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Virtual Assistants: What Can They Do For Your Business?
- Do you want an afternoon to go golfing rather than
answering email?
- Or four hours to spend with your family?
- Or five hours you can spend doing whatever you
want?
And no:
- Payroll Tax
- Vacation Pay
- Sick Leave
- Health Insurance
- Office Space or Equipment
You only pay for the time you use.
You can have more time and continue to build your
business - hire a Virtual Assistant.
When I started my own business, I knew I couldn't do
it all myself. The best use of my time is on sales and
the sales strategy consulting that I do. That is my
Brilliance -- the things I'm best at and love to do.
I aim to do my Brilliance activities 85% of the time.
I couldn't have done all I've done without a team of
Virtual Assistants. I've worked with Virtual Assistants
(VAs) for a long time. I've written three ebooks, many
articles, given teleseminars and produced audio CDs.
I've also developed consulting, marketing materials
and presentations to show my clients how to do this
for their own businesses - so their income is not solely
based on their time. They can sell information products
online even when they're not working with clients and
bundle products with services for additional income.
Virtual Team members are valuable and make a huge difference
in my business. It means that I don't work all the time,
even as my business continues to grow. I can focus on
doing the things I do best and know my Virtual Team
members are there to take care of the detail work and
things that are not my expertise.
What is a Virtual Assistant?
"A Virtual Assistant (VA) is an independent entrepreneur
providing administrative, creative and/or technical
services. Utilizing advanced technological modes of
communication and data delivery, a professional VA assists
clients in his/her area of expertise from his/her own
office on a contractual basis." (http://www.ivaa.org)
They do the work for entrepreneurs that a corporate
assistant would do in a corporation.
What Can a VA Do for Your Business?
To give you an idea of what's possible, here are some
of the things that a VA can do for you. Review the list
and mark the ones that you could have someone do for
you:
- Power Point presentations
- Prepare proposals
- Vendor coordination
- Shopping cart
- Send out your ezine or newsletter
- Event Planning
- Customer Service
- Handle client needs
- Project Management
- Scheduling
- Billing
- Proofreading, Editing
- Transcription
- Spreadsheet development
- Handle CD production
- Develop forms
- Research
- Organization
- Web design and maintenance
- Put workbooks together
- Graphic design
- Compile, maintain databases
- Keep you on track, help you meet deadlines
- Set up and manage autoresponders for e-mail
marketing
- Automate systems for your business
- Compile and maintain lists and databases
- Submit articles to online directories
- Take care of all the details - coordinate with
others, make sure it all gets done
- Keep things going when you travel: check and
respond to voicemails, e-mails, phone calls
- And many more . . .
I've chosen to work with a team of Virtual Assistants
because I want to have each team member do what they
do best and love it. Productivity, satisfaction and
quality of work are higher. And, with the Internet,
I'm not limited by geography. I can work with the people
who are the best in their areas of expertise, no matter
where they live.
How Do You Find a VA?
The best way to find a VA is to ask other people who
use a VA who they use. Tell them what you want a VA
to do for you, and ask them what their VA does, so you'll
find someone with the skills you're looking for. If
you are a member of a forum or professional organization,
post a request on the board outlining what you're looking
for in a VA. List the types of things you want them
to do for you, and some of the skills you're looking
for.
I call this "Jan's 10-Foot Rule" - Ask
everyone within 10 feet of you what you're looking for,
and someone will come through. Try it! It works.
There are also organizations where you can look for
a VA or you can do a Google search. I've always found
my team members by referral, so I have no experience
with the organizations. There are certifications that
a VA can get. My experience is that there are good VAs
with and without the certifications. The certifications
add credibility and professionalism. Certification is
not a criteria that I require a VA to have, though I
do take it into consideration.
Interviewing a Virtual Team Member:
Interview at least 3 to 5 people before you decide.
Interview them the same way you would for a permanent
hire for your business. Get their name, phone number,
e-mail address, and website. Check out the website before
the interview.
The following questions have paid off tremendously
for me in hiring the right people:
- How did you decide to start your VA business
(Web design business etc.)?
- How long have you been in business?
- What do you like best about your work?
- Tell me about one of your favorite projects
for a favorite client - what you did, how you approached
it, how you worked together.
- Here's an example of the work I want you to
do for me. (Describe your project with details, outcome,
deadlines, etc.). How would you approach it?
- Who are your best clients?
How Do They Work? What Do You Pay Them?
A VA works in several ways. You can hire them on an
hourly basis, project basis, and on retainer. Retainer
fees are usually lower than straight hourly fees, depending
on how many hours you pay them on retainer.
Have a good idea of what you want them to do and a
time budget for your work. If you don't know, describe
the project and ask them how much time they anticipate
it will take.
They will most likely have a welcome package and an
agreement for you to sign before you start working with
them. Review it as you would any agreement. If there's
something you don't agree with, ask about it. If there's
something missing that you want in the way you work
together, tell them. For example, I ask my team members
to sign a non-disclosure agreement. And I want them
to itemize the time they spend in a way that I can analyze
my business from the operations perspective.
Off to a Great Start: Working With Your New Team
Working with Virtual Team members is similar to working
with a local person. It's critical that you communicate
clearly. Be sure your first conversation and project
are off to a great start:
1. Assure a smooth transition, and minimize the
time you spend on it yourself. Outline for yourself
exactly what your project involves: the purpose, audience,
desired outcomes, and exactly what you're looking for
them to provide.
2. Set up a weekly coordination call. Always
have an agenda. Give them specifics about the work you
want them to do - purpose, timelines, time estimates.
Tell them what's planned and coming up in the next few
weeks. No surprises. They can often meet tight deadlines
if they can plan ahead.
3. Tell your team members what you expect in working
with them. For example, that you want close communication
and no surprises. If they have questions, let you know
before they proceed with something.
4. Manage them as you would a local person.
Let them know what they're doing well, what could be
improved. Always ask them for their input on the way
the work is done. Ask them if they see a way to simplify
or streamline processes.
5. Pay them promptly.
6. Know their work schedule. What day/time will
they do your work? Plan accordingly. Arrange a day
for them to do your work. Get things to them quickly.
7. Let them know their value to you, the work and
your business. Praise them for good work. Refer
other people to them.
Hiring a VA gives you time and helps you build your
business so you don't have to work all the time. Decide
what work you really want to do, and outsource the rest
to a Virtual Assistant. You have all the benefits of
an assistant on a flexible basis that fits your business
and your budget. I could never do without a Virtual
Team.
Author: Jan Wallen
Jan Wallen works with companies that want significant
sales results. Jan is action- and results-oriented.
Once you start working together, she is 100% committed
to significant sales results for you. To learn more,
call (646) 485-4059 or go to http://www.janwallen.com
Keywords :sales results, virtual assistant, virtual
assistance, virtual team, outsource, communication,
virtual personal assistant, virtual administrative assistant,
AssistU, IVAA
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