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Disclaimer
This book has been written by the author with input from individual contributors to educate
business owners.
All views expressed in this book are the views of the authors. They are not meant to be a
substitute for professional services or advice, nor can it be guaranteed with regard to its
accuracy or reliability with any recourse to the contributors.
The articles have not been warranted for content, accuracy or any other implied or explicit
purpose and the contributors do not accept liability for misuse of content in this e-book.
Copyright
All content included in this book is copyright and the intellectual property of the author.
Apart from fair dealing you cannot claim the author's content as your own or reproduce the
articles in any form without express permission from the author.
As the reader, you may quote from this book and refer to the contents remembering to
acknowledge the author when doing so.
Copyright ©2012 Jo Saunders
Contents
Introduction ..................................................................................................................................................... 5
Why me?.......................................................................................................................................................... 5
The Business Growth Gap ................................................................................................................................. 7
What is a Virtual Assistant ?.............................................................................................................................. 8
What is an Offshore VA?................................................................................................................................. 10
Virtual Assistant Basics .................................................................................................................................. 11
Will I save money by using a VA? ............................................................................................................ 11
What is the standard rate for a VA?........................................................................................................ 11
Can one VA take care of all my support needs? ...................................................................................... 11
Who does a VA work with? .................................................................................................................... 11
Are VAs always female? ......................................................................................................................... 11
Does a VA work office hours? ................................................................................................................. 12
What systems does a business need to have in place, to enable a VA to be as effective as possible? ....... 12
Communicating with a VA .............................................................................................................................. 13
What is the best way to communicate with a VA? .................................................................................. 13
Do you need to meet with a VA? ............................................................................................................ 13
Email best practice ................................................................................................................................. 14
Confidentiality and Credibility......................................................................................................................... 15
How can I trust the VA is working on my tasks? ...................................................................................... 15
Should a VA supply a résumé or CV?....................................................................................................... 15
How does a VA demonstrate these qualities: reliability, meeting timelines, and being professional in the
delivery of service? ................................................................................................................................ 15
How do VAs protect their clients confidentiality? ................................................................................... 16
Is there ever a conflict of interest where a VA works with the same type of client? ................................. 16
Getting Started............................................................................................................................................... 17
How do we start working with a VA? ...................................................................................................... 17
How do we pay a VA for services? .......................................................................................................... 17
What tasks can a VA take care of? .................................................................................................................. 18
Article Marketing ................................................................................................................................... 18
Audio Transcription................................................................................................................................ 18
Blogs...................................................................................................................................................... 18
Bookkeeping .......................................................................................................................................... 18
Customer Relations Management .......................................................................................................... 19
Customer Service ................................................................................................................................... 19
Database Management .......................................................................................................................... 19
Desktop Publishing................................................................................................................................. 19
Email Marketing ..................................................................................................................................... 20
Email / Postal Services............................................................................................................................ 20
Event Organisation................................................................................................................................. 21
Graphic Design ....................................................................................................................................... 22
Legal Secretarial ..................................................................................................................................... 22
Meeting Support .................................................................................................................................... 22
Personal/Executive Assistant .................................................................................................................. 22
Personal Services ................................................................................................................................... 23
Personnel Management ......................................................................................................................... 23
Power Point Presentations ..................................................................................................................... 23
Research ................................................................................................................................................ 24
Recruitment........................................................................................................................................... 24
Secretariat Services ................................................................................................................................ 24
Spread Sheet and Charts ........................................................................................................................ 25
Social Media .......................................................................................................................................... 25
Telemarketing ........................................................................................................................................ 26
Website Management............................................................................................................................ 26
Word Processing .................................................................................................................................... 26
VA Checklist ................................................................................................................................................... 28
How to Work With a Virtual Assistant / Specialist ........................................................................................... 28
7 Tips for Working with a VA........................................................................................................................... 29
Where do I find a VA?..................................................................................................................................... 30
VA Organisations ............................................................................................................................................ 32
A Clayton's Secretary VA Directory ......................................................................................................... 32
Alliance for Virtual Business ................................................................................................................... 32
Australian Virtual Business Network ....................................................................................................... 33
International Virtual Assistants Association ............................................................................................ 33
Virtually Yours Virtual Assistants ............................................................................................................ 34
VA Portal ............................................................................................................................................... 34
Other Useful Links .......................................................................................................................................... 35
Summary........................................................................................................................................................ 36
Contributors ................................................................................................................................................... 37
About the Author ................................................................................................ Error! Bookmark not defined.
