Your Competition Can Help You Grow Your Virtual Assistant Business

Looking to build your VA business fast? You might just want to get to know your fellow Virtual Assistants. Yes, “the competition“. If you haven’t noticed already, the VA industry is a world its own unlike any other.

VAs have forged their own online community- one that you’ll want to be part of if you’re going to give your business the best possible advantage. Virtual Assistants are, by nature, supportive people (go figure!) and not just when their pocketbooks benefit from their contributions. In general – and to a surprising degree- they are more than happy to offer advice and save newer VAs from learning some of the toughest lessons the hard way. VAs also like to pool their knowledge and share helpful resources, understanding that by strengthening the industry itself, they all benefit.

A great way to connect with other Virtual Assistants is to join a forum made for VAs by VAs. Personally, I like <a href=”http://www.virtualassistantforums.com/. It’s free to join and offers a tremendous amount of information, resources and support.

VAs also frequently work with each other, either assisting with overflow work or teaming up on larger projects that they wouldn’t be able to take on by themselves. They also refer prospects to each other, if a task is beyond their area of expertise. Of course, to use this strategy with your own business, it helps not to be a stranger to other VAs. They’ll want to feel familiar with you and trust your work ethic before teaming up or referring their own clients to you.

So get to know your out-of-office mates. You’re certain to benefit from the experience, and you’ll probably make some great friends in the process!

Will Work for Money

There is a myth out there that in order to grow your business, your services have to be cheaper than your competitors. If you want out from under the pressure of this untruth, read on.

I was talking just the other day to a prospect. He said he was very impressed during our initial consultation but that he was also considering another VA whom he had been speaking with whose rates were lower than mine. He said he’d let me know in the next few days whom he had chosen.

When I had first gone into business years ago, hearing this would have prompted me to immediately try to beat her rates. Instead, I followed up with an email thanking him for the opportunity to discuss his administrative support needs. I acknowledged that I am not the cheapest VA out there but that my focus is on providing exemplary quality and service to my clients. I take a personal stake in their success and if he chose me to provide VA services, he would receive that same treatment. I attached a copy of my contract for his consideration and two days later, he returned it to me signed.

I am not saying that it’s always wrong to compete on your rates. But the sooner you realize that there will ALWAYS be someone who is cheaper than you are, the better off you and your business will be. So if there will always be someone who is willing to do what you do for less, you can’t compete on that level unless you are looking to become an administrative support charity instead of a business. And what would the point be then?

What you must do is compete on a different level- one that should matter to your client even more than price. Quality and value. Start selling your prospects on that notion and you’ll become an indispensable part of their businesses. Instead of providing cut rate services, you will be offering your clients a true partner in their success — someone they can depend on to get the job done correctly and on time every time.

The services of a competent Virtual Assistant will often pay for themselves in terms of increased opportunities created for their clients by allowing them to effectively leverage their time and focus on growing their businesses. Believe me, once they experience working with a professional VA who can make their administrative headaches a thing of the past, they’ll be happy that they decided to pay a little more to get an experienced Virtual Assistant.

Set your rates honestly and stick to them. If you have a prospect who seems disproportionately focused on price, chances are they will become a Pandora’s Box of constant complaints, issues and conflict as a client.

Spring Cleaning for Your VA Business

Spring is just around the corner (I am pretty sure it’s in sight, anyway), and many of us engage in our “spring cleaning” rituals around the house. It’s such a good feeling to have everything in order and to check those elusive tasks off your list that you hadn’t found time to do in the weeks (okay, let’s be realistic- months) past.

While you are enjoying the fresh start at home, why not carry that same mindset into your VA business? Plan to set aside a block of time in the next 30 days to improve your organization as well as tackle some of those tasks that you haven’t been able to get to recently.

Backup your computer files (but PLEASE don’t let that be a once-a-year event!)

Update your website.

Launch a new client referral program.

Evaluate your marketing plan. Find a creative way to advertise your services that you haven’t tried before.

Reorganize your filing system.

Send out thank you notes to all of the clients you have worked with in the past year.

Create a PowerPoint presentation for your VA business.

Identify one area of your business that you would like to improve on in the months ahead, map out your strategy for success and implement your plan.

Rearrange your workspace for better efficiency.

Whatever it is that you have had on your list or in the back of your mind, now is the time to invest in your Virtual Assistant business and plan to do a little “spring cleaning”. Chances are you will stumble upon some great ideas in the process!

Get Vertical Results with VerticalResponse

Here’s a little bit of marketing heaven for Virtual Assistants and other small business owners! VerticalResponse is a web-based application that delivers high-quality email and direct mail marketing options.

Best of all, VerticalResponse is more affordable than you ever dreamed. You pay no monthly fees, setup costs, or hidden charges. You pay only for what you send out. For email campaigns, it could be 1.5 cents per recipient or less. For direct mail 4×6 postcards, it’s under a dollar per recipient. The more you send, the better your price, but even for a small campaign, you surely can’t beat the price- and you don’t have to sacrifice quality.

