Archive for February, 2008

14
Feb
08

The 5 “W”s of a Virtual Assistant

Who is your Virtual Assistant?
Your Virtual Assistant is typically an entrepreneur who has previous executive level experience as an administrative assistant. 

What should you expect from your Virtual Assistant?
Your should expect a high standard from your Virtual Assistant.  They will be your partner in growing your business.  They should be professional, accurate, and have excellent attention to detail. 

When does your Virtual Assistant work?
As a business owner your Virtual Assistant sets their own business hours.  Some will have typical 9-5 business hours.  Because some have families that they tend to during the day, you will find that many VAs work scattered hours that work around their busy schedules.  Which ever schedule your VA has you should still expect the same high standard of work, just be sure that their business hours suit your needs.

Where is your Virtual Assistant located?
Your Virtual Assistant can be located virtually anywhere.  Unless your needs require that the VA be in your time zone or local, you can utilize the assistance of a VA anywhere on the planet.  Just be sure that you have clear communication and they have the skill set to complete your tasks.

Why did your Virtual Assistant chose their profession?
It is likely that your Virtual Assistant spent many years as an employee.  Many VAs chose to begin working from home to spend more time with their families.  Sometimes VAs make the decision to put their commuting days working for “the man” behind them and have a strong urge to work for themselves.  Regardless of the path your Virtual Assistant took, their work should reflect a passion for what they do.

 And Finally…

How do you contact a Virtual Assistant?
There are several ways to find a Virtual Assistant.  You can start by visiting me The Essential Virtual Assistant.  I offer general administrative services to small businesses, entrepreneurs, and busy individuals.  I also offer specialty services to the food, beverage, and catering industry.  Also, you can visit VANA (The Virtual Assistant Networking Association) or the VACOC (Virtual Assistant Chamber of Commerce).  Both websites have directories of Virtual Assistants which you can scan to find a VA in your area or anywhere in the world. 

08
Feb
08

How To Find The Right Virtual Assistant For You

When networking with other Virtual Assistants one question that you often hear is “how do I find the right client for my business”.  You will get a myriad of answers to this question and rightfully so, there are many different types of VAs out there.  For as many different VAs there are, there are many more different businesses, which all need different types of assistance.  When choosing your VA there are several things you need to consider.

  1. Consider your needs.  You can find a Virtual Assistant that can do project work on a one time basis or someone who can be a long term resource for your business.  VAs can be found with all types of specializations including, but certainly not limited to web design & SEO, general administration, organizing, bookkeeping, personal services and real estate. 
  2. What is your work style?  If you plan to have a VA that contributes to the long term success of your business, you want someone that you are compatible with.  If you are the go with the flow type then you probably want someone who takes the reins a little more.  Likewise, if you are the micromanaging type then you probably want someone that has you more involved, with daily updates on project status and so forth.  Regardless of your personality type, there is a Virtual Assistant out there that will work for you.  Be sure you spend some time engaged with the VA prior to choosing them for the long term, you will benefit from it.
  3. You get what you pay for.  There are Virtual Assistants all over the world.  Most recently there has been a surge of them from India.  They are able to offer their services at a much lower rate than most VAs that you will find in the US or other countries.  While they are able to offer these great rates you will often find that there are obstacles including a language barrier.  That is not to say you won’t get good services from them, but that they may not be able to perform all of the tasks that you need.  The going rate for a VA in the US is $25-80 depending on their specialization.  You wouldn’t expect to go to a doctor, lawyer, or other professional and only pay them $10-20 for a visit.  This should be the same for your VA, they will be a professional who will work along side you to grow your business.
  4. Finding your VA.  There are several different avenues you can use to find the perfect Virtual Assistant.  There are association websites that are dedicated to VAs including VANA and IVAA.  Businesses can post RFPs (Request For Proposals) and member VAs pay to have access to them.  Typically you will get quality responses shortly after posting.  Websites such as Elance and Guru are another option.  You post your job listing and VAs bid on the job.  The winning bidder pays a percentage of their fee to the website and sometimes a fee to be able to bid.  You will find many of the VAs from around the world here, so be ready to see bids starting at $5 per hour.  Just remember, often you get what you pay for.  Another option is a Google , or other search engine, search.  This could be time consuming, but if you are looking for something specific or are in a target industry, you never know what you will come up with.  Finally, networking is certainly an option for finding your VA.  We are business owners and often can be found at local networking events and on networking websites such as LinkedIn

Which approach you take to finding your perfect Virtual Assistant is up to you.  Be sure that you can build a lasting relationship with your chosen VA.  They will be an invaluable resource in growing your business and taking care of your needs.

 The Essential Virtual Assistant, Kellie Stotsky, is new to the Virtual Assistant industry, but not to the administrative field.  She offers general administrative services and  specialized services for restaurants and catering.  With 10+ years experience in administration and the restaurant industry she may be the perfect Virtual Assistant for you.

05
Feb
08

Connecting With Your Clients

In today’s business world customer service is key.  People have too many options and there is too much competition to have bad customer service.  In the virtual world of a VA our clients don’t have the option of seeing us face to face, so we have to make ourselves as accessible as possible.  I have implemented a new live chat option on my website for customers to contact me.  I want them to be able to have access to me at any time I am available.  I wish to provide the best customer support that I can offer.

If you need help with your customer service or wish to be more accessible to your clients please contact me and we will see how I can help.

