THE SMALL BUSINESS BLOG

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Recently there's been a number of articles on news type websites and posts on blogs about what it takes to be a Virtual Assistant or what a Virtual Assistant actually is.

If you believe the news type websites and all the advertising hype, it's anyone who has a computer, can type a little and has an internet connection. It's promoted that to set up is very cheap and almost anyone could become a VA.

And there are many out there who still don't know what a VA or Virtual Assistant is, so let me enlighten you, the reader!

A Virtual Assistant is someone who operates from their own office (usually a home office but not always) and provides virtual office type support to their clients. They usually don't see their clients face-to-face, although some services provided requires that does need to happen. VAs are usually someone with a minimum 5 years experience in office based work, the corporate world, bookkeeping, computer troubleshooting, graphics design, web design and a heap of other computer based skills. Whilst initially those who had a strong secretarial background embraced this new industry as their career path, the reality is there are many now operating as VAs or VPs (Virtual Professionals) who do not have a secretarial background but might have worked in Human Resources, Banking, other financial institutions, engineering, IT and heaps of other types of business. The emphasis is on 'assistance' – the VA is providing assistance to a business owner/operator and providing the support they need so they can focus on the things that bring in the money, not the things that need doing daily to keep it operational.

For anyone to set up in this type of business the fact remains that there are costs involved, computer equipment, software, furniture, insurances, advertising, some ability to manage and run a business and so on. The software is important – they really need to know and understand it – no client wants to be paying for someone to learn how to do something when they should already know, particularly if they're promoting that type of service.

Is it true that some VAs charge only $10USD an hour and others over $50USD? The answer is 'yes' and 'no'. Those charging at the low end of the scale most likely are hobbyists looking to earn some extra money at home and have some idea of how to do what they're promoting. Very few at that price range are serious about building a business and developing it, and their skills. Those who charge at the higher end are highly skilled and most likely worked in Senior roles in the corporate world before setting up business. Many others are middle of the range – $25USD – $45USD and again, are working at building their businesses and increasing their skills range.

You do pay for what you get, or should I say you will get what you plan to pay for. But remember, that paying someone who is at the higher range will save you a lot of problems – you are not paying for an employee and all that means in the way of insurances, taxation, etc and you are paying for experience and skill. Someone at the lower end scale will mean you'll need much more input into the work that is produced and will need to be following up, checking and correcting things – based on my own personal experience of what I've seen take place in the industry.

The following articles will help those looking for more information on this industry:

Business Operator or Employee?

Not Cash Poor Nor Skills Poor

Advice to those seeking to use a VA

Virtual Assistants, Home Business, Customer Service, working virtually, virtual support

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The idea of having virtual support provided to a business owner takes a bit of getting your head around, especially when the idea is new to you. I meet people via the phone or via face-to-face networking every week who ask me how can this be done? They just cannot imagine how it might work.

The Virtual Assistant Industry is now 10 years old and celebrated its birthday with the first international online conference in May this year – again, it was totally virtual. No physical trade exhibition hall but we did have a virtual one. No physical seminar rooms but we did have many virtual ones. But that's another story for another time.

To provide virtual support to a client means to provide services for them in another location, another office to that of the client. When I first heard the term 'Virtual Assistant' in the mid 90's I baulked at the idea of that name – it was hot on the heels of 'virtual reality' and I wanted everyone to know that I am real. However, the support I provide to my clients is very much virtual or remote. I've provided a series of case studies on my Virtual Assistant blog and you can read them there, but here I will give you an idea of how some of the work is carried out.

Work can be provided to a Virtual Assistant in many ways: phone, fax, email, courier, mail, dropped off, picked up, downloaded via FTP or other processes and so on. As the working relationship is established the VA becomes the virtual PA to the client and gets to know and understand their business, just as a PA does in a corporate office. He or she can respond to enquiries by email on behalf of their client, maintain and manage their database, newsletter preparation, bulk emails, mail merges, formatting of typed documentation, desktop publishing, audio and digital transcriptions, maintain and manage their websites, research various items, do article submissions online, maintain their blogs, and even manage their diaries/calendars.

I have clients who are not very computer and/or internet literate and depend on my knowledge and experience to help guide them in their daily business needs and explore new online options and advise them of how they work and whether they would be a suitable new facility to be utilised in their business. In effect I become a consultant and advisor, as well as their PA. My longest term client was with me for over 10 years and he's recently retired in his early 80's. Another client who is a similar age to me, has been with me for around 10 years and the services I provide for her continue to increase as she finds more things she wants to do with her business that are internet and web related. Her motto is 'do what you do best and delegate the rest' – which she does – to me!

So, if you struggle with your admin work and find that it is taking valuable time away from what you really should be doing for your business, then you really need to consider outsourcing to a virtual assistant. You could choose to engage one who is local to you if you have need of occasional face-to-face contact, or if that isn't necessary, then the locality really shouldn't matter. There are around 16 VA Networks currently in the world and you are sure to find someone who will look after you as you require. Some of the networks have Requests for Proposal forms or Job Request Forms which will help you outline what you're looking for. Other VA networks encourage you to peruse their listings to find the right person. KMT

virtual assistants, VA Networks, working virtually, virtual support

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I look forward to getting to know the other authors and regular readers of this blog. And thank you Stefan for the recent introduction.

What is a Virtual Assistant, or VA? A VA works as an independent contractor in their own business, providing administrative, secretarial or other computer based support. Some work full-time and some part-time. Because they work independently and have varying skill levels, experience and different backgrounds, rates for their services will vary considerably.

Thought to consider: The speed and experience of one VA may mean they charge higher than another VA who has a slower speed and less experience in their particular specialties. This could mean that the total sum of a job or project completed by the two separately may end up around the same price – even though one charges lower because they take longer to complete it.

Advantages of working with a Virtual Assistant (VA)

• They're self-employed, therefore responsible for their own taxes, superannuation, insurances, etc
• They have their own equipment and work in their own office so you don't have to have the space or equipment available to them
• Available for short-term or long-term work, i.e. your personal assistant whenever you need them
• You pay $$ per hour for the work they do, not for their lunchbreaks, tea breaks, sick leave, etc
• Already experienced – you don't need to train them, other than explain how you normally operate

Tips for working with a Virtual Assistant (VA)

• Be clear about your expectations at the beginning of your project to avoid misunderstandings
• Understand that the VA is not someone you are going to see every day and is not an employee but instead a business owner who will view your business with a different perspective – they should be seen as a business partner
• VAs do not need to be micromanaged – you're paying for someone who doesn't require a lot of supervision and who has experience on their side
• VAs are not sales people so do not expect them to generate sales for you. They are there to assist with the administrative aspects of your business so you can work on generating more income doing what you do best.

The major thing to understand is that a Virtual Assistant is really a partner for your business and not an employee. They can advise you on the best way to do things – and then do it for you.

Whilst established VAs already have systems in place, many new clients and new VAs won't. Winweb helps bridge that gap for both entities, providing online access to a number of shared facilities, and if the bookkeeping aspect is used, makes it ideal for the clients accountant to also become involved in the operations of the business being supported. KMT

Tags: Accountants, Bookkeeping, Business Development, Business Infrastructure, Business Mentoring, Business Start Up, Entrepreneur, Exporting, Home Business, Homesourcing, IT, Micro Business, On-demand, Outsourcing, Selfemployed, Small Business, smb, sme, sme-blog, SOHO, Very Small Business, Virtual Assistants, VSB

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