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.
Are you a Virtual Assistant?
Do you provide assistance to your clients, in some shape or form, from your own offices? Do you communicate with your clients, send your service, promote your business, all online? Or at least mainly online?
In the past, a Virtual Assistant was someone who uniquely, provided administrative services from their own office. It was a hard concept for businesses to get their heads around – how do we utilise someone’s services if they don’t come in and see us?
Nowadays there are a significant number of services and industries that rely heavily on, and indeed require, the internet to run their business and it’s much easier for clients to understand how that can work.
Businesses network online, they promote their business online, and using online services they share files, access off-site computers, and provide information.
Do you need to go to someone’s office to have some artwork redesigned? Does your bookkeeper need to visit you onsite every time you need bookwork done? Do you need to sit beside your transcriptionist as they type up your thoughts and notes?
Not anymore.
So through my work, managing a Virtual Assistance Network, I’ve come to realise that limiting this title to administration is simply not accurate anymore.
The Virtually Yours Virtual Assistants provide exceptional Social Media support, Bookkeeping, IT support, SEO and Website design and management, Author Support, Speaker Support, Event Management, Copywriting, Editing, Marketing, Human Relations, Legal Secretarial, Video Editing… and the list goes on.
So think about it – are YOU a Virtual Assistant?
Joining VYVA FAQs – please read before contacting us
So you are thinking about joining VYVA?
Here are some of our more FAQs!
Will I get jobs?
This is the most common question we get asked, and to be honest, it’s the one we really cannot answer. We will provide you with information about jobs which are posted to us via our site or via phone and after that, it is up to you to convince the potential client that you are the one for the job.
We generally have fairly regular jobleads (sometimes lots, sometimes none), but they are not always going to be matched to your skills, location or rates. And sometimes, when you speak to the client, you just won’t feel like you are a good match.
Other times the job sounds perfect for you, the client thinks you sound perfect for them, and you have a wonderful business match!
When this is the case, the client relationship is in your hands from then on – you need to ensure you have an agreement in place, any insurances you might need, an invoicing system etc, so that you can provide that service to that client.
While we are happy to help if you have any issues, at the end of the day, they are your client, not ours.
How do I get support from VYVA?
The VYVA forums are simply amazing. The wealth of knowledge, support, humour and honesty is absolutely incredible. This is a tool that money can’t buy and you get out of it what you put in.
Networking in business is vital, and in this industry, it’s vital that you also network with your peers. They will make you stronger, connect you with more businesses and be that shoulder you may need as you ride the roller coaster of business ownership!
The forums are run through Yahoo Groups and this means that once registered to the groups, you won’t need to log into Yahoo Groups as the emails will be sent directly to your chosen email address and you can send messages to the forum straight from your own email! Fantastic!
What else do I get?
Once registered and logged into this website, you will see a large navigation open up to you on the right hand side of this page.
This includes access to
- Training opportunities and recordings
- Articles about working from home and working with other VAs etc
- Access to useful documents/files
- Skill testing
- And the VYVA Loves You! Section where we include some more fun tips and ideas.
You get lots of support from not only VYVA members, but from the VYVA Manager, Rosie Shilo, who is always happy to respond to your questions.
Is this just for new VAs? Or just for experienced VAs?
No this forum is for ALL VAs and all VAs will see the benefits of their membership.
Running a business can be very hard and with technology evolving as it does, you will always have questions, new things to learn, whether you are new or well established.
We also have a separate forum for new or struggling VAs to ask questions they might feel more embarrassed about (even though there is no need to feel embarrassed!) – this forum is the newbie cheer squad called VYVA Plus and that’s where you can really ask the base level business questions to get you off the ground.
Our workshops are run regularly and are aimed at all VAs. They have included sessions about business insurance, VOIP systems, using Dreamweaver, setting up businesses, writing resumes etc.
How much does it cost?
Membership is monthly and costs AU$15 per month payable via paypal subscription.
There are no other costs unless you want to take advantage of special training events or workshops, which cost anywhere from $10 to $400 each depending on what they are for.
All about Jobleads
Where do I find the jobleads?
Jobleads are posted ON THE MAIN FORUM and can be recognised by the subject title which always starts with “Joblead:”
Subcontracting jobs must also be submitted via this method.
Reference-checked VAs can show their reference check status in their email signature and/or on their website. We encourage you to do this.
How do I respond to jobleads?
To respond to jobleads you need to:
- READ THE JOBLEAD CAREFULLY.
- Submit as much information as possible directly to whoever posted the lead.
- If you respond in time to a joblead, we will give you* the contact details of the client and any additional information s/he has (if any). The information we are provided with can sometimes be limited – you may need to contact the client for further clarification.
- You need to contact the client asap (no later than 24 hours, but preferably straight away) to further chat about the work and how you could assist.