If you are looking to create an email newsletter, you have 4 great options that will easily match up to any experience level with the super-easy to use (and no experience required) Email Wizard, a slightly more involved but more flexible grahpical HTML Email Canvas, the more advanced Freeform HTML or Text Only options. No matter which option you choose, you can create a great email marketing campaign.

Have you ever thought of mailing out a custom designed postcard campaign but shuddered at the thought of the expense? Well, fear no more! Now you can design your own professional looking postcards and have them mailed out for a surprisingly economical price. With a great selection of graphics, fonts and solid color options, you can create a postcard just as unique as your business is.

A great benefit is that you can manage both your email and direct mail postcard campaigns using the same lists. Once you import your contact list with email and mailing information, you will be ready to go!

On top of the fantastic marketing materials that they provide, VerticalResponse also has a host of other FREE resources designed to help you make the very most of your campaigns and market like the pros! Here are just a few of the handy tools they provide to help you improve your marketing success:

The VR Blog

The VR Podcast

Video Demos

Webinar Archives

Marketing Articles and Reports

Marketing Terms Glossary

VerticalResponse is so sure that you will love marketing with their products that they’ll even let you try them for FREE! So sign on today and send 25 free emails. While you are there, take them up on their offer to send out a free postcard to sample their quality. I think you’ll love their service and the value they provide!

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Take a Free HTML Class Online Anytime

Regardless of whether you offer web design, blog maintenance or related services to your clients, knowing basic HTML can make you a better and more efficient Virtual Assistant. At first glance, it may look a little intimidating, but e-learningcenter.com can help.

With their free online e-course, you can learn all the basics of HTML. With clearly defined course topics and objectives, this e-course is one that I recommend to any Virtual Assistant who doesn’t know HTML. It’s a good, solid e-course that has plenty of content.

In no time at all, you will be able to breeze through those blog postings, do some work on your own website and even spruce up your forum signatures on all those online networking sites that you belong to!

(Be sure to check out their other FREE e-courses, too!)

Unethical Requests for Service

As a Virtual Assistant, if it hasn’t happened to you yet, it probably will. At some point, you will be confronted by a request to do something unethical- perhaps not illegal, but something that really goes against your values. Because these situations can often catch you off guard, it might be helpful to develop a strategy for handling them before you find yourself in an uncomfortable situation.

Here are a few tips:

Choose your clients carefully. If a potential client seems “shady”, choose to protect your reputation and gracefully decline to provide your services. Choose clients that have a similar sense of business ethics to your own.

Share your business values with potential clients. If you let them know right away that you are an “above board” type of person, chances are that you will attract like-minded clients while warding off those whose practices could really hurt your reputation.

If you are asked to do something that appears to be questionable, ask questions until you can determine whether it is legitimate. If you need to, consult with an experienced industry professional.

If you are asked to do something that is obviously unethical, refuse to take the assignment. Be firm and direct. (i.e., ” I am declining this assignment because I feel it is an unethical request.”)

Effectively dealing with unethical requests doesn’t have to be difficult or intimidating. By choosing to stand firm, you not only protect your own reputation but the entire VA industry as well.

Becoming a Virtual Assistant

I have had many people contact me wondering how to get into the business. Sometimes I can’t even read what they are emailing me. It’s like a cryptic IM session. Some think it sounds like a “fun” way to stay home and make money. Really, they figure, how hard could it be? Well, if you are a mediocre VA, probably not very.

The truth is that running a Virtual Assistant business is a lot of hard work. Sure, it is rewarding , and most of us VAs wouldn’t trade it for the world, but it’s certainly not a walk down Easy Street. Virtual Assistants are professionals- in fact, they are experts at what they do. Everything that they do has to convey that professionalism, both in the work that they perform and their communications with others.

If you are looking to become a VA, please don’t be insulted. I have spent countless hours coaching aspiring VAs. I’d likely give you my advice, too, if you asked for it. The first thing that you would likely hear from me is be professional. Always. When dealing with potential clients, put your best foot forward. When they see that you conduct yourself as a true professional will, it will give you more credibility.

My second piece of advice would be to get ready to work harder than you probably ever have. Sounds dramatic, I know, but have you ever had to be in charge of PR, marketing, accounting, and customer service? Some VAs are surprised at how many hours they have to work, especially in the beginning. You have to set up your website, develop marketing materials, identify potential clients, learn the “ins” and “outs” of the business… There is a lot to do. It takes resolve to see things through to the desired outcome (establishing your clientele).

