Virtual Assistant Articles Directory - Virtual Assistance Articles | VAnetworking.com

David Goldsmith spends his days on the phone and on the road. As president of Customer Edge, he works out of his home in New Mexico and travels the country, leading seminars and acting as a consultant for companies that want to improve customer service.

Like many busy business owners, Goldsmith has an assistant to set appointments, order conference supplies, make his travel arrangements, send out brochures, handle the books and put together his daily newsletter.

Actually, he has three -- one to handle day-to-day matters, one to focus on conferences and one who works on the newsletter. Goldsmith doesn't have the space -- or desire -- to have employees working in his home. His "staff members" work from their own homes in three different states. They are part of a fledgling industry: virtual assistants.

It's a business filled with cutting-edge terms. Virtual assistants design their services for business owners called neo-SOHO's and "netpreneurs," Internet-savvy entrepreneurs working from small office/home office settings. Virtual assistants have adapted traditional skills to a virtual marketplace.
Never meeting the boss

They recruit their clients and bid on jobs via e-mail, phone, fax and overnight shipping. They may never meet many of their clients. They have their own associations, certification programs and even a virtual university, AssistU. Run by former virtual assistant Stacy Brice, AssistU is a 19-week boot camp that only accepts about half of its applicants. Only those who make the grade graduate and earn recommendations from the online school.

"By the time they finish, they have more than 300 hours of class time, client-simulated experiences and study," Brice says. "I'm the pretend client, and I'm a tough cookie."

Chris Durst, a pioneer in a business that didn't get going until 1995, is a partner in StaffCentrix, a virtual assistant referral business. She helped set up the International Virtual Assistants Association, which has a certification program.

"As a small business owner, one of the reasons many of us go off on our own is that we work best on our own," she says. "If you hire an employee, they bring a whole host of issues -- taxes, insurance, sexual harassment -- and you have to make a commitment to a certain number of hours or days a week. A temp still needs to come to your location and share your space. With a virtual assistant, you don't have to get extra equipment and you don't have to train them. When you say to a VA, 'Watch the bottom line,' who better to understand that than another business owner? Vas aim to please because their business depends on it."
Skills from outside the area

For Bob Farrar, an attorney in Rome, Ga., virtual assistants offered an opportunity to obtain high-quality skills that were not readily available outside an urban center. Farrar has a part-time, in-office secretary who greets clients and does most of his dictation and correspondence work. But he uses a virtual assistant in Atlanta to handle office and case management and a virtual assistant in Orlando, Fla., to keep his books. A virtual paralegal works part-time -- but solely for Farrar -- from her home in South Carolina.

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Article by Pat Curry - BankRate.com

Have you ever wondered, “What exactly is that virtual assistant that you keep hearing so much about?” The answer is simple. A virtual assistant, or VA, is an administrative professional who provides immediate professional support, services, and skills to busy entrepreneurs and business managers via the Internet.

But “What can a virtual assistant do for me?” is a little more complicated. The ways in which a VA can help you and your business are as unique and diverse as the individual VAs are themselves. To help narrow down the possibilities, the virtual assistants at the Virtual Assistant Networking Association (VANA) forum, http://www.vanetworking.com were asked to list the top 10 things they could do for their clients. This is what they said.

1. A VA can assist you with marketing support, increasing you clientele and freeing up valuable time to service your customers. They also can handle all your marketing and publicity helping you to spread the word about your product or services.

2. Many virtual assistants specialize in web design and search engine optimization. Once you work with a VA, they know your business inside and out, who better to help you prepare your website.

3. A virtual assistant can make your next presentation shine by giving it that polished professional presentation which is sure to capture your audience and promote all your products and services.

4. A virtual assistant can be instrumental in proofing, editing, and typing all your correspondence, pleadings, manuscripts, etc., thus allowing a more professional edge to all your business communications.

5. A virtual assistant can take over all your bookkeeping, bills and accounts payable. Let them worry about payroll so you can worry about the important tasks of running your business.

6. A virtual assistant can plan your next company event or outing providing for an enjoyable and memorable time for all. Think how much more enjoyable it can be when the burden of planning is removed.

7. Because VAs work on an “as needed basis” and only when you have work, hiring a VA can save you money. Clients only pay for the work done, and don’t have to pay for benefits, equipment, or supplies. What a cost savings that can be.

8. A VA can save you space because s/he works from his/her office as an independent contractor.

9. Hiring a VA can save you time because you will not have to spend time hiring an employee or temporary help, as well as training the new staff.

10. A virtual assistant can schedule your appointments, manage your calendar, organize your desk, and make running a business that much smoother.

Tawnya Sutherland is the founder of The Virtual Assistant Networking Association Forum (VANA), the largest member based Virtual Assistant global networking community for aspiring and successful Virtual Assistants online. She states, “By bringing “the best of the best” of virtual assistants to the VANA Community, we make it easy for clients to partner with successful VAs.”

Diana Ennen of Virtual Word Publishing, http://www.virtualwordpublishing.com, the publicity representative for VANA states, “Now is the time to stop looking for that VA who will make your business better and finally make the commitment to hire one. At VANA, you’ll find exactly what you are looking for.”

