It can be daunting trying to hire someone who may be hundreds or thousands of miles away and there are no guarantees they will meet your needs or are able to fulfill their commitment to you and your business. Don’t give up before you even start. There are many good, reliable and super qualified VA’s who would be very happy to take care of your administrative needs.

Request for Proposals (RFP)

First – be sure as to what you want your potential Virtual Assistant to do.

The next step in the process is for you to create a Request for Proposal (RFP) which is the first step in sending out the message that you are looking for a VA. Those interested will submit a proposal to you listing their qualifications, prices, etc. In order for you to ensure those proposals respond to what you require you must be clear as to what you are looking for from these bidders.

How to write an RFP

Your request should include a little about your organization or at the bare minimum a link to your website and the information as to how you wish to be contacted.

• Describe exactly what you wish to have the VA do for you and what qualifications they must have. What will be their duties?
• How many hours a week/month?
• What time zone do you wish them to be available in?
• Do they require special software or experience in special programs?
• Is this a short term project or are you looking to establish a long term working arrangement with the VA?
• You are soliciting cost quotes to determine what their fees are for their services ~ ask for this.
• What is your deadline for submissions of proposals?
• How will you accept the proposals ~ whether they can send them via email or other preferred method of communication?
• Will you accept questions prior to receiving the proposals? (Don’t discuss $$ at this time)

Submitting an RFP

Once you have determined the work you need done and what requirements must be met, it is time to submit your RFP to applicable organizations or groups. One of the best places to find a Virtual Assistant is to connect with a Virtual Assistant Network such as VAnetworking, who has one of the largest numbers of members who will have access to your request.

The work you have done in completing the RFP will ensure you have a better chance of succeeding in locating a Virtual Assistant. Take a few moments, write up an RFP and submit it – it won’t be long and you will have found the perfect VA!

                          

Building an effective social networking strategy is essential for creating positive brand recognition for every company regardless of whether they operate online or are a traditional “brick and mortar” type business.

In today’s fast paced environment almost everyone researches businesses online to determine where they will eat, at what stores they will shop, or what companies can provide the services they need. They look for ease of use, prices and reliability. All of these can and should be formed by creating a business’s positive online presence.

In order to effectively market your business online there must be a specific goal set for yourself or your business whether it’s adding new clients, increasing revenue or finding new sources for your products. Make sure your goal is specific and clear.

An intricate part of your online marketing strategy should be utilizing the services of a Virtual Assistant. However, it is important that the business owner or representative be involved consistently.

What exactly can your VA do for you?

Depending upon your current involvement and skill in social networking will determine the role your VA will play in your strategy. If SM is new to you or you are unsure of what is important have your qualified VA coach you on creating a personalized strategy.

One of the most important tasks that need to be done after developing your plan is identifying which social networks apply to your business and will help you reach your goal. Let your VA set up and optimize each network and monitor them for effectiveness.

A very important way of increasing online traffic is by posting blogs, articles, videos and social bookmarking. These tasks can and should be outsourced to your VA as something she can take care of regularly using the many tools available.

Monitoring the social networks and tracking the success of your strategy should also be outsourced. Monitoring your company’s online reputation and bringing to your attention both negative and positive conversations, even researching and building your targeted followers will be an important part of her role.

Take ownership of your strategy, determine your goal, outsource where you can but remember you are the “voice” of your business. For a successful social networking campaign both the services of your VA and your own involvement is important.

                          

When speaking to other VA’s I have heard that a frustrating part of doing business with their clients is their lack of understanding as to how these VA’s can help them. Running into this problem myself I honestly believe it comes down to lack of communication. We must ask the questions that will bring the answers we need to better serve our clients. Have you been clear as to what your needs of your VA are?

Knowing where you need help.

Is your Virtual Assistant aware of all that you do? Are you utilizing her expertise to the fullest? Are you communicating? Do you know what your needs are?

Knowing where you need assistance to ensure your business operates profitably and efficiently can be a challenge. I quite often recommend to my clients that they take the time to track what they do each day for a week. It may appear to be a daunting task to keep a record of what you do each day but this information can be very insightful. It possibly will surprise you as to the many things you do that are an actual waste of your time.

You could in fact better utilize your time operating your business while your VA takes care of some of the mundane duties that need to be done. She can be operating behind the scenes taking care of many things that may not have even occurred to you that a VA can do. By reviewing together the tracking sheet of your schedule and by communicating your needs to your VA she may better serve you.

Sharing information with your VA

Share your information with your Virtual Assistant and discuss everything with her. You might be amazed as to what she can take care of to create more time for you to do what you actually need to do to ensure your businesses success.