SPECIAL OFFER ............................................................................................................................................... 39
Introduction
Inspiration for writing this book came whilst preparing to present to a local networking
group about what a Virtual Assistant is and how they can help small business. Hearing the
confusion around what is understood about the role of a Virtual Assistant and being around
the industry for a number of years, I decided to create this book.
The aim of this book is to educate and explain just what a professional Virtual Assistant is,
how they work, what they do and how you the business owner can leverage their skills and
experience to help you grow your business.
Why me?
I started my business part time while employed, in the event management and marketing
field. When I took the leap to focus on my own business full time in 2009, I joined the
Virtual Assistant industry and offered business support services to my clients who were
mostly organisations and event providers. I bundled my event management and marketing
skills, along with graphic design and extensive administrative experience into my business
model.
In building my business I found much support from the various virtual business
organisations and forums, attending the annual Online International Virtual Assistant
Convention (OIVAC) and the Australian Virtual Assistant Conference (AVAC) in Melbourne.
I went on to establish a group for virtual business in Western Australia - WA Virtual
Business, to network and support each other. I was invited to join the founding Steering
Committee of the Australian Chapter of the Alliance for Virtual Business in 2011. I facilitate
a monthly Virtual Roundtable for Alliance members, whereby we discuss various industry
topics. I also joined the organising committee of OIVAC for 2012.
In 2011 I rebranded my business to focus on helping clients leverage online marketing, by
planning, executing, training and managing their social media and email marketing. I run
workshops helping professionals use LinkedIn to build their brand and speak on social
media.
I have used a variety of Virtual Assistants myself and now via this book, aim to help other
busy people grow by leveraging the expertise of a Professional Virtual Assistant.
Get a FREE Social Media Marketing Plan template by pasting this link into your browser:
http://www.wildfiresocialmarketing.com/wildfire/freebies
Jo Saunders
Wildfire Social Marketing
www.facebook.com/wildfiresocialmarketing
The Business Growth Gap
Are you in that place between starting out and needing to employ help but can’t see how to
get there or what to do in the meantime? Are you feeling overwhelmed and tired trying to
do everything in your business?
With an employee comes a huge overhead, in financial terms and management terms. It
may not be the space you wish to be in, or you may be in this space but find you still don’t
have enough help at hand, particularly in terms of specific skills and projects. This is where
a Virtual Assistant can step in to bridge the gap.
Having a professional Virtual Assistant on your team means you can get things done and
focus on the things you need to focus on, in order to grow your business.
The full cost of an employee is much greater than their salary. You are obliged to pay
superannuation, workers’ compensation, find space in your office for them to work, provide
them with all the equipment required, and organise regular training at your cost. The cost
of an employee can be 2.5 times their salary and you are locked into providing ongoing work
to meet the employment contract needs, unless they are a casual employee, and then there
are minimum requirements to meet.
You may consider using a Temp Agency, but once again there is a commitment to minimum
hours of engagement and a much higher hourly rate. You may need to train them and will
need to provide them with equipment and a physical work space. If you want the same
person again they may not be available.
A Virtual Assistant may be a better solution to your support needs as needed.
What is a Virtual Assistant ?
A professional Virtual Assistant or VA, is a highly-skilled independent contractor, an
entrepreneur with many years corporate experience, who provides remote administrative,
technical or creative business support to clients, from their office.
They build an alliance with their clients, from solo entrepreneurs to medium-sized
enterprises and organisations. They can develop long term relationships, with the benefit of
continuity, trust and loyalty.
A VA has a commitment to training, often hold industry certification and are members of
professional Virtual Assistant organisations.
