In speaking to various people or reading articles online, it’s easy to understand why some have the perception that they need a lot of hours of regular work to be done to have a Virtual Assistant looking after them. In fact, that’s not true at all.

While many VAs do have packages where you can buy 5, 10 or more hours a month of work to be done, not all have that system in place.  Many do ad-hoc work, others simply bill at the end of the month.

One of my longest-term clients started off with giving me only a couple of hours of work here and there and after around 11 or so years, I was averaging 10-15 hours a week for her.  Her business grew and so did mine at the same time

Late last year I met with Janet Beckers of Wonderful Web Women and we did an impromptu interview together in a Melbourne cafe.

Why not listen to it and see how having a Virtual Assistant can be beneficial to your business – without having to have lots of work for them to do?

In another of this series, here is an interview I did some months ago with Wendy Moore.

Please tell my readers a bit about who you are and what you do.

With over 14 years experience in the IT industry, I understood the amazing potential available to women in business who knew how to use the internet. What astounded me was the absolute lack of knowledge amongst fellow business women about the internet.  Basic fundamentals were just not understood by women and so many were missing golden opportunities to attract clients and get online.

I encountered two main barriers for women around the internet:  They either thought they had to do it all themselves, or they “don’t know what they don’t know”.  Faced with so many choices about the internet and feeling overwhelmed, many women simply choose to do nothing.

Recognising this gap, I decided to act and so Savvy Web Women was born.  I educate and empower other women in business to become internet savvy.

When did you realise you needed admin support for your business?

I know what I love to do and what I am good at. I also know which tasks take me a lot of time and what I don’t enjoy.  I quickly realised it would be a far better use of my time to focus on what I love and outsource the rest.  I now focus my energy on my business and have a number of VAs that I use, all specialists in their chosen field, to do the rest.  Doing this frees up my “brain space” and allows me to get back to business, knowing that my multitude of admin tasks are in great hands.

What type of support did you originally obtain?

I needed a knowledgable VA that would be able to get my blog up and running quickly and get it right first time.  Once the template was loaded and the blog was live, my VA is then able to update the blog regularly, including adding pictures to the articles and links to my social media.

Is the support you receive today the same as then or has that changed and if so, how?

As my blog has evolved, so has the support required to maintain it.  When my blog first went up, I chose a template based on what best matched the company colours and on what would be quick and easy to get loaded.  As I became more comfortable with the blog and also influenced by how easy other blogs were to navigate, I asked my VA to source more comprehensive templates to load behind my blog to make it more user friendly.  Once we chose the template, my VA was again employed to update and tailor the new template to fit into how I wanted the blog to look and feel.  By once again using a VA that knew her stuff, this process was quickly and easily implemented.

Do you have more than one VA supporting you, and if so, perhaps you’d like to give a brief idea what the difference is?

I have a number of VAs who each perform a different role.  Just as people are better at some tasks than others and enjoy some tasks more than others, so it is when it comes to finding a VA to suit your needs.  Be specific about the role you need them to fill and recruit the best person to fill that role.  Go for a specialist over a generalist.  I have a VA that does admin, one that updates my website, another who manages my affiliate program, and so on.  It is important to match the role to the best person for the job.

How did you find out about this type of support?

I first found out about VAs from a great mentor of mine, Brendan Nichols.  He employed no admin staff directly.  Instead, the admin side of his business was run using Virtual Assistants and I quickly understood just what a great business model that is.

How long have you had your current VA? (Feel free to name who they are)

Two of my longest VA relationships have been with Kathie Thomas (who established my blog) and Marta Costa (who manages my affiliate program).  Both were recruited for specific roles performing specific tasks and have been brilliant.  I also employ two part time VAs, Teresa and Ness, who are based in the Phillipines – these ladies really allow me the freedom to run my business.  My latest team member is Maria Zito.  For this role, I needed a local who could come into the office to provide on-site assistance as well as work remotely as needed.

Anything else you’d like to share?

Let go of the reins and outsource the tasks that you don’t need to do or don’t like to do to allow yourself to concentrate on what you do best. Be specific about what you need and if things are not working, move on.  There are some great VAs out there who will really work with you to help you achieve your business goals.

