Starting a new business?

Starting a new business has many challenges and the new business owner can easily become overwhelmed by all the things that need to be done. A very simple solution is to partner with a Virtual Assistant who can take care of so many of the little details and keep the confusion down to a minimum.

It can be stressful to hire someone before you even have your “doors” open for business but it’s not like hiring an employee. By hiring a VA you only pay for actual work done so your money is not wasted on things like benefits, equipment, coffee breaks, time off, etc.

A VA will work with you as a “partner” who has a vested interested in your success. They aren’t actually a real partner in your business itself but remember if you do well in your new venture your VA is also successful with her own personal business. It definitely can be a winning situation for both parties and can continue to be beneficial for both as your business grows.

Without even doing a lot of research I can think of many things a Virtual Assistant can do for a new business owner to make the process go smoothly.

The following 10 things a Virtual Assistant can do for a business owner are just a small portion of a very long list.

1. Research competitors / customers / products and make recommendations prior to even starting.
2. Work with you developing a business plan
3. Assist with leases, purchasing, etc for physical location
4. Register for business licenses, etc required in your area
5. Create / manage marketing products
   1. Website
   2. Logo
   3. Business name / search / registration
   4. Design business cards / stationery
   5. Brochures
   6. Sales Letters
   7. Assist with locating accountant / lawyer
6. Work with you to develop a marketing plan
   1. Offline advertising
   2. Online marketing through social media networks
   3. Research and register you for business associations
   4. Write and distribute a press release
7. Be a sounding board for you to test new ideas, goals, frustrations, or even triumphs

Wouldn’t it be a good feeling to have all of that taken care of with no fuss or muss? It can easily be done by hiring a Virtual Assistant, remembering they are virtual not right around the corner. However, it doesn’t really matter where they are located because their work can easily be done via internet, email, telephone or courier. Why waste any more of your time ~ partner with a Virtual Assistant today.

                          

Systems are essentially a step-by-step process written out for each aspect of your business. They help you stay on track, they make you more efficient, they streamline your business and they help you see where you can improve and where your business is excelling. When your systems work, everything runs smoothly. When they don’t work, however, all heck can break loose.

Some potential systems include:

• Customer service
• Marketing
• Sales
• Product creation
• Product development
• Purchasing
• Production
• Producing a newsletter
• Billing
• Invoicing
• Outsourcing

Systems are particularly useful when you’re outsourcing a task to a Virtual Assistant. Then, you’ll have everything written down from the very first step to the very last step, and your new VA will know exactly what is expected of them.

Creating your systems

The first step to creating systems is to realize what processes your business uses. Simply make a list of the processes you go through on a daily or weekly basis. Once you have your list, it’s time to actually create your systems. They’re created initially by simply writing down the steps to accomplish a task. As new processes are added to your business, you’ll simply create a new system for that process. For example, if you add on an affiliate program then you’ll have several new systems like a payment system, a communication system, a recruiting system and so on.

Once your systems are created, the processes can be fine-tuned by using several steps. First, you may want to simply evaluate the process you’ve written to see if it works and if there are any loopholes or steps you’ve missed. Second, you may want to include goals and measurements to determine whether the system is a success.

For example, if you have a customer service system and your goal is to have 100% customer satisfaction, and you end up losing 20% of your customers due to an inadequate customer service policy, then you know the system needs to be tweaked.

If you are a Camtasia buff, you could also easily develop your systems using this screen shot software. What better way to learn how to do something by watching it being done?

Storing your systems

Because you’re an business entrepreneur, you’re probably on your computer at least 50% of the working day, and more than likely you’re on it 100% of the working day. This means it makes sense to organize your systems on your computer. A simple file with the date and the name of the system will make them easy to access. You’ll also want to organize your goals and how you’re going to measure the goals.

Systems are a business owner’s best friend. They’ll help keep your business on track and running smoothly today, tomorrow and for years to come.

If you don’t have any systems in place today then I suggest you get your Virtual Assistant busy developing them for you. That way, if new VAs ever come into your business, you’ll be ready to easily show them the ropes to your business success!

                          

Business Letters

Are you introducing a new sale or product or looking to let your clients in on an upcoming promotion? A Virtual Assistant can help you to find the right words for the letter and can even take care of distributing it to your clients.

Web site copy

Web site copy can be a very involved process, especially if you want it to be search engine optimized. Creating impressive and persuasive copy takes more than just telling someone that you have a product or service. You need to answer the question “What’s in it For Me?” and you need to do so in a unique way to set your web site apart from your competition.

Marketing materials

A Virtual Assistant can assist you in finding the right words to portray your message in all your marketing materials including brochures, information sheets and business cards. A Virtual Assistant can also assist with preparing the copy for your marketing package as well as assembling and mailing these packages to potential clients. Keep in mind that not only can your VA put together the perfect words, but he/she can also format them and add design elements that will make your marketing materials appealing as well.

