I'm sure you have a few questions about how it all works right? Well read on and let's get your questions answered...
Still have questions?
What exactly is a Virtual Assistant?
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Well in its simplest form, as the name implies, it is an assistant that works closely with a successful client without needing to be physically in the clients office. I like to add to that though that a true "Virtual Assistant" at the level I'm at is more of a partner and works long term with their client understanding the inner workings and preferences of their client. Its focus holds the the relationship as its core, with both business owners being equals in the relationship and choosing each other. First and foremost, it requires that both the VA and the client fully understand, value, and desire a collaborative partnership. Once the partnership is established, it works wonderfully well, skipping over geographical barriers easily. I have elevated this role over the years into high level operations for companies along with project management. My ability to see the big picture while also being detail oriented to ensure all the pieces are in place for a project is my specialty.
Who would work with a VA?
VA's work with smart, successful people of all kinds; authors, sales people, consultants, coaches, executives, professionals, entrepreneurs -- anyone who wants to take their business to the next level but not sacrifice their lifestyle in the process. Generally it is a solo-preneur that may not be ready to take on a part time or full time employee or doesn't want the hassle of having an employee in their home/business. Or, maybe it is a small business owner that needs a specific skillset to complement theirs. The benefits are enormous to almost anyone who's busy and needs support.
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What's the point? I manage everything on my own!
As you grow in your business, sooner or later, you'll find that you can do anything, but you simply can't do everything! And, when you give away the stuff doesn't need your personal attention, you gain space and time in your life for an abundance of other things. Those things might include:
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Growing your business further
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More time with family, friends, etc.
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Responding to other opportunities and things you do best
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Balancing home and work responsibilities
If I wanted an assistant, why would I hire one who's potentially hundreds of miles away?
Part of the benefit of having a VA is that you haven't hired anyone. When you work with a VA, you get a partner, not an employee. You get someone who chooses to work with you as much as you choose to work with them. The VA's decision to work with you is based on being attracted to your work and on being interested in being your partner for success, rather than because they are looking for "some job". People work with VA's because they:
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Don't have the space or want someone in their office
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Don't have the equipment needed for someone to use and don't want to purchase it
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Don't want the associated work and cost of having an employee (Payroll, Benefits, Conforming to OSHA Laws, etc.)
If what you want and need is the most basic office support, then you might want to work with a secretarial service. If, on the other hand, you want the benefit of working with someone who really wants to know you, your business, your customers, and who really wants to be deeply involved in your success, you'll want to work with a VA.
Does Virtual Assistance work better for any particular type of person or professional?
The benefits are enormous to almost anyone who's busy and needs support. However, what I've found is that the only people who really aren't in a good position to work with a VA are:
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People who aren't online and can't understand why this would work
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People who live in the urgent: If everything you do is last minute, if your style is to procrastinate and then rush to deadline, if you're not organized and centered, if you're in a high-pressure field where things run you instead of the other way around, if you want someone at your beck and call, you probably need an in-person employee, not a VA
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People who don't understand the power created in a relationship with a fantastic assistant
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People who aren't open to learning new ways of working and communicating
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People who aren't billing their own time at considerably more than $35-55/hour. If you aren't, paying a VA could create a hardship for you
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People who can't shift to seeing a VA as an equal. If you're stuck in the traditional boss/assistant paradigm, or if you need to be the boss, you need an employee, not a VA
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How long would I work with a VA?
Just as there are assistants who have worked for the same person in the corporate world for many years, it's possible that could happen with your VA. Part of the power in this dynamic comes in the synergy which happens between the people working together. There's a flow, a spark, an ease of working with a VA which turns days to weeks, weeks to months, months to years, all before you know it.
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What kinds of work might my VA do?
The beauty of this work is that the only things that can't be done are things which actually need to be touched in your office. Otherwise, you are only bound by imagination, need, skills, and desire. For examples of the types of services I have helped my clients with in the past, refer to this page. It's not so important that your VA knows how to do it all. What is important is that they know how to get it all done. Not only am I very versatile at learning new things, because of my longevity in the industry you get the benefit of my network of VAs and the knowledge they all have. We work together with ideas and knowledge when we can so the industry is stronger and our clients benefit.
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What are some tips for working with a VA?
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Avoid misunderstandings by being clear about your expectations at the beginning of the relationship and for each project.
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Realize that a virtual assistant, unlike the office admin you see every day, is a business owner whose perspective is that of a partner rather than an employee.
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Don't micromanage your VA. You're paying for someone who doesn't need a lot of supervision.
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Keep in mind your VA is managing several clients and projects so last minute work or needs is not ideal. Your VA works best when projects are sent to them well a head of the deadline of when they are due so they can determine how to best manage that project. However, with that said, your success is important to me and I do what I can to get what you need accomplished. Communication is the biggest element of the relationship so that boundaries can be set for both of what works and doesn't work in the partnership.