Another in our series of VA client interviews.  This time we’re delighted to have Camille Valvo of Professional Speaking with us.  Camille’s VA is a member of the “A Clayton’s Secretary” team.

Please tell my readers a bit about who you are and what you do.

I am unique event insurance as a professional MC, corporate facilitator and speaking coach. I eliminate stress for event organizers as their ‘professional up front’ and for speakers who need a little or a lot of help delivering their message.

I was born in the US, educated in Japan (speak Japanese fluently) and have lived in Sydney for over 20 years.

When did you realize you needed admin support for your business?

When I was getting behind in the admin tasks  and wanted to take on a few new projects

What type of support did you originally obtain?

Initially it was with formatting documents, collating articles, etc

Is the support you receive today the same as then or has that changed and if so, how?

My VA has been outstanding and anything I have inquired about, she has found the information for me or learned about it to assist me. So since our first meeting, we have worked through many different types of projects and I have met with her face to face to brainstorm ideas for my business. She has shared systems and ideas to simplify the way I work.

Do you have more than one VA supporting you, and if so, perhaps you’d like to give a brief idea what the difference is?

No just one, but she finds a way to assist me in all areas whether it is a referral to another source or a link for information.

How did you find out about this type of support?

Through another one of her raving fans (clients!)

How long have you had your current VA? (Feel free to name who they are)

I have been working with Monika Newman for about 2 years

Anything else you’d like to share?

Out of the blue, I often receive information/opportunities from Monika that are beneficial to me; she always has my business top of mind, which is great as it’s difficult to work on and in the business, all the time.

She is inspiring because she remains inspired. Monika is a keen learner, attending workshops and seminars on a variety of topics, to pick up new ideas and tips whether it’s of a general nature or within the VA support genre. Not only does this help her in her VA role, but she is great company too!

Another in our Client Case Studies, Linda has our own Terence Kierans from WA supporting her.   I feel it a real privilege that these clients are willing to share their stories about using Virtual Assistant services to support their businesses.  It is my hope as you read through these stories that you can see how VAs can assist you if in business, or if you are a VA, the type of services you could provide to develop a successful VA practice.

My name is Linda Simmon and I am a certified hypnotherapist in the Southern California (Los Angeles/Ventura) area.  If people really want to find out about me, the best way is to actually visit my site at www.newhypnotherapy.com but, suffice it to say that I was a paralegal for 5+ years and decided I needed a change so went back to school and got ertified as a hypnotherapist.  I completed my schooling and internship about 6 years ago.

I realized almost immediately after completing my training that I needed to have a website set up.  The reason was because I was offered the opportunity of writing a column for a popular astrological site and my column included a question answer section.  Since it reached people worldwide, I realized I needed a way for people to contact me and read about me and my work that didn’t include them calling me at any time of the day or night.

I first “met” TK after my site had been in place for a while when I decided that I needed a Shopping Cart System.  We were introduced to each other by Terri Romine and I felt we were a good fit for working together.

My practice includes telephone sessions with clients and recorded sessions they can purchased.  TK has helped me with the payments procedures necessary for this to run smoothly.

In addition, I put out a monthly newsletter and it is TK who makes it look good and ensures that it is delivered to my client list.  TK is also instrumental in formatting and distributing announcements that I periodically need to send out to my clients.

I do have another VA who supports my business.  The differences between their duties is that TK handles all my shopping cart issues, client list and mailing to my clients while my other VA handles changes to my website for me.

TK and I had been working together now for almost 3 years and during the course of those 3 years I have come to depend on him more and more because he has made it so much easier for me to do what I do best, and that is hypnotherapy and counseling.

Linda Simmon, C.Ht.
www.newhypnotherapy.com

This week Lisa Beavan (VA) introduces her client Jenny Vulcan of The Service Spirit.

Please tell my readers a bit about who you are and what you do.

The Service Spirit is focussed on inspiring people to embrace a fresh approach with their customers and employees through Leadership and Team Development programs.

