Be Time Wise, Virtual Assistant!

by Jill Chongva | VADiva.com

Part of the allure of having a Virtual Assistant business is the fact that we can work at home. But as most VA’s will tell you (I’m guessing…) working at home has its pitfalls as well. The myriad distractions of working in a home office can not be ignored, but some smart time-wise strategies can help. Here are my top 5.

(1) Give yourself a work schedule.

When I first started in 1999, I had absolutely no formal work schedule and often felt like I was driving the bus from Speed – 100 mph and about to crash. So I created a very loose schedule that allowed for flexibility to meet the needs of my clients and my family.

I check my email first thing in the morning, before the kids get up, and make up a task list from any projects that have come in over night. I then leave the desk and get the kids ready for, and off to, school.

Once home again, I grab a coffee and settle in for a few hours of solid work time. I get my ongoing projects finished up, get a start on new ones, and schedule the activities needed for work in my Outlook calendar and task bar. Breaking projects down into steps is a tremendous help and putting deadlines on them keeps me in line.

I break for lunch and play with my 5 year old (who has an office with mine) and the dogs. We do some household chores, run errands, etc. over the lunch hour and get ourselves ready for the afternoon.

Tailor your schedule to how you like to get things done. Be mindful of your body rhythm – are you an early riser or a night owl? Schedule your hardest tasks for the time of day you feel most alert.

(2) Be selective about answering the phone.

If you are in the middle of a project that requires your undivided attention, let the answering machine get the phone. Schedule a phone call time, where you can return calls to clients or prospective clients once or twice a day, so you are not constantly interrupting your work flow.

(3) Set your email program to pick up mail every 30 minutes or so.

You are getting your email in a timely manner, but are not so tempted to check it every 10 minutes (classic newbie thing – been there, done that). No one is expecting a response within 5 minutes of sending their email, and if they are see number 4.

(4) Make sure your clients know your turnaround times.

Clients who are not familiar with the way a Virtual Assistant works may sometimes think that you are at their beck and call 24/7. For your own sanity, and theirs, make sure they know that emails are answered within XX hours, and your normal turnaround is XX days or XX hours. Try to discourage them from making everything “URGENT” by having a clause in your contract that sets a higher rate for urgent turnaround times (often less than 24 hours).

(5) Schedule down time.

Go for a walk. Sit on the deck. Getting out of the office/house for even a short time can recharge your batteries and give you the energy you need to grow your Virtual Assistant business.



Jill Chongva is a Virtual Assistant with over 21 years experience in the Administration field. Her Executive Support Services for small business owners assist solopreneurs in making the most of technology to enhance and streamline their business processes.

Her Graphic and Web designs are clean and clear, with a focus on strong content and presence without bells and whistles. You can find out all about her at www.vadiva.com

Article Source: http://www.wahm-articles.com

How To Find Virtual Assisting Gigs

by Stacey Wockenfuss

Today I am going to tell you a couple quick resources for finding virtual assisting and other WAH gigs whether you are just starting out or established in your niche market.

I always tell my coaching clients that it’s important to spend as much time looking for VA gigs or WAH jobs as you would be putting into your business. That means, if you want to work 20 hours a week, then you should be spending 20 hours a week looking for clients, gigs, and promoting and advertising yourself.

It’s that simple. Trust me I know how hard it can be to stay motivated when you aren’t getting any bites or offers (I have been there many times). I have also found myself in unwanted predicaments where I have had a client flake on payments, ect. I have been able to replace them quickly and easily by implementing my own promotional methods detailed below. If you put in the effort you will get a huge return.


Where do you get your clients?

This is by far the question I get asked the most by email and phone. It’s really easy to find clients if you know the right places to look and how to promote yourself. Here are a few tips and tricks you should always follow:

1. Have a Website

If you don’t have website then you are way behind everyone else in the game. This is by far the most important thing to consider when opening up your VA practice.

A website shows that you are a professional, you mean business, and you have established yourself in the industry. It also gives potential clients a starting place to check out your rates, abilities, and overall skill set.

A website doesn’t have to be fancy. I started off with a simple one page site hosted FREE by my ISP. If you don’t have the funds to get a hosted site, check out your ISP they usually have free pages you can use.

2. Check Out the Online Bidding Sites

I know there are a lot of established VA’s out there that suggest you steer clear of elance and guru.com. But let me tell you something…Guru.com is one of my best friends J. Without the clients that I have gotten from there, I would not have such a thriving business.

It’s a great way to get established in the industry and get some great paying clients. And the fees aren’t over the top. I personally have never used elance, but I have known a few VA’s who have received work from the site.

You aren’t going to get any clients if you don’t have any experience. And you aren’t going to have an experience if you can’t land a client. You know what I am saying?

A word to the wise: These are bidding sites, so be careful with the rates that you charge. That’s not saying that you can’t make $20 or even $30 + an hour with clients from these sites (because I have and do). But realize that there is higher competition out there and most people who post projects on here are going to want to pay between $8-$15 dollars an hour.

I have been on both sides of the picture posting jobs and bidding on gigs, so I have a pretty good understanding of going rates and how the process works.

