Virtual Assistant – THE Blog About Our Industry

About the Virtual Assistant industry for VAs and for clients

Will you be the one?

I’ve been running a promotion here for our 1,000th member at “A Clayton’s Secretary”. We are very close to that number and it’s been good to see the new members who have joined us over the past couple of months.  Some of those members have received bonuses for joining and here are a few more lucky people.  If your name is below, please contact me via email or the contact form here so that you can receive your bonus.

Teneille Griffiths

Juliet McDonald

Penny Green

Sophie Cherval

Each of these ladies are welcome to select an ebook from our VA Shop which will be forwarded to them.

The gifts will be their choice of the following items (and they may choose more than one item – if they don’t yet have that item then they are welcome to it):

  • 1 year’s membership to the “A Clayton’s Secretary” team valued at $187AUD (the amount will be refunded to the lucky new member or they can choose to extend to two years for the price of one)
  • 1 year’s web hosting valued at $149.50AUD
  • Choice of ebook from my VAShop
  • 1 hour of my time as a mentor or coach valued at $97AUD
  • A Mousepad

And in case you don’t recall the promotion, here are the details:

Our numbers are in the very high 900’s currently so that 1,000 target is not far away!  And to reward those who sign up in between I’ll be giving spot prizes of ebooks, a blog site hosted by me, 50% off my VA coaching course and other giveaways.

Why not pop by to see what’s involved in becoming a member right now?   And don’t forget to add in the comments section that you saw this promotion*.

* Only those who meet our criteria to join as a member are eligible for this promotion.

Do you give gifts to clients for Christmas?

On some of the Virtual Assistant forums there have been discussions about whether or not to give clients gifts or cards during this special holiday season. Some give discounts, some give gift vouchers for books, movies or other things, some offer other things.

On one of the LinkedIn forums I belong to there was a link given for a site that has some excellent “No Cost” gifts for colleagues and service providers and I’ve listed some of them here.  To see the rest please click on the link below.

  1. Endorsements - many social networks, like Linked In, have an endorsement feature.  This is like a testimonial…basically it is like telling the world that you’ve worked with them and you would recommend them.  Anytime you can do this for a service provider, it is something that is really appreciated.
  2. Write a nice testimonial that speaks to your service provider’s potential clients.  What would you want to know about them, what they excel at, etc…if you were considering hiring them all over again?  Give your service provider explicit permission to use this testimonial in whatever manner they see fit: print, website, newsletter, etc…
  3. Create a link on your website called “Preferred Service Providers” or something similar and write a nice summary of their services and link to their website.

Read more…..

Some of Christine’s suggestions I already do – year round but I agree that an extra effort with these would make great gifts for clients. Why don’t you check them out to see what you might like to do?

Perhaps you have other suggestions as well and I invite you to share them here.

by Kathie M. Thomas

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Intel Centrino – a Notebook to play with

Over the past few weeks I’ve had the privilege of playing with, and testing, an Intel Centrino 2 powered notebook.  It has a great easy to view widescreen, is very compact, slim and lightweight, and easy to use. This one has Windows Vista installed on it and OpenOffice suite.  It also has 4gig ram.

I wasn’t able to carry out my normal daily activities on it as it didn’t have the software I use every day (MS Office 2003, ACT!, Quickbooks, Dreamweaver) for my regular client activity and it would have taken a few hours to load and then add my data. However, the issue of putting client work on someone else’s computer isn’t a good idea as I would need to be confident that it was all totally wiped back off again.

But I did get to use it for web browsing, blogging, participating in chat forums, and tried out the OpenOffice which I’d never used before.

I was impressed with the long battery life and the speed with which it opened programs and seemed to download quicker although it had the same internet connection that the rest of the computers in my office had.

If you are shopping for a new laptop and wanted something that is lightweight, easy to travel with and could literally put inside a large handbag (I’m talking the ladies here) then this one is for you.

The website can direct you to a choice of different vendor notebooks for your needs so if you want performance and style, or long lasting battery life and performance, or all of the above, you can simply pick and choose. The site helps you to understand what you are after i.e a Toshiba or Dell before you go and make your purchase. The site also leads to online reviews, etc to understand the differences.  I consider myself lucky to be asked to try one out and give my thoughts.

Intel Centrino has a fantastic promotion on right now and some lucky people will get to win a notebook each or an entertainment system.  And if you click on the Great Prizes logo and then click on the link for the Centrino 2 room you’ll see others who have had the opportunity to test out this great little notebook.

