Virtual Assistant – THE Blog About Our Industry

About the Virtual Assistant industry for VAs and for clients

Monthly Archives: June 2010

Need a VA who can really do what they say?

I sometimes hear from disgruntled clients who secure a Virtual Assistant through various means only to find they can’t do what they say they can.   This is not only frustrating for the client but is bad for our industry too.

As much as possible I try to encourage all I speak to, to look for Virtual Assistants through the VA Networks that have been established to help build up the industry, educate its members, and provide quality services to clients.

Generally the VA members have had to meet certain criteria to become members of that network which is a plus for clients. It means they’ve already been through some sort of screening process.  Unfortunately at many of the ‘freelance’ type of sites those offering services haven’t been screened and many just starting out can register there, as well as very experienced business operators.  In some cases through the VA Networks the client can come back to the network owner/leader/moderator and advise if they’re having problems with a VA and get it sorted out, and get a new VA if required. Most of the time I find it’s a case of miscommunication, and thankfully this doesn’t happen very often.

Members of the networks also have access to back up support in times of busy-ness, large projects, or if they need to be away from their VA practice for awhile because of illness or because they’re going on leave.

If you are looking for a Virtual Assistant who can really do what they say, then start looking at the VA Networks for the kind of support you really deserve.  There’s no charge for searches and being connected to VAs – you only pay the VA you choose for the work that is done.

10 Surefire Steps to Market your VA Business

Have you wondered how to market your business and get your name out there? Have you wondered how others do it? There are some very simple steps to getting things happening and it very much relates to persistency and consistency – keep at it, even when it seems not much is happening. The reality is you’re planting seeds and those seeds need time to grow.

Some time ago I wrote a book called “10 Surefire Steps to Market Your VA Business” and it is available as an ebook at my VAShop.

Some of the items covered are:

  • Your image
  • Determining your services
  • Research
  • Getting a domain
  • Different forms of advertising, and
  • Measuring your marketing

The book is an easy quick read and retails for $9.95AUD. Why not pop into the bookstore now to get yourself a copy?

What kind of skills do I need?

Periodically I get asked this question – to work as a Virtual Assistant, what kind of skills do I need?

There are tons of different types of services that VAs are providing today, however, traditionally they did begin as work at home secretaries – those who had good secretarial skills in the corporate world, and they brought those skills home to develop their own businesses.

The industry has evolved considerably over the past 15 or so years and today the skills are quite varied.

I recently had a lady contact me via Facebook and said she only had typing and some computer skills.  Here is my answer to her:

‘Some computer skills’ – what in particular? And how fast can you type? Are you accurate?

Generally most VAs have about 5 years previous experience in a job somewhere.   The types of work we do are varied and can include: typing, data entry, database management, Powerpoint presentations, transcriptions, research, social media management (Facebook, Twitter, LinkedIn), phone answering, website maintenance, bookkeeping and so on.  Whatever skillset you have, as long as you are competent, you can become a VA.

No two VAs are alike – we all come with a different set of skills, experience and backgrounds and this means we can all learn from one another.

I encourage you to join a VA forum online so you can mix and mingle with those who are already doing it so you can learn from them and build up confidence in your ability to do the same.  Why not drop by my site at www.vadirectory.net and join the chat forum linked on the front page?

A day in the life of a VA Network owner

Many VAs do not know what goes on in the background of a network owner – or in fact anyone who owns or moderate a network of some type.  So I thought I’d share my day with you.

I had expected to get some client work done today but very little has been done.  Instead, here is what I have filled my day with.

Received a membership application but the person who filled out the form did not follow through with their resume or subscription.  I logged into my autoresponder system to make sure they were set up in that so they would have received my follow up email.

Emailed 4 others who have filled out application forms over the past week but haven’t completed their applications.

Processed another application that is complete and entered the new member into the database, added them to two mailing lists, sent them a welcome email, stuck a label onto an envelope and handwrote their name and address, printed off their welcome letter and tax receipt, placed it all with their members pack into the envelope and sealed ready for posting next time I’m at the postbox.

Checked on registrations for a coaching club webinar I have coming up next week and then contacted a couple of the registrants to query something.

Responded to several emails from various members about different things and also spent time on the phone with a member who is having problems with her computer.

Followed up my IT guy who was installing a new mail list system on my server – we’re shifting from Ning to my server and I’d been investigating possible software solutions over the past few weeks and finally decided on one.  Andrew responded to my email this morning and the rest of the day was spent mainly on testing the system.  I logged in and tried out some messages, added half a dozen email addresses from team members who have been with me for sometime and then emailed them to let them know what I was doing.

I then spent 2 or 3 hours going over the whole system, reading documentation, testing things, changing settings and retesting. Couldn’t get the email function to work so contacted Andrew so he could look into it for me.  More tests.

Then I was worried about the archived messages being publicly viewable so we switched that off while I researched how to get it so that members only could view it and then switched it back on.  After that I had to register as a new member with a different email address to see what members could or could not see and check what messages they receive on sign-up – more tweaking and changing default messages to reflect what I want them to show.

Between bits and pieces, approved several messages to go to the forum – new members are moderated till they’ve settled into the system, and to assure me they’re really not spammers.

Add to that following up some members whose renewals are due or overdue, posting jobleads from clients as they fill in the form on our website, let alone anything else that came in by email or by phone.

Granted, a VA Network owner doesn’t set up new software systems every day but there are some days when you get little time for client work because you’re spending time with your members – who are also your clients.  Some need more hand-holding than others, some need affirmation about things, guidance, a listening ear and a virtual shoulder.  There are days when I’ll have 3 or 4 members who just need to spend time with me, asking questions, seeking advice or wondering how to deal with a client, or even another member of the network.  Or they may be having a computer problem that they feel I can resolve.  Or perhaps they don’t understand our jobleads system and need to learn how it works.

Each day is very different and often very full.  So, when you’re looking at joining a network and wondering if the owner is sitting doing nothing much but getting paid for handling membership subscriptions, give some thought to my day outlined above.  This is just one day out of many in running a VA network.

NB I don’t want any team members feeling guilty for emailing me or ringing me – I’m here to support them and help them.  But I do know there are some who may be considering joining either this network or another and wondering why they’re not free.

Daycare too expensive? Work at home!

There are many reasons why VAs become VAs and one of those many reasons could simply be because daycare for your children has become far too expensive.  I know and appreciate that daycare givers also need to be compensated for their time and expertise but all the same, it is often far beyond what most households can afford.  So the thought of working at home becomes one that is entertained often.  I know, because I was there over 16 years ago.

Racing home to get kids to clubs on time, or trying to find care for them when they were sick were things that became a juggling act and were too hard to keep up.  So I decided to start working from home using the new computer we’d just bought. I had no idea I’d still be doing the same over 16 years later – and loving being home!

My family (daughters and my husband) have all appreciated the fact that I’m home fulltime and once they got over the thought that I was there simply to run their errands, we settled into a routine, knowing that mum/wife was operating a business and dedicated to her work.

If you have good computer based skills, and know how to use the internet for uploading and downloading files, then you too could become a Virtual Assistant and end those days of chaos running the family around and getting to a job on time.  Working for yourself, you call the shots and decide the hours you’ll work and when you can have time off to run kids around as needed.  You’re the boss!