| > | | | | someone sitting next to you in the office - so |
| In some respects choosing the right VA to work | | | | you really do have to feel that this person has |
| with can be harder than hiring an employee. After | | | | the right experience and you can trust them to |
| all, due to the nature of virtual working, the | | | | deal with your work. Also, from the VA's point of |
| chances are you may never meet this person | | | | view, they need to feel that you are the right |
| face to face, or even have a phone conversation | | | | client for them. This is a two-way street where |
| with them. All communication may be carried out | | | | you both need to feel completely happy with the |
| via email. So, given these circumstances, how do | | | | working relationship. |
| you know that working with a VA, and even | | | | 5. Another very important consideration is does |
| finding the right VA, will be for you? | | | | your VA's skills match your needs? Check out |
| The numerous benefits of working with a VA are | | | | their websites, view client's testimonials, and |
| well documented, and there are many, many | | | | examine their profile. If necessary ask if you can |
| clients worldwide who will testify to the | | | | contact either a current or previous client for a |
| advantages of this way of working. The purpose | | | | reference. |
| of this article is to help you in your decision of | | | | 6. Always ensure that you sign an agreement |
| choosing the right VA, and give you some | | | | before any work starts so that you both know |
| pointers along the way. | | | | exactly what is expected of each other. The |
| 1. The first thing to consider is what it is you | | | | agreement should set out project requirements, |
| want your VA to do for you. Ask yourself these | | | | fees (or an estimation of fees), VA's terms |
| sorts of questions: | | | | & conditions, client confidentiality policy etc. |
| What is the nature of my project? | | | | Your VA will provide the agreement, and you |
| - Do I need to hire a 'local' VA versus 'anywhere'? | | | | should both keep a signed copy. |
| - Do I need to have regular meetings with my | | | | 7. And finally, contact your potential VA as many |
| VA? | | | | times as you feel necessary to ensure that you |
| The very nature of virtual working means that | | | | are 100% happy with them before any work |
| when working with a VA location isn't an issue, | | | | starts. |
| after all a VA can carry out all the duties a | | | | Checklist |
| regular in-office secretary can do (except make | | | | Use this checklist when designing your RFP |
| you a coffee!) - they can manage your diary, | | | | (Request for Proposal) to ensure that you have |
| handle your emails, deal with your | | | | everything covered. |
| correspondence, type up reports, make your | | | | Outline the project details - for example, |
| travel arrangements etc. etc. However, if you feel | | | | transcription of standard cassettes or digital files, |
| that working with a local VA is what you need, | | | | database design, data input, newsletter production, |
| then you should focus your search on just local | | | | etc. |
| VAs. However, be aware that by doing this you | | | | Include information on whether this is a one-off |
| may be limiting your options when choosing the | | | | project or regular work. As many VAs have |
| right VA. | | | | retainer rates (which are a discount on normal |
| 2. Once you have decided on the above issues, | | | | rates), this can affect how they quote. |
| and you know exactly what it is you want your | | | | Specify the timescale for your project - if you |
| VA to do, then make an initial contact with | | | | need a 24-hour turnaround then say so. |
| several VAs and send the same RFP (Request | | | | Once you have outlined your project |
| for Proposal) to each of them so that you can | | | | requirements then you need to ask specific |
| make some initial comparisons. This should include | | | | questions: |
| such things as an outline of the project details, | | | | How does their skills/experience match your |
| asking about their fees/fee structure, how they | | | | project requirements? You may already know |
| would go about doing the work for you, how | | | | this from their Website, but it is a good idea to |
| would you receive/send work etc. Basically include | | | | get them to outline this for you so that you |
| anything that you have thought about and would | | | | know exactly how they will support you and your |
| like answers to. At the end of this report is a | | | | business. |
| useful checklist for you to use when approaching | | | | What are their fees and fee structure? If you |
| VAs. | | | | know you will need their services on a regular |
| 3. If you're not sure how to go about finding VAs | | | | basis, ask about retainer rates. |
| that meet your requirements, then there are | | | | What is the method for sending/receiving work? |
| several FREE searchable databases available | | | | Given today's technology you'd be surprised at |
| where you can source and then contact VAs | | | | how many options there are for sending and |
| directly. These databases also list skills and | | | | receiving work. |
| location. These are: | | | | What is their confidentiality policy? This is very, |
| Alliance of UK Virtual AssistantsInternational | | | | very important, as you want to ensure that |
| Association of Virtual Office | | | | anyone carrying out work on your behalf |
| AssistantsInternational Virtual Assistants | | | | maintains a strict confidentiality policy. |
| AssociationThe Virtual Business GroupDigital | | | | What payment methods do they accept? As well |
| WomenInternational Virtual Women's Chamber of | | | | as cheque and direct bank transfer, a lot of VAs |
| Commerce | | | | now accept online payment by credit card |
| 4. Once you've narrowed it down to two or three | | | | through such companies as Paypal. |
| VAs, have a phone conversation with them | | | | When is payment to be made? This could be at |
| (rather than exchange emails), as this will give you | | | | the end of the project or, if you are using a |
| a good idea as to whether the VA is right for | | | | retainer service, then it may be once a month. |
| you, i.e. do you and this person 'click'. This is very | | | | REMEMBER: A Virtual Assistant's role is to support |
| important as you will be trusting your business to | | | | you and your business, by taking the pressure off |
| your VA and, as you are in a 'virtual' working | | | | you so you can spend more time working ON |
| relationship, it is not quite the same as having | | | | your business instead of IN it. |