Want to be a Virtual Assistant - 15 Steps to take right now!

By Karen L. Reddick, MVA, author of The A-Z Guide: The Best Ways To Work With A Virtual Assistant

With the virtual assistance industry being one of the fastest growing administrative services on the internet, many people are ready to jump on this well-reputed band wagon. But can you just wake up one day and say, “Today, I’m going to become a virtual assistant”? Sure you can, but will you be successful? Probably not.

One thing is certain; you should have at least three to five years of administrative experience, preferably working with top-level executives, before even considering a career as a Virtual Assistant (VA).

Here are 15 other crucial steps to think about before, during and after starting your virtual assistant business.

1)         Research, research, research! What do other VAs offer? Pricing? Certifications? Memberships? Take the time to research other virtual assistant web sites. Make notes of what you like and dislike. Mimic (but not copy) what appeals to you.

2)         Get a web site – I hope it goes without saying, that you will need a website. It doesn’t have to be flashy. Simple, professional-looking, with benefit-oriented copy wins out over bells & whistles every time.

3)         Network – Join, at the very least, three virtual or face-to-face networking groups. No one will know you are “open for business” if you don’t tell them. Google networking groups in your immediate area as well as worldwide.

4)         Be excellent at what you do – Not mediocre, not halfway, but excellent. The VA industry continues to grow and there is a lot of competition out there; you have to do or be something above the rest.

5)         Get certified – There are several virtual assistant training and certification programs available. Take whatever steps you need to get some type of VA certification under your belt and stand one step above the crowd.

6)         Define your services – Do you provide a niche or special services, or do you prefer to be open and a generalist? (Examples of niche services would be: bookkeeping, graphics, web design, transcription, writing/editing.) Choose what you do best and then market to clients in that group.

7)         Before you take the leap – Purchase all the needed equipment and software upgrades you’ll need to run a professional office, which would include a high-quality all-in-one fax/printer/scanner/copier, extra phone lines, high-speed internet access, domain name and website.

8)         Think virtually – Everything you do now will be technology based. The computer will become your best friend. All of your correspondence will be done via phone and email. Make sure your computer skills are top-notch. Learn as much as you can about the latest technology and continue to stay abreast of what’s hot in your target market.

9)         Market like a prospective client – When building your business, think like a client. What would you want in a VA? Then offer these skills and benefits.

10)       Read, read, read! – This is right up there with research, research, research. There are an abundance of “How-to” books on starting your virtual assistant business. If you can find free advice, all the better, but invest in a few quality books and learn all you can before you land that first client.

11)       Get some training – If you want to do it right, set aside a few extra dollars to work with a coach or take classes at an online virtual assistant university or community college.

12)       Be patient – It will take, at the very least, four to six months of networking and marketing before you will land your first client.

13)       One word: referrals – Word of mouth and referrals are what make your company grow. Doing quality work with a strong business ethic will get you referrals over and over again.

14)       How do we contact you? – Your contact information should be listed on everything. Business cards, website, email signature, blog. Every time you send out any type of communication, always be sure to have all of your contact information easy to find and read.

15)       Once you do land a client–communicate – Remember, your clients cannot see you sitting at your desk. A two-second email reply to clients’ inquiries can make all the difference in creating trust in their minds, which will put them at ease and instill the necessary competence it takes for success.

3 Simple Ways to Create a Steady Stream of Referral Clients

"By Sydni Craig-Hart"

Wouldn’t you love to receive a phone message or an email like this?

“Hi [fname], my friend Jane gave me your number. You’ve been helping her with ________ and I’ve been having a similar problem.  She’s really enjoyed working with you and has been raving about the results.  I’d like to hire you to help me too! Can you please let me know when is your next available appointment? I’m eager to get started!” 

Of course you would! That would mean because of the great work you’ve done to serve your client and solve her problems, she’s become a raving fan and is telling others about you.  So, what would it take to create a steady stream of such referrals in your business?