Stop by Virtual Assistant Networking Association (VANA) today and find that VA you’ve been looking for. They are waiting, ready to assist you with all your business needs.

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Tawnya Sutherland, founder of VANA, http://www.VANetworking.com is an active contributor to many Virtual Assistant organizations online and the author of The Virtual Assistant Startup System that has been fantastically received within the Virtual Assistant industry. Sutherland has operated her own virtual assistant business, Mediamage Business Solutions, since 1997 but now specializes in Internet Marketing services. She is a Certified Internet Marketing Business Strategist and Multimedia Usability Specialist graduating in 2002 from the University of British Columbia. Copyright 2005 Virtual Business Solutions. All rights reserved. Article is free to be reprinted as long as author’s bio remains intact.

Virtual assistants might seem like the wave of the future. Does the concept sound like an assistant working in tandem with Rosie, the Jetsons’ maid, to help make your life in the brave new world simpler?

In reality, virtual assistants are becoming a very real alternative to on-site employees in the present. Why would someone choose to work with a virtual assistant instead of an assistant in their office?

One of the major reasons to consider hiring a virtual assistant is the cost factor. Virtual employees equal big savings to small businesses.

When first looking into virtual assistants, a lot of people see that the average hourly wage can be higher than what they would pay their own in-office assistant. Without further exploration, they dismiss the virtual option as too costly and move on.

The savings in hiring a virtual assistant do exist. However, you do have to look beyond just the hourly rates. If you do, you will see that money is saved on so many levels, that it’s impossible to ignore this option.

First, think about the last employee you hired. Did you ever think about how much you spent on just hiring that person? You have to spend money to advertise the position. You or your other employees must spend valuable time in the hiring process. It can be a costly endeavor.

Next, you’ve got to consider the actual capital you invest into each employee you hire. There’s more than you might think. As a small business, office space is usually a pricy commodity. And did you consider all of the “stuff” that you’ll need to acquire. You’ll have to have another desk, another computer, an additional phone and line, additional internet service, another license for all of the software that you use, etc. This list can go on and on.

The last area we’ll look at today is human resource. For each employee, you’ve got to determine wages, benefits, insurance, time off, etc. You’ve also got to shell out for payroll taxes, unemployment and all of those fun ways the government likes to get involved in your business!

Would hiring a virtual assistant alleviate these costs? In short, yes!

First, you will find your virtual assistant on the internet. There are thousands of us out there, you simply research and find the assistance provider who best suits your needs and with whom you are most comfortable working.

Secondly, every virtual assistant should have their own complete home office. They have already taken on the costs of all of the equipment needed to complete their work. You do not have to invest any of your capital into their work space.

As for the human resource issues, with most virtual assistants there aren’t any. The majority of us work as independent contractors. Therefore, you aren’t responsible for any of our tax paperwork, insurance, time off, or any costs that accompany an employee of your company.

As you can see, hiring a virtual assistant can definitely increase your bottom line. Increasing the amount of work you can accomplish without greatly increasing your budget. Also, in most cases, you are only committing your cash on a project to project basis.

Virtual assistants can save your small business a lot of your hard-earned funds. This is one option definitely worth considering!

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Dana Wallert is the owner of an online virtual assistance company. She has many years experience in sales and marketing, as well as office management. Find more about Dana and sign up to receive her free monthly newsletter at DW Office Solutions - Virtual Assistant Services.

A Day in the Life of a Virtual Assistant. You will never see one, and that is the point. Our Virtual Assistants are the Ninjas of the corporate world. They swoop in undetected, complete their task with uncanny accuracy and speed, and "poof," they are gone again.

Either because of downsizing through lay-offs or staff reduction through attrition, workloads on remaining employees increases. Where there was once a glut of secretaries, (enough to fill a "pool!") we now have a draught. Secretaries have become the office managers, the executive assistants, and many times, the boss. Though those skill carry through with the employee who moves up, added responsibility doesn't make it feasible for a manager to type her own correspondence, or create his own corporate training manual.

Virtual Assistants fill this ever-growing need for responsible, creative and intelligent employees, who never set foot in your office. If you own a small, start up company, where resources are stretched to the max, can you afford another employee? In all likelihood, that employee will have significant downtime awaiting the next project, whereas the VA works only when you are in need. You do not pay for Internet surfing, E-bay bidding or hours of personal phone calls, along with health insurance and other benefits a full time employee requires.

IT staff has long been working from remote locations, conducting business over the Internet or through Virtual Private Networks. Virtual Assistants create and work mostly on a computer, making the field perfect for remote consultants. Instant communication through e-mail and phone reduce the need for face-to-face meetings, and some companies even have the capability of video conferencing.

It is a win-win situation for all involved. VAs have the flexibility and control over their work schedule that allows them to accomplish their personal goals, whether it be staying at home with their children, or pursuing multiple career paths at one time. Good business demands the appropriate and sometimes unusual utilization of its resources. For the company who chooses to use a Virtual Assistant, the benefits are limitless.

