Well, you can keep on going and ignore the fact that prospects are starting to slip through the cracks…you can also work 60 hours a week, and forget you ever had a life…Anyway, you see what I mean.

Solution:

You can also change your mind, let go of the ‘control’ thing, and start searching the web for a search the web for virtual administrative assistance!  Sounds like fun?.

Now, before you jump on that phone, or blast out that “I Need Help” email, here are a few “points” you should take into consideration.  Also, realize that if you are serious, the VA that you decide to work with will be working with you, day in and day out.  You will be sharing your company, your projects, your aspirations, and you’re your goals.

See what I mean? Let’s take a few moments here, and go through a very simple list of questions that I think are well worth looking into.  The results of this “ponderings” may just save you and your future assistant “possibilities of disagreements”… somewhere down the line.

What is your personality type? 

Are you always on the go and everything needed to be done yesterday? Do you expect an answer inside of 10 minutes to every email that you send out? On the other hand, maybe you are organized, meticulous, maybe even, neurotically organized?!  I could go on here, but I think you get my point.  Before you sign on the bottom line, take the time to talk with your “future” assistant. See what type of person she is.  A few chosen questions, and taking the time to really listen to what is being said, may just save you a lot of ‘misunderstandings’ in the future.

How often do you like to communicate?

What we are talking about here are emails, telephone calls/Skype meetings etc. What type of person are you once a project is sent out?  Do you email your assistant every hour, on the hour to see what is happening with your project? Maybe you are more laid back, and have no problem in delegating?  This may seem as a trivial question to some, but then this is something that must be addressed from the start.  Speak with your future assistant on how she reports on ongoing projects.  Is it on a daily basis, once a week?  Do you want them to call you every second day?  Do you expect to have Skype meeting every Monday morning?  Again, being up front about your expectations when it comes to “communicating” before you start working virtually will not only save you as I have said before, ‘possibility of disagreements” but in the long run, will save you money.

What kind of commitment do you want?

Do you have numerous ongoing projects and want to work with a Retainer Agreement where you and your Assistant will work together with a predetermined amount of hours per month? Maybe you just have a few small projects that you would like to see completed?  Tell your future assistant from the start what are your projects.  Don’t go ahead and buy a Retainer of let’s say, 10 hours, and give only 2 hours of work.  Better than that, don’t buy 10 hour and then come back a year later to finish the unused hours!

As you can see, there is a lot that is involved when you decide to work virtually.  Now, I could go on and on about the do’s and don’ts’, but I’ll leave this for another post. After all, my point here is not to scare you away, but to make you better understand the values of working virtually!

It’s not easy to let go, and hire “somebody” to help you out with your projects. 

Make life simple for yourself…Go on your “gut feeling”.

What, only my gut feeling? And that’s it?

No, not only your gut feelings, that’s for sure…Like I said before, have a good look at the Resume, their website, references.  Inform yourself about the person that you intend to hire. Don’t go blind on this, and for sure, don’t choose somebody simply based on their price per hour!…There’s a reason for that you know…But I digress.

That’s where the gut feeling comes in.

So, what do you do? Ask yourself a few questions…

How involved do you want your future assistant to be in your business?

You’re working on a gut feeling right now, so, did you approach this subject when both of you 1st met in your initial meeting? I mean, this is an easy question – How involved do you want this person be with your business? Are you going to be “rationing out the work?” or are you going to teach her all the ins and outs of your business? OK, I can understand that maybe at first you may be tentative, and will want to see if everything is up to par. Still, do you want your assistant to brainstorm marketing ideas with you? Or would you rather work with an assistant that will simply “do” what you ask for, on time, and that’s it?

How important it is for you “click” with your VA?

Ah yes, here is the all magic word “We Click”. Is this important to you? Or are you just giving out work, and that is it? I mean, you will be working with this person pretty much on a daily basis. So, how is your gut feeling about this ‘click’ thing? Do you think that there is a possibility that both of you will get along beautifully and all will be honky dory? Or do you foresee problems before you’ve even giving out the first project?