If you need more advice than that, as I have said, I am happy to help when I can. If you are serious about becoming a Virtual Assistant and are willing to put your virtual feet to the pavement, there is no time like the present to start making your dreams come true. Resign yourself to the notion that you want to be a true PARTNER in the success of other professionals, not just someone “working from home”. Understand that you are a professional who will make a difference in the professional community, and sell that idea to your clients!

Virtually Saving the Day

So many small business owners and entrepreneurs tell me the same thing over and over- they wish they had more time. The day is just too short to accomplish all their goals. They are often surprised to hear that they don’t need more time, but better use of their time.

A VIRTUAL ASSISTANT is the answer they never knew existed. A Virtual Assistant is an independent contractor, someone who runs their own business, who can provide the services they need. They are experts in their field and provide incredible value to their clients. They work from their own office, saving you office space and money.

By delegating the time-draining administrative tasks that don’t require their specialized knowledge the way the rest of their business does, they are free to use their time more effectively to accomplish those goals and enjoy new milestones in their businesses and careers. They often report that they are able to get more done than they ever have before, and in less time.

It is like having their own administrative assistant on call. Virtual Assistants offer their services on as-needed basis. Clients pay only for the time worked, either hourly or flat fee. If clients feel that they will need assistance more regularly, a retainer option is usually offered by most Virtual Assistants.

By the time they factor in all that they have to pay for with traditional employee in ADDITION to their wages (payroll taxes, health insurance, dental benefits, PTO, sick leave, coffee breaks, office space and equipment allocation, training cost, etc.) they often find that a Virtual Assistant can be much more cost effective.

With their “newfound” time, clients are able to concentrate on the core functions of their business, using their expert knowledge where it counts. They no longer have to work more hours to accomplish their goals because they have learned to delegate and use their own time in the most effective manner. It could be said that Virtual Assistants virtually save the day- or at least several hours of it.

Ergonomic Injuries Are No Laughing Matter

I used to be rather ignorant regarding ergonomics. I have to admit that I even chucked to myself a time or two when I heard others talking about preventing ergonomic injuries. That is, until I suffered one myself about a year ago. It was a real eye-opening experience, let me tell you. Not only was it incredibly painful, but it healed very slowly, even after implementing better ergonomic practices.

As a Virtual Assistant, chances are that you are spending hours each day working at your computer. The likelihood of suffering an ergonomic injury is great if you don’t take the time to educate yourself and set up your workstation properly.

OSHA has a great eTool for computer workstations. It’s certainly worth the few minutes it takes to visit their site and print off their free checklist that will help you identify ways to improve your workspace. You know the old saying, an ounce of prevention…

Virtual Overachievers

It can be said about most Virtual Assistants that we are overachievers. It can often even be an understatement. Virtual Assistants are All-Stars. It’s in our nature. Always has been, always will be. That is why we are so driven in ensuring the success of our clients. We make great team players, which is why we team with our clients so well. We’re also effective leaders, even of ourselves- that is precisely why we have the discipline to work for ourselves.

I have to admit that I love my overachiever part of me. My goal is that every client will wonder how on earth they ever managed before me. How did the sun manage to rise? Almost every other VA that I talk to seems to have that same mentality. Overall, I think it is a good (and certainly motivating) trait to have.

However, it’s also easy to let that get out of control, and then your business begins running your life. I have been accused at times of not having proper balance in my life and letting my business take charge of me. As much as I initially tried to deny it, that person had a point- and unfortunately, a very good one.

I had always heard that starting a business takes a lot of time. It did. I heard it would be the challenge of my life. It was. I heard that I’d be working long hours, more than I had ever worked before. I did. My clients were happy. I kept getting more and more work. I’d start early in the morning and be found burning the midnight oil. I kept up my other responsibilities, but I lived for my business.

What I didn’t realize is that my over-the-top approach to my business didn’t include enjoying my life anymore- not my whole life, anyway. Once that came to my attention, I realized that I had to regain a sense of balance. I was really worried at first- would I still be a great Virtual Assistant if I wasn’t working quite so many hours?

Months later after sticking to a reasonable set schedule later, I can conclusively say, yes. In fact, I think I am actually a more effective Virtual Assistant than before. My day was planned better and I used my time more efficiently, knowing I only have a certain amount allotted. I still get up early, but I only have a certain number of hours to work, regardless of when I start. Limiting my workday to a reasonable schedule was,without a doubt, the best thing that I have ever done for myself or my business.

If you find that you have been guilty, too, of letting your VA business run away with you, you may want to try the following tips:

Establish set work times (yes, unforeseen circumstances may arise that you need to tend to, but that is the exception, not the rule).

Plan your workday before you start. Prioritize your tasks and start at the top. Estimate how long each task will take and “map” out your day.

Plan work time that is free of interruptions when you can concentrate best. Your clients deserve your full attention when you are on the clock.

Communicate effectively with your clients. Knowing specific deadlines for each project will help you to plan well.