VAs have extensive experience in administrative support and management roles, spanning
various industries, in many areas, including finance and accounts, website management,
event management, desktop publishing, secretarial support, research, recruitment, human
resources, social media marketing and traditional marketing. They come from positions
such as Office Manager, Executive PA, Legal Typist, Copywriter, Event Manager, Marketing
Manager, Secretary and Bookkeeper.
A Virtual Assistant will invoice you for the work they have completed, any items relating to
it, and nothing more. It is a flat inclusive fee often billed on an hourly rate or via a retainer
agreement or package. There are no additional costs for insurance, superannuation or leave
to factor in. There are no costs for training and equipment. VAs buy their own equipment,
and organise their own training as part of their business costs.
A Virtual Assistant is one term in use, but there are many others being used, depending on
the service being provided to particular markets, such as Virtual Business Manager, Virtual
Business Consultant or Online Business Manager among others.
For the purpose of this book, we will use the term VA, but we actually mean a virtual
specialist covering many support roles.
What is an Offshore VA?
The term VA is often confused with the “offshore VA” who is generally an employee
operating from a call centre, rather than a professional business owner. Offshore VAs
operate in various locations around the world, such as India and the Philippines and offer
many services for a fraction of the cost, via sites such as Elance and oDesk, but be sure they
can indeed meet your needs. The type of work and level of risk may dictate whether this is
the right solution for your needs.
A professional Virtual Assistant adds value to your business and understands what running a
business is like, because they too run a business. They are responsible for their business
operating costs, taxes, insurance, equipment and training, leaving you less to worry about.
Being informed about which model of VA you are working with will impact your decision to
engage a professional VA or offshore VA. Do your homework and check whichever VA you
engage has the skill set you require to perform the tasks and has the experience to meet
your needs as a professional business partner. Professional VAs will have a LinkedIn Profile,
Facebook Business Page and website where you can get a feel for their work, view
testimonials and recommendations, validate their experience and view their service
offering.
Virtual Assistant Basics
Will I save money by using a VA?
Partnering with a professional VA and having them take care of the tasks you don’t enjoy,
don’t have the expertise in or skill to undertake, or really don’t need to be doing, will free up
your time to focus on other things, such as core business, marketing and networking to
grow your business. Having strong, reliable support will also allow you to take time out of
your business, giving you the lifestyle you want.
What is the standard rate for a VA?
VAs each set their own rate as a business owner and specialist. Certain skills are priced in a
higher bracket and some VAs operate under a package model. Rather than look at the
price, look at the value. As in any business, choose the most appealing specialist for the
task, based on skill, experience and price, rather than just on price alone.
Can one VA take care of all my support needs?
Be sure to partner with a VA that fits you immediate needs, which will make for a better
relationship and provide maximum value. You may need to engage various VAs to meet all
your needs. Initially start with a few tasks and increase as needed.
Who does a VA work with?
A VA can support any business or organisation, including small business, non-profits,
Consultants, Coaches, Speakers, and other VAs. Some tend to have a niche market they
work with, so you may come across a VA who is a specialist in your industry.
Are VAs always female?
While the majority are female, due to the nature of much of the work, and the fact that
many come from secretarial and Personal Assistant backgrounds, who are traditionally
women, there are some males in the VA community. Many male VAs have an IT or project
management background in addition to general administration.
Does a VA work office hours?
This will depend on the individual. Given a VA is not an employee but a business owner
themselves, they will communicate hours of work, turn-around time, additional fees for
‘rush’ jobs or out of hours work in the Agreement provided to the client. Some VAs will
work in the evening, without charging you extra, because they choose to work this way.
Other VAs may operate 9am – 3pm to suit their needs. If they are not available, a system
will be in place to leave messages.
Check the Agreement the VA has supplied and work with them to come up with mutually
agreeable terms.
Don’t expect your VA to be ‘on call’ unless this is set out in the Agreement. Additional costs
may be incurred for that level of service, if it is available. That service may not be available
with all VAs.
It may take time to adjust from operating with an employee who is available, to becoming
the client of another business and not having instant access to support. Having a clear
communication method and process is important.
What systems does a business need to have in place, to enable a VA to be as effective as
possible?