Articles

Article marketing is fast becoming a great way to prove to your potential clients that you are an expert and know your stuff. It is also an additional way to market your product or services indirectly through your article by-line. As blogging is becoming more popular, people are often looking for quality content and turn to article sites for their content. There is a potential for a well written article to reach thousands of potential clients. Not only can a Virtual Assistant assist you with writing this article, but they can also handle submitting your article to the article directory sites.

Press Releases

Another great way to tell others about your product or service or about an upcoming event or promotion is through a press release. Keeping your press release non-adversarial can be difficult, especially when you have a personal stake. Just as with articles, a Virtual Assistant can also assist you with submitting your press release to the necessary submission sites.

Autoresponder series

Many people are setting up autoresponders as a way for keeping in touch with their existing clients. Especially where a product has been purchased, an autoresponder can send out reminders at suggested intervals. It is great to have a Virtual Assistant not only write the autoresponders for you, but also set them up and maintain them. You can also utilize autoresponders for ecourses as a way of producing a residual income.

Newsletters

Finding content for your newsletter can be a daunting task and as such, often our promises to send periodic newsletters become overwhelming. A Virtual Assistant can not only assist with writing valuable content on your behalf, but they can also provide the services to produce and maintain your newsletter to ensure that your promises are kept.

Blog entries

Blogging is fast becoming a great marketing tool for business. However, many business owners are finding it hard to keep up with the demands required to maintain the blog. Just having one or two blog entries per week can mean providing enough content to establish a readership. A virtual assistant can not only write that content on your behalf, but can also prepare the entries and maintain your blog comments.

Thank you notes

So many of us forget to take the time to say thank you. However, so many of us say that we love to receive a thank you and acknowledgment from others. A Virtual Assistant can handle writing and sending out your thank you notes so that your clients (and friends) can see that you truly do value them.

Ghostwriting of E-Books, special reports, etc

Creating a residual income can be a great way to grow your business without having to put in more hours in a day. Many of us, as business owners, are sitting on a great deal of knowledge and expertise ~ we can come up with the ideas, but lack the time or skill to convert those ideas, knowledge and expertise into a tangible product. Working with a Virtual Assistant is a great way to do this. Utilizing your ideas, they work with you to put your thoughts into words and create a tangible product for re-sale.

Keep in mind that all Virtual Assistants come with their own skillset and services and not all will provide writing services, however the next time you are staring at that blank screen or paper, remember a Virtual Assistant can assist you to find the “write” words.

                          

On the second day after the holiday my VA prepared for me:
two ghostwritten articles
and an SEO ready website

On the third day after the holiday my VA prepared for me:
three personalized databases
two ghostwritten articles
and an SEO ready website

On the fourth day after the holiday my VA prepared for me:
four booked speaking gigs
three personalized databases
two ghostwritten articles
and an SEO ready website

On the fifth day after the holiday my VA prepared for me:
five social media campaigns
four booked speaking gigs
three personalized databases
two ghostwritten articles
and an SEO ready website

On the sixth day after the holiday my VA prepared for me:
six months of blog posts
five social media campaigns
four booked speaking gigs
three personalized databases
two ghostwritten articles
and an SEO ready website

On the seventh day after the holiday my VA prepared for me:
seven research projects
six months of blog posts
five social media campaigns
four booked speaking gigs
three personalized databases
two ghostwritten articles
and an SEO ready website

On the eighth day after the holiday my VA prepared for me:
eight formatted reports
seven research projects
six months of blog posts
five social media campaigns
four booked speaking gigs
three personalized databases
two ghostwritten articles
and an SEO ready website

On the ninth day after the holiday my VA prepared for me:
nine transcribed audios
eight formatted reports
seven research projects
six months of blog posts
five social media campaigns
four booked speaking gigs
three personalized databases
two ghostwritten articles
and an SEO ready website

On the tenth day after the holiday my VA prepared for me:
ten new client info packs
nine transcribed audios
eight formatted reports
seven research projects
six months of blog posts
five social media campaigns
four booked speaking gigs
three personalized databases
two ghostwritten articles
and an SEO ready website

On the eleventh day after the holiday my VA prepared for me:
eleven article submissions
ten new client info packs
nine transcribed audios
eight formatted reports
seven research projects
six months of blog posts
five social media campaigns
four booked speaking gigs
three personalized databases
two ghostwritten articles
and an SEO ready website

On the twelfth day after the holiday my VA prepared for me:
twelve months of bookkeeping
eleven article submissions
ten new client info packs
nine transcribed audios
eight formatted reports
seven research projects
six months of blog posts
five social media campaigns
four booked speaking gigs
three personalized databases
two ghostwritten articles
and an SEO ready website

                          

The problem is, you’re too busy for that. When you’re working in your business you don’t have time to spend on things like “twittering“! Do you even know the benefits of networking online? Perhaps you’ve heard you should be, but have no idea why!

There are scores of Virtual Assistants who can help you create a social networking plan, set up profiles for you at the sites which will benefit you the most and your VA can even help you maintain your accounts.