Here are three PROVEN strategies:

1. Create referral agreements with like-minded “Power Partners”.  “Power Partners” is a concept taught by BNI (Business Networking International) where you partner up with complementary service providers in your networking group.For example, if you are a professional organizer, reach out to a real-estate agent, an interior designer and a personal chef to create a referral agreement. Each of these individuals could be considered one of your Power Partners. All of you are committed to making sure your clients have a comfortable, functional home space and lifestyle.  And likely your clients will at one point or another need the services of these other professionals and vice versa.  Wouldn’t it be great if each time one of your Power Partners enrolled a new client they introduced you as a way to complement the service they provide?  Do you see the potential if each of your Power Partners enrolls an average of 1 new client per month?  That could mean 3 HOT leads for you EACH month!Here are some other examples to consider: 
• Nutritionist → Acupuncturist → Yoga Instructor → Pilates Instructor
• Financial Advisor → CPA → Bookkeeper → Insurance Agent
• Virtual Assistant → Bookkeeper → Web Designer → Business Coach
2. Ask for referrals. Yes, I know this seems simplistic.  It may even feel intimidating.  But, asking your existing and past clients to introduce you to those in their network is a perfectly acceptable way to grow your business.This is particularly easy to do when a client has just experienced a noted significant success in their work with you.  Perhaps their office is now completely organized and functional.  Or you’ve helped them to get rid of a nagging pain in their shoulder.  Or you’ve just helped them to successfully launch a new product or service.While congratulating them on their success, you can simply ask, “I’m wondering, do you know of anyone else who would like to experience similar results?”  They’ll likely say yes and excitedly tell you all about their friend or family member.  More importantly, they will introduce you to that person so they can enjoy the same results. (Plus, it gives them another opportunity to share their story!)
3. Offer a gracious and generous thank you to those who do refer business to you.  When someone in your network does refer a client lead to you, don’t take that lightly! Show your appreciation by promptly sending a thank you card and a gift.  Whether it’s a gift card, a delivery of flowers or another gift of your choice, make the time and extend the effort to let that person know how much you appreciate their confidence in your services.  Even if the lead doesn’t become a client, you could send a Starbucks card or something similar to thank the referrer. We all love to receive an unexpected gift and you can count on your grateful gesture to keep you top of mind when the referrer connects with other leads.  Plus this is just a GREAT way to do business!

To accomplish this, of course, you must focus your attention on delivering top-notch service and creating a VIP experience for your clients.  By adding these simple strategies to the mix, you’ll enjoy an endless flow of highly-qualified leads who show up at your door, ready to purchase your solutions.

Your Action Plan for the Week:

1. Make a list of people you know (or want to get introduced to) who can become your Power Partners and reach out to them to set up a referral arrangement.
2. Ask your existing clients for referrals to others in their network whom you could assist.
3. Decide NOW how you’ll thank your referral partners and purchase a few gifts so you’ll have them on hand and ready to send the next time you receive a referral.

Do you have a success story about how you’ve created a referral based business? Or an idea about how you plan to implement this strategy? Do tell by posting your comments here on the blog! http://smartsimplemarketing.com/3-simple-ways-to-create-a-steady-stream-of-referral-clients/

Sydni Craig-Hart, The Smart Simple Marketing Coach, teaches solo service professionals how to attract more clients, create more money and work less in their business. Known for her simple, integrated approach to marketing, she also has the unique ability to find untapped profit centers in her client’s businesses so they can increase their revenue NOW.  Visit www.SmartSimpleMarketing.com  for your F.R.E.E. marketing tools and to schedule your F.R.E.E. “Profit Breakthrough” session with Sydni!

10 LinkedIn Mistakes You Should Not Make – Kevin Cormac in eOffice

LinkedIn is the place to not only find others but also to be found as a job seeker. And that is why you need a LinkedIn Profile that not only helps you get found but also will entice people to contact you once they view your profile. I see many people making fundamental mistakes as job seekers that actually work against them in this aspect. If you’re going to spend time putting together a LinkedIn profile, I assume you want to maximize your chances of being contacted by the right people, right?

With that in mind, I have created an easy-to-understand list of a few things to check for with my reasoning. Just like any website owner, you want your LinkedIn profile to stick out and be found! As a job applicant, you want the same thing, so read on.

Enjoy my LinkedIn Profile Tips!