A VA will have their own system for working with clients. Some use online project
management tools such as Huddle, Basecamp or Client Spot and other cloud solutions.
Having a clear idea of the services required and any processes you need the VA to manage
will help. Having a communication process and nominating the preferred method of contact
is crucial.
Communicating with a VA
What is the best way to communicate with a VA?
A professional Virtual Assistant operates remotely, therefore they will communicate and
share information in many ways such as via email, Skype, phone, social media, online
project management tools, file sharing such as Dropbox, or even fax.
Establish your preferred methods of communication at the start of the relationship and
always schedule any meeting times if relevant.
Be clear and concise in communications and communicate deadlines well in advance.
Specify upfront as to when a project or task needs to be completed by, give clear
instructions for specific tasks and projects, and establish at what stages you need to be
consulted or informed of the status. If expectations are upfront and clear, they can be
managed easily. Be sure expectations are realistic especially in relation to turnaround time.
Be aware that a VA has other clients and work needs to be scheduled, so good planning and
clear communication is crucial.
Do you need to meet with a VA?
If you use a local VA you may actually meet in person, but this isn’t the way a VA generally
operates. Some VAs can work with clients years before meeting! Being virtual shouldn’t
limit the relationship and having a clear communication plan will assist the relationship.
Establish monthly goals around tasks and projects, establish a way of reporting if required,
and make time to ‘meet’ on a regular basis, be it monthly or quarterly . It may also be
relevant to invite your VA to your regular team meeting if you have an ongoing relationship
with them. If it is a physical meeting at your office, have them attend via Skype. Just as you
are paying your staff to attend, your VA is also working therefore this will be included in
their invoice. It may be a good use of time to keep communication open and keep them in
the loop just as you would with other team members. It all depends on the type of
relationship and how involved they are in your business. Do remember though that they
are not an employee.
Email best practice
Keep emails to one topic per email where possible unless it is a task list or update from a
meeting. Addressing one topic per email will provide clarity and a clear path. In the subject
include the topic and action required. Eg FYI: “topic”, For action: “topic”. Communicating in
the same way as your VA will improve the communication process.
Confidentiality and Credibility
How can I trust the VA is working on my tasks?
In a nutshell trust will come over time. Switching from employer mindset to being a client is
a big shift. A professional VA does not need to be micro-managed. Obtain an estimate on
time/cost initially and seek clarification if there is a variation. Agree on the scope of work,
preferred communication method, timeframe and rates, and let your VA get on with their
work.
A VA will set their own hours of work, so be sure to check when they are available. Keep in
mind that they will schedule the work, which may be done after regular office hours, but
this is their prerogative.
Should a VA supply a résumé or CV?
A VA is a business owner and isn’t an employee. Therefore a résumé isn’t standard practice.
Most VAs would have a LinkedIn profile, an ‘About’ section of their Facebook page, an
‘About Us’ page on their website, or a Biography available. Between these resources and
testimonials, as with any professional business, you will get a feel for their skills and history
to give them credibility.
How does a VA demonstrate these qualities: reliability, meeting timelines, and being
professional in the delivery of service?
Check the prospective VA’s social media channels such as Facebook Page and LinkedIn.
Check their website and blog and look at their terms and conditions. Ask for testimonials
and samples of their work and test out their service with a small job to get a feel for their
customer service skills, professionalism and reliability.
How do VAs protect their clients confidentiality?
Professional VAs will operate under terms and conditions generally specified in their
Agreement or Contract. Because they are a business owner, they need to protect their own
business as well as the client relationship, which would include confidentiality and security
of client files.
Is there ever a conflict of interest where a VA works with the same type of client?
VAs operate under a code of ethics as detailed in their Agreement of Contract. Some VAs
carry the Ethics Check Certification and others link to a VA organisation’s Code of Ethics such
as this one http://www.administrativeconsultantsassoc.com/ethics.
Getting Started
How do we start working with a VA?
Create a list of tasks that you don’t need to do or want to do. Establish which one you could
start to outsource. Make contact with 2 to 3 VAs and determine which will be the best fit.
