On Becoming a "Virtual Assistant"

A Truly Portable Career

The emerging Virtual Assisting industry is presenting great opportunities for the "mobile" entrepreneur. If you had to sum up the lifestyle of many military spouses in one word, what would that word be? Perhaps "nomadic"-- with frequent moves leading to locations overseas, high cost areas, and areas where the prospects for employment may be poor. Or maybe "unsettled"-- never knowing when your partner might be called away. Then of course you have to take into account the often absent partner, a home that needs maintaining, and perhaps children that need raising-- so "chaos" might sum it up best.
Of Chaos and Careers - A military spouse's career progression can come to a sudden halt because of this turbulent lifestyle. In some cases, a job outside of the home nets just about enough income to cover child care. And then, of course, is the fact that some parents would really prefer to be home with the children. Thanks to the growth of the Internet and the emerging virtual assisting industry, military spouses whose expertise lies in the administrative support arena are finding it much easier to stretch their entrepreneurial wings.

What is a Virtual Assistant?

Like the majority of their clients, virtual assistants are entrepreneurs - highly skilled in their profession and able to have an impact on the productivity of those they work with. Traditionally, they have been known by many names: secretaries, administrative assistants, executive assistants, or bookkeepers, and until now it has been difficult to market their expertise outside of the corporate environment. But in an age where technology has made the world a much smaller place, and where more professionals are working from their homes or in satellite offices, the former "assistant" has become "virtual"-- and thanks to the Internet-- global!

Virtual Assistants may be hired by a wide range of clients-- Consultants, lawyers, import-export businesses, real estate agents, Human Resource Managers dealing with work overflow, and small busineses seeking to expand while maintaining flexibility and keeping overhead low. The increasing numbers of small businesses in the U.S. and abroad are affording administrative support experts with an entrepreneurial spirit opportunities that have never before been possible. Two out of three new businesses being started today are based in the owner's home. Most of these SOHOs (small office/home office) will reach an impasse very quickly-- they will be spending so much time on administrative tasks that they can no longer concentrate on growing their business. In short, they're going to need help.

Traditionally, the need for assistance has left the small business owner with several bleak options-- hire an expensive "temp" for a bandaid-style solution, take on a great deal of expense and responsibility with a "permanent" employee, or - perhaps worst of all - turn away work. Enter the Virtual Assistant - the ultimate SOHO growth partner!

The online community has embraced the Virtual Assistant movement with gusto. There are now Virtual Assistant practices in the U.S., Canada, the U.K., Australia, and New Zealand, and with the buzz in the business community, the demand for Virtual Assistants is increasing globally. Business owners realize the Virtual Assistant/SOHO relationship is a win-win in the truest sense. Without having to hire staff, bring in extra equipment, or share their space, the SOHO gets the support they need so that they can concentrate on growing their business and the VA (also a SOHO) has an opportunity to stretch their entrepreneurial wings as CEO of their own company.

Work assignments are communicated through e-mail, phone, fax, mail, diskette transfer, and real-time online messaging. The services offered by Virtual Assistants vary from one individual to the next, based on their area of expertise. In addition to administrative support (word processing, scheduling, telephone service, etc.), many Virtual Assistants offer other, more specialized skills - competitive research, Web site design, legal research, accounting, bookkeeping services, marketing support, translation, technical writing, etc. Virtual Assistants are becoming the de facto growth partners of SOHOs all over the world-- offering the SOHO executive full professional assistance with a variety of support responsibilities at the click of an e-mail icon.

The virtual nature of these relationships lends itself easily to the transient lifestyle which is so much a part of military family life. What makes a Virtual Assistant's business portable? Essentially, his or her Web site. While the Virtual Assistant may market him/herself "off-line" just as any other business person might-- brochures, local or regional networking, seminars, etc.-- their "storefront" is an address on the World Wide Web, and much of their marketing will be done via the Internet, through mailing lists or "listservs," newsletters, direct e-mail, and the plethora of other marketing vehicles available online. Since there is rarely any need for the Web address to change, the Virtual Assistant's principle "location" remains constant wherever they go. The typical Virtual Assistance client, too, is flexible on the physical location of the Virtual Assistance, since the work rarely depends on the "street address" of the Virtual Assistant's business.

Virtual Assistants bill by the hour (though occasionally by the project), at rates ranging from $15-$25, depending on the specialty. The hour arrangements makes Virtual Assistants especially attractive to the smaller business, since it can more easily control its expenditures, and needn't worry that salaries will be payable when the workflow ebbs.

Are You Virtual Assistant Material?

Chris Durst, founder of the Virtual Assistant industry, answers some frequently asked questions that will help you decide if a virtual assisting practice might be right for you.

Is there a minimal skill set I must have to be a Virtual Assistant?

Every Virtual Assistant comes to the table with their own unique skills-- there is no "right" or "wrong" skill set for a Virtual Assistant, although naturally the broader their skills, the more marketable a Virtual Assistant will be.

We find that Virtual Assistants who have solid "core" skills are quite successful. These skills include working knowledge of the Internet, computer usage, and software. Basic word processing and spreadsheet capabilities are a definite plus!

Skills range from the basics listed above to highly-specialized areas like web design, graphic arts, "foreign" market expertise and/or language translation ability, technical writing, and more.

What Equipment Must I Have to Launch a Virtual Assistant Practice?

A Virtual Assistant should look at equipment acquisitions as investments of valuable capital that will be made only after a careful analysis of the practice's needs. It is possible to launch a successful practice with very little equipment. Start with:

* a computer with Internet access (a dedicated line for the modem is best, if possible);
* a telephone with voicemail or an answering machine;
* a fax machine or computer-based fax capability;
* basic software applications (Microsoft, Corel, and Lotus are sound investments for most).

