Do you have a Virtual Assistant yet?

I guess I shouldn’t be really, but I still get amazed when I meet people, or hear from them via the phone or online, that they’ve just discovered our industry. They’d not heard of a Virtual Assistant before and didn’t know what it was.

Having been part of the industry since its birth many years ago, it’s easy to forget that not everyone has had exposure to the internet as I have had, and indeed, if you have been in the corporate world or manufacturing industry, or elsewhere that really doesn’t require you to be online for business much, then of course you wouldn’t know would you? You would have only been exposed to the things that relate to the business you’ve been a part of.

If you are in need of administrative or secretarial support then looking for a Virtual Assistant makes sense. But it goes further than that. Today the Virtual Assistant Industry embraces many more service offerings that also include bookkeeping, graphic design, transcriptions, translations, research, copywriting, editing and proofreading and a number of other things. While it is true that if someone provides only one type of service might indeed be a ‘bookkeeper’ or ‘transcriptionist’ for example, if they operate via the Internet and provide other services too, then they may well refer to themselves as a Virtual Assistant to cover the myriad of service offerings.

If you are in need of VA support then using Google (or other search engines) will bring up thousands of links – who should you go to? Often engaging a VA that is with a network in the industry is a good way to go. You get choices, you can be sure that the members of that network have met criteria to be a member, and the VAs are available to connect with direct – not through someone else. There are agencies out there who will assign a VA to you, but how do you know if you’re going to get the same VA every time and why should you have to pay an agency to use the ‘VA’s’ services? A VA Network does not charge clients search fees or connection fees to engage a VA from their database.

A Virtual Assistant is a business owner in their own right and are keen and happy to partner with you in your business, to help keep things running smoothly so you are freed up to do what you do best – and to earn an income. Next time you’re looking for admin type support, why not check out the VA Directory I manage? Our longest term members have been with us for over 12 years!

Keep your VA for long-term

It disturbs me when I see people complaining that they’d just ‘trained their VA’ only to lose them because they’d been ‘promoted’ to another project or client. I have to question where they got their ‘VA’ from in the first place.

Virtual Assistants are self-employed business owner/operators, so in general are not placed with clients by an employer or agency, nor moved onto another client or job by an agency or employer.

Through job requests posted at Virtual Assistant Networks the VAs get to tell prospective clients of their experience and what their rates and turn around time will be. Clients can choose who they wish to work with, and then the VA is theirs for as long as they want. That doesn’t mean the VA can’t or won’t work with other clients. The nature of running a VA business is that VAs have more than one client – otherwise they’re not running a business, they are more than likely an employee. Clients can also contact VAs direct via their own websites – so it’s worth checking out who you want to engage. If you found the VA via a network, look at their profile and visit their website. Or you can simply google Virtual Assistant and the skillset or location you want and you’re sure to find listings of Virtual Assistants per your search criteria.

Clients shouldn’t have to train VAs how to do things, unless there is specialised software at use, or the (client) industry has specific needs that VA has not experienced before. Generally VAs are already well experienced in the service offerings they provide, and the ‘learning’ involved is more about how the client runs their business and what their business is about.

I have several long-term clients. Some I do work for every week, some monthly, some as a new project arises. So I will remain the VA for those clients for however long they require my services, or until I retire – whichever comes first. And this is how the Virtual Assistant industry has been from the start. So, if you’re someone seeking to engage a VA, it’s probably best to check where you are sourcing them from, and if they are individual business owners or part of a ‘pool’ of virtual workers. It will make a massive difference as to how your business is looked after and how long that VA can be your own virtual support.

Using a Virtual Assistant

Even though the Virtual Assistant industry is in its teens, there are still many business owner/operators out there who don’t know how to use a VA or what a VA might be. Because there has been much written about it both online and in printed material, some of the information has been misconstrued or people get the information third party and it’s not always accurate. Often it may be written by someone who doesn’t work in the industry, but rather has shared their thoughts and ideas on what they think the industry is.

What’s the quickest and easiest way I can explain how to use a Virtual Assistant?