The work of a Virtual Assistant is a rewarding and enlightening experience, both for the assistant and the client. Project Virtual Assistant employs the most talented of those Ninja's of the corporate world, thus ensuring the highest quality result. PVA offers a variety of services to meet the needs of its clients. From simple letter writing, to complex database development, PVA does it all with professionalism and finesse. To see for yourself, visit their website at http://www.projectvirtualassistant.com and e-mail Jennifer for more information. Chances are you will find what you are looking for!

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Angela Ward © has been writing interesting and sometimes even informative articles for most of her adult life. She uses her background in office work and IT to assist, virtually, anyone who requests her services. Learn more about her at http://www.projectvirtualassistant.com.

This article is free to be reprinted as long as the author's bio remains intact. (November 1, 2007)

So you have taken the step and decided bookkeeping is just one of those tasks you really would prefer to outsource. You have interviewed several candidates, but no one has really felt like someone you could totally depend on. Your friend suggests someone, but they live several hours away. You would love to work with that person, but you ask yourself how it can be done?

There are several ways to work with a virtual bookkeeper and it is be best to talk with your virtual bookkeeper (VB) to determine which is best for you, but here are just a few ideas to get you started.

How to Get the Documents to Your VB
Option #1 - Set up Virtual Post Office
By Purchasing a Post Office Box in your VB’s hometown and ensuring all your bookkeeping related documents are sent to that mailing address will make matters easy for your VB. They simply visit the post office regularly to pick up any items that are delivered. If asked about the address by your clients and/or suppliers, you can simply state this is the location of your satellite office.

Option #2 – “Snail Mail” or Courier
Once you receive the documents you can bundle them up and forward them to your VB by “snail mail” or courier. The only drawback in choosing this method is there can be a delay and deadlines may be missed. Of course, it does give you the opportunity to review your invoices and approve or reject them.

Option #3 - Scan Documents and Send by Email or FTP
Finally, if you are still a small business, a very viable option is to scan all the documents that need to be inputted into your accounting software and either email or FTP these documents to your VB. If you are a larger company, this may not be a feasible option as you would probably spend more time scanning and emailing then you would simply entering the items. If you do choose this option, please remember to email your VB every transaction you make including on-line payments, checks written, invoices received, credit card receipts and invoices sent. If there is not an actual paper document then details can be sent to your VB for entry.

What Options are There for Systems to Use
Option #1 - VB Maintains Records
This is perhaps the easiest system to use. By having your VB maintain the records solely there will be no concerns about missed entries, incompatible software programs and lost data. Also, from the VB’s point of view it is the best alternative simply because it is easiest for them. Why?

Option #2 - Online Options
Several bookkeeping software programs now have an on-line capability. All data is entered on-line and can be accessed by both parties; the VB and the client. There are several advantages and disadvantages to using this system and if this is your choice it is best to do a lot of research before deciding on the software package you will utilize.

Option #3 - VB Logs Onto Your Computer to Access Bookkeeping Program
Another option is to have your VB access your computer directly. There are several programs that make this a viable option as well. You can also set up your system to allow your VB direct access to your server. Keep in mind that with some programs since only one person can access your computer at a time this may not be a viable option for you. Also, your VB will have troubles as printing will no longer be an option. For many reports it is key to have a paper trail and this may not always be a possibility.

I Still Want Access to My Records, but How?
Option #1 - Online Options
If you do choose one of the on-line options you will always have direct access to your computer records. Of course, these records may not mean anything to you unless you ask your VB to interpret them or you have some simple bookkeeping background.

Option #2 - Transfer File
You can choose to have the data file transferred back and forth between yourself and your VB. The only risks you take with this are that the file is somehow corrupted, you overwrite a current file during transfer or entries are missed because each of you enters transactions at the same time. Another thing to keep in mind if you choose this option is that you and your VB will have to maintain the exact same software package. Many VBs update their software frequently so this could be a costly choice for you.

Option #3 – Maintaining the File and Having VB Work Utilizing Your Computer
If you do choose to have your VB work on your computer file directly by accessing your computer, you will have full access to your records. Of course again you may not fully understand what you are looking at and may need some interpretations.

Option #4 - VB Sends Full Reports Each Month
At the very least, even if you fully trust your VB and allow them to maintain full control of your bookkeeping software, you should be receiving a full set of reports each month. This will allow you to stay on top of your financial decisions and make crucial business decisions.

What Things Should I Ask to Be Included in My Monthly Reports?
1. Financial Statements
Incl: a) Balance Sheet showing all your assets, liabilities and your investment in the company
b) Income Statement showing profit and loss for the month (nice to have a year-to-date too)
2. Balance in Bank Accounts
3. Accounts Receivables listing including all amounts owed by your clients/customers
4. Accounts Payable Listing including all amounts owed to your suppliers
5. Bank/Merchant Account Reconciliations
6. Detailed Trial Balance Showing All Entries Made during the month

Of course, this can be modified to suit your needs, but if you are making financial decisions these items will be critical to make the best decisions for your company.

How Will We Pay the Bills?
Option #1 - Separate bank account – on line access and/or signing authority
This is a fantastic idea and one where you can set up a “bookkeeping” account wherein you deposit only the funds needed to pay bills in that particular month. All incoming monies from payments from your clients/customers are maintained in a separate main business account. As funds get low, you can transfer more funds from your main business account to this operating account. This way the only access that your VB needs to your main business account is one of simple data entry. For your operating account the VB can have signing authority and on-line access as the funds will only reflect the amount required to pay invoices.