Once you have selected a VA to perform the tasks required, the VA will generally provide
you with an Agreement or Engagement Letter to commence a business relationship and
outline the terms, services and fees. Once signed, the relationship can start. First work out
the tasks you want to outsource and the process your VA will use. Most importantly be
willing to let go and develop a relationship with your VA.
How do we pay a VA for services?
VAs either take payment upfront or after the project. Some will set up a retainer package to
suit your needs with payment due before starting, some issue invoices at the end of the
month, and others at the completion of the task or project.
Payment terms and methods will be detailed in your Agreement and on the invoice. Most
common methods of payment are direct deposit, PayPal or credit card.
What tasks can a VA take care of?
A VA can perform many tasks from general administration to highly specialised tasks. Here
is a list of 101 Ways To Use a Virtual Assistant, from the International Virtual Assistants
Association: http://www.ivaa.org/general/custom.asp?page=101WaysToUseaVA
A – Z of tasks a VA or specialist virtual business can do:
Article Marketing
Submit your articles to article directories
Write base articles for you to tweak
Audio Transcription
Transcribe recorded audio files
Blogs
Set up and manage your blog
Create blog posts from supplied content
Moderate comments
Link to your social media
Create social media posts to drive traffic
Bookkeeping
Data entry
Accounts Payable
Accounts Receivable
Debtor follow up
Invoicing
Customer Relations Management
Research best CRM solution for your needs
Set up of an online CRM
CRM management and data entry
Enter details from business cards collected at events
CRM training
Create a 'Client Feedback Survey' and distribute to your clients
Analyse responses to your survey and provide you with a summary report
Coordinate a client mail-out including print and postage
Customer Service
Send introduction letters to new contacts
Client liaison / nurturing
Organise client gifts
Provide virtual reception services
Database Management
Create and manage an Access database
Import and export of contacts
Desktop Publishing
Document scanning and conversion to PDF
Design certificates
Document template design
Design and print labels
Design of client newsletters
Design of fliers, brochures and price lists
Design of invitations
Email Marketing
Set up email marketing client
Import current database
Manage your email lists
Create email templates
Create subscriber forms for web and social media
Create and distribute your eNewsletters
Provide email marketing reports on open rates and click through rates
Source newsletter content
Create auto-responders
Get a FREE Social Media Marketing Plan template by pasting this link into your browser:
http://www.wildfiresocialmarketing.com/wildfire/freebies
Email / Postal Services
Manage your business email, such as @admin or @enquiries email address
Email screening
Respond to first level enquiries on your behalf
Forward emails that require attention
Collect your postal mail - collect local mail or have your mail forwarded to us
Scan and email of your postal mail
Vacation mail service
Design and upload your email signature
Event Organisation
Seminar, workshop and conference planning
Social / networking event planning
Create and mail invitations and manage RSVPs
Create registration forms
Set up and manage online event registration
Venue research
Venue and catering management
Create marketing material
Create press releases
Manage advertising
Social media marketing
Design and print name badges
Create and print handouts and workbooks
Create slides from supplied content
Create a feedback form
Collate feedback results
Create and send confirmation and reminder emails
Source marketing products
Set up the event on Facebook and LinkedIn
Share event info via Facebook, LinkedIn and Twitter
Create a schedule of Tweets and posts to promote the event
Graphic Design
Logo design
Print design, such as business cards, brochures, newsletters
Pull up banner design
Vehicle branding
Web custom graphics
Photo editing
Profile image creation
Legal Secretarial
Prepare correspondence and court documents from your dictated recordings
Conduct property searches
Confirm appointments
Meeting Support
Prepare agendas and distribute to attendees
Create reports
Attend meetings and take minutes
Prepare minutes from your notes or recordings
Arrange resources including meeting venue and catering
Personal/Executive Assistant
Manage your diary
Send client gifts for birthdays or special occasions
Send Christmas cards and gifts to your clients and colleagues
Pay your bills or send you reminders when they are due
Assist in locating seminars and conferences for you to attend
Proofread your articles/documents before you post/send
