Forums: Discussions for entrepreneurs and small business.

I highly recommend AssistU.com for online training. One of our Administrators at VAnetworking.com is a graduate from there as are many other members who are always tooting their raving testimonials regarding AssistU.  There are many other training avenues as well since there are always different strokes for different folks. If you signup for my newsletter, I send you an excel spreadsheet which includes our Special VA Report  http://www.vanetworking.com/archives/index.htm

This Special VA Report makes it easy and shows you, at a glance, a breakdown of what each VA group/organization offers. Presented in spreadsheet format is a detailed summary of other Virtual Assistant groups, organizations and training programs available online that have submitted their data to us for inclusion in our special report. From pricing to accreditations, this Special VA Report is a must for all Virtual Assistants wanting a comparison report of the VA organizations/groups available.

Regarding "internet surfing, socializing, hour long lunches or frequent trips to the washroom." - I think you would have the same problem or even worse with a virtual assistant because you can`t even see them!

As with anything, you have your good and bad seeds.  What you should do is interview each  throughly and do your due diligence to prevent any weeds from growing in your fields.  The people you align yourself with will in the end either hurt or help your business succeed.

And who knows? You may have to go through a couple of seeds too before you find one that grows into a beautiful flower and this is all part of the process of being a business entrepreneur.  Living and learning from your experiences.  Or you may find the perfect VA to work with on the first try.  Remember a VA will be like your right hand and hopefully will form a long and lasting relationship with your business.

Typically you will know how long a specific task takes since you were doing it before you hired the VA.  If you found they were taking 2 hours to complete what you used to do in 1/2 hour, I would question it. 

Any VA that has been in business and wants continued business won`t be ripping you off in her timed rates. 

Question to all of the established VAs posting on this thread:

How do you take a break from being a VA? If you need a day off or are gone for a half day of appointments, what do you do?

And what about a week or two vacation? Do you have other VAs that step in to help you out?

Just wondering - Thanks - R@

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Richard Arnold · Key Concept Writers · Business Communication: The "Key" To Success· Law of Attraction Blog · Life Ain`t Brain Surgery Blog

If I will be gone for a long period of time (1-2 weeks), I will notify my clients.  Together we prepare for me being away by getting all their work done to date, etc.  If needed, because of ongoing work that cannot stop or emergencies, an outsource VA will be provided.

For shorter periods I may not tell my client and just deal with the emails having got their work all caught up before I leave. ie) I was a corporate sponsor for the VA Conference in Dallas last week for 5 days.  I didn`t tell my clients I would be away for this time period and instead, I did check emails while at the conference and lucky for me, they were quick to deal with.

My office hours are stated in my contracts 10am-6pm.  If I am sick that morning, there is always an answering machine to catch a message.  I tend to return calls within 24 hours so this gives me a days leeway if I am sick that day.

The great thing about being a VA is that you form your own hours.  I can organize my day to do whatever I want, however I want, whenever I want!  That fulfillment alone results in liberation for me which is as close to Heaven as I’m going to get on Earth.

Like Tawyna mentioned if I`m planning or unexpectantly am unavialable for a day I often won`t tell my clients (do they in turn tell me when they`re unavaiable for a day).  Most of the work I do for clients is not last minute tasks but longer term projects or ongoing administrative work that when you are proactive you can accomodate for time away.

If I`m going on vacation or will be unavailable for a longer period of time I will have the discussion with my clients, ensure what needs to be done is handled and then follow up on my return.  Similar to other solo practitioners.  For key ongoing clients I offer two forms of back up;  access to another recommended Virtual Assistant and voicemail, if the other VA can`t handle what task needs to be done.

But as mentioned most often the tasks can wait for my return.  It`s all about being proactive and planning as best one can.  Something everyone needs to think about is that a Virtual Assistant is not like an in-house employee but also an independent contractor much like any other solo entrepreneur. 

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Renee Shupe, Administrative Solutions Provider to Consultants, Entreprenuers & Business Professionals.   |    Managing the details so you don’t have to… www.ReneeShupe.ca | Virtual Assistance, have you got yours?

Renee & Tawyna - Thanks for your replies.