No matter what your business is, a Virtual Assistant can be of assistance. Realtors have their VA’s take care of their website, listings, fact sheets and a hundred other little things that need to be done when buying or selling homes. Insurance sales persons utilize their VA’s by having them take care of correspondence, scheduling, etc. Speakers or trainers have their VA’s organize speaking engagements, tracking registrations, responding to inquiries. Many lawyers take advantage of the skills of many Virtual Assistants with legal experience. All business sectors should utilize the social media skills of their VA to create a campaign that will enhance their online exposure. You too can benefit by having the assistance of a Virtual Assistant.

Your VA has a vested interest in you and your business.

If you find that you are not fully taking advantage of the skills of your Virtual Assistant communicate with them. Have an established routine for communicating with your VA, discussing what is happening with your business whether it is about your achievements or your challenges. Your Virtual Assistant has a vested interest in your business and wants you to succeed thus enabling her to succeed. See what a little communication can do for you? It will help your business grow and flourish. Give your VA a call regularly.

                          

Many entrepreneurs these days know the value of having a virtual assistant. But what about multiple VAs? Perhaps Mr. Edison was onto something. Now, I’m not suggesting you go out and get twenty-one assistants, however there is a plus side to having more than one VA.

Strength In Numbers
Not all VAs are created equal. Some offer a wide variety of services while others specialize in one or two specific areas. One person might love bookkeeping while another loathes it. It’s important to know when searching for a VA not only what types of services a she offers but also which ones she is good at and enjoys doing. You may find that you partner with a VA for certain projects and later decide that you would like her to do other projects as well. That’s great but she may not enjoy doing those new tasks or even know how to do them. Could she learn? Sure, but time is money and you need the work done sooner rather than later. This is why having multiple VAs that specialize may be beneficial.

A Team of Experts Means Peace of Mind
I have one client who has a team of six or seven VAs including myself. Does she do it to brag? Not at all although she is very successful at what she does and consistently tells the world she couldn’t do it without the support team she has in place. Part of her criteria for seeking the services of a VA is that they need to specialize in a particular area. She wants any person she partners with to be good at a lot of things but great at one thing. This is because when she delegates a project she wants to trust that it is being done correctly and efficiently without having to worry about it. She knows it is being handled by an expert in that area and she can willingly hand it over and move on to the next thing.

More Is Less
Is it costing my client any more money to have so many assistants? Absolutely not! Remember she is only paying for the work that is done and it would cost her the same amount of hours for her various projects to have one person do it than it does to have multiple people. Perhaps even less since each person is specialized in their area of expertise, there is less back and forth, correcting mistakes and waiting for questions to be answered which means she could actually be saving money by having more people on her team.

Is a VA Team Right For You?
Having a team of VAs can be a great asset to your business but it’s not for everyone. If you are not good at managing priorities or people then it might not be in your best interest to have a VA team. Having more than one VA may also not be for you if you’re not good at communicating. Communication is key when working with one person much less a multitude of people. It is essential to have regular team meetings via phone or other means as well as to have individual conversations with your VAs. Doing so will ensure that everyone is on the same page with your business objectives and everyone clearly understands what they need to do.

Your business is your baby and you want it handled properly. Putting together a team of highly skilled individuals who have your best interest at heart might be just what you need to take your business to the next level.

                          

This might seem like an obvious way to lighten your budgetary load, but what of those prosperous times you’re planning for? If you permit the fundamentals to deteriorate (marketing, operations, customer care, etc.), what will be left when opportunity comes knocking (and it will come knocking again)? Will you be ready? Will you be sane?

Keeping yourself surrounded with good talent is critical. However, to afford it during a cash crunch, small business entrepreneurs must start to think outside the box when it comes to managing their people. Here are 5 ways to get more bang for your outsourcing buck:

1. Barter for services. Chances are you’ve got a product or service up your sleeve that you could provide to a virtual assistant, web developer, writer, consultant or coach who has a skill you want access to. Give some of what you have in exchange for an equal dollar value in hours. Be clear upfront about what is to be exchanged as well as time lines for product delivery or service completion. This will protect the working relationship from going sour due to misunderstandings or false expectations.
2. Move from an a la carte arrangement to a retainer. While the upfront cash outlay might be intimidating, there are many advantages to using retainers. Most virtual assistants will discount your hourly rate in exchange for the security of being paid in advance. Moreover, you can rest easy knowing that your VA has slotted those hours for you exclusively.
3. Stop thinking on a monthly schedule. Most retainers for administrative services, including virtual assistance, are committed to on a monthly basis. While this can work well for staying on top of recurring tasks, some activities happen in fits and spurts throughout the year. For example, purchasing a specialist’s expertise in 5- or 10-hour blocks of time upfront without the obligation to use that time by month end could help you get that pet project off the ground even before you’ve fully defined its scope.
4. Only hire proven talent. This might seem obvious, but if you’re going to invest cash, time and energy into a new team member–even if that team member will only be with you for a the short term–do your homework. Get referrals from others in your industry, check out portfolios and past clients, and always make sure to get the final agreement in writing. A contractor or VA who doesn’t make you feel comfortable with your decision might end up costing your business rather than helping it succeed through tough times.
5. Be able to articulate your needs upfront. Ask yourself why you’re looking for outside help in the first place. Yes, outsourcing is often more affordable–and profitable–versus hiring more staff. But what do you want exactly for your money? You must be able to explain this to whomever you bring into the fold. Otherwise, you’ll both be flying blind and things will end badly. Not to mention how wasted time, effort and dollars will impact your bottom line, leaving you in an even weaker position to go shopping for help again.