Order your monthly stationery supplies online
Obtain quotes, coordinating ordering, delivery and payment
Take care of travel arrangements (including flights, car hire, accommodation)
Prepare a comprehensive itinerary
Manage your business while you are on holidays
Project management
Design filing systems
System design
Decluttering strategies
Personal Services
Do your online shopping (from ordering gifts to online grocery orders)
Assist in the planning of personal events (weddings, parties or travel)
Book appointments
Personnel Management
Develop and/or update your Employee Handbook
Create Policy and Procedure manuals
Prepare welcome packages or orientation material for new employees
Prepare employee review templates and send you reminders to conduct review
Research training providers and book staff training identified in your training needs
analysis
Power Point Presentations
Design PowerPoint templates
Create a PowerPoint presentation
Create hand out documents
Create a web version of presentations and upload to SlideShare
Research
Research prospects
Research venues
Research suppliers
Research potential purchases and obtain quotes
Research software
Research competitors
Research gifts
Recruitment
Professional résumé writing
Prepare job descriptions and place advertisements
Take enquiries & review applications
Conduct preliminary phone interviews and compile a short-list
Research candidate online presence such as LinkedIn Profile
Conduct reference checking and verify past employment
Schedule interviews with candidates
Prepare and send unsuccessful letters / emails
Secretariat Services
Acting as the first point of contact for organisations
Governance
Public Officer
Managing new members
Managing member renewals
Annual General Meetings and special meetings
Event co-ordination
Minutes and Agendas for Board Meetings
Spread Sheet and Charts
Create basic spreadsheets
Create complex spreadsheets
Design templates
Produce charts and reports
Social Media
Create your custom social media strategy
Determine suitable platforms
Set up your social media accounts
Review your existing social media presence and strategy
Design cover images, profile images and tab icons
Design Twitter and YouTube backgrounds
Research and install appropriate Facebook apps to extend the page functionality
Create custom Facebook tabs
Integrate email marketing
Provide buttons for use on your website to encourage traffic
Provide training on Facebook, Twitter, LinkedIn, Pinterest, YouTube, Google+
Create a content calendar and marketing plan
Create content from your blog, newsletter, interviews or e-Book for updates
Schedule posts and Tweets using social media management tools
Add events to Facebook and LinkedIn and share via Twitter
Review your social media plan and provide reports
Get a FREE Social Media Marketing Plan template by pasting this link into your browser:
http://www.wildfiresocialmarketing.com/wildfire/freebies
Telemarketing
Call prospects from supplied databases / list
Create effective phone scripts that work
Create follow up email templates for various scenarios
Book appointments and manage online diaries
Report on results
Website Management
Create a WordPress website
Mange and update your website
Manage plugins
Report on web traffic
Manage your hosting
Manage or order your domains
Word Processing
Typing (create letters, reports, style guides, tenders and contracts)
Develop and / or update manuals
Create template documents and spreadsheets
Refresh old template documents
Editing and formatting of reports, manuals and other documents
Format and author e-books
PDF conversion - web optimisation
Write tenders
Legal and medical typing
Minute taking and agendas
Zzzzzzzzzzzz
Helping you sleep easily!
VA Checklist
Here is a list of what one VA needs from her client:
# a clear written brief on what particular task is required to be undertaken
# an indication of a time frame so work load can be prioritised
# enough notice to be able to complete the task
# supply of all the information needed in order to complete the task
# be available within a reasonable timeframe in case questions/problems come up
# preferably use an online file-sharing tool, e.g. Dropbox or Google docs to make
sharing files and communicating more efficient and streamlined
How to Work With a Virtual Assistant / Specialist
1. Find the best person for the task
2. Sign a clear agreement, including Terms of Service
3. Agree on rates and invoice terms
4. Have a clear outline of the tasks / project work required
5. Establish preferred method of communication
6. Agree on task deadlines
7 Tips for Working with a VA
1. Communicate with clarity around expectations at the beginning of your project to
avoid misunderstandings.
2. VAs don’t work ‘standard’ business hours. Be assured that work is being done but
not necessarily during the day on a week day.