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Why wouldn't I want to give my tasks to a local secretarial service or to an overseas "Virtual Assistant" that costs less?
You might. However, what people have found is that it doesn't really pay to do that.
True, secretarial services and overseas VA's are a bit less expensive per hour. The problem is the people who work there don't know you, your business, or your customers. And, they have much less ability to handle the intricate workings of your business. You have to do a lot of work up front, before giving them the work, so they know what you want - and even then, sometimes you need to speak with them several times before things are done right.
A high end VA can listen to what you want done and make it happen - sometimes, even better than you could have done it yourself - and often times proactively handle items without you being involved.
In addition, the more the VA knows about your needs, the less time it will take them to do your work. So even for the basic tasks, where do you really get your value? The key is to remember - a "true VA" becomes your partner for success. A service or overseas VA helps you for the short term or on individual tasks.
For me personally, I realize I have a slightly higher rate than others calling themselves "VAs", but my experience, knowledge and skillsets prove its worth very quickly as my clients feel the relief of having a true partner for success.
What does it cost to work with a VA?
Because the nature of working with a "true VA" where they partner in your business long term (versus on a project basis), most VAs work on retainer where they bill for a certain number of hours at the beginning of each month. This allows you to "reserve" that time in their schedule and they can budget their time more efficiently between clients. Some also have an hourly "Pay as you Go" rate for project work but it is generally slightly higher to work that way and doesn't guarantee you time in their schedule.
For me personally, I choose to schedule a free consultation to discuss your needs, share your ideas and vision for your success, and determine what kind of retainer works best for you. My lowest retainer starts at 12 hours a month (which is only 3 hours a week). It is generally very easy to assess your needs and turn over 12 hours of work a month and then build from there. The general retainer for 12 hours is $600 depending on the type of projects being requested but that can be determined during the consultation.
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Isn't it more expensive than hiring an employee?
No. The cost savings is two-fold: financial and emotional.
When you hire an employee, on top of a salary or hourly wage, you have a ton of things you need to administer (payroll, benefits, etc.), many things to buy or lease (equipment, furniture,etc.), breaks and downtime, and you have to share space as well. It's expensive and can be grueling.
VAs are in private practice, and they price their services according to their skills their desire to do certain work, their experience, and their reputation. Ask yourself, what does cumulative fatigue and stress "cost"?
Price Comparison Chart (per month)
Employee* Virtual Assistant
Works 160 hours per month Works 12 - 60 hours per month
@ $15/hour=$2400 @ avg $50/hour=$600-$3000
Benefits (insurance, etc.)=$360 None
Payment for Time Not Worked=$312 None
(Vacation, holidays, sick time, etc.)
Office Space=$188 None
Equipment & Maintenance=$325 None
(Computer, phone furniture, etc.)
Payroll Taxes=$288 None
Administrative Costs=$168 None
(Recruiting, Hiring, Training, etc)
Knowing your business=Priceless Knowing your business=Priceless
TOTAL - $4041+ TOTAL - $600- $3000
*Source U.S. Chamber of Commerce
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Now wait, you said that working with a VA isn't more expensive than hiring an employee, but I wouldn't pay an employee $50 per hour!
Not in straight time, perhaps. You're more likely to pay someone with this level of skills between $20-$25 per hour if they were sitting in your office. However, when you add in the cost of administering payroll, your share of payroll taxes, having to pay insurance like worker's compensation and extra liability for having someone in your home or place of business, etc. and the cost of making sure that your location conforms to federal guidelines such as OSHA, you absolutely *do* pay that much per hour. And, the more skilled and talented a worker, the more their time is worth, and the higher their fee.
If you are billing at an hourly rate, then every hour you spend doing work that takes you off course is work for which you are paying yourself, in essence, at YOUR HOURLY FEE. It doesn't take a lot to see the smarts behind paying someone to handle administrative and marketing work so that you can be out earning more and more!
The beauty is this. While you still have the expense, you have absolutely *none* of the hassle. One payment per month. Simple. Easy. You can get on with the business of living your life on your terms. Working in partnership with a great VA that makes that all possible and is targeting your success!
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Plus, my work is generally higher level project management and operations oversight and not the standard admin related skillsets. We will work together to determine what makes most sense in your business.
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How do I determine the right VA and get started?
When deciding to work with a VA, it is imperative that you both are excited about the prospect of working together, feel very comfortable with each other, and have similar work styles and personalities. It's more important that those things are in line than with the actual skillsets they already possess. Yes, they need to have the overall skillset base you require but specifics of knowing certain software, etc. can often be easily learned whereas if you don't enjoy working with that person or their workstyle is more rigid while yours is laid back, the relationship is not going to last long and you will soon be looking all over again for the right fit.
I would love to schedule a free consultation so that we can determine if we are the right fit. Contact me today and let's connect!