You can find out more about this great notebook at http://www.centrino2room.com.au/

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I think I need a VA – what do I do now?

I had a new prospective client contact me overnight.  He feels he now needs a VA and has read through my blog but wasn’t sure what the next step was.  Ooops!  Didn’t I tell anyone?  My oversight.

I have a link in the right-hand menu of this blog but for those who read this via email or RSS, then just simply go to http://www.vadirectory.net/jobrequest.htm and fill out the form giving the details of what you want done. Don’t forget to include any software programs that are relevant.

The results of the form you fill out comes to me and I then forward it to my team for response.  Each of my Virtual Assistant team members has a minimum of 5 years’ office experience with many having over 10, 20 or even 30 years experience.  All are English speaking, reading and writing, although for some English is their second language.

Only those VA members who have the relevant experience respond to the request and I usually organise somewhere between 3-6 responses for each client request so that clients aren’t flooded with heaps of responses to filter through but are given sufficient to have choices.  VAs respond with an outline of their experience, what their rates are and their expected turnaround time, if the job request required that.

If the client doesn’t find the right VA to work with they can request more responses.

It’s very rare we can’t fill a request but it does happen sometimes – usually if the client has an urgent need and we only found out about that need 24 hours or less before the job needed to be completed. That does happen and sometimes we can take the job on and sometimes we can’t.

We also do project management of jobs. For example an author needed twelve chapters typed up for a book to be presented to a publisher with less than 2 weeks to get it completed.  We split the job up amongst members, monitored the formatting of the document and got it completed.

Another time we had a hospital group that needed over 6,000 pages of A4 documentation converted to html and uploaded to an intranet over a 6 month period. We had 7 members processing this work and it was managed by one VA as the main contact point.

So, if you need a VA to help you with your business you now know what to do to get our help.

If you have any queries or comments please feel free to leave them here!

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Why I do what I do

In the 1980s/90s my husband and I were active Amway distributors.  By that I mean we didn’t just sell the product, we brought people into the business, taught them how they can help others and how to build their own businesses.

The personal and professional development in the distributor leg we were in was phenomenal and existed of many professionals, i.e. doctors, nurses, laywers, consultants and others.  We were amongst people we related to well. But those who seemed to ‘rise’ up and above the leaders to build bigger businesses were often those who were desperate to change their way of life and needed to be doing something different.

I sometimes wonder if we didn’t build it big because we were comfortable where we were, although we had dreams of doing so.  But I think the reality is that we were supposed to be doing something different and those years were meant to lay foundations and be a training ground.  We learnt a lot about how to encourage people and build them up, make them know their own worth.  It wasn’t about selling products, it was about building people and the use of the products would come of its own.

When I first began exploring setting up a home based secretarial network (before we were known as VAs) I actually thought it would be a good way to source new prospects for my Amway business (shock, horror!).

But it only took me a month or two to realise that I had something else in my hands, something that would help women (mainly) to use existing skills and be allowed to return home from work and be there for their families.  I could apply the very lessons I’d been learning into my new secretarial network and build and encourage the members as the network grew.

Over the years many women have come through my network (nearly 1,000) and I know I’ve been able to help many others via other Virtual Assistant forums.  The things I learnt back in the 1980s/90s equipped me to mentor, lead, assist, help, encourage and motivate others.  Most of all it allowed me to do the very thing I had wanted to do when first looking at Amway – to be home for my children and run a business that made me feel I was doing something worthwhile and contributing in some way to the world, or at least the small part I live in.

Today I received the most unexpected card and gift in the post.  And it made me cry when I realised what had taken place.  A group of my VA forum members had gotten together and sent my husband and I a lovely card with their beautiful written note inside. And they’d given us a gift of lunch and spa treatment vouchers for Graham and I to enjoy together.  The note in the card says there is more to come.

What did I do to experience such goodness from these people who sent us this gift?  I can only imagine it’s because I have given to them at times when they have been in need.  And now, at a time when my husband and I are struggling they have reached out to help us.

What they don’t know is that yesterday was our wedding anniversary and although we were ‘happy’ to celebrate our marriage through a movie and dinner together last night, it was a bitter sweet memory of the years we’ve spent with Miriam in our married life. We’ve nearly always spent ‘our time together’ talking about our family of daughters whom we love so very much.

Is it any wonder I do what I do?  There are occasional times when I doubt whether I am making a difference or whether I’m really needed in the place that I’m in, but when things like this happen it leaves me with no doubt.  I am where I am supposed to be and I’m doing what I’m supposed to be doing.

Thank you everyone, the timing of your gift was perfect.

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