For over 15 years I worked with an assistant who came to my home office and helped me with the executive side of my business. When I moved away from the area 18 months ago, I lost her services.
I had two choices: look for an additional one executive assistant nearer to my new home office, or delve into the world of "virtual assistants." A virtual assistant does not come to your office. Instead he or she works from their own office and assists you via phone, internet, fax, and email.
When I looked straight through the list of all the tasks I wanted an assistant to perform, there was no hypothesize why this man couldn't be located anywhere in the world. After rigorous study I hired an assistant who lives 2,500 miles away, and although we've never met in person, we've formed a strong foundation which helps my firm run smoothly.
The Benefits of Using a Virtual Assistant
There are many benefits of using a "virtual" assistant versus bringing an assistant into your home office.
o You don't have to share your computer, or set up a second computer, for the assistant to use. A Va uses his own tool and computers. In addition, you don't have to set up an extra desk in your office for an assistant.
o Instead of having a fixed program of hours each week, with a Va you only pay for the hours you use.
o You can hire a Va to work a exact numbers of hours per month on a retainer which guarantees availability. Some Vas work on a per-project or per-hour basis as well.
o You can find Vas with exact skill sets, from certified QuickBooks specialists to those with graphic, internet, marketing, or technical skills.
o Vas own their own business, so they know what it's like to be self-employed.
o A Va works as a consultant, not as an employee. Therefore, you won't have to pay employment taxes or benefits for your Va. (It's considerable that you understand the government rules about employees versus sub-contractors; in the Usa, check out the Irs website for the rules irs.gov)
Some of the Drawbacks of Hiring a Va
Not all Vas are created equal and you don't want to be paying man to learn on the job. Some are new to the assistant industry and have a lot to learn about helping a self-employed small firm owner. Some have exquisite technical skills while others labor with using a computer or the internet. Some have great customer aid skills while others struggle to keep in touch with you about the status of your projects. Some work part-time and are only ready for miniature hours per week. We'll talk additional about selecting a Va below, but be aware that it's up to you to interview the Va and resolve if his skills match your needs.
Some Vas are taught that they should be a "partner" with you in your business. On the surface, this sounds great. However, I have heard too many horror stories about Vas who did things without request permission, from modifying website text to changing established class titles. Make sure you are clear about the boundaries of what your Va can do without your permission. I prefer that my Va takes the extra time to ask my permission, rather than taking it upon herself to do something that might negatively impact my business. Many self-employed people are not looking for man to "take over" running their company; instead they want a expert who can assist them with exact tasks and projects.
When Is It Time To Hire A Va?
It's a rare entrepreneur who doesn't feel overwhelmed wearing all the hats and doing all the tasks alone. But when is the right time to hire a Va?
First, look at your task list and resolve which tasks should be delegated. Don't fall into the trap of thinking, "I can do this so much faster and better, I won't delegate this task." The question isn't either you can do a task; the question is either you should be the one to do the task. Think how you will use all the time you free up from executive tasks to originate more wage for your business.
Second, look at your budget. How much can you afford to spend? Remember to add into your allocation calculations the fact that you'll be able to originate more income, and compose more products and services, with the time that is freed up by hiring a Va.
What Should You reconsider When Hiring A Va?
o Click. I interviewed many self-employed people about how they chose their Va. Approximately every singular man said that the first thing they looked at was the Va's personality: was there a "click" between the Va and the entrepreneur? You want man who is friendly, enthusiastic, and detail-oriented, with breathtaking customer aid and follow-up skills. He should be unavoidable without being arrogant, articulate, a good listener, and comfortable to speak with.
o Professionalism. Does the Va retort her voicemails and emails in a timely manner? Does she retort her phone professionally? Does she put you on hold to take an additional one call? If she promises to send you something, does she follow-up quickly? Does she treat you with respect? If she treats you well in your introductory conversations, then it's likely she'll treat your customers well, too. (After you hire a Va, it never hurts to supervene up with customers and ask them how your Va treated them.)
