can talk about that on a higher level, but what was important to me is that these people come out of a background where they already have a certain number of years with that kind of experience. I think that someone who doesn't have any administrative type background would find it possibly very much more difficult to become a fabulous VA."
Another critical skill would have to be resourcefulness. Most VA's are generalists, that is they offer a variety of services to clients across different industries. Sooner or later, a client is going to ask them to do something that they don't know how to do.
"It's not so important that any VA can do it all," says Brice. "What's more important is that she knows how to get it done. Because if you're my client, and you need something done, and I don't know how to do it or I don't like to do it, you're not really going to care as long as I can get it handled for you."
As with any business, flexibility is important. Susan Valeri, who lives in the Central time zone, has a client on the West Coast. This can be both a benefit and a challenge.
"[It] works out great for me because by the time she wakes up, I've got her work done!" On the other side of the coin, "She's getting revved up when I'm getting ready to have dinner. So I can hear my email going off while I'm cooking."
In addition to administrative skills, soft skills are also integral. A successful VA is someone who can be proactive about how they can help a client to achieve their goals, and they need to be able to convey this to a potential client.
And as with any business, integrity is vital. One of Valeri's responsibilities is to answer emails regarding her client's business. "I'd better be honest, open and knowledgeable about her business," she insists. "Get a good grasp of my clients business, how they want things run, what their product is, so that I can intelligently answer inquiries."
Aside from the obvious impact that integrity has on the success of any business owner, it also affects the type of client that a VA attracts.
"If I act with integrity, then I'm going to get more business and I'm going to attract the kind of people that I want to do business with," Valeri says.
Brice agrees. According to her, one of the smartest things a potential VA can do is to invest in their own life because, "you'll become more attractive and be able to attract a more high quality client." If your goal is to work with people of a high caliber and high ethics, you'd better demonstrate those principals yourself.
While most VA's are generalists, many specialize in a particular field. For example, when Brice was a VA she was deeply niched and only worked with best-selling authors. One advantage of becoming niched is the ability to charge a higher hourly rate. According to Brice the low end of the pay scale is about $30 per hour. In fact, she feels that a VA cannot make a profit billing at less than that. She projects that by 2003 the average experienced VA will be billing at around $60 per hour, and "much higher for someone who's deeply niched and incredibly good at what she does." Brice herself commanded over $100 per hour for her services when she was a VA.
While this is a fairly new industry, there are several organizations that offer support and resources to VA's. Many VA's agree that becoming a member of one of these organizations can be a tremendous help to someone starting out.
Valeri says that looking back, she would have joined a professional organization earlier to start networking with other people doing this type of work.
And Brice offers this advice:
"Look at all your options. Look at what it would be to get trained, and really investigate that. Look at what it would be to go it on your own and investigate that, as well. And find the organization, whether it's AssistU, or another VA organization. Find the organization that you believe is going to support you in the way that you need to be supported. And be honest with yourself about it. That's where I see alot of arrogance. 'I've been an administrative assistant for 12 years, I don't need any help.' Trust me, you need help. This is a brand new world. Working virtually is not the same as being an assistant in the corporate world. It just is not."
Want more information?
AssistU hosts a free telediscussion about Virtual Assistance. For information on how to participate, visit http://www.assistu.com/va/va_tele.shtml
Learn more about what AssistU offers: http://www.assistu.com
Visit Susan Valeri's website at http://www.virtualassistantsusan.com
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Sharon Davis is the Mother of two girls, the owner of 2Work-At-Home.Com and the Editor of the site's monthly ezine, America's Home. In her spare time she reminisces about what it was like to have spare time.
At Your Service
Virtual assistants, or V.A.s, are typically home-based, self-employed workers who handle everything from travel arrangements to bookkeeping. The twist is that they aren't physically located in the same place as their employers. Typically, they are hundreds, if not thousands, of miles away, and they stay in touch with their bosses by phone, e-mail and fax. The market for V.A.s has grown large enough in recent years that today there are several trade groups that represent workers in the field, including the Virtual Assistants Association and the International Virtual Assistants Association. "Anyone can use a V.A., from a corporation to a small-business owner," says Rebecca Trelfa, a virtual assistant who entered the field through AssistU.com an online V.A. training, certifying and networking group that was founded in 1997. "[Virtual assistants] are an excellent choice for someone who does not need the physical presence of an assistant to run errands or do on-site filing."
Virtual assistants usually have to pay for their own benefits and expenses. Clients typically hire them on either a project or a retainer basis and sometimes take on more than one at a time. Hourly rates for V.A.s usually start at $30. However, the compensation rate may vary, depending on skills and services.