Listen to those “gut feelings” during your first meeting. Listen to what your future assistant is saying, not what your next question is going to be… Do you like the way she presented herself in the initial email? Do you like to flow of the conversation? Does this person seem at ease with her work?

Most of all, what are your “gut feelings?”

How often have I heard this?

Sometimes they do, sometime they don’t.

So, where’s the problem here?

A client for whom I was building a new website a while back, ask me if they should post their price per hour on their website…

???

My answer was why not?  And by the way, I would like to know how much do you charge per hour for your services! The way I look at it is simple: If you are on the web looking for a Service provider, what do you do first? Read what type of services they are offering, and then find the price per hour, or package deals!

Will clients move away because now they know how much you charge per hour?  Well, they may.  And if they do, it’s obvious that your price range does not fit their budget.  Nothing against the “future client”, your price range simply does not fit!

There’s also the: “Guess I much I charge per hour option!”  I love when you visit a website, and cannot find how much they charge per hour…What do you thing happens next? You got it; nobody calls you because there is information missing on your website. Honestly, in this day and age, you have to be up font and tell it as it is. The client does not want to lose time searching for a price, and neither do you!

Put it out there. Put it on every page. Make it easy for the reader to find.

There’s only one way with this thing.  Either the client is ready to pay your price because they think your work is worth it, they have confidence that the work will be done to their specs, and most importantly, they want to work with you.

If they dispute the price you charge per hour or want you to lower your price. Politely close the conversation, send a Thank You email for their time, and move on.

Another thing, when it seems right, state your prices at the start of the conversation. Get this straight right then and there.  Don’t lose 30 minutes of your time (or more), or the client’s time for nothing…

So, with this said, here are a few examples of questions that I have been asked in the past 5 years or so.  Did this help my future client (s) in making a decision if we should work together or not?  To be honest, I don’t know.  The questions have been changed to the question format per say.

What is your Operating system?

In other word, is your computer compatible with my computer?  Mac and Pc.  Many of my clients work with a Mac.  No problem, just make sure that if you send anything that would be considered saved as Word, is it saved in the 97/2003 format. That’s all I know about Mac’s at the moment!

Should you ask for references?

When I first opened Virtual Managing Associates in 2007, I did not have any references to offer, except for my past employers.  Did that stop me from finding new clients?  No.  Now, I’m not saying that a client should not ask for reference, not at all.  What I am saying, is that a “New VA” will most likely not have any references from previous clients to offer.  Go with you guts; give her a chance to prove herself.

What is the typical turnaround time for the work requested?

Now, this one is tricky… To be honest, I can tell you that it takes me let’s say:  2 hours to create an E-zine template… That is, if you have sent me all the content, pictures etc.  If I have to send 3 emails, to get the content, then another 3 emails because some pictures are missing…Well, you get my drift.  In general, a VA will be able to tell you the turnaround time for any given projects… With this said, also take into consideration what is your turnaround time in giving her the material she needs…

Does it make a difference what type of company or industry your VA has work for before or works for now?

Is that important?  Example: If I am building a Facebook banner for a client, what does the type of industry I have done work for before, have to do with this question?  On the other hand, if your work is specialized, and you are looking for a person that has previous experience in a certain field, yes, it does apply.  

Ask for her website address and DO visit the website!

One would assume that if you are talking on the phone with your future assistant, you have already visited her website, and from there found her contact information!  If you have not, then for sure, do visit her website, and then call – Not the other way around!

Ask to review her Confidentiality Agreement.

Any good VA, will offer a signed Confidentiality Agreement automatically with the Retainer Word Agreement.

Ask about her work style and how many hours in a day she’s available to work. 

Another tricky question!  Work style: proactive, self-starter, needs directions?  Does it make difference?  Yes, it may, depending on the type of projects you are working on.  So for sure, do discuss these aspects if you want to be sure that the VA you are interviewing is the right person.

How many hours can your VA give you?