o project Management. It also helps if the Va has good project management skills. Over time, you are going to be giving her a huge amount of tasks and you need to know that she can juggle all these tasks, comprehension priorities and deadlines, while also juggling her other clients' needs.
o Skill Set. There are many, many tasks that you can delegate to your Va. It helps if you have a list of tasks you want your Va to perform, and make sure while the interview process that you report that list with a inherent Va to resolve if she can do all those tasks. Does she have the skills you need to do the work required?
o Technology Skills. Most self-employed people rely upon technology to help run their business, from QuickBooks, to websites, to Microsoft Word. Using technology can help your office run efficiently and save time and money. With this in mind, it's considerable that your new Va have exquisite technical skills. Ask him what software products he knows how to use, and how well he knows them. Make sure your new Va uses the same software that you are using, so that you can share files. If you have a website, ask the Va if he knows how to do website maintenance (and ask how many websites he currently maintains). If you have technology connected with your website, like an online shopping cart, ask the Va if he knows how to utter your exact shopping cart. Finally, if your Va needs new software to be compatible with your own systems, resolve who is responsible for paying for this specialized software.
o Image. Take a look at the Va's website. Are all the words spelled correctly? Is the grammar acceptable? Does it have a consistent and neat look? A Va who doesn't pay attentiveness to her own website probably won't pay attentiveness to your work either.
o Availability. Does the Va work full-time or part-time? Is he ready evenings and weekends (if that's when you work)? What time zone is the Va located in? While I have nothing against part-time Vas, I found I needed man who was ready while my full-time working hours.
o Experience. It's foremost to resolve how long the Va has been doing this type of work. While it's helpful to know how long she has been a Va or an executive assistant, it's more foremost to learn how long she has done the tasks that you want her to do. She may have done them for a old employer for many years. There's always a bit of a learning curve as a Va learns your singular business, but you shouldn't be paying for her to learn new skills unless they're unique to you and your business.
o References. Can the Va give you a list of people whom you can perceive who will tell you about working with him?
How Much Should You Pay For A Va?
Virtual assistants have a wide range of fee structures. Some fee by the hour, some work on a monthly retainer basis (a unavoidable amount of guaranteed hours per month). Some fee a sliding scale: a lower hourly rate for common executive work and a higher hourly rate for high-end skills, like website maintenance or database management.
In my research, I've found the range to be from - per hour, depending on perceive and skill. This is one field where you get what you pay for, so if you need a highly skilled Va, pay the money, and get the best. I can't emphasize this strongly enough.
A virtual assistant who prices herself too cheaply may be a sign of lower skill set, lack of self worth, or just plain poor firm strategy. When a firm owner prices her services too low, she automatically sets herself up for cash flow problems, the foremost cause of businesses failing in the Usa. You want to make sure your Va is colse to for a long time to serve you. This is a man who will save you time so that you can spend that time production more wage for yourself.
Also reconsider that you might hire many Vas with exact skill sets. For example, hire one who focuses on your bookkeeping and an additional one who focuses on implementing your marketing campaigns.
How to Find a Va
While you can use on online referral or directory to find a Va, I would suggest you first ask for referrals from other small firm owners. Hiring a Va is a very personal decision and it's good to have man to talk with, who can tell you about a singular Va's strengths and weaknesses before you call to interview the Va.
In increasing to personal referrals, there are several online referral services to help you find a Virtual Assistant:
- assistu.com
- ivaa.com
- virtualassistantnetworking.com
Conclusion
Finding the right virtual assistant for you is an foremost task; give it the time and attentiveness it deserves. either you finally choose to hire one Va to do all your tasks, or many Vas with extra skill sets, make sure you get it in writing: how much you'll pay, how many hours a week or month the Va will work, how often you'll be invoiced, confidentiality agreement, etc.
Then start delegating those tasks!
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