3. Communicate your availability so the VA can reach you at appropriate times if a
phone call is required. Having a communication plan means reasonable expectations
can be agreed upon and managed.
4. Plan ahead and communicate your deadlines so your VA can schedule effectively.
Your VA will do their best to accommodate urgent tasks but be aware it may not always
be possible.
5. Understand that a VA is not an employee but instead a business owner who will view
your business from a different perspective - they should be seen as a business partner.
6. VAs are experienced specialists in their field and do not need to be micro-managed.
7. If things aren’t working so well, communicate with your VA. Schedule a regular
virtual meeting and set monthly goals around tasks and projects to be sure you are both
on the same page.
Where do I find a VA?
You may find VAs at local networking events, social media, online directories, or have a look
at these VA related organisations:
http://vadirectory.net/
http://www.avbn.com.au/
http://www.virtuallyyours.com.au/
http://allianceforvirtualbiz.com/
http://www.ivaa.org/
http://www.VAnetworking.com/
http://www.BeMyVA.com/
There are many other organisations around the world. Many organisations and networking
groups have online directories of their members.
The above VA groups list their members and areas of expertise. Many local groups will also
have a member directory with services listed, which is a great way to find a local VA.
Other than using Google to search for a VA with the skill set you require, consider the
following:
# Local networking groups
# Local business organisations
# Word of mouth referrals from VAs or clients
# Referrals from a Business Coach
# Online networking groups
# Online business directories
# Yellow Pages
# Social Media
# LinkedIn groups
# Facebook
# Twitter
# YouTube
VA Organisations
Here are a few VA organisations to start your search.
membership, so members are of a certain standard.
Some run checks as part of
A Clayton's Secretary VA Directory
Overloaded with your admin needs and don't know where to start? Frustrated with the time
you need to spend doing your general business 'housekeeping'?
Here's why you should use our services:
# No need to make several calls. Fill out the form at 'post your job' and you'll have 3 - 4
of our Virtual Assistants contacting you.
# Tell us only once. Your message will go out to our whole team so you won't need to
keep repeating yourself to find help.
# Experience. All of our members have minimum 5 years' working experience with many
20+ years.
# Informative. You can view the profiles of all of our members to find the right VA for
you.
# One stop shop. You don't have to keep looking in many places, we have all the support
you need here.
# Free! No agency fees for finding the right VA(s) for you.
http://www.vadirectory.net
Alliance for Virtual Business
A4VB Australia is the Alliance for Virtual Businesses’ chapter in Australia. The role of the
host organisation, A4VB, is to provide appropriate information, education, coaching,
training, networking and mentoring for up and coming and also existing virtual businesses.
A4VB is about learning, sharing and networking to support each other in our business goals
and needs. The A4VB is also about building relationships to enable us to work together to
further grow and develop our businesses and help them to become strong and profitable.
The Alliance is also a place where existing business owners can find their perfect match
when looking for their virtual business needs.
If you are an aspiring, emerging, or seasoned virtual business we invite you to join our
community and share your knowledge, experience and expertise with other encouraging
entrepreneurs.
http://a4vb.com.au/rfps/
Australian Virtual Business Network
AVBN is the only Australian network to fully prequalify and skills test its applicants before
they join to ensure that they meet minimum requirements for virtual business operators in
the areas of experience, skill, ethics and professionalism. So the hard work of due diligence
has already been done for clients.
The above is a primary point of difference between AVBN and other networks together with
the fact that it is comprised of only the best Australian-only virtual businesses since
membership criteria is so strict. However we do not accept membership from agencies or
companies who employ staff.
AVBN is not an agency so clients are not charged to be partnered with a virtual business
service provider.
http://www.avbn.com.au/
International Virtual Assistants Association
The International Virtual Assistants Association (IVAA) is a non-profit organisation dedicated
to the professional education and development of members of the Virtual Assistance
profession, and to educating the public on the role and function of the Virtual Assistant. The
IVAA provides continuing education, networking opportunities, member benefits and
optional certification to its members, as well as provide a member directory and Request for
Proposal (RFP) system for parties interested in utilising the services of member virtual
assistants.