 Kellie Stotsky
The Essential Virtual Assistant
www.theessentialva.com

03
Feb
08

My First Networking Event

Last week I attended my first networking event.  It was with the Work At Home Meetup Group from meetup.com.  It was an eye opener for me.  I have never been to a networking event.  Actually, since I have been home with my two boys, grown-up time is scarce.  I had an idea in my head of what it might be like, and butterflies in my stomach.  I put on my best confident face and headed in.

 Luckily, it was a small enough group, 12-15 people, so I wasn’t terribly intimidated.  I certainly wasn’t near prepared enough with my elevator speech and my business cards were not the right color because my printer ran out of one color ink and printed them pink instead of red.  I didn’t let this stop me though, they didn’t look terrible, and at least I had something.  That being said, it was a good experience.  There were people there who were at least interested in the concept of a Virtual Assistant.  Most of all though, I put myself out there, stepped outside of my comfort zone, and took another step in the right direction for building a successful VA business.   

01
Feb
08

How Did I Get Here?

    Every now and then we have to reflect back in order to move forward in our lives and in business. As I move on into this new endeavor I am going to take a moment to look back and see what got me to this place in my life.
     I began working in an office in my early teens. My step-father ran a successful small business from our house. He was one of the most driven people I have ever met. I have him to thank for my ability to think out of the box and my strong work ethic. He would have me doing the filing, preparing checks for deposit, and I helped with the computer. I remember our first computer, if you want to call it that. We had a word processor of some type. We got it when I was still a kid. We then got an IBM, this was pre MS Windows. I think we still have it in the basement. Our first Windows based pc was an IBM Thinkpad Laptop. It was thick, had a small screen, and was so heavy. Needless to say, I have used all types of personal computers since I was young.
     After graduating high school and moving out of the house I spent a couple of years working in restaurants and the like. Though serving and bartending are not glamorous jobs, they teach you that customer service is priority. The more you are accommodating to the guest the more money you make. I carry this with me to this day. Anytime a service is provided to a customer/guest/client I bend over backwards to give them the result they are looking for.
     In my early 20’s I got my first office job in the “real world”. I was brought in to do temp work in the accounting office for a car dealership. I started out just filing for them, and after I completed that task they kept me to do some data entry. One thing led to another and after a short period of time I was a full time employee and was being taught every aspect of their office. Life happened and I ended up moving to Florida, but at the time I left I was being trained to be an accounting office manager.
     After moving to Florida I got a job with Sallie Mae. I was hired as a financial reconciliation analyst. I loved the job and quickly was assigned the largest accounts, reconciling over $3,000,000 a day. I was the team lead on a project that would automate our jobs. Life happened again and after completing the project I moved back home.
    I spent the next 6 months of my life with my step-father who had been diagnosed with lung cancer. He and my mother had since divorced, but he had raised me and I considered him my father. During those six months I was his executive administrative assistant. I developed a database that helped him with his invoicing and accounts receivable. We also had lots of long conversations about running a business, being an entrepreneur, and the future of his business. It was a wonderful time and I learned more about him as a person in those 6 months than I knew most of my life.
     During this time at home, I reunited with my high school sweetheart. We hit it off and since my step-father seemed to be doing well I moved so that I could work at Nemacolin Woodlands Resort & Spa, a 4 star resort in the Pennsylvania Laurel Highlands, as the Food & Beverage Administrative Assistant. With this job I seemed to be everything to everyone. I managed payroll for all of the food & beverage employees that were located in more than 7 restaurants and food service outlets. I did the on site marketing for all of the restaurants including the design of the restaurant menus. Anything that needed done I did, for anyone on the property. Flexibility was a must for this position and I loved it. Every day was a surprise.
    While I was employed at Nemacolin my high school sweetheart and I were married. My step-father also passed. It was a tough time and became even tougher when my mother called and said that her new husband had severely burned his leg and they couldn’t run their restaurant that they had opened just weeks before. She was in jeopardy of losing her restaurant, so my husband, who is a chef, and I packed up and moved to Tennessee to help her. My husband was the Executive Chef/General Manager and I was Front of the House Manager. We loved running it and we were the buzz of the town. After being there a few months I became pregnant. My mom and I started to have some creative differences and after her husband recovered from his burn, my husband and I left.
     We spent the next several months, until I had our first son, working for my uncle. My husband worked in the field with him and I did his office work. After my son was born we moved back home into the same house that I grew up in. I had found out during my pregnancy that I was getting it from the passing of my step-father.
     After moving back and getting into the swing of being a mother I got a job in the office of another restaurant. Though it was doing what I am good at, it was a long drive to get there and when I found out that I was pregnant again, it was just too much. My husband also got promoted in his job and would be working longer hours so I wouldn’t have as much time to devote to an out of the house job.
     The birth of my second son has since came and went and now he is into his toddler years. Now I have two toddlers and have come to the realization that I would like a career. Though I want a career, I hate the thought of leaving my two boys. This has led me to follow in my step-father’s footsteps by pursuing a career from my home. After much research and trying a few things, I fell upon the up and coming field of Virtual Assistants. This field seems to suit me perfectly. I can use all of the aspects of my prior positions and work with other small businessmen and women to improve their business. I am truly looking forward to this venture and am looking forward to what my future holds.

Kellie Stotsky
The Essential Virtual Assistant
www.theessentialva.com