Here’s an example: Last month a fantastic client of mine called me and asked me if I was interested in more responsibilities, and would I be interested in changing my Retainer hours from 20 hours per month to 40 hours.  Now, in a case like as such, the client was perfectly right in calling me and discussing the increase in hours!  If your projects are day to day, and your Retainer is already set for a certain amount of hours per month, your VA already knows how many hours has been allotted for your projects.  If you have a special project that you are aware that will go over the amount of hours you have already retained with your VA for the upcoming month…For sure, send her an email, or call her to let her know that you will be using more hours that you have already retained from her, and, do ask her if she has the time available for you.

Ask if the work will be subcontracted

Some clients are not at ease with this, and rightfully so.  They hired a VA to do the work, and they only want to work with this VA and nobody else.  Many reasons may fit this request re: the work is confidential, maybe they had to teach their VA in the type of work they are doing, and are afraid that if the work is subcontracted, the work will not be as good.  As a VA, I feel it is our duty to tell our clients if we are subcontracting the work they gave us.  Nothing like being honest, and being up front.

Suggestions:

Speak on the phone - You can often get a “read” a person just by hearing their voice and how they answer your questions…

Emails are emails, and nothing else. The point is, I believe that you should always, always speak on the phone with your new VA before you sign any Work Agreement.  You want to get a feel of the person with whom you will be working with.  You want to hear them, sense them…Let your gut feeling tell you if this is the right fit.  Emails just don’t cut it.

Offer as much information as possible about your projects – the VA might decide she’s not the right fit!

Be straight forward about your projects.  Give as many details as you can.  Nothing is worse than to start a project, and then realize that many ‘important’ details were forgotten example: the client “forgot” to tell the VA there were designs to be added, and the VA does not have the necessary program etc.  When you first meet on the phone, and you decide that the person in question just may be the ‘right’ fit, tell them about your future projects, be honest about your expectations, give them an examples of what needs to be done.  Remember, you are working virtually; your VA is not a mind reader!

So, for all of you out there that are still in the dark about Virtual Assistant, the Virtual Assistance business or VA’s, here is a somewhat “different” explanation -

What you will read on the web:

A Virtual Assistant, or VA, is an executive level administrative professional who works from his/her own office and supports her clients using some of the latest available technology.

Now, here’s the “different” version:

• A Virtual Assistant is administrative professional that decided that moving away from the 9 to 5 grind was the best “move” she ever did.  This person, for whatever reason, decided that the 1 hour commute back and forth was not worth it.  Really, who wants to stay in traffic for that long with the price of gas moving up and down like a yoyo?  (I could add a few more reasons here why somebody would want to leave their 9/5 job…)

• A Virtual Assistant best friend is her computer.  You laugh?  OK, what would you do if your car broke down, or if the Commuter Train services you use every day broke down?  What’s the relation between a computer and a car and a train?  A VA uses her computer to access the web and work.  Just like you, If that breaks down, the VA is __________ (You fill in the blank)

• A Virtual Assistant will “grill” her internet service provider to no ends.  A VA will know which Internet Service Provider is the best for her business.  A VA is a Customer Service worst nightmare when her “internet connection” is lost…forget the reason why!

• A Virtual Assistant will ask for the latest computer programs as a Xmas gift and figure them out until the wee hours of the morning.

• A Virtual Assistant talks about her computer in the same way some guys talk about their car.  Re: Intel(r), Core (Tm), i3-2100 CPU@ 3.10 FHZ, Ram. 8.00 GB – System 64 its, Operating systems.

• A Virtual Assistant has a Favorites list that is so much longer than her grocery list.

• Most Virtual Assistant “friends” have no idea what their VA “friend” does for a living.  No idea at all!  All they know is that she works long hours, and gets paid for the work done.

• A Virtual Assistant is her own boss.  What does that mean?  Do you think that the 9 to 5 boss she just left was as demanding as she is?  Think again.

• A Virtual Assistant will often own more Domain names than shoes.

• A Virtual Assistant will always figure out a way on “how” to get the latest computer program…This is a ‘must’ have!

• A Virtual Assistant never has too many ‘monitors”, or for that fact, the monitors are never too big!

• A Virtual Assistant is a hoarder when it comes to electronic stuff re: computer wires, connections, you name it.

Clients:

• A Virtual Assistant never talks about her clients. Period.