In a recession it’s tempting to focus only on cost cutting. After all, no cash means no business to run. But a cautionary outlook must be balanced by a proactive view to the future. Think strategically about the talent you pay for and know that you will reap dividends long after this recession ends.

                          

1. Good Communication
   Since your Virtual Assistant will not have a physical presence in your office, it will be important to establish and follow a good communication plan. Determine whether you would like your Virtual Assistant to contact you with updates daily, weekly, monthly or as needed. When providing your Virtual Assistant with instructions ensure they are always direct, precise and understandable. Also ensure your VA is aware of your preferred method of communication (telephone, e-mail, facsimile, etc.).
2. Be Open
   First and foremost, in order to have a successful working relationship with your VA you must be open to the concept. Also, be open to any ideas or suggestions your VA may have and offer reasons why or why not you think the ideas are worthy of further consideration. Remember to give your VA time to answer your inquiries because although they may not have the answer, they do have the resources to find the answer for you.
3. Trust the Partnership
   Just like any relationship, trust must be earned. When working with a VA it will be especially important to trust that when they say they are working for you they truly are. Try starting your relationship off slowly to “test the waters” and gradually work up to larger, more demanding assignments.
4. Have Patience
   Remember to give your VA time to learn your business and your preferences. Provide your VA with the guidance they need and remember they may have a lot of questions as they learn how and why you and your business operate. The end result will definitely be worth all the time, patience and understanding you devote to making the partnership succeed.
5. Give Up Control
   I know you have been wearing many of the hats for awhile, but don’t be afraid to hand over some “control” to your VA. Just remember by allowing your VA to handle your administrative headaches you gain the opportunity to focus your time and energies elsewhere. By giving up control you can “hand off” all those tasks you dread, knowing they are being handled professionally and accurately.
6. Be Respectful
   Remember that your VA is likely to have boundaries you should be aware of. Be respectful of your VA’s office hours, turnaround time and how they wish to receive instructions. Through mutual respect and appreciation, your VA can become a vital part of the success and growth of your business.
7. Plan Ahead
   Please try to remember that in most cases, your VA has other people they work for so keep that in mind when scheduling when you provide them with work. Don’t leave things until the last minute.

Now that your VA is handling your administrative headaches it is time to concentrate on the things that matter to growing your business. These are the things that attracted you to your business in the first place. By partnering with a VA, you gain the opportunity to spend more time on the things you enjoy doing. Spend more time with your family, wine and dine a new client or try a new marketing strategy. By partnering with a VA, you can concentrate on truly growing a thriving business.

                          

With the speed of business today, one can be left behind with the simple click of a mouse.   If you’re not on top of your game, your competition will be. How do you get the jump on the competition? The secret is to hire a VA on the other side of the planet – or the country, or simply in another time zone.

Why does time zone matter?

Being on a different time schedule than your VA can actually benefit some businesses. A local VA will likely work the same type of hours as you do. Workflow takes a few days, as shown here:

• Day 1:               Assign the work to VA
• Day 2:               VA does the work
• Day 3:               Completed work returned and ready to use

If, however, your VA is hours away, it can take a day out of this scenario. While you sleep overnight on Day 1, the work is being done and will be on your desk ready to use on Day 2. This gives you a full day’s jump on your competition; if they use local talent.

Don’t misunderstand, I’m not suggesting you send work and expect it done immediately. A VA isn’t on call 24/7! You must have a prearranged working agreement with your VA that they will do the assigned work in a set time frame. “On demand” work assignments can wreak havoc on a successful VA-Client relationship.

The time difference is very beneficial when your VA does work via remote log in to your computer.   Suppose you have a VA updating your contacts twice weekly. You fax copies of the business cards, the VA logs in to your computer and enters the information directly into your Contact Management System. If you have a VA who lives in a time zone with a 5 hour difference; remote log in and updating can be done while you are sleeping – freeing up your computer for your workday. Or have your VA doing bookkeeping or checking your email for spam 3 hours before you wake up in the morning.