Think of the PA/Secretary/Admin support in a corporate office, working for a boss, or perhaps a team of people. Now separate that support from the people who are giving them the work to do. Perhaps they’re on another floor of the building, a different building, or have gone interstate or overseas on a business trip. How do they communicate with their admin support? Via phone, fax, email or even mail and courier. The admin support knows what their business is about and can act according to what needs to be done. They don’t need to have someone watching over them to check what is being done and the boss or team can expect to receive email reports, or faxes or phone calls verifying or following up items that have been actioned.

Now put a Virtual Assistant (VA) in place of that admin support and you’ll get a pretty good idea of how the work is passed on and carried out. A professional VA will be someone who has had at least a few years’ experience in the corporate world, before starting out as a VA and they will be used to making decisions and being in control. They will not be someone fresh out of school or college, or part of a typing pool or other agency, where the work is first passed onto a company representative before being disseminated to a worker. VAs, in general, work direct with the client and invoice the client as well. Any other situation, i.e. the company invoicing the client and then paying the worker, does not constitute a Virtual Assistant set up – they would be classed more as virtual agencies who farm out the work to their workers. And they would therefore be responsible for the taxes and insurances of their workers (employees). A VA invoices direct for the work carried out and pays their own taxes and insurances and other overheads. The client simply pays $$ per hour for the work carried out, or in some cases, it may be per project, depending on what the project is.

So, if you were a bit confused as to what a VA is and what a VA does, then hopefully my analogy above has helped clear that up for you.

Where can you find a professional Virtual Assistant? The VA networks are your best course for discovery. We have one called VADirectory and there are many others. The International Virtual Assistants Association (IVAA) is another good place to visit. However, if you use the search engines and look for Virtual Assistant networks you’ll find many more.

Using a database

I was chatting to one of the members of my BNI chapter last week and during that conversation, I came to a realisation that not everyone understands what a database might consist of and how it can be used.

In particular we’d been talking about his database and using Send Out Cards. He is interested in using the cards for his business but didn’t know how he could use it in relation to the database program he is using. It was a program I’d not come across before. We’d also been talking about how I could enter business cards he’d collected into his database if I was doing it in my own office and didn’t have a copy of the program he uses.

I asked him ‘can you export in csv or txt format? If so, we can certainly import as well’. The light went on for him. He hadn’t realised that could be done and it was probably a bit of information I hadn’t shared previously (guess what I’ll be speaking about in BNI this week?).

Doesn’t matter whether they’re using a PC or Mac and if I don’t have the program. The reality is if they can import a portion of their database into a csv or txt file, then send it to me, I can use that as a template for future data entry, enter in new cards and send it back for them to import back into their database. What’s more, I can upload it to Send Out Cards for them and organise cards to be sent on their behalf.

So, if you have a collection of business cards sitting on your desk or in a drawer because you haven’t had time to enter them and didn’t know if someone else had the program you’ve got, why not look at the import/export function and then contact a VA to get started for you. You can send the cards to them by mail, courier, fax or scan and they can do the data entry. Makes sense that they do this so you can concentrate on the money earning aspect of your business. And let’s face it. Growing your database is important for the health of your business. If you’re not growing your list it can be hard to grow your business.

Working with a Virtual Assistant – do you know what’s involved?

I often get emails or phone calls asking me what’s involved in working with a Virtual Assistant, what do we do, how can we help the caller, and how does it work? Many find it a struggle to get over the hump relating to working virtually.

It’s really quite simple once you know how to look at it. For me, it’s like this:

Think of a corporate PA who works close by to the boss, either in a room next to their office, or nearby. They converse face-to-face, by intercom and internal email. The secretary or PA processes the mail, email, does the wordprocessing, data entry and all the other things required by the boss on a day-by-day basis.

Now let’s move that boss further away. He or she might be on another floor of the building, or perhaps interstate or overseas on a business trip. How do they converse then? Phone, fax and email, even courier or snail mail sometimes. The work still gets done – how the information is passed changes slightly.

That’s how a Virtual Assistant works. Exactly the same way. Only instead of a boss, it’s several clients and the work can be quite varied. I like that – the variety of what comes in daily. No two days are ever the same.

If the above isn’t enough information for you, then perhaps some past posts might assist:

5 Top Ways to Use a VA

Advice for Clients Seeking to Use a VA

Do You Need a Virtual Assistant?