Individuals providing specialty services will know which tools of the trade are necessary.

Can I Transition to a Virtual Assistant Practice Gradually and Keep My Present Job Until My Practice "Flies"?

ABSOLUTELY! It is said that every great journey starts with a single step-- you simply need to decide how large or small that first step will be for you. Financial, lifestyle, or other considerations often dictate that we make a gradual change.

Easing into your Virtual Assistant practice on a part-time basis is one of the safest and least painful ways to make the transition. Many new VAs keep their regular employment while building their practice "after hours." Both jobs can coexist peacefully; however, it will require some careful planning.

Make sure that your clients understand the limitations of your hours from the start, and be certain that you take into consideration the effect this transitional period will have on the significant others in your life (military partner, kids, etc.) You are sure to be working longer hours as you establish your practice, but it is a sound way to make the transition from employee to entrepreneur.

Finally, Durst suggests you ask yourself these questions:

* Are you a self-starter?
* Do you like to work with dynamic people?
* Are you confident about your ability to get the job done?
* Are you trustworthy and honest?
* Are you creative?
* Can you adapt to rapid change?
* Do you have good problem-solving skills?
* Can you set goals and follow them to completion?

If you can answer "Yes" to most of these questions, and you've got solid skills and lots of motivation, you are indeed "Virtual Assistant Matierial."

Opening a business can be frustrating and rewarding all at the same time. Unfortunately many potentially successful businesses close their doors because they are not prepared for handling all the issues that arise out of running a business. No matter what your reason for opening your business, you must be sure you are prepared to handle any crisis that may arise. In this article, I will give you some general tips to think about when opening a business.

Ø Research, research, research. Before I opened my business, I spent over a week finding whatever information that I could on being a Virtual Assistant. Much to my husband’s happiness (or lack of), I printed every article I could find on the business of Virtual Assistance.

Ø Have a plan. You can have a formal business plan, or you can have an outline of what you plan for your business. My original business plan was written solely for my guidance purposes and it was 7 pages printed. It was informal, and referenced many of the articles I read. The plan helped guide me and keep me on track. Remember to be flexible, and change your plan when the need arises. No matter if you’ve been in business for 3 months or 10 years, figure out where is the next step your business is going, don’t let it stagnate.

Ø Establish policies and procedures. How are you going to handle payment? Are you going to have a contract (I advise, YES)? How will you handle communication with a client? How do you plan to communicate project needs? What about payment?, what forms will you accept? I could go on and on with questions you need to have answered BEFORE you open your doors to a client. I literally lost a client because I had not answered these questions, and rushed into business before thinking things through.

Ø Organization. Organization can make or break you. Are you able to find clients information or do you have to dig? Where will you put finished projects and projects you are working on? What will your filing system look like? Look at where you are working, and decide, how can I make this work for me?

Ø Time management. This is crucial to be successful. Create a schedule and stick to it. Get your family to respect your schedule if you work out of your home.

Ø Add new “niches”. Spice up your business and expand it for your clients by continuing to grow in the services you offer. As a former teacher, I learned very quickly that the degree was not the end of my learning. The profession changed day by day and year by year, so I was in “training” almost as much as my students were in class. The same is true for small businesses. Software changes, as well as client needs change. Are you open to these changes? Continually educate yourself through articles, classes, and talking with other professionals in your business.

Ø Most importantly, don’t forget why you opened your own business. Whether it was to stay at home with your children, be your own boss, or do something you love, remember your reason when you become frustrated and want to give up.

Opening a new business is rewarding, exciting, and sometimes even fun. On the other hand, it can be frustrating, time consuming, and exhausting. In the end, the rewards outweigh the frustrations, so stick with your goals and dreams!

Here are a few guidelines that are imperative for a Virtual Assistant working from home:

1. Set a work schedule
Get up and get going! Don't fall into bad habits by working “when you feel like it.” Sure it's great to work from home, but remember this is your business and WORK is the vital part of keeping your business going.

2. Take a shower and get dressed
Just because you are in your own home, don't get overly comfortable. Get up, shower and get dressed. Working in comfortable clothes is ok – but don't do it in your jammies. Pajamas are for sleeping and subconsciously your mind and body know this. Get dressed and you will be motivated.

3. Nourish your mind and body
Take sufficient time to fuel your mind and body. Make sure that you eat breakfast and lunch. If you jump into to working right off – you may forget to eat and this will not help you to produce your best work.

4. Give yourself a break!
You will be working at your computer all day long. Short stretch breaks, and even a brisk walk outside will loosen tight muscles and refresh you.

5. Keep busy
The great thing about being a Virtual Assistant is its flexibility. However, it is imperative that you stick to your schedule – even if you have no assignments pending for the day. There is always something you can be working on - be it your website, your database, or promoting your business. Don't rob yourself of your own hard work and talent. Time off should be scheduled not spontaneous.

Time management has been the key to my success as a VA with Project Virtual Assistant at http://www.projectvirtualassistant.com/. Companies that employ our services must meet deadlines of their own, and call upon us to help them with their goals. We have the realization that while “our time” may seem like our own, in reality it is dedicated to each deadline until completion.

In short - the control you have as a virtual assistant is to keep focused on your goals and to pick and choose which projects work best for you. Starting out, this may not be an option, and may become just as hectic and time consuming as going into an office everyday, but trust me, once you get your feet wet it won’t be long before you are doing the backstroke in the world of the Virtual Assistant.

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