Option #2 – Prepared Checks – Attach to Invoices
Your VB can also prepare the required checks and attach them directly to the invoices with an addressed envelope. These would then be returned to your attention and all you would be required to do is to sign the check and insert it into the envelope for mailing.

Option #3 - Supply of Signed Checks and Ask for the Stubs to be Returned Each Month
Another option is to pre-sign some checks for safe keeping by your VB. If this is an option you choose I would suggest ensuring that the stubs are returned to you frequently so you can maintain a record of what the checks are being utilized for.

Option #4 – Email Listing of Accounts to Be Paid and You Issue Checks and Return to Your VB
Perhaps the popular option is to simply have your VB send you a listing of the checks to be written and the amounts. Once you prepare the checks you send a return email showing the check numbers and date the invoice was paid. This will allow you to maintain full control of what is actually paid for and when that payment is issued.

How Do I Stay Knowledgeable with my Clients/Suppliers?
Option #1 – VB Gives Full Detailed Reports to Client (in layman terms)
If you would prefer your VB to remain “behind the scenes” and hidden from your suppliers and purchasers, it will require several things be in place for this system to work. The first thing is to have detailed reports, written in layman terms for your advantage, so you always are aware what is happening in your financial picture. The second is to have the ability to contact your VB at a moment’s notice to ask questions of them. Finally you will require some knowledge of simple bookkeeping and how it works.

Option #2 – VB Sets up Invoicing, etc. to Have Their Direct Line for Inquiries
One method that works amazingly well is to have your letterhead and invoices show your VB’s phone number listed as Accounting Department – Direct Line. Although this won’t stop your clients from contacting you, you can simply direct them to send all accounting related inquiries directly to your accounting department. Of course your VB would have to be willing and able to handle these inquiries on your behalf. Most people will not even realize they are calling somewhere not local, especially if your VB has a toll free line. It will also create the illusion you are a large company with several departments.

What about the Filing System
Option #1 – Virtual Filing Setup, Your Maintenance
Virtual filing can be done, but the first thing you will want to do is to send everything you have to your VB. That’s right, box it all up and send it by UPS; all your blank checks, cancelled checks, your receipts, invoices, etc.. This will allow your VB to set up a filing system for you. They will document and record the names of your files and send these files, already prepared, back to you. By allowing your VB to set up your files they will know which files you have and will keep a record. Then each month they will return your documents with labels as to which files each document is required to be filed in and if a new file is required they will create that file for you. Still worried about finding the time to file, that is fine too once a year you can send a few files at a time to your VB and they can organize them for you and send them back.

Option #2 – Simple Filing System
A second option for filing that some VBs have used is to simply put all the documents in large brown envelopes and mark the month on the outside. Within that folder they will have smaller envelopes for sales, purchases and miscellaneous documents. Then the only thing you have to do is put the envelope in a large box for year end purposes.

Option #3 – VB Maintains Filing
If your VB has the capability and desire, it is a great idea to allow them to maintain the files at their location. The biggest advantage of this is all the records are at their fingertips. This is key when they are dealing with phone calls from your suppliers and purchasers and need to have the answer within minutes.

Finding the right filing system will depend on whether your business is large or small and how often you will be required to access previous month’s documentation.

Perhaps the biggest advantage to outsourcing to a virtual bookkeeper is you are not limited by your geographical location. You can find the person that feels right for you and will be the best fit for your company regardless of location. That means that you can find a person you feel you can trust even if they live several hours away or across the other side of the country it can work.

One cautionary note I always suggest is to have someone else do tax preparation even if your virtual bookkeeper is capable. This will provide a check and balance system for your accounting records and eliminate any worries you have of trust.

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ABOUT THE AUTHOR:
Yvonne Weld is the owner of ABLE Virtual Assistant Services and offers administrative and bookkeeping support to busy solopreneurs. She is also the author of The Ultimate Guide to Creating a Thriving Business and Managing Your Thriving Business for Success. For more information and for your free downloads, visit her Web site at http://www.yvonneweld.com

Lawyers function best as members of a team. No lawyer can do everything. A paralegal or administrative assistant whose qualifications and skills meet your needs will effectively extend the reach and quality of your practice. You can hire such a person to work full time, on your payroll. However, technology increasingly affords an efficient alternative: the VA, or virtual assistant.

VA Relationship

VAs are paralegals or other administrative specialists who work offsite and online, creating work product to your specifications and tailored to your practice. They represent an extension of the outsourcing that lawyers and law firms have done for years. Once that outsourcing was limited to mailing and records storage services. More recently it has come to include transcription of voice files for depositions, accounting support for billing, data entry, litigation support graphics, and legal research. Such outsourced services are transparent to the client – to such an extent that they now can be performed a continent away.

The relationship with a virtual assistant is complex and rewarding. As an independent business owner, the VA is neither employee nor subordinate. VAs more closely resemble an accountant or any other business consultant with whom the lawyer has an ongoing, collaborative relationship. They become familiar with your practice and attuned to your business needs as much as any service provider engaged for a substantial length of time.

