What not to do when you start a new Virtual Support business.
by Rosie Shilo
Article from Run Your Business Life
As a network manager, I’ve seen many start-up Virtual Support (or Virtual Assistant – called VAs) businesses come through Virtually Yours. I’ve seen new VAs who are unsure of what they should or could be doing, and others that leap in and give everything a go with a smile.
One thing I have seen on occasion though, are VAs who start up their new venture, and begin by emulating the VAs they admire. Personally, I think this is a good idea, however, there are a few golden rules to consider when starting up in the VA Industry.
Respect copyright is the first. You may admire another VA for their products and promotions, but be inspired by it and create your own.
Your business name needs to be unique and reflect who you are and what you want your business to become. Your products are unique to you and your skillset. Stand out by being you. As they say, ‘everyone else is already taken’ and ‘you are best at being you than anyone else’.
Join networks and get involved. Work isn’t going to just come to you, you need to build up your networks both in the VA Industry and in the Industries you would like to target as clients. People hire people they trust.
Don’t just sell your product. Sell yourself too. You can sell yourself by being active in your Industry, dedicating yourself to enhancing your skills and supporting those around you.
Don’t just see other VAs as ‘the competition’. The VAs with the most successful businesses are those who have worked alongside other VAs, lending a hand when needed, collaborating to build better ideas and products. There is plenty of work to go around if you are good at what you do.
Love what you do. Don’t just provide a service because you can. This might get you by when you are employed – you still get your paycheque at the end of the month even if you didn’t push yourself to be the best you can be. But when you run your own business – loving it is the key to success. If you love it, you will care about what your clients think of your work and you will be energised by it. If you only do it because you can, it can be easy to be uninspired and not really care so much about the end product and how it helps your client. Plus, it’s not as much fun!
And finally, ask questions! Don’t be afraid to ask questions. Ask friends, peers, mentors. Listen to their advice and use what you think best suits you and your situation. You don’t have to do it on your own.
Working with other VAs
Subcontracting jobs are just as important as direct-client jobs so if someone posts for a subcontracting job on the network, please ensure that you are suitably qualified and experienced before you respond.
If it’s an area you are wanting to learn in, you can contact the VA who posted the lead to talk to them about how you can assist, but realise they may not be able to take you on depending on their own client requirements.
Subcontacting is such a great way for other VA’s to get to know how you work and therefore, refer other work to you in the future, so make sure you
- communicate clearly,
- meet deadlines,
- respond to the VA at the same level of communication (ie. formal) they show or higher*
- pay your subbie according to their invoice terms! – If you are unable to pay until the client pays you, just say so up front but understand that if the client doesn’t pay you, you still have to pay your subbie.
- acknowledge that you have received the work when it’s sent back to you – a simple email to say it’s arrived is just common courtesy and can avoid some time wasting disasters.
If there are areas you want practice in, feel free to ask the team if you can help them in any way in that area.
*By this I mean that sometimes you will work with someone who is very easy going and chatty and other times they like to keep it purely professional. It’s the same as with any client – they usually set the tone and it’s good if you respond at their level or higher.
Record keeping for small business
http://www.ato.gov.au/businesses/content.aspx?menuid=0&doc=/content/76494.htm&page=13&H13
Storing paper records electronically
Whether you use a manual or an electronic system, you can store and keep paper records electronically.
We accept the imaging of business paper records onto an electronic storage medium, provided the electronic copies are:
- a true and clear reproduction of the original paper records
- kept for five years
- capable of being retrieved and read by us at all times.
You don’t have to keep original paper records once they have been imaged onto an electronic storage medium.
| For more information, refer to: |
| Basic record keeping principles and practices apply, regardless of whether you keep manual or electronic business records.You can apply the principlesoutlined in this guide to either a paper cash book, or an electronic spreadsheet or package. |
Sections within Electronic record keeping requirements
Win.dat files – how to prevent them
By Heinz Tschabitscher, About.com Guide
When, How and Why Winmail.dat-Application/MS-Tnef is Created
It’s Outlook‘s fault, in a way. Or the recipient’s email client’s. If Outlook sends a message using the RTF format (which is not very common outside Outlook) for bold text and other text enhancements, it includes the formatting commands in the winmail.dat file. Receiving email clients that do not understand the code therein display it as a stale attachment. To make matters worse, Outlook may also pack other, regular file attachments in the winmail.dat file.