• A Virtual Assistant will bend over backwards for a client that really wants to ‘work’ with her.

• A Virtual Assistant protects her business as she protects her client’s privacy.  Re: Confidentiality Agreement.

• A Virtual Assistant is a Business Owner.  A Virtual Assistant is not an employee.

• A Virtual Assistant may sit at her desk in her sweats, still, that does not change the fact that she gets the work done come hell or high water.

• A Virtual Assistant is not a mind reader.

Did I forget something?  Any comments?

What is WordCamp? WordCamp is two full days of up to date WordPress workshops, talks with developers and designers, and the chance of meeting like minded users. For a WordPress lover, this is pure heaven!

 Now, this year was particularly interesting as somehow our reserved hotel room disappeared at the last minute!!  You are correct, hotel room reserved 3 month in advance – gone!

We arrived in Montreal around 8am, checked in our bags, paid for our room, and went on our merry way to attend the Conference.  We returned around 4 pm, tired and looking forward to a long shower and cold drink…At that point we were told by the owner (this was a B&B reservation) that his son had made an error, and had given our ‘reserved’ room to another party.  We still had a room….but nothing as we had expected.

Needless to say that yours truly was far from being pleased!  All I can say is a big Thank You to Frances, as she was way more diplomat than I could have ever been, and managed to take care of this issue in a prompt and ‘civilized’ way.  We surely will have to look into better ‘Customer Service” for 2012!

Regardless of the above, the Saturday evening get together at one of the local pub with the WordCamp attendees, was simply fantastic, as our little group had the unexpected visit of Mr. Mullenweg at our table! 

Imagine, Matt himself re: Creator of WordPress sitting at our table, sharing stories and a few drinks!

Does it get any better than that?

Not in my Geeky world! 

Looking forward to WordCamp 2012!  

Well, as far as I am concerned, it takes all of the above and much more.  You see, I love to write.  As a matter of a fact, it used to be one of my best assets. Yes, I use to write to my heart’s content and more.  That was something that I really enjoyed.  Use to loose myself in the beauty of the word, and how a well turned sentence could have so much power.

With time, and the power word here is “time”, I lost the taste for writing, forgot to create a space in my life where I would communicate my thoughts to paper.  Somehow, “I got in the way” and forgot how gratifying it was in itself.

I mean, look at the state of my poor blog posts.  Three, that’s it.  Three blog post in the matter of what… Two years?  Do I have any excuses?  Can I hide my head in the sand and pretend it will al l go away?  Well, maybe I could, if my job was not so attached to the internet!

Again, why does one write a blog post, if not to promote themselves, their services and everything that is attached to their online business?  Honestly, I’m the first one to tell my customers that they have to write, and write some more if they want to promote their business….and look what I do?

Excuses?  I only have one, and this is called “working with awesome customers that keep me very busy!”  Do you like my excuse?  It’s the truth!  And yes, this is the only reason that I will admit to!  With this said, could I take an hour or so per weekend and update my blog?  Yes, yes, I could.  And Yes, I will.

Now, don’t go thinking that this is a 2012 resolution thing.  Nope, if I do that, I will never keep up with it.  I just know it.  To be nice, let’s call it a “Goal” and let’s put aside all the excuses I could muster up like…

Come to think about it, this last excuse is pretty lame. Why?  The ‘busy’ thing is what I do for a living.  It’s my passion, my everyday adventure.  It’s Virtual Managing Associates, it’s my business.  So, where’s the problem in writing about what I know so well?

I think I’ve settled the issue in one sentence. There are no excuses, only time not well taken.

Now, if only I could put this into words…

The other day, sitting with some friends discussing our jobs, somebody told me quite bluntly:  Chris, you work from home. So who knows what you are really doing?  

This one took me a few moments to figure out.  What?  Are you saying that I sit at home all day doing my nails and playing games on the web?  To be honest, I felt like answering worst than this, but being in polite company, I moved on.

Regardless of the above, the statement in itself does ask that maybe a clarification of  “What Do I Do All Day” be put forth.  In other words, as a Virtual Assistant, working with no supervision from a “Boss” what do I really do?