Get a jumpstart on your competition and get your work done earlier!

VAnetworking has the largest database of Virtual Assistant websites worldwide – you can find a VA anywhere in the world; from Australia to Nova Scotia, or Texas to the United Kingdom.   Time zones can aid immensely in helping you and your VA work together and efficiently, while being far apart!

Check out the Virtual Assistant Search Engine to find one in any locale!

                          

Print this list off and tape it to your desk. You just never know when you might have to turn down another opportunity to grow:

1. I’m really not a planner. If I hire a virtual assistant I will have to think about why I have a business and what I want to achieve this year and even 5 five years from now. Otherwise I’m just wasting her time and my money. And that just wouldn’t be fair to either of us.
2. How can I trust a VA with my business? I mean, I’m over here and she’s over there, way over there. How these VAs get any work done without someone looking over their shoulder is beyond me. It’s just not good management. Besides, if I can’t micromanage the details what will I do all day?
3. No one could possibly do it as well as I can. (And the way I do it is quite unlike anything you’ve ever seen.) I started this business because I have something unique and special to offer my adoring public. To think a virtual assistant could step in and competently assist with anything related to marketing or administration is, well, it’s crazy talk.
4. I don’t have time to explain everything to a VA. I’m too mired in paperwork and marketing and answering emails and God-knows-what-else to actually waste an hour or two a month with something as tedious as delegating. And like I said, what I do is complicated. Mysterious in fact.
5. I can’t afford to hire a virtual assistant. Nope, not a single dollar left in my budget for getting the right things done at the right time. Heck, this computer system alone cost me thousands. I’d be nuts to spend another three hundred bucks this month on administration when I could just do it myself for nothing. I mean, the sales aren’t exactly pouring in right now. (Though I’m not sure why.)
6. Bonus Excuse: Maybe next year I’ll think about hiring a VA and getting ahead with my business. Right now I’ve just got too much to do.

There you have it. Six of the most widely used and abused excuses for not outsourcing all the crap that’s getting in your way. Why choose silly things like productivity and purpose when you can defer to much easier choices like chasing your tail and working yourself to the bone?

Don’t let a VA stop you from getting what you really want out of your business. It’s just not worth it.

                          

While this alone might not be enough to excite you as someone interested in (or currently) working with a Virtual Assistant, check out what the judges (who included Adam Lowry, co-founder of Method Products, Howard Behar, former President of Starbucks North America and John Jantsch, founder of Duct Tape Marketing in addtion to StartupNation staff) had to say about us:

“Boomers are a whole different ball game than the 20-somethings of today, and that’s partly why they make great assistants. They’re wise, dependable, and professional, have a pre-dotcom work ethic, and have just enough work experience under their belts to know that working from home rules.

VAnetworking.com is a boomer-run business whose success is undeniable. Tawnya Sutherland, based from home of course, has created the world’s largest online social network for Virtual Assistants to gather, learn, share, and grow successful virtual assistant practices.

With outsourcing, time management, and home-based business being hot trends of the day, VAnetworking.com fills a great big need and was a clear stand-out winner for the 2008 Boomers Back in Business award.”

Of course that’s not to say that someone younger or older than Boomer age wouldn’t be a perfect VA for you! The point is, Boomers are Back in Business at VAnetworking.com and we think that’s worth blogging about!

                          

• Will your outsourcing strategy change? Should it change? Are you missing out on something here?
• What’s more efficient? Crowdsourcing? Outsourcing? Hiring in house? Some combination of the above?
• Is not the traditional “RFP” crowdsourcing? Or does it depend on what community is being targeted?
• Is it crowdsourcing only if it’s online and involves a social community of some sort?

I haven’t read the book (yet!), but perhaps a true “crowdsourcer” is one who will not necessarily go actively looking for a specific type of VA; instead, crowdsourcers might prefer to just throw a post up on Ping.fm once a week and see what comes back.

Although Pinging isn’t really targeting an identifiable crowd, is it?

There are more questions than answers, at least for me, at this point.

There are obvious drawbacks to the throw it at the wall and see what sticks approach. While the response rate may be higher, versus submitting an RFP to VAnetworking.com for example, what will the quality of those responses be?

On the other hand, it might be argued that crowdsourcing will create a sort of self-selection process where the cream rises to the top, because who really knows what the competition is like except that they all follow the same person on Twitter? Or Facebook? Or even subscribe to the crowdsourcer’s blog feed?

Then again, marketing is marketing. As such, like attracts like and maybe crowdsourcing has been here all along but under a different name: outsourcing.

What do you see as the fundamental difference between crowdsourcing and outsourcing? And how will it impact your business as a potential client of Virtual Assistants, if at all?