Fortunately, you can get rid of winmail.dat altogether by making sure Outlook does not even try to send mail using RTF.
Prevent Winmail.dat Attachments from Being Sent in Outlook
To prevent Outlook from attaching winmail.dat when you send an email:
- Select Tools | Options… from the menu.
- Go to the Mail Format tab.
- Under Compose in this message format:, make sure either HTML or Plain Text is selected.
- Click Internet Format.
- Make sure either Convert to Plain Text format or Convert to HTML format is selected underWhen sending Outlook Rich Text messages to Internet recipients, use this format:
- Click OK.
- Click OK again.
Disabe Winmail.dat Stubbornly Going to Particular Recipients No Matter the Default
The standard settings for outgoing mail formats in Outlook can be overridden per email address. So, on a per case basis — when somebody complains about an inexplicable “Winmail.dat” attachment after you have made all the right settings changes —, you may have to reset the format for individual addresses:
- Search for the desired contact in your Outlook Contacts.
- Double-click the contact’s email address. (Alternatively, click on the desired email address with the right mouse button and select Outlook Properties… from the menu.)
- Make sure either Let Outlook decide the best sending format or Send Plain Text only is selected under Internet format:.
- Click OK.
Extract Files from Winmail.dat without Outlook
If you receive winmail.dat attachments with embedded files, you can extract them using awinmail.dat decoder on Windows or Mac OS X.
10 ways to avoid the home-office blues
July 4, 2011
A good friend wants to quit her business and get a corporate job. She is sick of uncertain income, no holiday pay and working by herself each day. Like many home-based business owners she is suffering from isolation, a more dangerous problem than many realise.
Isolation can leave them feeling flat, unmotivated and hopeless. If it persists, isolation can trigger anxiety or depression. I suspect it is a key reason why many home-based business owners, like my friend, get a company job again, even though if often involves a pay cut and little recognition for general skills developed running a small business.
Being able to work by yourself for several years is a tremendous skill. How would you cope working 50 hours a week by yourself in a small room at home, for days, months and years on end? Talking to clients each day by phone or email is no substitute for personal contact.
I meet many business owners who rave about the joys of working from home: more time, freedom and money seems like a dream, at least at the start. Then their business slows, and being on your own with less work is excruciating. Or they simply crave professional interaction.
What’s your view?
- Have you suffered from isolation in your home-based business?
- How did you get out of your rut?
- What advice could you give other business owners to reduce isolation risks?
Here are 10 suggestions for those thinking about, or currently working from home, full-time. Some cost money, so may not suit cash-strapped business owners. Other ideas cost nothing and could make a big difference for those feeling isolated.
1. Plan for it
Have a strategy to deal with isolation risks. Develop a weekly routine that forces you to mix with others – and stick to it. If you can, allocate a day each week to meet contacts, prospect for new clients, and get out of your home office.
2. Get a mentor
Mentors are especially important for home-based business owners who are serious about their venture. Find someone you trust who can provide business, career and personal advice, and connect you with others.
3. Consider a business coach
I have seen struggling, unhappy small business owners transform their venture – and themselves – with the advice of a good coach. Yes, it can be costly, but so too is making decisions about closing a business when you are feeling blue.
4. Do a part-time university subject
If you can afford it, allocate a night a week (over two semesters or 24 weeks each year) for a relevant undergraduate or postgraduate business course. It is amazing how learning new ideas and skills, and meeting new people, can boost self-confidence and motivation.
5. Form a small group of like-minded business owners
A colleague organises a monthly meeting for half a dozen entrepreneurs. It is little more than a coffee or beer, but meeting other business owners and hearing their opportunities and problems is refreshing. Alternatively, join a business association or club.
6. Consider co-working
It is no surprise that co-working is more popular with Generation Y freelancers who meet at night in inner-city locations and work together. Older home-based business owners can do their own version of co-working by sharing the cost of office space among, say, five or 10 people. That way you can work from home and still have a low-cost office to go to when you crave working near others.