- Remember, talking to a potential client is a 2-way street – you need to feel comfortable with them and the job, and they need to feel the same with you.
- You are responsible for ensuring that all checks and agreements are conducted prior to any work commencing with your client.
- *The client will most likely be contacted by about 3 Virtual Assistants, unless they request more or less. You will need to convince the client that you are the right VA for the job. You are always in competition with other VAs and need to be highly professional to secure these jobs.
- Some jobleads are for subcontracting jobs where you would be working for another VA – these jobs should be treated in the same manner as any other job.
- Do not apply for jobs that you are not highly skilled in, have the availability and software requirements for. Always put your best foot forward.
- If you are unsure about anything, just ask. For more perspectives, ask the VYVA team through the forum, or for one opinion, feel free to contact the network manager, Rosie Shilo.
- If you secure a client, they are your client and all income and responsibility is yours.
- Sometimes you may have difficulty with a client, or a client sets off a red flag for you – please let Rosie know if this is the case.
- If you respond to a joblead ensure you have answered ANY AND ALL questions posed in the joblead enquiry - If I get responses that don’t answer questions I am very disinclined to chase you for the answer, and will simply give the joblead to the next person in line. Other people posting jobleads would feel the same, I’m sure. Tough but fair!!!
Responding to jobleads posted by other members:
- READ THE JOBLEAD CAREFULLY.
- Exactly the same as above! - If you respond with a “Yep I’m keen” you might not get the job unless you have worked with that person before.
- People who post jobs need to respond to each applicant forwarded to them to let them know if they were successful or not.
How do I become reference checked?
When you join you need to provide names and email addresses of 3 clients you have worked with as a Virtual Assistant. This can include subcontracting roles.
Those clients will be emailed by VYVA asking them 5 questions about the services you provide to them. The email clearly states that the reference check is in association with your membership, and not related to another job or due to any issues with your services.
Each reference received by us by your clients, which include positive feedback, will give you 1 point.
Any feedback we receive about your work that is questionable will result in 1 point loss.
At any stage you need to have at least 3 points to be considered “reference checked” .
Your reference check number will be added to your VYVA website profile page. To find your reference check number you simply need to be logged in and click on ‘Membership Details’ and scan to the bottom of the page. When reference checked you will have access to an additional area in the members area of the website. This area allows you to download your own “reference checked” logo for use in email signatures and on your website.
We highly encourage all VAs to attain to CAVB status as this is a more stringent and sought after certification.
Benefits of using a VA
What is a Virtual Assistant?
A term for home-based secretary, administrative support, and others who supply remote or virtual assistance. No need to provide office space, equipment or software – we have our own! Work is carried out ‘virtually’ from our offices, no matter where you are!
A Virtual Assistant is an Independent Contractor, therefore, you do not pay payroll taxes or benefits.
A Virtual Assistant is convenient! A VA is available when you have work that needs to be done yesterday. A VA can ensure that business people working in a home office have access to all of the support benefits enjoyed by a business person in the corner office of a major corporation – without having to hire any employees!
What are the benefits of hiring a Virtual Assistant (VA) as opposed to an employee?
There are numerous benefits:
- Access to a professional and highly trained Executive Assistant.
- No need to provide office equipment and space.
- No need for ongoing training of administration staff.
- No need to advertise for and interview administration staff.
- Less costs associated to projects – pay for time used only!
- Fresh ideas and perspectives on administration management for your organisation.
Who can use Virtual Assistants?
Almost any type of business industry can benefit from working with a VA. Some industries have embraced the concept and are widely using VAs while others are bound by “tradition”. Industries or businesses that truly work well with VAs are:
- Contractors.
- Entertainment Industry.
- Independent Professionals.
- Real Estate Agents/Realtors.
- Marketing Consultants.
- Attorneys.
- Executives.
- Physicians.
- New Small Businesses.
- Telecommuters.
- Web Based Businesses.
Virtual Assistant vs. Employee
- No employee-related taxes, paperwork, insurance, or benefits.
- No extra office space or equipment costs.
- You only pay for “Time on Task” or by project.
- The ability to stay on schedule.
- Extra staff during seasonal or peak activity time.
- Support on as needed basis, with fast turn around time.
- Weekend and evening assistance.
Choose Membership
It is a condition of membership that you read our membership conditions before application. By submitting your application, you are declaring that you have read the conditions and agree to all points.
Please select the membership option. You will be redirected to PayPal to confirm your membership.
Please note:
Your membership will not be active unless you complete a payment option below.
You will be redirected back to the website after payment to create your logins.
Monthly Membership – $15 per month. (First month only $5.00!)*
Annual Membership $167.50 per year recurring subscription (First month trial only $5.00!)*
Annual Membership $167.50 – non-subscription – requires manual renewal – can use credit card.
