Virtual Assistant – THE Blog About Our Industry

About the Virtual Assistant industry for VAs and for clients

Business sustainability program

Have you checked what your local council has on offer for small businesses? I’ve recently shifted into a different Shire and found with delight that this one is very focused on helping small businesses to succeed. Their philosophy is that they would like the same $ spent over and over and over and over… again till it’s worn out – in this area.  They actively encourage people in business to either work only 2 or 3 mins away or to work in their homes.

I’ve discovered they have quite a few events on – networking, business building and growth programs.  In fact over the next 3 months there are 33 events with 20 of them costing $20 or less to attend. Some are free.

I’ve registered for their 12 month sustainability program – they look at the environment, how green your business is and how sustainable financially it is. Whilst most of the businesses participating will be new or only in existence for a few years, I felt it would be good to do to see how my business looks at the ripe old age of 16+.  I’ll report in now and then to let you know how the program is going. It kicks off in July.

In the meantime why not look to see what is happening in your region? You might get a pleasant surprise!

Ethics or New Trend?

Taking a leaf out of Sharon Williams’ book, or should I say her latest blog post on a similar topic, I have to add my own concerns to this new ‘trend’ happening.

Over the years it’s not been uncommon to have Uni students ask to engage a member of our VA team to do things for them.  They’re often not upfront in the original request but once they’ve engaged a VA they’ll tell them what they really want. And often it means logging in under their own name and password to a Uni website to download lectures, listen to them and then write up on them.  huh!  Sometimes it would be new VAs who would score these jobs and it only happened a small number of times but once I got wind of what was happening I made it clear no member of the team should be doing this as it was unethical.  To add to that, I had someone from one of the Unis contact me because they too had heard that’s what was happening.  There are rules on Uni websites about the legality of students handing out their logins to other people.

Recently I was floored by a request by a mature age student and someone who should have known better.  Mature age = in this case someone who is married with kids of their own.  They were under the pump with their workload for their business and their studies and wanted to know if one of my team could [quote "I need to complete Part 2 of the assignment. My average attempt at Part 1 is attached. It’s at Masters level however undergrad standard would probably do the job. Naturally I’ve become time poor." unquote].

The subject matter?  Their own business!

I wrestled with this one but not for very long.  Instinctively I knew this was wrong but the person involved I knew personally and I knew they were desperate for help.  I wanted to help them but the reality was that what they were asking for was not ethical.

My response to them was: “Logging in aside, my team feel uncomfortable doing something for you that you need to be doing for yourself. They’re more than happy to type up your notes or reformat your assignment but not actually do your assignment for you. Sorry.”

They had to go off and do the assignment themselves after recognising that what they asked was indeed the wrong thing.

Ethics and lack of ethics can be easily intertwined or easily disguised when coupled with emotion, desperation, a need of urgency.  It’s easy for people to justify that what they’re asking is reasonable but the core needs to be looked at and assessed.

When it comes down to it, if you’re passing off work that someone else has done for you as your own then the ethics of what is taking place needs to be very carefully considered and assessed.  VAs, no matter where they live, or how much they’re being paid, should not add to the deception of a client passing on work as their own and especially when it relates to passing something in order to get ahead with their own worklife or whatever.

There are cases when it is ok: sub-contracting a job for a client, ghost-writing, etc but not when it comes down to someone needing to pass a test or course in order to get ahead with their own role in life or work.  In the end they will get found out when it becomes obvious they don’t have the skill or the knowledge it was assumed they had.

Spell it out

I love the excitement of new VAs as they get their very first website up and running (or any business person for that matter) but sometimes I feel they get carried away with using the latest buzzwords and acronyms.

While it’s important to demonstrate you are current with technology and the times, it is very important not to assume that readers of your website are.  Many will still be doing keyword searches on old terminology (e.g. ‘secretary’ instead of ‘VA’ or ‘virtual assistant’, typing’ instead of ‘word-processing’) and so you need to make sure they will find you and not just those who are up to date with current terminologies.

If using an acronym, the first time you use it on a page on your website, put the words out in full and follow it with the acronym in brackets, e.g. Search Engine Optimisation (SEO). Thereafter you can continue using the acronym SEO through the page or site but it’s important first to educate the reader of your website, otherwise you will lose them very quickly, trying to work out what the acronym means.

This is all the more important because you are now dealing with a global audience, instead of a local audience.  Acronyms can often have different meanings around the world and so you cannot assume that all readers will know what you mean.  This is also especially important when you start to mention placenames and times – don’t assume all readers of your website are in the same timezone or country that you are.  For example, where I live, SA means South Australia but in Africa it means South Africa.

So, when you’re putting your website together, or reviewing it for updates, make sure you have the reader in mind and s.p.e.l.l.  i.t.  o.u.t for them in the first instance.They will appreciate it.

How to become a Virtual Assistant

Many may not be aware of this book I wrote a few years ago about “How to become a Virtual Assistant“.

When I first began my business there were very few people you could ask for information. What I was doing was new to the business world so I couldn’t get advice from someone who had already ‘been there, done that’.  I had to break new ground.

I put this experience and my knowledge into a book to help new VAs who ask the same questions.  Things like:

  • How to get started
  • Skills and Services
  • What to charge
  • Where do the clients come from
  • Tools and promotions, and so on.

And just to ensure that I wasn’t working on my memory alone, I actually interviewed many people to find out what questions were relevant to their needs in starting out.

The Act of Responding

Is it me or is it everyone else?

It seems to me, if you email someone, requesting a quote, a job to be done, asking for information or something that requires a response, then good etiquette states you should reply and acknowledge the email, even if you don’t have an immediate answer.

Over the past year, different people I do business with have not responded to my emails of request for assistance or advice and the end result is I send more email messages and then end up ringing them because I think they are not getting my emails.  Then they think I’m being impatient or a nag!

How do I get across to them that they should actually just hit reply and let me know they’ve seen my email and they’ll get back to me later with the information I’m seeking?  How am I supposed to know they might be researching my answer rather than just ignoring me?

I’ve taken to asking them in my email to please reply and acknowledge they’ve seen my email so I know it hasn’t gone astray.

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