1.       Not Displaying Your Personal Photo

It all really comes down to having social media credibility or not. There are too many fake profiles on LinkedIn, so you want to show that you are real. If you have taken the time to complete your LinkedIn profile, why wouldn’t you display your photo? It just raises too many potential questions. And company logos or photos of pets obviously have no value here

2.       LinkedIn Profile Headline is Not Branded Enough

See that space underneath your name? That is your “Professional” or Profile Headline. It will appear in search results next to your name, as well as next to any questions you ask or answer. It is, in essence, your elevator speech in a few words. Are you just putting your title and company name here? Don’t! This is the place where you need to appeal to anyone who finds you in a search result to reach out and look at your profile. Your Profile Headline is the single most important piece of real estate on your LinkedIn Profile, and you need to brand it as such. This really ties into personal branding as a job applicant.

3.       LinkedIn Status Update is Not Appealing

This is that “What are you working on?” box that I refer to as a “Status Update.” Assuming someone finds you and looks at your profile; chances are they are going to be looking at what you write here simply because that it appears just underneath your Headline Profile. What do you write here? Many people in transition note that they are looking for a job here. What do you use your LinkedIn Status Update for? It is part of your branding exercise, and it should be something appealing that will inform the reader of your latest activities as well as hopefully add to, not subtract from, your LinkedIn Brand.

4.       Don’t List Enough Companies You Worked At Or Schools Attended

One of the ways you are found on LinkedIn is through searches on company names or schools. If you are only listing your current company and/or not even displaying your college, you are missing out on potentially being found. Check this out: I did my Junior year of college abroad in Beijing nearly 20 years ago. I had been out of touch with all of the 15 or so Americans that were there that year. Two of those 15 have found me on LinkedIn! And another high school friend who I lost touch with found me this week on LinkedIn. They would not have found me had I not listed my Junior year abroad school and high school name on my profile. Companies are even more important in that there are potentially more colleagues that may be trying to find you or recruiters trying to network with you! You may be missing out!

5.       Not Having Three LinkedIn Recommendations

This is the same as not having your personal photo on your LinkedIn profile. Why? When you sign up for LinkedIn and first fill out your profile, LinkedIn recommends that you write three LinkedIn Recommendations. You need to do this in order to get your LinkedIn Profile to 100% Completion. Job postings on LinkedIn similarly require three LinkedIn Recommendations. These recommendations can only work in your favour, so why don’t you have at least three of them?

6.       Too Few Connections

This is a topic for debate, but too many people have too few connections on their LinkedIn Profile, and thus are not getting found. The idea is simple: when you do a search you will see results from your network. And vice-versa. So the more connections you have the more search results you will appear in pure and simple. Combining this is the fact that Windmill Networking is about finding value in online networking with people that you don’t know. So what are you waiting for?

7.       Not Listing Three Websites

LinkedIn gives you the ability to list three websites on your profile. Are you taking advantage of it? Do you have a Twitter profile or other social networking profile that you want to advertise? Company website? A blog that you enjoy reading? Anything that you would want associated with yourself should be listed here. You will be adding to the search engine optimization of your own websites just by the fact that you list them here!

8.        Not Claiming Your Personal URL

When you sign up to LinkedIn you are provided a public URL which you can then include on your email signature or wherever else you want to lead people to your LinkedIn Profile from. You can customize this when you edit your profile. Claiming your name here is one of the first things you should have done on LinkedIn. For instance, I can memorize my LinkedIn Profile URL, which is www.linkedin.com/in/nealschaffer, because I customized the last text to “nealschaffer.” If you have a common name, make sure you claim your LinkedIn URL before others do! As a job applicant you can definitely stand out with this little tool.

9.       No Branded Summary Rich with Keywords

Assuming that someone finds you in a search result, likes your Profile Headline, and isn’t scared away by your Status Update; the next most important part of your profile will be your Summary. This is the chance to fully brand yourself as a job seeker and ensure that any keywords that you want associated with yourself are found here. You also want to write something compelling, just as you would in the Executive Summary of your resume. This is your stage to tell the world who you are and what you can do! Utilize it to your fullest advantage!

10.    No Job Descriptions

Even if you’ve listed positions at companies that you previously held, it means nothing if you don’t have any job descriptions. Job descriptions provide you the perfect opportunity to pepper your profile with keywords that will help you get found. Why aren’t you taking advantage of this?