7. Plan to meet new people
Set a goal to make a new contact every week. It is easier said than done for a home-based business owner who feels isolated or is time pressured, but networking is critical regardless of venture size, and incredibly energising.
8. Don’t be a sloth
You can easily let yourself go when working from home. Regular exercise is important for physical and mental wellbeing. Every home-based business owner should allocate at least 45 minutes a day for exercise, preferably at a gym or another form of exercise where you mix with others. Get out of those daggy pants, consider your personal grooming and keep your office clean. Change your workspace at least once or twice a year.
9. Set boundaries
The big danger of home-based business is too much blurring of work and professional life. Make sure you leave the house when you have a day off. Working all week from home and spending most of the weekend at home is a sure way to feel isolated over time.
10. Seek professional help
Get medical help if feelings of isolation, sadness or lack of motivation persist. It is too serious a problem to rely only on the suggestions above. Recognise if you are starting to withdraw from social contact, or working all the time in your home office to avoid mixing with others or deal with other problems.
- The national depression initiative Beyond Blue (www.beyondblue.org.au) has information that can help entrepreneurs deal with mental health problems.
- The Business In Mind project (www.businessinmind.edu.au) from the University of Tasmania has information to help managers recognise the signs and symptoms of depression and anxiety in themselves and their employees, and provides tips for addressing mental health issues.
Follow MySmallBusiness on Twitter@MySmallBusiness
Memberships
Memberships
The VYVA Network aims to support you as a unique Virtual Assistant service. There are many benefits associated with membership – details are listed below.
- Amazing FREE support and advice via email, msn messenger or phone – think of VYVA as your business resource!
- Access to restricted VYVA Network member forums (we use yahoo groups) where you can communicate with like-minded VAs.
- Your own VYVA listing showcasing your skills and services.
- Opportunity to participate in VA mentoring program.
- Opportunity to participate in a fabulous 8 week group coaching program.
- Regular online skype chats – VYVA le Chat!
- Discounted web-hosting – amazing Aussie rates (saves you $$$).
- Access to regular jobleads.
- Access to VYVA Plus for new or struggling VAs
- Member icon for your website letting clients know you are a member of a reputable network.
- Access to a restricted zone on the VYVA website, providing you with great tools, ability to network with each other easily, and opportunities to cross promote your services.
- Opportunity to be listed as a featured member (additional costs apply).
- Promotion throughout our social media pages.
VYVA Member Testimonials
Virtually Yours Virtual Assistant network is a great resource for a growing business. Rosie presents the team in a professional manner using great promotional items; the postcards, folders and member webpages are great (I get a number of hits a week from my VYVA page to my business site!) Job leads are genuine leads and well educated about virtual assistants. Member forums have been really useful in sharing knowledge and technologies and when I’ve needed specific urgent or technical help Rosie offered personalised technical support in such a friendly way. The network has been a great advantage to my business.
Katie Allen
My membership with Virtually Yours has provided me and my business with opportunities and support and is expertly operated by Rosie Murphy. A membership worth having!
Debra Webb
I’m very happy to be part of the VYVA Network. Since joining, I have enjoyed the support of a fantastic group of people and picked up some excellent clients which has helped my business grow. I look forward to being a long term member of this group.
Melinda Dunlop
I have only been a member of this group for a few weeks and haven’t been participating much, but I must say that Rosie you are fabulous. You just keep giving and giving and giving, and I’m really glad I joined this group. As a few have said, VYVA Rocks and so do you. I also find everyone on this group very supportive and eager to help out where they can which is fantastic.
Maria Zito
Just wanted to say a massive Thank You for all the hard work and effort you put into the network and supporting us VAs. You are an amazing woman, you just keep on giving and giving, and I for one know I wouldn’t be as positive about my business if it wasn’t for you and VYVA.
Paula Wynyard
I just wanted to let you know how very much I appreciate you and the VYVA Network. You have developed an amazing network with such an awesome group of people. I’m always overwhelmed by the generosity and support of the team when I need some assistance. VYVA is always the first place I come to when I need support – I belong to a few different networks but by far this one feels like home.
Sue Gross
