When hiring a Virtual Assistant a client really does not know anything more about this new person that is about to help them other than what has been emailed between them, or perhaps a quick chat on the phone to confirm details etc. Does a client really know who they are dealing with? Probably not, but that also does not mean that a VA is lying either. It may be wise on the client’s part to check references on a VA first, before actually hiring him or her. By the same token a VA really does not know if a new client is on the level. For example, will the client pay the VA what they are worth, on time, and in accordance with a VA’s policy or terms? Yes, it can be a shot in the dark sometimes, but more often than not if a VA and a client are trustworthy it usually works out, but it doesn’t hurt to take a few extra measures to be on the safe side.

But what about more important things like information; such as, trade secrets, user names and passwords of any kind, and/or confidential matters? There is a solution for that as well. Service agreements/contracts and confidentiality agreements are both beautiful things! This is exactly what they are meant for. However, this does not mean that a client will actually adhere to what these agreements state, the same for a Virtual Assistant. So how does one actually make someone else trust them?   A hard question to answer, but I have found that developing a relationship with a new client works wonders for both the VA and the client. In other words, be a tad less formal. Discuss things outside of work if that is possible. Call each other by first name only.   Does this solve every problem: absolutely not, but at least it is a beginning to what could very well be a long and mutually beneficial working relationship. Remember that praising your VA for a job well done, or just caring about the others “needs” is a wonderful start. Just like regular employees in an office setting people like to hear that they’ve done well. This spurs a lot more interest in a particular job being handled on the VA’s part, and gets the job done. Caring in general is an act of kindness. Be kind to each other. It does work.

In conclusion to this article, I will give you an example of one of my own experiences. I had a job that had to be done, but when starting this job I began to realize that it was way over my head in certain areas. I could have outsourced this particular job easily, but I did not. Instead I told my client the truth. What did this do? The client was so pleased that I was completely honest about the situation that I ended up doing other work for him/her instead. The client could have asked for a refund, but they were so genuinely impressed by my honesty that they kept me on for other work needed. As they say:Honesty is the best policy!

                          

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.

                          

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.

                          

A couple of months ago, I was on the phone with a potential client who came around to the rate question and when I responded with a figure, I was told that my rate sounded fair and that he refused to work with VAs who charged too little.

Things didn’t work out with that client for different reasons, but that’s the right attitude to have. (I hope that both VAs and clients of VAs really think about this!)

Still think you would rather work with the cheapest VA you can find?

There are a couple of things you should think about. First of all, a little disclaimer: I’m not in any way-shape-or-form saying that less expensive VAs turn out a lower quality of work, and if you need a one-off project completed, by all means, go for the lowest bidder.

But here’s where you have to be careful. Pretend for a moment that you found a wonderful VA to help you out with a couple of small projects. She charges $30 less per hour than the industry average and you are feeling very good about your investment. You’re getting such a good deal that you decide to enter into a retainer agreement with her, and your rate gets even lower! Good deal for you! Right? Well…

You are loving this arrangement. She’s at your every beck and call, she’s efficient, she’s learning all about your business. You increase her hours – you’re making more money with her help! This is working! You are becoming dependent on this VA. You have evenings and weekends free while she works hard to keep you on top of everything. What would you do without her?

Meanwhile, your VA realizes that she’s charging too little. She’s very busy with your projects, in fact, she’s busy enough that she decides to raise her rates for new clients since she doesn’t really need that much more work. Then she gets a project at that higher rate and it feels good to get paid closer to what other VAs make. So, she decides to market a bit more so she can get more projects at her new rate, and they start coming to her.

The new rate she’s charging is closer to what she’s worth, and she’s attracting clients who will pay that rate.

How long do you think your perfect VA can stay with you without a rate increase when her other clients pay twice as much as you’re paying?

Or…if she never raises her rate and is booked solid on that lower rate, how long will she be able to afford to stay in business? Probably until her taxes are due and she realizes how expensive and time consuming it is to operate a business and she doesn’t have enough hours in a day to make what she has to at that rate.

Partnering with the lowest bidder is absolutely your decision of course, but it’s not without its risks and I hope you think about that when you decide to start working with a VA.