If you’re not spending any time networking online, you’re missing out on some of the easiest money you can make. Partner with a VA, one of us can help!

                          

The last time you met someone interested in your business while you were standing in line at the coffee shop, did you get their card and actually get in touch with them again?

How many website leads do you get but never reply to? What about those contacts you forward information to after they request it. Do you let them go off and be forgotten, or do you get in touch with them again?

Follow up is such a crucial part of business, yet so many people hate it and therefor don’t do it.

This is another simple task to delegate to a VA. You can either send them names and contact info via phone, fax or email or courier your business cards to them. Your VA can take the next step for you and follow up with these precious leads! Each business card you collect should be respected and treasured – not stuck underneath a coffee mug on your desk to be forgotten.

Delegate your follow up. It’s very easy…trust me!

                          

“I’m ready to put a shopping cart on my website, I should really learn how to do that.”

“I know I should be putting out a newsletter but I don’t know where to start.”

“As soon as I get a minute to figure out Facebook, I’ll put up a profile.”

“I’ll get my bookkeeping straightened out when I get around to learning how to use QuickBooks.”

In all honesty, are you ever going to get around to learning how to do all those things while you’re working in your business? Maybe, but at what cost?

If you have a Virtual Assistant already, have you thought about asking them if they would learn how to do any of these things? Or have you thought about asking for referrals for other Virtual Assistants they network with who already know how to do the things you keep “meaning to get around to.”

If you’re actively searching for a Virtual Assistant, keep in mind that a lot of VAs would be very happy to learn a new skill for you. You don’t necessarily have to find one person who can do all 30 things you want to delegate. It’s kind of tough to find someone who can do everything. But I’ll bet you can find a person who can do 15 things, learn how to do a couple more, and help hook you up with someone great who can do the rest!

Stop putting all those important things off. Outsource learning a new skill. Hey, why not?!

                          

Did you realize that when you work with a Virtual Assistant, you have someone to make sure your holiday cards are ordered on time. That VA can also sign, stuff, seal, stamp and mail your cards for you. (I know how much time that can save cause I’ve done it for several clients in the past.) A VA can research gift ideas and make purchases on your behalf so you’re not stuck shopping in the days leading to Christmas.

A VA can also call your clients and customers to invite them to holiday events or tell them about a seasonal promotion.

If you start thinking about all the things that make your life hectic during the holiday season, think about the things that could be outsourced. You deserve to enjoy the holiday too! Find yourself a VA!

                          

Before this process starts, the potential client (that would be you) often has a ton of questions about how it all works. There is a lot of information about this in the blog archives here, take a look and see what questions we may have addressed already.

I’ve been supporting entrepreneurs administratively for years, virtually since mid-2006. In that time, I have learned that one of the biggest challenges people like you face when starting the VA/client relationship is trying to determine which of your time eaters to delegate. Some things are easier than others and I have learned that by far, email management is the most painless to hand over for everyone.

First of all, email takes up way too much time of your time, and if you had an in-house assistant I’ll bet you’d have no trouble having that person take care of it for you.

There are a few ways to handle this service. I have my own Virtual Assistant that manages my email (I know, ironic!) and it works great. I still like to have my email downloaded to Outlook, so I just try my best to keep it closed throughout the day. My VA set up a top secret gmail account that she forwards my important messages to, and she will call me or instant message me when anything of great importance needs my attention. You won’t believe how much time that has freed up for me. I’m a chronic send/receive clicker, so I was spending way too much time in my email.

Other VAs have other ways of doing this, but for me, this has proven to be the most efficient. Imagine how productive you could be if you didn’t have to focus on every single email that comes into your inbox!

To potential clients of VAs, do you have questions about how this service works?

To VAs who provide this service, can you share some tips for how you’ve made this work for your clients?

                          

No, Virtual Assistants aren’t two-headed creatures, but most are very well connected through the VA networking forums they frequent.

Let me explain.

If you wanted to hire one employee who could maintain your website, manage your bookkeeping, design brochures, draft up sales letters and maintain your filing how much do you suppose you would pay that person if he or she did indeed exist?

When you work with a VA, we’re not all able to do everything…actually nobody can do everything, but we have lots of contacts.

If you hired a VA to handle your bookkeeping on top of your regular administrative tasks, while that VA might not be able to maintain your website (they may) I’ll bet you they will have someone in their back pocket to refer you to. Another way this can work is if you find one Multi-VA team to take care of your needs. A VA team is made up of lots of Virtual Assistants with different areas of expertise. You would work with the one who can best help you for each project, or you deal with the head VA who will be your main contact for everything so you deal with one person but get access to countless specialties.

Some people prefer the very special treatment they get when working with a solo VA who can refer others as need arises, where others like to work with a team who has lots of different skills to choose from while keeping it all on one bill.

So, if you’ve been considering a VA but can’t find one who does everything I suggest you stop looking ;) Whoever you choose will be able to help find coverage in almost all other administrative areas.