When did you realise you needed admin support for your business?

Since starting my business I have always had some administration support

What type of support did you originally obtain?

Originally I looked in the local paper for people who advertised this type of contract support service.

Is the support you receive today the same as then or has that changed and if so, how?

The level of support required has increased and the type of projects has become more varied i.e. beyond just typing to: diagnostic support, client liaison, project management, research, personal assistance etc

Do you have more than one VA supporting you, and if so, perhaps you’d like to give a brief idea what the difference is?

Only one and if she needs more support she sub contracts out.

How did you find out about this type of support?

My VA is a personal friend and we have worked together since she started as a VA.

How long have you had your current VA? (Feel free to name who they are)

Lisa Beavan for 5 years (and many to more to come I hope!)

Anything else you’d like to share?

I have recommended VAs onto other colleagues / associates as I have had such a positive experience using a VA and the support network “A Clayton’s Secretary” provides is such a bonus, we gain so much value (and valuable answers to many varied questions) from this network.

If you have a client/virtual assistant story to share, please feel free to contact Kathie direct.

This week we have Hilary Henshaw, who is one of my clients but also serviced by a member of my team.

Please tell my readers a bit about who you are and what you do.
I am a professional singer and speaker.

When did you realise you needed admin support for your business?
When I was travelling and needed a virtual secretary to take messages etc and when I was developing product and needed to source various people such as desk top publishers. I also needed help with redesigning my website and designing promotional flyers.

What type of support did you originally obtain?
As above

Is the support you receive today the same as then or has that changed and if so, how?
It began with answering calls and taking messages in my absence and now includes the other services as above.

Do you have more than one VA supporting you, and if so, perhaps you’d like to give a brief idea what the difference is?
One for help with website and promotional flyers. One for help with book lay-out.

How did you find out about this type of support?
My husband used the organization and through National Speakers Association.

How long have you had your current VA? (Feel free to name who they are)
Kathie Thomas has helped me over several years. Cheryl Pisterman helped me this year with desk top publishing. Both are absolutely professional and excellent.

Anything else you’d like to share?
It is great to know that when I need to outsource tasks I can just go to Kathie Thomas and she will organize at least three different people to contact me with a quote and a chat, so that I can choose. A real boon to my business.

This is the 4th in our series of client interviews. And today we hear from Greg Burrus of New Jersey, about his Virtual Assistant, and one of my team members, who is based in Portugal.

Please tell my readers a bit about who you are and what you do.

My business www.TechOSS.com helps small business owners, retail establishments, solo entrepreneurs, writers, coaches and even celebrity chefs succeed through the use of internet communications technology. I provide blog and website development, internet marketing strategies and internet technology consulting and coaching services. Based on my TechOSS IOVC Strategy and Technology methodologies, I also provide a valuable free information technology Blogsite at http://techoss.com/blog-heaven. This resource now helps my clients and newbie business owners become self sufficient and learn the various tools that can help them market their businesses better to ensure their business profitability on the web.

When did you realise you needed admin support for your business?

As I started to pick up the work require to service customers but I wanted to expand to providing information products and services, I realized I needed additional help.

What type of support did you originally obtain?

Originally obtained help with having my VA build client profiles and update my blog website pages. I use her on demand as projects come up and she has been extremely responsive to my on-demand type request. She always finishes what she starts and always in a timely manner. I feel VA support is extremely valuable. It saves a tremendous amount of time, leaves me to focus on the the other areas that I need to build my strengths in since I can’t do it all.

Is the support you receive today the same as then or has that changed and if so, how?

Using VA for same type of support plus I now run issues and some strategy statements by my VA and she is extremely helpful in providing feedback and direction of some of my ideas.

Do you have more than one VA supporting you, and if so, perhaps you’d like to give a brief idea what the difference is?

No

How did you find out about this type of support?

An email came across my desktop and it was very professional and clearly stated her services.

How long have you had your current VA? (Feel free to name who they are)

Emma Crabtree of Red Box Virtual Office www.redboxvirtualoffice.com has been working with me for almost a year.