R@

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Richard Arnold · Key Concept Writers · Business Communication: The "Key" To Success· Law of Attraction Blog · Life Ain`t Brain Surgery Blog

So very true! We are not at our client`s last minute beck and call like some would imagine us to be.  Just like you can`t get a plumber to fix your leaky toilet within 2 hours, don`t expect your VA to type up that letter for you within 2 hours of asking you either.  Saying that, I`ve sometimes done last minute emergencies for clients (who don`t abuse this generousity) if I have the time that day.  Going that extra mile for my clients has proven well for me in that to become a client of mine now you must first get on my 2-3 month waiting list and be patient ;)

Hi, ciscocciein2006

You really don`t have the same issues with a Virtual Assistant. It`s sort of like comparing apples to oranges. Employees are an entirely different animal, one that requires supervision and management. And while you`d think that at our rates, we would be more expensive, it`s actually employees that cost more.

In establishing that, you can`t compare hourly wages to hourly rates. What you want to do is take in the big picture.

You also want to keep in mind that Virtual Assistants don`t replace employees. VAs are the best fit for business owners who don`t have the time, space, budget or enough of a workload for inhouse employees.

Employees require minimum working hours. You are paying them for every minute they are there, regardless of whether they are productive or not.

You have to pay payroll taxes.

You have to provide office space and equipment for them.

With employees, you increase your administration and expenses, and you also increase the demands on your time and energy because you must supervise them and keep them busy.

A Virtual Assistant is a whole other animal.

Because they are in business for themselves, they have a vested interest in making sure clients are happy and well-attended to. Unlike employees, they aren`t there to just show up for a paycheck. Your satisfaction is what keeps them in business and keeps the referrals flowing.

A good Virtual Assistant will offer you or work with you to develop systems and processes in your business, and help you get the delegative juices flowing.

With a Virtual Assistant, you only pay for "time on task." Therefore, while the hourly rate might appear to be high, it actually is a very cost-effective, strategic savings when you compare overall costs and value. Most VAs offer a retainer package where you pay one simple monthly fee for a block of hours. You and the VA can work together to determine which package best fits your business needs.

It`s really simple, strategic and cost-effective to work with a Virtual Assistant, and we`ve got many, many clients who will attest to the benefits and cost-savings we bring to the table.

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Danielle Keister, The Relief Virtual Assistance
Administrative Support Services for Business Consultants and PR Professionals | Founder, Virtual Assistance Chamber of Commerce

 

Hi, R,

I build these things in my business sytems and operations just as I help my clients to do also.

When someone hires me, it`s like when they hire an attorney or accountant. They hire me because we`ve made a connection, developed a relationship and they want MY brain and MY expertise helping them in their business. So while I handle my clients and their needs directly, I also have my own Virtual Assistants who help me with my business`s admin work.

Occasionally, when I need assistance with a particular project that requires skills outside my own repertoire, then I hire subcontractor VAs.

I`m very methodical about my scheduling, and this is something I very much recommend to my clients and help them to do also. I maintain one day of the week for my own business admin work. I maintain another set day for my weekly client telephone meetings. The rest of the week is reserved for client work.

Because I have a system to manage and plan my work, I have greater flexibility to take time off if I want or need to. This is, again. something I help instill in my clients` businesses as well.

It`s important to keep in mind that the intent is not for a Virtual Assistant to replace or even operate like an employee, and especially not to create or enable any dependence on the part of the client.

To borrow an excellent phrase from my colleague Stacy Brice--while my clients very much depend on me, they aren`t dependent on me. Nobody`s business should be so dependent on any one thing or person that it can`t function on its own. Business owners are always responsible for the proper planning and smooth functioning of their business, and that includes taking into account that independent contractors operate their businesses independently and have other clients to serve as well as closed days and vacations, etc., just like they do.

However, good Virtual Assistants certainly can help business owners put into place systems and processes that help their businesses run more independently and automatically, and will carry them through when their VA decides to take her own mental health days and vacations.

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Danielle Keister, The Relief Virtual Assistance
Administrative Support Services for Business Consultants and PR Professionals | Founder, Virtual Assistance Chamber of Commerce