|
|
|
Frequently Asked Questions (FAQs) Clients Guide to Virtual Assistants The Difference Between a Virtual Assistant and a Staff Member
A Virtual Assistant (or VA) is a business owner who specializes in providing ongoing administrative support by working with clients in continuous, collaborative relationship. Like other service providers, Virtual Assistants operate remotely from their own offices and utilize today’s technology to deliver their services and communicate with clients. A virtual Assistant’s support is administrative in nature. Virtual Assistants sometimes offer additional, separate specialties that fall under creative and technical services. Virtual Assistants come from a variety of business backgrounds, but the single-most important qualification to become a Virtual Assistant is at least five (5) years administrative experience earned in the real (non-virtual) business world working in upper level capacities such as administrative assistant, executive assistant, secretary, legal assistant, paralegal, legal secretary, real estate assistant, office manager, etc.
If the concept of working with someone “virtually” is new to you, this is probably your first question. Though simple technology this works seamlessly no matter what your time zone or geographical location. If you are unfamiliar with technology, don’t let that stop you from pursuing this opportunity. I will walk you through every step and ensure you have absolute peace of mind before we begin. Here are the basics: · Communication is the most important key to the success of a virtual business relationship. Communication will be via a combination of phone and e-mail. The method and frequency will be dependent upon the topic of discussion. It will be important to get voice to voice on a regular basis since email alone can be impersonal or misleading. The flow of information must be consistent to and from for this kind of support to be effective. · Availability is this context means when I am available to take your phone call or answer your e-mail. While you have access to me during business hours, for extended phone time (20 minutes or more) it is best to schedule an appointment. This is to ensure good time management. Modus operandi: You will need to respect that I am working with multiple clients. Therefore, you should not expect instant availability every time you call. · Turnaround Time and Deadlines – because I am running a business, just like you, I will determine how to manage my work load and when tasks will be completed taking into consideration your desired deadline. Most tasks can be turned around in 1 – 2 business days. Of course, the type of task will influence turnaround requirements. More complex tasks will require more time. I will keep you informed of the expected turnaround time. Undoubtedly, there will be times when you need same day turnaround. I strive to be flexible with this, as long as it is not abused. If you find yourself continually operating in “crisis” mode, I will work with you to improve your time management. · Billing – Tamed Office offers a Retainer program. This means you will pre-pay for a set number of hours on or before the first of each month. I do not allow carryover of unused hours but will be flexible during the first two months of working together to enable you to get used to delegating tasks. Once in a while a special situation arises for which I make an exception but one exception doesn’t negate this policy going forward. · Flexibility – I am willing to work with any program, software or system you have in place. I will also make recommendations for ways of using technology to work smarter nor harder. It is in your best interest to be flexible as I share ideas I believe will improve efficiencies but you remain the decision maker at all times in this respect.
Clients Guide to Virtual Assistants
The Benefits of Support:
Why Getting Administrative Support is Critical to Your Business Success
· You want to MAKE money, right? · As a small business owner, did you know that trying to do everything yourself is costing you 40-60% in lost revenue? · Constantly working IN your business on non revenue producing work that would be more productively and cost-effectively performed by a highly-skilled, knowledgeable professional is losing your business significant income. · According to the US Small Business Administration (SBA), the average small business owner spends up to 40% of his or her time on routine administrative tasks. This may even be on the conservative side as some business owners who have made an effort to track their time for a week or two have been shocked to discover they were actually frittering away 60% of their time on unproductive, time and energy-draining “busy” work.
Doing the Same Thing Yields the Same Results
· Doing everything yourself can only take you so far. In fact, doing so wastes money and resources rather than saving them. Your business will never grow beyond where it is today unless you get support. The more administrative, non-core, energy-draining activities you can delegate and eliminate from your plate, the more you will be able to move your business forward in becoming more efficient and profitable. · Ideally, as the business owner, 80% of your time should be focused exclusively on activities that create the most value and profits. The more time you can spend planning, strategizing, marketing, networking, and creating and delivering your revenue-producing products or services, the greater your business will grow and profit.
7 Benefits You’ll Reap By Getting the Right Help
1. More Energy by letting go of work you hate or don’t do well 2. More Time for the energizing work you love and to enjoy the fruits of your labor 3. More Focus because you won’t be distracted and overwhelmed with work you shouldn’t be doing as the business owner 4. More Productivity – with more focus, you’ll be more highly productive and effective, getting more done in less time 5. Less Stress when you are getting things done and actually making progress, your happiness, energy and creativity levels will soar 6. Stronger Foundation – you’ll be creating and instilling a strong foundation for a continued profitable growth in your business 7. Increased Profits – all of these benefits together are the key ingredients for generating revenue.
Back to the Top of the Page
The Difference Between a Virtual Assistant and a Staff Member (Guest Post)By Danielle Keister, The Relief Virtual Assistance Administrative Support for Attorneys & Consultants
The other day I heard from an attorney who was looking for a Virtual Assistant to help him in his bankruptcy practice. It became immediately clear he was operating under several misconceptions, but primarily that Virtual Assistants are a form of cheap employee labor you don’t have to pay taxes on.
He about had a heart attack when I informed him that an average rate range of Virtual Assistants was between $35-$70 per hour. When I inquired as to what his expectation was he explained that even at $35 per hour, he wasn’t in a position to afford $72,000 a year for someone to assist him 40 hours a week.
Whoa! Hang on there! Let me clear up this medical emergency.
When you work with a Virtual Assistant, you are working with an independent service provider – not an employee. Therefore, how and when you work together isn’t going to look anything like the way you work with an employee. You aren’t “employing” us for a part-time or full-time work week. Rather, Virtual Assistants offer strategic support delivered on a monthly basis.
Virtual Assistance is the best fit for solo and small practice attorneys who don’t have the time, space, budget or a large enough workload to warrant hiring an in-house assistant. Unlike project-oriented secretarial services and freelancers, Virtual Assistants work with clients in ongoing, collaborative relationship, with a typical commitment from the client of between 10-30 hours per month.
A Virtual Assistant’s services will allow you to focus your efforts on your main income-generating activities – client work and marketing. Using average figures, let’s say you decide to retain a Virtual Assistant for 20 hours a month. If paying a simple $900 retainer each month allowed you to be more focused, get more efficient, increase the number of billable hours you have available, and at a minimum could potentially increase your revenue by even $50,000 a year, wouldn’t you think that was a pretty worthwhile investment?
So how can solo small practice attorneys afford to have the help they need? I say – how can they afford not to? Because, mark my words, your practice will never grow beyond where it is today by trying to do it all yourself.
Danielle Keister, a virtual assistant providing services to the legal industry, can be reached at service@therelief.com.
Back to the Top of the Page
|
Mary Coffey
|