VA Selection

An excellent example of a virtual assistant practice is The Relief, a Tacoma, Washington-based firm that delivers remote administrative and legal assistant/paralegal support services to solo and small practice professionals. Danielle Keister, principal of The Relief, graciously shared with me her insights on what makes the VA relationship work from the service provider’s perspective. She recommends taking these factors into account when engaging a VA:

* Is there an informative, well constructed Web site, as evidence that the VA has the technical skill and sophistication to conduct an effective online business relationship?
* Conduct a personal consultation, face to face or by phone. It is not appropriate to ask for resumes or for work history beyond professional references, but the VA should be willing to provide information on experience and qualifications.
* Request a business track record. Look for a VA who has been successfully in business for at least three years, and one who is actually IN business (not just working part time or providing an incomplete service package).
* Does the VA provide a realistic cost structure? Inappropriately low rates can signal a lack of business sense and indicate a practice that is not profitable (and won’t be around for long). Because you want to rely on the VA long-term, you want assurance that their business is viable. Proper VA rates will average between $30 and $65 per hour. And if the work provided is paralegal in nature, don’t forget that this work can be billable client hours that you can mark up at a profit.

VA Qualifications

Beyond these business considerations, think through the professional qualifications that you want from the VA. If you’re seeking paralegal services, you should expect a certificate of completion from an accredited educational institution. Do your own research on that institution and don’t rely blindly on “ABA-approved” status. Make sure your VA paralegal can demonstrate knowledge of local rules regarding court and civil procedure, in addition to practical insights pertinent to your practice. Other relevant skills include the ability to:

* Organize files and chronologies
* Prepare documents for summons, complaints, answers, motions and other proceedings
* Conduct investigations and summarize depositions
* Perform legal research
* Coordinate with outside vendors for trial preparation
* Create and maintain client files.

A virtual assistant should be able to conduct all these activities electronically from a remote location. That assumes and requires compatible email, word processing, document management and database capabilities. If your word processing system is WordPerfect, engaging a VA who works only in Word can complicate and not simplify your life. The same is true for other software products: Excel versus Lotus, Quicken versus QuickBooks. There are of course other document exchange tools – f ax, overnight courier, even surface mail. But effective electronic integration is a must.

VA Versus Employee

One of the most important considerations about the outsourced VA relationship is to ensure that it is in fact an engagement of an independent contractor. Do not make the mistake of thinking that every part-time or offsite paralegal or legal assistant qualifies. The IRS has very clear guidelines to determine whether a hired individual is an independent contractor or an employee for federal tax purposes. An employee is subject to the will and control of the employer not only as to what shall be done, but as to how it shall be done – an employee does not have independent control of the work process. By contrast, The Relief, as a true independent contractor, states on its Web site: “Our expertise is based on over 20 ears top-level administrative experience and training. Our legal support services for attorneys and investigators are based on paralegal and investigative training and experience.” If you engage a service provider who cannot provide the same assurance, they likely are not a true VA.

VA Versus Temp

Note also that a VA relationship is different from that with a temporary employment agency. Temps can be a viable solution to small firm or solo personnel needs, but if you need anything other than the most basic clerical assistance it would be wise to consider and select a temporary on a long-term basis, known as “temp to perm.” This option accommodates extended projects and protracted litigation, but should only be pursued with a temporary agency that specializes in temporary legal personnel.

The VA Advantage

Virtual assistants are an outsourcing strategy that can give lawyers the best of all solutions to the need for help. You get a professional team member, selected to your criteria, attuned to the business and professional needs of your practice. You are relieved of the cost (and potential liability) that in-house staff can represent. Best of all, you have an efficient solution to “The Business of Law”®, one that frees you to do the client representation and development work that you want to do. As Ms. Keister remarked to me, “ When I first started, I wondered if attorneys were so above the crowd that concerns like working at a profit, operating efficiently, finding ideal clients and dealing with problem ones were just too petty and far beneath them. Since then, I’ve seen that they have the same marketing and operating issues that any other business has.” Help from a knowledgeable virtual assistant can be a major step in resolving them.

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Edward Poll, J.D., M.B.A., CMC, is a coach to lawyers and certified management consultant who shows attorneys and law firms how to be more profitable. Ed's latest book is Collecting Your Fee: Getting Paid From Intake to Invoice (ABA 2003); he is the author of Attorney & Law Firm Guide to The Business of Law, 2d ed. (ABA 2002); Secrets of the Business of Law: Successful Practices for Increasing Your Profits. To make suggestions or comments about this article, call (800) 837-5880 or send an e-mail to edpoll@lawbiz.com. You can also order a free e-zine or visit Ed on the web at www.lawbiz.com.

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.

Virtual assistants are independent contractors or entrepreneurs who provide administrative assistance to multiple clients. Unlike regular assistants, they work out of their homes rather than at your business physical location.','Whats a Virtual Assistant?

Virtual assistants are independent contractors or entrepreneurs who provide administrative assistance to multiple clients. Unlike regular assistants, they work out of their homes rather than at your business physical location.

