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