Well, to put it simple, when 6 pm rolls around and I realize that I am still working, I also wonder. In other words: Where did the day go?

Working as a Virtual Assistant does not mean that it’s free game here. On the contrary, you are your own Boss. So what do you think happens? You work and you work hard because your company represents who you are! It’s your dream, the reason for the 10 second commute in the morning. It’s your life, and your pride.

If you have taken on the challenge to become the best VA there is and by the same token offer exceptional services, you do not need supervision. Why?

Because it means that you are responsible for your own actions. You set deadlines and you respect them. You are proactive, organized and most of all have a deep sense of duty.

So, with this being said, I ask you, do you think your Virtual Assistant is really working?

I have this thing about ‘Customer Service’.  Maybe it has to do with my age.  Maybe its the way I was raised.  I don’t know.  But I will tell you one thing: Customer Service is not what it used to be!

Why do I say that?  Well…Let’s just put it this way.  In this past week, I’ve had a few issues that needed to be addressed, which meant dealing in “real time” with Customer Service representatives.  I’m not taking emails here.  No.  What I am saying is picking up a real phone.  Yes, moving away from my pc and talking to a ‘live’ human being.  Oh…the pain of it all!

I know, I’m ranting.  But then, let me ask you one thing… Is Customer Service a lost art?  Is the virtual so prevalent that it has changed what used to be called common sense and a certain degree of savoir faire?

The way I look at it, in this age of faceless websites and lost emails, would it not be natural as a business owner, to offer your customers a personalized service that makes them feel really appreciated?

What happen to the Mom and Pop business approach? The village corner store attitude where they knew their customers by name? Yes, this is 2010…So?

Is offering your clients excellence in service an experience from the past? Is respect for your clients and honesty in what you offer a bad word?

Times have changed… And as I sit here, still muttering to myself about the uselessness of the phone calls I made in this past week, I know one thing. I, as a Virtual Assistant and Business Owner still believe that offering quality and a personalized service to my customers is not a choice, but an obligation.

My customers are my partners; they work with me because they believe in not only who I am, but also in the quality of the services they’ve come to expect. They know they are special, and rightfully so!

The way I look at it, give your customers the same service that you would expect, and then go beyond. The excellence and attention you provide on a daily basis will not only create a long-standing business relationships, it will also become the pillar of your successful business.

How do we find a name for our company?  Do we search the Web for inspiration?  Ask our friends for ideas.  Post on an online forum, and ask a stranger for their opinion?

Regardless of the route we take, finding the right name can make our company the talk of the town, or spell disaster in the future.

Now, I am positive that some of you reading this post are right in the middle of this dilemma.  You have more than a few names on hand, all as good as the last one, and you simply can’t make up your mind.

Well, let me tell one thing.  Been there, done that. And how long did it take me to make a decision?  To be honest, it took me close to a month to find the proper name for my Virtual Assistance Company!  Why?  For one thing, how do you describe in a few words the Virtual Assistance concept?  Remember, it’s always easier if your company name spells out well the type of services you offer!

So, with this being said, here are a few guidelines:

Create a winning business name. One that is easy to spell.

So what name did I choose?  Virtual Managing Associates.  Easy to spell?  Well yes, as far as I am concerned.  But then that’s me, and I write this name at least 10 times a day!  But is it easy for my present and future customers?  That another point!  Either they remember the name because of its length and somehow it hits them, or it’s a no go!

Your company name needs a visual element. It should explain what you do.

What pops into you head when you read Virtual Managing Associates?  Anything at all?  Are we a company of many because “Associates” is plural?  When choosing your company name, you have to be very careful of the spelling. In this case, “Associates” should be “Associate” as there is only one person managing this company!

Does my company name say that I am a Virtual Assistant?

Not really.  What it does say, is that my company works through a Virtual environment.  It also says that I offer my services as an associate, that manages my customer’s projects.

Your business name should be short

Obviously, I should have read that part!  On the other hand, using the VMA acronym has served me pretty well!

With this in mind, remember one thing.  Your company is your future.  It’s you.  It’s what you believe in.  It’s how you will represent yourself for years to come.

To your Online Business Success!