There are numerous advantages to using a virtual assistant:

Location. If you work from home, you don’t have to find a place to put an employee.
No Overhead. They provide their own office supplies, desk, computer, software, and phone lines.
No Benefits. They’re not your employee, so you aren’t responsible for paying social security or income taxes, holidays, insurance, vacation or sick pay.
Lots of Flexibility. It’s significantly easier to find a virtual assistant who can work evening hours or weekends after all, they’re working from home. And you can give them more or less hours as your needs change.

There are virtual staffing companies that match virtual assistants with small and home-based businesses who need help running things.

How Do I Know What I’m Getting?

Gayle Buske is the president and CEO of http://TeamDoubleClick.com, a highly reputed virtual staffing agency. Her clients are often concerned about hiring someone without ever seeing their face. She reassures them that because the agencies don’t get to meet the people they send to their clients often they’re in different states their hiring processes are a great deal more stringent. In fact Buske admits, We turn away about 70% of the people that we interview. Those who make the grade go through a 9-part interviewing process and then are trained and certified.

Virtual agencies try to match each client with an assistant who is a good fit for their needs. They look at qualifications, personality and work style, and hours of availability both number and times. Whatever your unique requirements, they’ll work to find someone who’s a good fit.

Common Client Concerns

How do I know that my assistant is actually working the hours I’m paying them for?

To allow you to track their progress, many agencies have their staff send daily reports of their activities. They may say how many inbound calls they received, how many outbound calls they made, how many appointments they set, what documents they worked on, as well as how many hours they put in for the day and their cumulative hours for the week. This can help you stay on budget if you see they’ve already worked the total hours you planned to pay them for, you can push back other projects until next week.

How hard is it to work with someone from a remote location?

Buske points out, There’s so much technology now that really facilitates working virtually. She contends it’s as simple as hitting the speed dial instead of the intercom or attaching files to an email rather than walking them to the next room. Most of your communication will be via phone, fax, and email. There are also online meeting programs (http://GoToMeeting.com) that let you do demonstrations and presentations, such as for training purposes.

And their skills run the gamut - everything from accounting to marketing to graphic design. Whether you need someone to answer incoming calls and do mailers or someone who can manage your entire business when you’re away, you can find staff with all levels of skills.

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About the Author:

Chris Malta and Robin Cowie of WorldwideBrands.com are the Writers and Hosts of The Entrepreneur Magazine EBiz and Product Sourcing Radio Shows.

When's the last time you took a vacation? Can you remember the last time you actually stopped working to eat lunch or God forbid, took a sick day? Do you remember your kids' names?

Ok, maybe that last one is a bit extreme, but let's face it, as entrepreneurs, there is little time left for life outside of work. Yes, to be successful in starting your own business, you must be driven, even obsessed at times, but at what cost?

We lose sleep. We lose time with friends and families. We most certainly sacrifice such frivolities as hobbies, exercise, relaxation, etc.

In the beginning of a new venture, all of these sacrifices are necessary evils. However, far too often, many of us fail to re-assess our level of obsession with our business' actual need to be our solitary focus in life.

Often times, we reach a point in the cycle of our venture where it is growing steadily and is quite successful. By no means am I suggesting that this is a time to become complacent, however, I think that many of us are too stubborn to realize that we've reached such a point.

We have become our business, and our business has become our life. We are going through the day with such tunnel vision that eventually something's got to give!

This might be a good time to assess our options. Some of us may be lucky enough to be doing well enough to hire on additional staff. This can bring us instant relief.

What if employees aren't feasible for your business yet? Are you destined for a life void of anything outside the realm of your business?

The answer is simply no! Many small business owners are discovering a newer, more cost-efficient way of lessening their work load. They are going online into the world of virtual employees. Virtual assistants can be a godsend for those who have occasional projects that require extra manpower.

Virtual assistants can handle just about any project or task that an onsite administrative assistant would without the additional costs of actually hiring an employee and with no long term commitment. Basically, it's one more way small businesses are following the lead of their larger, corporate counterparts.

Outsourcing administrative and human resource tasks is a growing trend that can help small business owners take back their personal lives while maintaining their quality of work and the success of their business.

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Dana Wallert is the owner of an online virtual assistance company. She has many years experience in sales and marketing, as well as office management. Find more about Dana and sign up to receive her free monthly newsletter at DW Office Solutions.

5:00 pm, the phone rings. You run across the room carrying a hungry baby, yelling to your 8 year old in the other room that if he subtracts 8 from 10 and then adds 2 he will have the answer he has been huffing about for the last twenty minutes. With a heavy sigh, you muster up all the niceness you can and say “Hello.” It’s the contractor calling to confirm that he will be there tomorrow morning to fix your bathroom floor. Hurriedly, you thank him and hang up.

Just as you head to the kitchen with a now screaming baby, the phone rings again. It’s hubby calling to ask how your day has been and what’s for dinner. DINNER?? OH NO!! You knew there was something you forgot to do this morning. You cut the conversation short - since you started your business the two of you never have time for a real conversation anymore. Now you run to the kitchen, pull the frozen pizza out of the freezer, and preheat the oven on your way to make a bottle. At the same time, telling your eldest child that it’s bath time and reminding him to brush his teeth and put his dirty clothes in the hamper when he’s through.