3. Craigslist

I absolutely love Craigslist. If I could kiss Craig, I would, LOL Not only can you find clients, but you can promote your services as well. So you are probably asking, just how do I do that?

Simple, you post ads under the “services” and “small business ads” section talking about who you are, the services you offer, and your contact info.

Note: Make yourself stand out. You need to look and act like a professional at all times. What usually works for me is something similar to a cover letter stating who I am, why I am in the industry, my skill set, and my contact info.

Don’t post only 1 to 2 sentences saying something like “I am a stay at home mom that wants VA clients, please contact me blah blah blah. Clients and business won’t hire you or contract your services. They want to know you are a professional, you know what you are doing, and that you mean business.

I will give you a few secrets that I use when looking for clients, search in gigs, ecetera, computer jobs, admin jobs, ect. Use terms like work at home, virtual assisting, contract work, ect. You will get really good at coming up with search terms and spotting scams.

4. CrazedList.org

Crazedlist.org is an awesome resource when searching Craigslist. You can search all the cities in the US on the same terms. Like I stated above, be creative when using search terms and learn how to spot a scam. If there is very little detail given in the ad, it’s probably a scam. If it sounds too good to be true, it most likely is.

Remember, nothing ever comes easy. Sometimes it takes a whole lot of effort to get where you want to be and that includes tears, frustration, and sometimes the desire to give up. But if you continue on your path, and keep your eye on the prize, you will eventually get to where you want to be...Even if you have to get scratched and bruised along the way.



About the Author:

Stacey Wockenfuss is a professional virtual assistant who specializes in the advancement of internet marketers and online businesses. She can be reached at stacey@TheSuccessfulInternetMarketer.com or by visiting her website at http://www.freelanceclericalservices.com or http://www.thesuccessfulinternetmarketer.com

Article Source: http://www.wahm-articles.com

I Want to Become a Virtual Assistant. What Kind of Services Should I Offer?

by Sara Dahlman

There are many facets to being a virtual assistant (VA). We are a unique group of individuals offering a variety of services. One VA may specialize in secretarial services while another focuses more on bookkeeping. There are VAs that do only data entry while others encompass the entire scope of an office manager’s duties. It really depends on what skills you have and what you want to include in your services.

A good place to start when deciding what services you will offer is to look at your work experience. If you were a secretary you may want to offer off site telephone support, data entry and possibly even a reminder service. If you were in the accounting department you may want to focus your services on bookkeeping and payroll. Sales associates may want to offer marketing and sales advice. Think about what computer programs you used: email, word processing, spreadsheet creation, accounting programs. Add those to your services offer as well.

Next examine your education and the skills you acquired there. Did you take an Excel or Word course? Do you have a secretarial diploma or certificate? What programs did you learn with? Make a list and you will find more services you can offer. Another option is to upgrade your skills now. Maybe it has been a while since your last course and you need a refresher. There are many courses that can be taken in the evenings and on the weekends. Some can even be completed via correspondence and web classes. Go to the website of your local university or college and see what they offer. Check on distance courses at other institutions. You can easily find a course to fit your needs. And thus you can add a new service to your business.

Whatever services you offer, make sure you represent your skills properly. Do not take on creating a complicated spreadsheet if you are a beginner at Excel. Your services should only include those tasks you can do and do well. Your reputation will be determined by the work you present back to your client. And try to offer services that you enjoy doing. If you do not like typing, then do not accept a 100 page typing project. The more you like what you do the better the final outcome will be. And the more you will enjoy your virtual assistant business.



Sara Dahlman is the owner of Small Business Office Solutions, a virtual assistant business. Please visit her website at www.smbusinessofficesolutions.com for more information.

Article Source: http://www.wahm-articles.com

I find it difficult to get motivated with my VA business some days. Do you have any tips?

by Sara Dahlman

The one potential problem with working from home is getting motivated on a daily basis. It is difficult when you are in your own house with all the comforts of home around you. Whether your low motivation stems from a lack of energy, doubts about your business or just too many other things going on, you can build it back up. Here are some of the ways I get myself moving and motivated.

• Get out of bed, shower and get dressed, just as you would if you were going to work outside the home. A suit is not required, but at least put on some jeans and a sweater, and brush your hair. It will help get you into that work mentality.

• Make your office or working space an enjoyable place to be. You are more likely to want to be in an area that you get pleasure from rather than someplace you do not. Add some of your favorite colors to the room, place some pictures of family and friends somewhere you can easily see them, burn a candle or incense or even add flowers to the space.

• Take some time and think about your goals. What is it that you want to achieve with your business? Write them down if you want to. Then sit and think about them. Close your eyes and see yourself achieving each and every one of those goals. How does that make you feel? Chances are you will start to feel motivated.

• Do not wait until the last minute to complete your work. Do it as soon as you can. That way you are not sitting there trying to get it all done in one day. I quite often find that the day I have less motivation is the day when I have a deadline. You can avoid this by completing the work early.

• Remember that it takes time to get your business started. And there may be slow times through out the year. Keep your spirits up and continue advertising your services. The work will come if you keep working to finding it. Go out there, get your clients and stay positive.