The Key to Being Driven by Outcomes Rather than Activities - By DeskDemon

Do you ever feel like you are just running in circles? It may seem like you are constantly falling behind, yet you never get everything done. This feeling not only can make you stressed out and depressed, but over time it becomes a serious impediment to your ability to work effectively. If you feel like this part or all of the time, you may be motivated more to work by your level of activity rather than the caliber and volumes of your outcomes. This is called being “activity driven” and it means that you do not feel like you are working unless you are in motion. It can be detrimental to your actual productivity because this type of mindset actually leads you to create more work for yourself because you feel like the busier you are, the more you are accomplishing.  

If you are activity driven, then you must take steps to change this mindset not only for your own peace of mind, but also for your professional benefit. Changing your outlook can be difficult, so start out easy. Make a daily timeline so that you can determine where you are spending most of your time, and what activities are actually contributing to a professional goal. For example, if you spend 4 hours a day on the phone, but a lot of that time is simply going over things with co-workers, then there may be a way to eliminate some of that phone time, such as setting up a daily email confirmation of schedules. This opens up hours of your day and also gets the process completed much more quickly.

Once you have a timeline, set down some firm outcomes. What are your goals – personal and professional? What are the things you must do for your employer? Then look at your timeline in light of these goals, and determine where you can change behaviors to achieve your desired outcomes more quickly.

This alteration in mindset will not happen overnight. In fact, there will still be times when you find yourself “making work.” When this happens, pull out your goal sheet. Determine what you can do at that very instant to get closer to a particular outcome. You will soon find that you have more time and less stress in your professional life.

Managing The Event Manager by Craig Samborski

So, how do you manage the event manager? They bring their expertise to the event planning and management process. They are the details person for your event. They are your go to person for everything related to your event.

What are the most effective tools for managing this unique relationship?

From my experience in the client/planner relationship, there are four key things that keep the relationship healthy and the event planning process on track.

1. Have a detailed contract. A solid understanding of the roles and responsibilities of the planner and the client are most important. The planner should also point out areas of the event planning contract that do not cover their work. Past experience tells me that there are a number of tasks that are not explicit, especially to the client, and the client then assumes the planner will step in and handle them. Not so. The planner has a responsibility to point these out and should explicitly exclude them in the contract. Assuming their omission from the contract is explicit is not good enough. Clearly state what tasks are not covered by the planner. You’ll save headaches down the road.

2. Clear Communication.  A good planner updates the client regularly on all items in the planning contract. When you meet with the client, summarize the status of every item in the contract. When summarizing, query the client if they want more detail on specifics. While you as a planner may be working on little details in the contract and not feel compelled to give updates on more trivial items, it still is very important to update your client on everything. It doesn’t need to be a lengthy update, but make sure you cover with enough detail so the client feels comfortable that all bases are covered.

3. Follow-Up. I do this in two ways: First, I send an email summarizing key tasks and issues and their status. I try not to send a litany of emails, but provide one or two comprehensive emails covering discussions and status updates after meetings, or planning developments. Secondly, I provide a detailed ‘play book’ of the event for the client. The play book covers everything about the event: timelines, task assignments, deadlines, contact information, schedules, and contingency plans. The play book should be easy to read, concise and thoughtful. It doesn’t need to be a novel, but it does need enough detail to serve as the roadmap for the event plan.

4. Evaluation. Make sure that through the event planning process you regularly evaluate your own work and give your client the opportunity to do the same. Assess if there are items your client is not comfortable with or has questions about. Provide your client with feedback on how the process is going. Let them know if there are challenges and also let them know about accomplishments.

Keeping these four key elements front and center will ensure a successful relationship. Find the happy medium on how much detail to provide your client on your progress. Some clients really appreciate detailed updates. On the other hand, some are happy with a quick summary about what is happening. Regardless, having a detailed contract, clear communications, regular updates and evaluation will provide a solid foundation for the the client/planner relationship.