Anything else you’d like to share?

Since I am growing the business in different areas, I need someone who can work when I need them either long term or short term. The way Emma works as VA is that she is very flexible and able to work with me when I need her. Hence some times it is a longer term project and other times the project is short term and requires instant help. I can count on Emma to make it happen since the flexibility of the moment is extremely important to me.

Part 3 in our Client Case Study Series. Melisssa Khalinsky is supported by one of my Virtual Assistant team members, Kylie. Melissa is in Victoria, Australia and Kylie in New South Wales, Australia.

Q. Please tell my readers a bit about who you are and what you do.

I am Melissa Khalinsky, founder of Business Mums Network. We provide support, information and resources for Mums starting and running a business.

Q. When did you realise you needed admin support for your business?

There have been a number of times I realised this, however in the last two years, my attitude to new projects has been “how can I get someone else to work on this”? This decreased my workload dramatically and the results are much better than I could have done.

Q. What type of support did you originally obtain?

The first type of support was editing our magazine, then administering our conference, then I got up the courage to let go of things such as my email newsletter.

Q. Is the support you receive today the same as then or has that changed and if so, how?

It is different and the same. The same VA puts together the magazine, and has done for the last 2 years, however that is about to change. One VA started with just my email newsletter, and now does so much more including transcribing workshop recordings for us.

Q. Do you have more than one VA supporting you, and if so, perhaps you’d like to give a brief idea what the difference is?

Yes, I have more than one VA, and each does different tasks. One administers the conference, as that is an area they specialise in. One edits our magazine, and another does our enewletter. I originally split these between 2 VAs as the newsletter job came up the same time as magazine deadlines!

Q. How did you find out about this type of support?

I use members of my network, though I first heard about it from the US before I started my business, although I don’t think the industry was called “Virtual Assistance” then.

Q. How long have you had your current VA? (Feel free to name who they are)

I have been working with Donna-Marie Coggins of Jacaranda Business Support Services for nearly 2 years editing the Business Mums Magazine.

I have been working with Kylie Short of Tilda Virtual Services since last September working on our email newsletter, transcribing audio recordings and other tasks.

I have been working with Glenys and Richard of Stockdale ACS for about 2 years administering the Business Mums Conference.

Q. Anything else you’d like to share?

I love having a VA work with me. It’s cheaper than hiring a staff member, or in my case, multiple staff members for the various tasks I outsource. Each of my VAs are experts in what they do, which is why I’ve chosen them. They also produce amazing results that help my business grow.

Our next interview is between Terence Kierans of Cyberspace Virtual Services in Western Australia and his client Judy Vorfield of Judy Vorfield’s Office Support Services in Arizona.

Q. Please tell my readers a bit about who you are and what you do.

I’m Judy Vorfeld, independent contractor who specializes in Web development, copyediting, and presentation for (mostly) small businesses. I also do small business consulting and some photography.

Q.When did you realise you needed admin support for your business?

A few years ago, when publishing two monthly ezines was consuming time I needed to spend on assignments.

Q. What type of support did you originally obtain?

About the same time I hired Terence Kierans of Cyberspace Virtual Services to copyedit my Communication Expressway ezine, I hired another VA to handle coding for the online version. Somewhat later, when TK could see that I was making quite a few mistakes in my Webgrammar’s Food for Thought ezine, he came up with a proposal to design, code, and get ready the online version. I liked what he did, and he continues to handle this for me, as well as copyediting Communication Expressway.

Q. Is the support you receive today the same as then or has that changed and if so, how?

The same. He is a picky, picky editor and designer, and that helps tremendously. I want my publications to shine. He also offers recommendations and resources from time to time, and that continues. He always has an eye open for my publications.

Q. Do you have more than one VA supporting you, and if so, perhaps you’d like to give a brief idea what the difference is?

Yes, I have another who’s been doing HTML for CE for years. I added Kierans to enhance my offering so that both ezines have better presentation.

Q. How did you find out about this type of support?

I was in at the beginning of the VA movement, having started a VA business myself in 1992.

