Do you set New Year’s Resolutions? I found that often the resolution wouldn’t have enough meaning for me and would get forgotten in the busy-ness of life. But some years ago I got the idea to start setting goals for the year – part of ensuring my business plan would get reviewed and actioned. I probably read about it somewhere and started to do this each January.

Last January (2007) I set aside a whole day to think about what I wanted to do and to set goals that met both personal and business needs in my life. I wrote them out by hand and then set them up in PowerPoint. The goals are printed in colour and large type, often with pictures that reflect the goals, then laminated and stuck on my office wall above my computer monitor so they are visible on a daily basis. Helps me keep on track and I usually meet at least 75% of the goals each year.

New Year’s Resolutions frequently don’t have a date set for achievement and often are not documented – they’re just something that are in your mind. Have your goals clear in your mind and somewhere where you can see them daily. There will always be things that come along to distract you every single day but if you know where you are heading, you will get there, even if you take a few detours along the way.

There are other things that might help you too: you need to be consumed by your goal or vision, the desire has to be there – strong enough to override the difficult times. In other words you need to be passionate about what you’re doing, otherwise it will be easy to let it go when obstacles come along.

Refocus – there will be times when you’ll need to take time out and refocus and reassess. This doesn’t mean you’re failing but it does mean you need to get back on track.

Finally find someone you can become accountable to – a business partner (silent or active), a spouse, a business coach, a prayer buddy – someone you can connect with regularly to discuss what’s happening and how you’re progressing.

So, are you going to have any New Year’s resolutions for 2008 or will you be setting goals (in concrete) for action?

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To read what my Pastor said about resolutions at church on the weekend, visit Workplace-Ministry.

The end of a year and the start of a new one will often lead people to think about what they want to do for the next 365 days, or in this case, 366 days with a leap year in 2008.

It’s at this time of year that I hear from many who would like to leave their corporate jobs and come home to work, so they can be with their family and get a better work/life balance.

Sometimes they email me before deciding to join my team of VAs and others ring because they want to hear a ‘real’ voice before making that decision. After all, it is a big step – planning to leave the security of a job and branching out on your own.

My advice is always never to leave your job if you are dependent on that income, as it is possible to gradually build up your VA business on the side. It’s rare for someone to pick up enough clients and work in the first week of their business, although I’ve known of a couple of VAs who have been fortunate in that regard – timing is everything!

I do encourage new VAs to think about getting part-time work, or do some temping, as time progresses, so that they have more time to build on their business, as they start to build a client base. For each the timing of when to leave the ‘security’ of that job is different. And this is why it is so important to surround yourself with those who already have the knowledge and experience in the areas in which you want to work.

My belief is that you should have the following to help you get started:

• A good accountant – someone who is familiar with your current financial situation. They must be used to assisting and working with small businesses – start asking those you know in small business and ask for recommendations and referrals.
• A good online network or two or three. The Virtual Assistant industry has many networks available and they readily accept new members. Most of these networks have discussion forums so you can mix and mingle with those who are already active and successful – there’s nothing like learning from those ‘in the know’. Many of the networks also provide facilities for access to clients so that you start getting client contact for jobs to be carried out.
• Other networks – both online and offline that consist of other business operators and not solely VAs. You’ll learn from your peers but you won’t get work from them so you need to put yourself in a place where you’ll meet people who need your services. Don’t make the mistake of thinking it’s going to happen only online – it won’t. And you run the risk of missing out on clients local to you if you don’t go out to meet them. Networks such as LinkedIn, BNI, Leads Club, Rotary and Chambers of Commerce are good places to start looking.
• Do the research and ask questions. There are sure to be others who have wanted to know the same things before you and are willing to share that information – the VA community is very welcoming. Explore the archived messages of the various VA forums.
• Know your skills and abilities. Don’t make the mistake of offering a service that you don’t have the skills for. Start with what you know and be prepared to put in the time and effort to learn new skills and software programs over time.
• Give it time. Don’t expect it will all happen in the first month or even the sixth month. Give yourself at least 12 months to get it happening and be prepared to do something in your business every single day of those 12 months.
• Be prepared to read, listen and learn. It’s a known fact that a large percentage of businesses don’t continue after their first 12 months and more drop out after 2 years, 5 years and so on. Those who have been in the VA industry for longer than 5 years really do know something about the industry and whether you have 5 years’ corporate experience or 25 years, you are still not as knowledgeable about being a VA as those who have been doing it longer.
• Do the hours and the work. If you take on a client then stick to that commitment. Be prepared to put in long hours at the start, and possibly for the first few years. You need to build a reputation as reliable and clients need to build trust in you. I’ve seen many new VAs put their hand up for work when it comes in and then only a week or two later they drop the client or pass the client on to another VA because they can’t commit – building a business means commitment and willingness to carry out the work, even if it means inconvenience to you at times.
• Enjoy! I love that this industry has allowed me to be home with my family and I love the environment I work in. There are days when it might be hard or it’s difficult to focus, but I know where I’m better off – at home, instead of in someone else’s office.

I hope these tips help you in your decision making to become a Virtual Assistant and I welcome your comments or enquiries.

Frequently I see new and experienced VAs seeking advice at the forums for things that probably should be obtained elsewhere. In particular, advice that needs to be sought from Accountants – the VA’s accountant. And if they don’t have one, they better do something about that very quickly.