Finally you’ve made the bottle that started all this chaos, which pleases the little one to no end. Just as you start to breathe a sigh of relief, you hear a noise resembling a dolphin splashing in the ocean coming from down the hall. Visualizing water all over the floor, you add yet another task to your list of things to do today.

Hubby calls again. He’s on his way home. What? It can’t be 7 o’clock already! You still have to give the baby a bath, clean up the bathroom from Flipper, pack lunches for tomorrow, wash dishes, the list goes on and on.

As you head to the bathroom, you see your To Do list for your business sitting on your desk. The list is a mile long and you only managed to cross two things off today. Your newsletter, scheduled to go out today, is still in draft form; a client called to say the deadline for the project you are working on has to be moved up and you haven’t completed the proposal for a potentially new client yet. Where did the time go?

Exhausted and grumpy, you remember it’s only Monday. You get to get up tomorrow and do it all over again! Sound familiar? Wasn’t the whole reason you decided to work from home, so that you could spend more QUALITY time with your family? So that you could make healthy dinners, be there to help with math homework, spend time with your hubby in the evenings and on the weekends, concentrate on having a nice house and pretty yard, just to name a few.

All to often work at home moms get so caught up in every day life that their business suffers or vice versa. With a Virtual Assistant to help with your business tasks you CAN focus on the most important things in life: family, home, and happiness! Wouldn’t you rather hear your children to tell the story of how Mom was always there to lend a helping hand or give a hug just when it was needed most instead of the one of Mom and the Burnt Pizza?

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Article by:

Arika Liddiard is a work at home mom to two young boys. If you find yourself short on quality family time, visit her at www.momsgonevirtual.blogspot.com for help!

Are you a business owner juggling between different tasks just so you can keep up with schedules and other business concerns? If you are, then better listen up.

Virtual assistants are now coming to rescue you. These are skilled employees located anywhere in the world capable of doing what a regular employee can do. Many business owners have seen the benefits that virtual assistants can do for them.

Unbelievable?

Below are some of the reasons why you need a VA:

1. No time to carry out great ideas for your business. There are a lot of things that need to be done in order for your business to run smoothly. It seems that every one of them is on the top spot of your “to-do” list. Getting a virtual assistant to help you carry out these plans would mean you are not missing out on any great idea that will boost you business.

2. It is weekend and you are still working. Having a virtual assistant also means that you finally will get to enjoy weekends with your family and friends. And why not? You know that your VA is doing your work for you and making sure operation is running smoothly.

3. Your business website has been stagnant for years. Most businesses today can be found online. And you probably have your own. Your VA can update your website regularly in terms of refreshing contents and applying changes relevant to it.

4. Erroneous correspondents. Sending out correspondences is important. They reflect what you and your business are about. Having them filled with grammar errors and spellings is a definite no-no. Letting your virtual assistant do this for you means that there someone can review and make changes for you if necessary.

5. Required skills and software. It is apparent that you do not have everything at your disposal. There may be projects that require specialized software and skills. Having a virtual assistant means that you do not have to pass up on that project since you have the needed skills and equipment at hand.

6. Deadlines and To-do list are always forgotten. To have a virtual assistant is to have a personal secretary who can check your emails for you, send out correspondents and remind you about important matters way ahead of time. Now you do not have to worry about what you are missing out and what needs to be done first.

These are just some of the basic reasons why you need a virtual assistant. Having one is the same as having a business that is running smoothly with free time for yourself on the side.

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.

Nearly any type of business or industry can benefit from the services of a virtual assistant. Both online and traditional businesses can find great value through the use of a virtual assistant. Any size or type of business can increase manpower without the expense of a full time employee. There are no taxes or benefits to consider and the virtual assistant, being dependent on steady customers and referrals, will give you the same loyalty as a salaried employee. The need for temporary employees and outsourcing is eliminated. The virtual assistant will be there when you need them and will provide the services you need at a reasonable cost.

Virtual assistants are less expensive than a full time employee and can assist a business with basic office support or in specialized tasks such as web design, marketing, and many other areas depending on the particular skills of the virtual assistant you choose. Generally speaking, a virtual assistant will be skilled in the use of computers, hard working, reliable, and have a wide range of skills. From tax preparation to bookkeeping and data entry, a virtual assistant can help any business complete tasks that traditionally must be handled by a full time employee.

Businesses do not have to pay an hourly wage or salary when hiring a virtual assistant. A virtual assistant is paid per job or by the hour, but only for the time you need them. There is no expense for benefits, taxes, holiday pay, or office space because the virtual assistant works out of his/her own office and uses their own office equipment. Virtual assistants are the perfect solution for a small business owner who needs administrative support but cannot afford to hire a regular employee. Large businesses and individuals can also benefit from a virtual assistant. Word processing, scanning, incoming phone calls, and scheduling for special events can be delegated to the virtual assistant, saving the business time and money.