Know your limits. Make sure that the projects you accept are ones that you can complete with excellence. Quality, not quantity counts most!

Include time for promoting and marketing your business in your daily plan. Part of your work day is completing those tasks for yourself.

When the day is over, step away from the computer. If you have an office, shut the door on the way out. After work, get back to the other parts of your life- family, friends, hobbies, etc.

Life is good, not just my Virtual Assistant service, but all of it. Being an overachiever is okay, until it takes over. Now, I have certain set hours to “overachieve” each day- and the rest belongs to me!

Ethics, Ethics, Ethics…

It’s something that you might not talk about often, but your work ethic tells your clients more about you than what you say outloud. By observing your performance, your clients are sure to learn plenty about your character. Their decision as to whether to continue a work relationship with you will depend greatly on what signals they pick up and how they interpret them. Try to see yourself through the eyes of your clients, and put your best professional foot forward.

As I am always saying, you want your clients to be comfortable with you. People buy from people- and that includes services! Anybody may be able to secure their first project with a client, but it’s only your good character and work ethic that will encourage your client to use your services again. If you have demonstrated that you are a reputable professional, it is much easier to keep the clients you have- and build your client list further. A well done one-time project may lead to additional (and often steady) work.

However, no matter how great your skills are, you can kiss that return business goodbye if you fail display good character and ethics. Here are some guidelines that can help you identify ways to polish your professional image:

Never speak negatively about a client, especially to other clients. In fact, not to anyone at all. You would be surprised to learn how small the world really is sometimes. Also, if clients hear you putting down others, they will wonder what you might say about them. This pretty much kills your chances of building a relationship built on trust and respect.

Keep your client updated on your progress with their project. Periodic reports are greatly appreciated and help give an account for the time you have spent on a particular task.

Consider all client information privileged. Whether or not you have signed a confidentiality agreement, it is your responsibility to protect their information to the best of your ability. You may have access to a great deal of information about your client and their business. In my opinion, everything is confidential.

Handle any complaints promptly and in the best interest of your client. Give them the benefit of the doubt whenever possible and correct the situation. If that means something has to be redone, don’t hesitate, start immediately. If you have made a mistake, apologize and ask how you can remedy the situation. Then do it.

Never compromise your integrity- for any reason. Right is right and wrong is wrong, regardless of whether you are in the spotlight. Provide reasonable estimates, work efficiently, and invoice accurately. Don’t even consider any work that might reflect questionably upon your character.

Your ethics and character are the foundation for your reputation. If you take the time to build it carefully, it will serve you well for years to come.

Pay for Employment? Never!

If you have been a VA for any length of time, chances are you have run across some online ad from a company claiming to need VA or VA-type services. After clicking the link to go to their website, you find that you can apply- for a fee.

For a company that supposedly needs help, I find it strange that they would charge qualified applicants to apply, rather than welcome them with open arms. The truth about most of these scenarios is that they are scams. Oftentimes, there are no projects to begin with- it is just a way for them to make easy money. It boggles my mind that some people will prey on honest people who are in need of work. How do they sleep at night?!

Even if there were legitimate projects that these companies needed VAs for, it is still outrageously unethical to charge an application fee. Their sites will relate a convincing story for unsuspecting victims that this fee of $29.95 (or whatever it may be) helps cover the costs of processing your application. Considering most of these are scams, I find it hard to believe that it costs them ANY money at all to delete your application. For crying out loud! The US government doesn’t even do that- and look at how many applications THEY have to sort through!

For all you newer VAs out there, just remember that you never had to pay for employment before, and that shouldn’t change just because you are working virtually. The person rendering the service is the one who gets paid.

Why I Am a Virtual Assistant

There are many reasons that people may enter into the Virtual Assistant field. For some, it is an opportunity to work from home and spend more time with their families. For many, it is an opportunity to make money. While there are no “right” and “wrong” reasons to become a Virtual Assistant, I can tell you that for me it’s much more than what is listed above.

I do love the chance to be there for my family, but what motivates me most as a VA is that I have the opportunity to contribute to the success of other professionals and small businesses. When I see my clients reaching new goals and realizing their dreams, it is the most rewarding experience.

Oftentimes, my clients express gratitude for competent, efficient service. It is a relief to them to be able to confidently delegate important tasks, knowing they will be completed properly and on time. They are able to focus on growing their businesses, not simply trying to stay afloat amid a sea of administrative tasks. That’s why they started their businesses in the first place- to make them into something that is successful and rewarding.

I have to say, the pleasure is all mine. I am thankful that my clients have allowed me the privilege of providing the administrative support they need. Virtual Assistance is the career I have chosen, and I can’t imagine a more rewarding role than to help them realize that their dreams and goals are attainable.

Welcome!

Welcome to my blog. Whether you are an experienced Virtual Assistant or want to become one, I hope that the information that you find here will be helpful and uplifting along the way.