So why do I preface this post with that phrase, because it signifies an experience I just had that, to me, personifies what partnering with a Virtual Assistant means. Let me expand.

In my world as a Virtual Assistant, last week was “one of those weeks” where you question the decision you made (in my case 3 years ago) to enter the world of the self employed. A situation happened that could have either helped solidify the client/VA relationship I had OR it could have severed the ties.

The Situation:

Client is a WordPress Developer ( I’ll call him Jim)

Virtual Assistant (that’s me) but to Jim my role is  ”Development and Client Care” which essentially means I help format and develop the WordPress site for the client and communicate directly with them to move the project forward.

The Story:

I received a phone call from the Jim’s client (let’s call him Bob) as I needed some clarification on some content to the wordpress site. Since I am somewhat new to Bob’s industry I had some questions that seemed very reasonable on my end but, as I found out, were not to Bob. The conversation became very one-sided with Bob literally becoming somewhat rude and insulting. His voice was raised and I could hear and feel the frustration but also felt very belittled as his tone was very condescending. I couldn’t get off the phone fast enough. I immediately had to explain to Jim what had happened with a lot of apprehension I might add – could it have just been me, could I have been more clearer etc. etc.

So, three scenarios could have resulted from that conversation I then had with Jim.

A. Jim could have taken Bob’s side in the matter.

B. Jim could have just ignored the situation.

C. Jim could have supported me.

Essentially, the whole direction of how our VA/Client relationship would move forward was held in the balance awaiting a response. My goal was never to “rock-the-boat” but

So what was the outcome???

My respect and admiration for Jim was solid to begin with but now I am convinced our VA/client relationship could last for a very long time.

So why did I tell you this story, definitely not to show you my weaknesses or cry over spilt milk, I was trying to demonstrate that:

1. Virtual Assistants: be open and honest with your clients

And

2. VA Clients: Support your team whole-heartedly and stand up for them.

If you do this, they will be “loyal to the bone” day in and day out.

Do you have a story like this to share, add your comments below so we can hear from you.

                          

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!

                          

First of all, it must be clear that a VA is not an employee. They are self employed business owners providing various types of services that usually relate to helping other business owners run their businesses smoothly.

Types of Services

The types of services offered by VAs vary depending upon the expertise of the VA but they generally apply to providing administrative services. However, the work performed by a VA is not restricted to word processing or other secretarial duties. Most have specialty services they offer depending upon their expertise and skills. The types of work performed by a VA are endless and will make the life of a business owner much easier and help him or her operate their business smoothly.

Depending upon what the business owner requires to help them in their business will determine what skills they are looking for when searching for a Virtual Assistant. Many are extremely talented in creating marketing material, or writing business plans, setting up contact management information, website design, article marketing, correspondence, concierge services, project management, event planning, making travel arrangements or even personal shopping.

Benefits

The benefit of contracting the services of a VA is that they work from their own office communicating with their clients via email, telephone, fax, snail mail, delivery service or other methods of communication. Because they work from their own office they have their own equipment and supplies necessary to perform the work they offer. This includes their own computer, fax machine, and office supplies, and they look after their own needs regarding benefits and taxes.

When you hire a Virtual Assistant you don’t have to worry about payroll, sick leave, providing work space or equipment. Payment is for actual work done at the rate both agree upon in advance and the VA will invoice the client for compensation. How much easier can it get?

Quit struggling

To determine how a VA can help you, think about what part of your business you are struggling with and if it would be more beneficial to hire a VA to look after those details. Why not use your own expertise to ensure your business is a success. Maybe it’s the day to day scheduling, or marketing, or project management you need help with. Whatever you establish your needs to be; there is a Virtual Assistant who can help you.

                          

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.

                          

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.

                          

When I hired my current Virtual Assistant back in July, (hi Ruth!), I told her upfront that she had carte blanche to boss me around whenever she felt it was necessary. Sound strange? Let me clarify.

Like any entrepreneur, I spend a lot of my time in what I call inspiration overwhelm. That is, I have more ideas than time. To bring my ideas to action in a somewhat premeditated fashion, I need more than someone to tackle my to-do lists. I need someone to actually wrangle my ideas into something more orderly than random emails to colleagues or scribbles in 10 different notebooks.

Now, when one of my projects or to-dos starts to linger a little too long on the back burner, I get a nudge from my VA (I love saying “my VA!”). Maybe she’s not exactly bossing me around, but knowing there is someone else on my team (I love saying “my team!”) who is waiting for me to do my part before she can either cross something off the list or move it to the next step, has a way of getting me off my proverbial butt. Suddenly I’m not just letting myself down by putting something off (because I’m being obnoxiously picky about perfecting it first which is another article entirely). Now I’m letting down a team member who is waiting for me to do my part so she can do hers.

Not to mention the powerful effect “otherness” has on the lone entrepreneur, the man or woman used to flying solo ALL of the time. When there is someone else watching you, observing you, waiting for your next move, you become self aware in a way that’s just not possible all by your lonesome.

So, if you’re putting off finding a Virtual Assistant because you don’t want someone else to answer to, scrap that notion. It’s misguided. It’s counterproductive. It’s really a bit high minded. You’re special but you’re not that special. Adding a new team member to your business might be just what the doctor ordered to cure symptoms you didn’t even know you had.

                          

“Can you send me a resume?”

Even though people ask this question to VAs all the time, as a general group, we don’t like it.

I think it’s because it means we’re being thought of as employees. Remember, administrative assistants don’t get paid very well and often have to take a lot of orders and abuse from bosses. When we leave that world to start our own businesses we want to leave that world far far away! Being asked for a resume is something that happens when you apply for a job, not when someone approaches you looking to hire a contractor.

I know it’s only a word and you’re just learning how this process works, but you can ruffle a lot of virtual feathers by asking for a resume or trying to get someone to fill out an application.

When you hire a plumber do you ask to see a resume? No. You might ask for a couple of references but never a resume. You just want to know that they’ll do the job well – that’s what matters.

A lot of this is simply educating the public, which is what the goal of this blog is. We want to get rid of the mindset that a Virtual Assistant is going to be your own remote employee. That’s not the case.

Instead of asking for a resume, check out the ‘ABOUT’ information on a VA’s website, ask to see samples of work and some testimonials. It’s perfectly acceptable to ask for a couple of references, but if you ask to see a resume, you can be certain that your innocent question was not well received!

As with everything else these days, simply do a Google search for the name of the VA you have in mind. That will tell you a lot.

I would love to see a comment or two here from someone wishing to work with a Virtual Assistant so we can hear the other perspective!