A virtual assistant can perform many of the routine tasks that normally require a full time employee, but perform the task for a reduced price and from his or her own office. Qualified virtual assistants work either independently or as part of an organization that matches the virtual assistant with clients, depending on the needs of the client and the skills of the assistant. There will be no taxes for the business to pay in hiring a virtual assistant and the business will only be billed for the actual hours spent working on the requested tasks. Virtual assistants have usually worked in a high level administrative capacity in the past and can be depended upon to provide professional, top quality services at a reasonable price.

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by Nell Taliercio, © 2005, http://www.mommysplace.net - For more information about virtual assistants go to http://www.mommysplace.net.

How much time do you spend maintaining your business instead of building your business? Are you spending all of your time working on administrative stuff instead of doing what you love; doing what prompted you to start your business in the first place? Have you thought about hiring help but think it’s too expensive?

Then a Virtual Assistant is the answer. Virtual Assistants (VAs) are entrepreneurs, just like you, who assist others with maintaining and building their businesses with services from general administrative work to web design and maintenance.

You may think hiring an in house assistant is cost prohibitive for you at this point in time, but a VA might be exactly what you need to propel your business to the next level.

Pay only for the time that you need

A survey conducted by Salary.com and America Online reports that the average employee wastes 2.09% of their 8-hour workday. That can add up day after day, week after week. VAs only charge you for the time that they spend on your project, therefore, if the project takes two hours, then you will be billed for two hours. You do not pay for long lunches or time spent surfing the ‘net. You also do not pay for vacation or sick time.

VAs come fully equipped

Hiring an in-house assistant means providing them with an office and all the standard office equipment. VAs work virtually and therefore have all the equipment they need to assist you with your projects.

No Taxes

VAs are business owners and they pay their own taxes and their own insurance. These are both expenses you would incur if you hired an in house assistant.

How much is a week of your time worth?

Spending two hours each day on the backend of your business equates to 10 hours each week and 40 hours each month. Can you put a price tag on 40 hours of your time? What could you do with an extra 40 hours each month? How many additional billable hours would you gain? How fast could you turn around that new product?

Partnering with a VA will help you catapult your business to the next level. If you would rather be out building your business, a VA can help put together your website or get your marketing pieces done and out the door or help with whatever you need. Isn’t it time you invested in yourself and your business?

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About the Author:

Heather Jacobson is the owner of Valley Virtual Assistants, a VA business catering to solopreneurs who require assistance with their marketing efforts. She is also the author of Making Dollars Out of Cents: 101 Tips for the Frugal Marketer and co-founder of the Virtual Assistant Revolution, a low-cost alternative to coaching for VAs. For more information, please visit http://www.heatherjacobson.com.

When you market to a client, it is imperative that you answer the question “What’s in it for me?” (WIIFM) because, let’s face it, we are in a society where we have been conditioned to take care of Number 1 first (and why not … we all deserve that!!). If you want your potential client to take a serious look at the service or product you are offering, they need to know that they are going to get some value from purchasing from you. Even more importantly they need to be reminded constantly of the value they are continuing to receive.

Marketing Materials
The very first place that your client will be looking to answer WIIFM, even before they agree to do business with you, is within your marketing materials. If the front page of your website does not speak to their pain or entice them to look further, you have lost your opportunity. If your business card doesn’t quickly explain to a client what you do and why they need you, you have lost your opportunity. If your 30-second infomercial, doesn’t tell that potential client why they can’t live without you, you have lost your opportunity.

Give your potential client a reason to keep looking and to keep listening. Speak to their pain and answer how you can ease that pain. Tired of suffering from backaches? You need a chiropractor. Struggling with paperwork? You need a Virtual Assistant. Don’t know a debit from a credit? You need a bookkeeper. Make sure all your marketing materials and your infomercial answer your client’s questions and entice them to want to hear and/or read more. Keep them excited and interested in what you are going to offer them to make their life easier.

Making the Sale
So you’ve gotten the potential client to hear how you can make their life easier and they are interested in what your product or service has to offer them. Now what? Now it is time to close the sale and “seal the deal” as they say. When you are “closing the sale”, make sure that you ask probing questions that you know your product or service can solve. Be ready and know ahead of time what the usual objections are to your product or service and then answer the questions before they are asked. Give the client every reason to know that they cannot live without your product or service because life with your product or service is going to be so much better. Paint them a picture of how life will be once they make that purchase.

Service and/or Product’s Value
So the client has agreed to make the purchase … now is the time to make sure that your product or service delivers. Make sure that you deliver on every promise you have made. This is the best way to get your clients talking about you and referring others to your product or service. A client is more likely to talk to others about a product or service that has made their lives better, easier or more exciting. If your product or service excites, eases or enhances, then you are sure to get your clients talking.

When you answer your client’s question “What’s in it for me” they will be sure to spread that word when they hear of other’s with that same question. If you take it one step further by following up and thanking that client for their business you will truly create a thriving business and even more importantly a base for referrals!!

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ABOUT THE AUTHOR:
Yvonne Weld is the owner of ABLE Virtual Assistant Services and offers administrative and bookkeeping support to busy solopreneurs. She is also the author of The Ultimate Guide to Creating a Thriving Business and Managing Your Thriving Business for Success. For more information and for your free downloads, visit her Web site at http://www.yvonneweld.com