Discussions regarding the type of business to set up (i.e. sole proprietor, partnership, LLC, bonding, etc), whether or not to register for an ABN (Australian Business Number), GST or other service taxes relating to their country, whether to lease or to purchase equipment and how much tax should be put away.

Whilst it’s good to learn about what others might have done, it’s important to remember that every VA’s financial setup and circumstance is different to everyone else and only their Accountant will be suitably qualified to make comment and advise how the VA should be doing things that affect their financial position.

This can also relate to working out what rate is right for you. Some forums will discuss this subject and others won’t because of concerns about being seen as ‘price fixing’. Putting that aside it is well to remember that there are VAs from many, many countries on the forums and what might be a good or reasonable rate for a VA in one country (or region of a country) can be too low or too high for a VA in another country. Best to look at what’s reasonable in that particular country or region first and go from there.

Discussing the ‘tools of the trade’, i.e. software, computer equipment, printers, phones, faxes and so on are all ideal to discuss and seek advice about at the forums, as is how to work with clients and or handle a different job or situation. But when it comes to financial and legal aspects, these are better referred to suitably qualified persons who are in a position to know what’s right for you.

At this time of year people are naturally looking to see what changes they will make for the New Year. I often notice an influx of new people entering the Virtual Assistant industry and one of the things they do is start sending messages to the VA forums they’ve joined that they’re open for business and seeking work. But they really are promoting to the wrong audience. Most forums are about learning how to operate a VA business and how to work with clients. Some of the forums do provide client connections, but not all and not many VAs will promote to their existing client base about a new VA who has just entered the scene – after all, they will be wanting/needing the work for themselves. So, for the newer VAs what can be done?

There are VA networks you can join that do have clients requesting work to be done. There are a few sites that list these networks and here is one place where you can find them.

I encourage you to read the message archives for each group you join (links are usually at the bottom of each email) so you can find all sorts of great information to help you.

Also, set up a signature block for your emails – you can use it for the forums and for any emails you send out. This will help people learn more about you and who you are, and if your emails are forwarded it gives recipients a better chance of being able to contact you, in case your email address gets lost in the forwarding. Add a website (if you have one) or your email address or phone/fax and so on. Kind of like viral marketing – your signature block can actually do a lot of promotion for you.

All the best for your new venture!

One of the topics that raises its head from time to time on various VA forums is how to set rates. I’ve seen rates discussed ranging from $7USD per hour right through to $50USD or more per hour.

Part of the variation in costs will relate to VAs being in many different geographic locations and the cost of living, therefore, will play a big part in what might be charged for various services. However, some of the variation lies simply in the fact that new VAs lack confidence in their own abilities and worth and charge too low because they don’t think they can ask for more, they have no real idea of what their expenses in running a business are going to entail, and they are easily led by clients telling them what they will pay, rather than the other way around.

Recently I responded to another discussion on this topic at a VA forum and this is my response:

I published a book a few years ago about “How To Become A Virtual Assistant”. In it I have a chapter on setting rates that are right for you – the formula works for anyone in any geographic location. It also gives suggestions on the types of services you can provide, setting up at home and so on.

The book would suit anyone who is struggling in these areas, or looking to begin working as a home secretary or virtual assistant. On the website I also have a list of some of the Q&As included in the book.

There are also many virtual assistant networks out there. As you mix and mingle with them here and in other places you’ll find that there are many VAs who are getting good rates for the services they provide.

Learning from others who are already doing it will assist you in establishing your VA business. Take the time to read the discussions at the various forum archives and pay attention to those who have been in business a few years – they already have the knowledge and experience that you need.

At one of the VA forums I moderate a new VA asked how to get started and stop procrastinating? The following is my answer to her and all of those who are seeking to get started in the Virtual Assistant industry.

Anything worth achieving isn’t easy but it is worth the effort. There are things you need to do to get yourself off your tush and stop procrastinating and I’ll share some of them here for you.

1. Get a reason to do it and it needs to be a reason that both consumes and empowers you – consumes you so it’s always on your mind and empowers you to take action. For me it was the desperate need to be home for my daughters as they entered into high school and no longer being eligible for after school care – I didn’t want them out on the streets so I came back home to be with them.

2. Set goals. I’ve been in business almost 14 years and goal setting is one of those important things I do at the beginning of each year. I have on the wall above my monitor right now, the goals sheet I created in January this year and I’ve achieved most of the items on that list. It’s like having a roadmap – if you don’t know where you’re going you could end up anywhere other than where you’d like to be.

3. Of the goals – make some business but set some personal goals too. Things that have meaning for you. One of my personal goals this year was to write a book and publish it – I didn’t know if I would achieve that or not. Just over 12 weeks ago that book was launched here in Australia and it is one of the most personally satisfying things I’ve ever done – but what I wrote about was based on what I’ve been doing for the past almost 14 years – working at home and caring for my family.

4. Spend time in the company of like-minded people. Being a member of VA networks will help you achieve that. Mixing and mingling with others who have similar goals and interests to you will help you move ahead but don’t leave it just to the virtual community. Seek out groups of people local to where you live, i.e. business networks that have business owners attending and spend time with them. They’ll not only be a potential source of clients for you but you will learn much from them as well.

Anyway, the above should help shift you from procrastination to action. Start setting goals now for the new year and then see what happens!

So, with 2008 almost here now is a good time (or at least once the Christmas rush has passed) to sit yourself down and start thinking seriously about what you want to do and achieve in the next 12 months. Then write it down and put it somewhere visible for you and others to see. Make yourself accountable! You never know what you can achieve till you try.