Marketing Virtual Assistants| Coach Virtual Assistants|Virtual Assistant Training

Working with your Virtual Assistant? How does this work? This is probably your next question. You will be amazed at how technology brings you and your Virtual Assistant together no matter what geographical location.

Here’s how it works:

• Communication-Communication is the key to a successful implementation of this business relationship. You will choose the method and frequency that best serves your needs. This may be by phone, e-mail or instant messaging (IM). You may require daily, weekly or simply an as needed basis. No matter what method or frequency, the flow of information must be consistent to enable your Virtual Assistant to support you effectively.
• Availability-Availability in this context means when your Virtual Assistantis available to take your phone call, answer your email or your IM. This will differ with each Virtual Assistant's practice. Some are available by appointment only. This means she may not be by the phone, return your e-mail instantly or be there to answer your IM. Some Virtual Assistants are available throughout standard business hours. Be clear on what your expectations are BEFORE you begin working with you Virtual Assistant. Most Virtual Assistants are working with multiple clients. Therefore, you should not expect instant availability every time you call.
• Turnaround Time & Deadlines-Most Virtual Assistants require 48 hours to complete task requests and of course the type of task will influence turnaround requirements. There will be times when you need immediate assistance. Most Virtual Assistants are flexible with this. If you find yourself continually operating in “crisis” mode, your Virtual Assistant will work with you to improve your time management.
• Electronic File Sharing- If you want to share documents and work with on-going projects, meeting planning and sharing calendar use a secure and convenient software program such as pbwiki, GoToMyPC or PC Anywhere. There are several secure sites for this use. Ask your Virtual Assistant what she recommends. For lesser volumes, sending files back and forth via e-mail is convenient.
• Time Tracking-Most Virtual Assistants track the time it takes to perform tasks for each client using computer software. Submitting a time report does not in any way indicate you have the right to manage a Virtual Assistant's time. They are for your records only and the Virtual Assistant remains self managed.
• Billing-You will either have the option to Pay As You Go or pay by Retainer. If you are on a Retainer Program you will pre-pay for a set number of hours. Most Virtual Assistants do not allow you to carryover unused hours so be sure you are clear on how each Virtual Assistant's retainer program is set up. The Pay As You Go program is billed at the end of each calendar month with so many days in which to pay the invoice.

• Every Virtual Assistant should present at least 3 professional references and 1 Character reference. The references should contain a name, phone number and/or an email address and the Virtual Assistant should confirm she has asked for permission of each reference.
• The V irtual Assistantshould have a skill set matching your business requirements and needs. If you need support in a variety of areas, make sure you are partnering with a Virtual Assistant who comes with a wide range of experience in business and business operations.
• Communication is vital in any business relationship. Choose a Virtual Assistant who understands and is comfortable with your communication needs. It is important for you to indicate if you require frequent contact or if you prefer minimal interaction. If you like minimal interaction then it is best to find a VA who is a self starter and knowledgeable. If you require frequent contact, you’ll want a Virtual Assistant whose client base allows plenty of time for you, and has a low amount of clients. Being clear about this from the start will prevent misunderstandings. Communication is always a two-way street.
• Finding a Virtual Assistant “fit” is crucial when hiring a Virtual Assistant. Look for a Virtual Assistant with personality and level of professionalism. How easily conversation flows in your initial phone interaction usually indicates if the fit is good. If your business requires a high level of professionalism, you will want a Virtual Assistant who projects herself this way to you. If your business is not so formal, you can select a Virtual Assistant with a casual manner.
• Verify the Virtual Assistant's computer platform is the same as yours, and the skills set is the same or advanced.
• Be sure the Virtual Assistant is available during the same hours you need assistance. If you need access to your Virtual Assistant during normal business hours and the time zone.
• There should be a business agreement clearly defining the role of your Virtual Assistant for tax purposes and the contract should be simple yet cover all areas that are important to your business requirements.

Drowning in your to-do list, but can’t afford the full-time help? Try a Virtual Assistant!  

Your to-do list looks like the Manhattan telephone directory, and you know you desperately need some help. You not only have no space in your small office for another person, you don’t have the cash flow to add a full-time staffer to your payroll. What’s a business owner to do?

Consider hiring a virtual assistant. A virtual assistant (known as a VA) is a professional service provider who specializes in remote administrative office support (a VA doesn’t even need to be in the same time zone as a client). He or she is an independent contractor who can offer you key support without ever needing to set foot inside your office. A VA’s skills are varied and can include everything from administrative tasks to data management and customer support. In many cases, a VA can also provide additional specialty services such as human resources, accounting or marketing. A superior virtual assistant will come well equipped with a phone system, Blackberry, high-speed Internet access, fax, scanner, printer and whatever office systems and software are required for his or her specialty.

Give Yourself the Gift of Time The Gift of Time…This is the season for giving and sharing, after you have been dragged through the Holiday frenzy of making others happy, let’s start the New Year with a smile on your face using a different approach in your business life. This year give yourself the gift of time by outsourcing to a Virtual Assistant. What’s the difference between a regular Secretary, Personal Assistant, and a Virtual Assistant? The main difference is that a Virtual Assistant is just that, Virtual! A VA completes your projects or tasks at his or her home office, using his or her own equipment, and carries out the work through email, fax, telephone and postal service.

Are you cut out for a Virtual Assistant? Ask yourself the following:

1. What type of assistance do I need?

2. Can I afford to outsource?

3. Will a Virtual Assistant fit into my business culture?

4. What will I expect?

Flexible and Tailored…Hire a virtual assistant suggests Lucinda Cross, President of LC Associates who provides organized training and coaching for virtual assistants. If you haven’t heard the Virtual Assistant (VA) buzz, a Virtual Assistant is a professional service provider who specializes in providing remote administrative office support as an independent contractor who works with clients in an ongoing collaborative professional relationship, as defined by the Virtual Assistance Chamber of Commerce (VACOC). Virtual Assistants provide administrative support without needing to step foot inside a client’s office. A VA’s skills are varied and can include everything from simple and complex administrative tasks to data management, and customer support. In many cases a VA can also provide additional specialty services such as media outreach, operational support and marketing.