Q. How long have you had your current VA? (Feel free to name who they are)

I can’t remember how long it has been…but it’s been years. Why, because before I hired Kierans, he was always around and always offering suggestions for improvement. Hiring him to copyedit was a natural effort, and I needed a nudge with Webgrammar.

Q. Anything else you’d like to share?

Just what a joy it is to operate a VA business. It has been imperative that I work from my home, and this is such a help. I have quite a severe hearing disability, and am so grateful that, using the Web, almost everything can be done online rather than by phone.

Brief Bio
Judy Vorfeld of Peoria, Arizona started Office Support Services in 1992 and mounted her first website in 1996. Today, through her website, Editing and Writing Services, she offers copyediting, copywriting, site analysis and renovation, as well as site design and maintenance. And through her Digifeld website, she transforms digital photos to art for marketing and advertising campaigns and interior design.

Featured in a number of print and online publications as a business owner, writer, and photographer, Vorfeld writes and publishes two ezines, Webgrammar’s Food for Thought, a publication for lovers of the English language, and Communication Expressway, for people interested in improving small business communication.

“Everything I’ve accomplished,” she says, “has been done through study, hard work, networking, and prayer. Each day offers me the opportunity of learning something new, expanding my creativity, and adjusting my attitude.”

A native of Bellingham, Washington, Judy volunteers time to local and online community organizations. She also enjoys reading suspense and historical fiction. “And talk about blessings,” she says. “I’m surrounded by world-class family, friends, and clients. To say nothing of cats, grandcats, and granddogs.”

This is the first in a series of client case studies, in answer to the many blogs and forums I’ve seen that ask the above question. There is a great deal of interest in VAs but not everyone is aware of the VA Industry. There are a multitude of places you can seek a Virtual Assistant, but sometimes people still don’t know where to go.

Often asked: Virtual Assistants – I do not know much about them, how they work, where to find them and what they charge. Anyone here have more info?

So, I thought I’d provide the answers here from clients who do use VAs to support them in their business or personal lives. The first interview is with Lorraine Pirihi, a long-term client of mine. I asked her a series of questions and these are her answers.

Q. Please tell my readers a bit about who you are and what you do.

I’m a Productivity Expert, speaker and author, and specialise in helping small business owners and entrepreneurs organise their time, their systems and their marketing so they make more money and also have a life.

Q. When did you realise you needed admin support for your business?

Once my business started to grow. I wanted to free my time to work on my business and only do activities that I enjoyed. Bookkeeping and basic administration are definitely not what I wanted to do.

Q. What type of support did you originally obtain?

Bookkeeping, database set-up, general typing – on an irregular basis.

Q. Is the support you receive today the same as then or has that changed and if so, how?

It is now constant. You are a permanent member of my team.I now have database management, PowerPoint design for my presentations, product creation ie. e-books, e-courses etc. Website maintenance. E-zine set-up, broadcast emails.
Q. Do you have more than one VA supporting you, and if so, perhaps you’d like to give a brief idea what the difference is?

I now have 2 VA’s. Yourself who does the bulk of my work around 15 hours a week and Charmaine Simpson who has recently been added to my team. Charmaine’s key role is submitting my articles to on and off-line publications, special projects and additional work when you’re overloaded.

Q. How did you find out about this type of support?

I found you myself. I attended a networking breakfast years ago and saw your business card so grabbed a copy and phoned you to find out what you do.

Q. How long have you had your current VA? (Feel free to name who they are)

You – 12 years.
Charmaine Simpson – 3 months approximately.

Q. Anything else you’d like to share?

My business would never be where it is today without the support of my VA. You cannot run a profitable and thriving business without support . If you’re doing everything yourself, you’re crazy. You need to free up your time to concentrate on business development and improvement, not keep busy on $20+ an hour tasks.

Note from Kathie:

I should add that Lorraine, as a productivity expert, teaches her clients the value of outsourcing so they can concentrate on the real things that make them money. So she definitely walks her talk and practices what she preaches. I’ve seen her business grow over the years and together we’ve learnt and shared a real lot.

Thank you Lorraine for sharing your experience with my readers.