Hiring a V.A. can make a small company seem larger or help a self-employed person appear to have a staff. Says Trelfa: "I used to have a dedicated phone line for one of my clients in my home office and would answer it as if I were just at another one of my client's business locations." V.A.s have also become something of a status symbol. Says Booker-Brown, who operates a virtual-assistance business called RightHand Concepts: "When a client's customers see that they have an assistant, it lends a certain legitimacy to their business in the minds of others."
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From the Nov. 17, 2003 issue of TIME magazine
Benefits of Using a Temp Employee vs. a Virtual Assistant
Virtual Assistants face the challenge of competing with temporary agencies. Find out more information about meeting these challenges and convincing prospective clients why it will benefit them to utilize a Virtual Assistant vs. a Temp.
Owning and operating a Virtual Assistance business has many challenges that need to be addressed. Some may be small and some big, but all help us to learn and grow our businesses.
One of the biggest challenges is convincing prospective, and sometimes apprehensive, clients of the benefits of utilizing the professional services of a Virtual Assistant (VA). And, an additional aspect of that challenge is to project the advantages of VAs in comparison to temporary agencies and their employees… the VA's competition.
With that in mind, we will cover here some of the important differences that you, as an up and coming VA, can outline to those whom are showing an interest in your services but are still unsure of the differences.
1. Temporary employees (temps) are just that, temporary. They're here today and may be gone tomorrow. A VA, on the other hand, is available on an ongoing basis or can be called upon, at short notice, when an extra pair of administrative hands is required.
2. VAs take a vested interest in the success of their clients and their businesses. VAs believe that the absolute best job possible will not only help their own reputation but will also help to build the client's business. The more successful the client is, the higher possibility of more work needing to be done by the VA or more referrals. A temp, however, may look at the assignment as just a means of padding their resume or getting a paycheque.
3. Training and experience is also an issue when comparing VAs to temps. VAs are generally those that have had many, many years of experience out in the workforce. This knowledge, along with any additional training and schooling, allows them to provide a wide gambit of services, all of which they have had many years to perfect. VAs also tend to be more apt to upgrade their skills in order to provide their clients with the most up to date and professional services that they can possibly provide.
Temps, on the other hand, may be those that are right out of school with little or no 'on the job' experience, or those who are simply looking for something to fill their time. Not to mention, when a temp is hired, they have to be trained. Now, if that temp is not available when the next assignment crops up, another temp will have to be brought in and thus more time is needed to train that employee. And so on.
4. Now, let's look at the rate differences. Actually, the two may seem similar in cost but not in other aspects. The rate paid to the temp is actually split between the temp and the agency that contracts them out. Then it must be taken into consideration the time the client needs to spend training the temp, the space used by him/her, and the equipment that is needed and requires maintenance.
A VA's rates, comparatively, help to upgrade equipment, software and skills. This, in turn, allows for more and better services to be available for the client. It also means that the client doesn't need to worry about providing space and maintaining equipment that a temp would need, which can get quite costly when in the hands of an inexperienced employee.
5. The next difference is to look at the types of clients that temps and VAs are most likely to be contracted by. Medium to large companies generally would call in a temp when they have enough work to keep them busy for an extended period of time or when the work involves specific duties that need to be handled in-house (ie. reception). However, these companies may also have a need for the services of a VA when they have an occasional project that requires immediate, experienced attention or when they do not have the training time or equipment available for a temp.
Small business owners and SOHOs (Sole Owner Home Office) are most likely to need and utilize the services of a VA as opposed to bringing in a temp. The projects are usually varied and may be far between or not enough to keep an employee busy in-house. The completion of the project may also be hampered by the lack of space and equipment that would be necessary if a temp is brought in. It is unlikely they will ever use the services of a temp and they are more receptive to the idea of contracting a secretarial service.
6. VAs charge for the actual work they do, hour for hour, whereas a temp is paid for time worked and any time they sit idle, waiting for more work or another project to do.
7. And, unlike a temp who has loyalty to the agency they are contracted through, a VA is usually an entrepreneur and works with and for the client. As a fellow small business owner, a VA has a vested interest in the success of their client's business.
Although temporary agencies are more visible to the public, due to their increased size and marketing budgets, they are not the only answer to help alleviate the administrative overflow for both small and large businesses. Working together, we can all help to educate potential clients on how we, as VAs, are the best answer to their office assistance needs.
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About the Author:
Janice Byer is the owner of Docu-Type Administrative Services, a successful Virtual Assistance company that specializes in making each and every client believe in the wonderful aspects of utilizing their services. For more information, and to read other articles by Ms. Byer, visit her website at http://www.docutype.net/.