• Join a group or association. The support you get from other virtual assistants and work at home moms can be an incredible motivator. Surrounding yourself with positive and successful people will bring your spirits up and help keep them there.

Just remember, we all have days when our motivation is low. Try some of these ideas and see if they work for you. Or come up with a few of your own. Either way you will find that you can get motivated… it just may take a little work.



Sara Dahlman is the owner of Small Business Office Solutions, a virtual assistant business. Please visit her website at www.smbusinessofficesolutions.com for more information.

Article Source: http://www.wahm-articles.com

How do I convince a potential client to hire a Virtual Assistant (VA) rather than an employee?

by Sara Dahlman

Before trying to convince the potential client, it might be a good idea to do a little research into the client’s company: what kind of company is it, what industry, how many employees, etc. You can obtain this information in a few ways. It may be as simple as looking the company information up on the internet. You may also call the company’s main number and talk to the secretary or even call the client directly if you feel it appropriate. Having a little background will help you to feel more confident when speaking with the client, and show that you are organized and have initiative.

There are several excellent and legitimate reasons to choose a VA over an employee. Think of the logic that will hit home with this particular client. Take the things you have learned about the company itself and decide what angle to take when speaking with your client. Two areas that are important to almost every company are time and money.

One way a VA will save client’s money is by using their home office. If you are offering to do work for a client then you need to have the necessary equipment and supplies to do that work. With a properly equipped home office, there will be no need for the potential client to buy a desk, chair, computer, software, supplies and all those other things that a new employee would need. This will be quite a large savings for the client.

Unlike employees, VAs work under contract. As a contractor the VA is responsible for reporting her own tax deductions to the government. The client will save money in this case as there is no employer portion of CPP or EI to pay. As well, the client is not responsible for the contractor’s health insurance or other benefits. Thus the client will save the money and the time it takes to report deductions and coordinate health insurance. Another savings comes with holiday time. VAs receive no vacation, holiday or sick day pay.

Employees quite often have time during their work day where they are not actually doing any work. Think about the number of breaks employees take, as well as time chatting with other employees, phone calls and those extra long office errand runs. This time, although unproductive, is still being paid for by the company. With a VA, the client is paying for pure work time: no breaks, no chats, no inactive time.

Often business owners or operators get bogged down with all the little things that need to be done every day. A VA can take many of these tasks off the client’s hands. Therefore the client now has time to devote to running and growing the business. And hopefully a little more time to spend with their family, as we all know how important that time is.

Share some of these reasons with your next potential client. After doing your research you may come up with a few more that are specific to that particular company. After offering these reasons for hiring a VA the client will be able to make an informed decision. And if indeed a VA is the way to go, you will certainly have a new client to add to your Virtual Assistant business



Sara Dahlman is the owner of Small Business Office Solutions, a virtual assistant business. Please visit her website at www.smbusinessofficesolutions.com for more information.

Article Source: http://www.wahm-articles.com

What kind of home working space do I need as virtual assistant?

by Sara Dahlman

I can assure you that for as many virtual assistants as there are out there, each one has a unique space in which to work from home. Your working space should fit you and the tasks you will be doing. Whether you work from a table in the corner of the family room or from your very own private office, here are some tips you can follow to make your work day flow a little smoother.

• Make sure you have a space that is yours and yours alone to work from. Have everything you need in one area, not thrown all over the house. Your computer, printer, fax machine, scanner, files, calculator, office supplies... everything should be organized and within a few steps of you when working.
• Keep you files organized at all times. Have them labeled and stored where you can get to them quickly and easily. And file your papers right away if you can. If not, have a small file that is only for papers that need to be filed. Then do it as soon as you have a chance.
• Your computer files need to be kept organized as well. Keep all related information in one file, named so that you can recognize it immediately. Clients, forms, templates, advertising, etc. all should have their own area and filed accordingly.
• Ensure you have a secure place to store all your files and your client’s files. Preferably one that can be locked. Privacy is extremely important!
• Keep your supplies stocked so you don't run out unexpectedly. There's nothing worse than not having what you need when you need it.
• Keep you computer clean of virus and spy ware. Choose a good program and make sure it is running properly.
• Update your computer with the newest software and hardware. You don't have to go overboard, but make sure to check out the latest versions and newest equipment to see what they have to offer. You may find you can profit from some of the newer advances.
• Have a good bookkeeping system, whether it is manual or computerized. Keep track of you monthly expenses and revenues. Try and update your books at least once a month. It will make things much easier come tax time.
• Be comfortable in your space. Have a comfy chair, proper lighting, bottled water or your favourite hot tea close by, maybe even a scented candle.
• Have toys, crafts or a television with videos close by to keep the kids occupied when they are around.

These are just a few ways to organize your home work space. Sit down and think about what you need and how you want your space to flow. Taking some time in the beginning may save you more time over the course of your working day and may save on frustration as well. Make your working space a space that works for you.



Sara Dahlman is the owner of Small Business Office Solutions, a virtual assistant business. Please visit her website at www.smbusinessofficesolutions.com for more information.

Article Source: http://www.wahm-articles.com