Tips for Proof Readers

TIPS FOR PROOF READERS

General tips for proofing

• Read it out loud and also silently.
• Read it backwards to focus on the spelling of words.
• Read it upside down to focus on typology.
• Use a spell checker and grammar checker as a first screening, but don't depend on them.
• Have others read it.
• Read it slowly.
• Use a screen (a blank sheet of paper to cover the material not yet proofed).
• Point with your finger to read one word at a time.
• Don't proof for every type of mistake at once do one proof for spelling, another for missing/additional spaces, consistency of word usage, font sizes, etc.
• Keep a list of your most common errors (or of the writers you are proofing) and proof for those on separate "trips."
• If you are editing within Word, use the "track changes" or "mark changes" function to make your comments apparent to other reviewers (additions and deletions can be set to appear in different colours).
• Print it out and read it.
• Read down columns in a table, even if you're supposed to read across the table to use the information. Columns may be easier to deal with than rows.
• Use editor's flags. Put #s in the document where reviewers need to pay special attention, or next to items that need to be double-checked before the final proof print. Do a final search for all # flags and remove them.
• Give a copy of the document to another person and keep a copy yourself. Take turns reading it out loud to each other. While one of you reads, the other one follows along to catch any errors and awkward-sounding phrases. This method also works well when proofing numbers and codes.
• First, proof the body of the text. Then go back and proof the headings. Headings are prone to error because copy editors often don't focus on them.
• Double check fonts that are unusual (italic, bold, or otherwise different).
• Carefully read type in very tiny font.
• Be careful that your eyes don't skip from one error to the next obvious error, missing subtle errors in between.
• Double check proper names.
• Double check little words: "or," "of," "it," and "is" are often interchanged.
• Double check boilerplate text, like the company letterhead. Just because it's frequently used doesn't mean it's been carefully checked.
• Double check whenever you're sure something is right�certainty is dangerous.
• Closely review page numbers and other footer/header material for accuracy and correct order.

Editing for content

• Ask yourself who, what, when, where, why, and how when reading for content. Does the text answer all the questions you think it should?
• Highlight the sentences that best answer these questions, just so you can see if the facts flow in logical order.
• Do the math, do the math, and then do the math again. Somewhere between the screen and the printer 2+2 often becomes 3.
• Make a list of "bugaboo" words and do a search for them before final proof. Include every swear word, words related to product terminology, and other words that pop up on occasion. Then do a "find" for all these words.
• Actually do every step in procedures to make sure they are complete, accurate, and in correct order.
• Count the number of steps a list promises to make sure they are all there.
• Check that figure numbers match their references in the text and are sequential.
• Check that illustrations, pictographs, and models are right-side up.

Preparing yourself to proof or edit

• Write at the end of the day; edit first thing in the morning. (Usually, getting some sleep in between helps.)
• Listen to music or chew gum. Proofing can be boring business and it doesn't require much critical thinking, though it does require extreme focus and concentration. Anything that can relieve your mind of some of the pressure, while allowing you to still keep focused, is a benefit.
• Don't use fluorescent lighting when proofing. The flicker rate is actually slower than standard lighting. Your eyes can't pick up inconsistencies as easily under fluorescent lighting.
• Spend a half-hour a month reviewing grammar rules.
• Read something else between edits. This helps clear your head of what you expect to read and allows you to read what really is on the page.
• Make a list of things to watch for�a kind of "to do" list�as you edit.

Benefits of Hiring a Virtual Assistant

Virtual assistants are the powerful tool you can use in your business. They are business owners providing virtual assistance in the form of administrative, technical, and sometimes creative services to clients, usually to entrepreneurs and small business owners. They work from their own office at home which is why it has become a fairly popular, growing profession. Business people often find it difficult to spare time for their family and friends. They will always be busy with their business, but the most important part is that they won’t get time to concentrate on the core part of their business that can yield more profit. Find some time to sit and think why your life is like this. Then you will find that most of your time is consumed by small and mundane tasks. You will start realizing that it’s time for you to hire a virtual assistant.

Instead of spending most of your time in front of your computer, you can concentrate on core parts of your business and can do the things that you love to do. Isn’t it exciting? Hire a virtual assistant for all the time consuming tasks.

What is a Virtual Assistant?

What is a virtual assistant? A Virtual Assistant is a highly-skilled, business owner who remotely provides administrative, technical and/or creative business support services. They are pretty much a regular assistant who works virtually. You can hire them from any part of the world. It doesn’t matter if they are from a different time zone. All you need to concentrate is on how efficient they are. You can make her work according to your availability. You can access her from anywhere using Internet and can assign her the tasks. You can get your work done even when you are on holiday with your family. When compared to a regular employee they are much cheaper. They don’t need payroll expenses, paid vacation time, insurance coverage and other full time employee benefits. You don’t need to pay tax for hiring a virtual assistant.