Are you in need of some specialised or occasional assistance to grow your business?
Working with a Virtual Assistant can be the perfect solution when you need ongoing help
(but don’t need a full-time employee) or when you need a specialist for an important
project or two. From general administrative support to creative and technical projects,
search our member directory or submit your own Request for Proposal (RFP) to find the
perfect match for your needs.
http://www.ivaa.org/
Virtually Yours Virtual Assistants
Virtually Yours (VYVA) connects you to Virtual Assistants. Our Virtual Assistants are
independent business owners with their own business plans and rates. We take the legwork
out of finding the perfect Virtual Assistant for you and your business.
# Are you looking for a highly skilled Virtual Service Provider to help your business?
# Need help finding time to do what you do best?
# Want to offload the tasks you hate to do, but know what must be done? –
Bookkeeping, Transcription, Social Media, Web Management and so on?
# Want to find out about working with Virtual Providers and handy tips for business
management?
If you find yourself wasting a lot of time on administrative tasks, because you either lack the
skills or haven’t got the resources to hire a full-time secretary, then working with an
Administrative Virtual Assistant is the solution you have been looking for!
If you are looking for a service provider who can support you virtually (off-site) with other
services such as Author Support, Event Management, Speaker Support, IT Support,
Copywriting and Editing, you’ve come to the right place.
Virtually Yours Virtual Assistants do all your work remotely while you go about running your
business, saving you time and money!
http://www.virtuallyyours.com.au
VA Portal
The portal is a multi-VA business which means we have a team of hand-selected VAs already
checked and ready to be utilised without having to search the net and other networks trying
to source the VA who has the expertise required. Of course from time to time, there will be
tasks that we don’t have the skill set for but Debbie will be only too happy to find a suitable
candidate amongst the many forums she and Colleen belong to.
http://virtual-assistant.com.au
Other Useful Links
http://blog.execstress.com/2011/08/outsource-or-insource-things-to-consider/
https://www.facebook.com/WAVirtualBiz
http://www.wavirtualbiz.com/what-is-a-virtual-assistant-business
http://www.absolutelyvirtual.com.au/Successful-relationship-with-VA.pdf
http://www.virtualassistantforums.com/
http://www.vanetworking.com/
http://australianvaconference.com/
http://www.administrativeconsultantsassoc.com/
http://www.flyingsolo.com.au/working-smarter/outsourcing/working-virtually-adefinition
Summary
If you are planning to take your business up a level, use the ideas in this book to identify the
tasks you can outsource and where to find the right help. Getting support in your business
can be affordable and within reach, without being locked in to the conditions of taking on an
employee.
Create your own virtual team so that you can be more productive, profitable and have more
time to invest in things which are important to you, whether business related or personal.
Build the team you need and create the lifestyle you deserve.
Contributors
A Clayton's Secretary
http://vadirectory.net
Kathie M. Thomas pioneered the Virtual Assistant
industry in Australia and established the first VA
network in the southern hemisphere. Through a
desire to work at home and be present for her family
of 5 daughters, she registered her business in March
1994 and took it online in January 1996. Kathie has
written many articles online and has been published
in books and magazines.
A Clayton’s Secretary’ was created as a home-based
secretarial support service in 1994. As the Virtual
Assistant industry developed ‘A Clayton’s Secretary’
changed its focus from entirely secretarial to
administrative and other services, to encompass the
virtual needs of all clients.
Absolutely Virtual
http://www.absolutelyvirtual.com.au/
Monika Newman, Principal of Absolutely Virtual, has
more than 20 years experience in secretarial,
Personal Assistant and administrative positions. She
has worked with a variety of companies, ranging from
small to large multinational enterprises; they include
import/export, travel, government, major oil
companies and independent consultants.
Absolutely Virtual can work with you in an ongoing
capacity, for long-term or one-off projects. This will
be achieved through effective communication,
ongoing education, monitoring outcomes, and
continued improvement in delivery of client services.
Absolutely Virtual, giving your business that
professional edge.
AKA Virtual PA
http://www.akavirtualpa.com.au/
AKA Virtual PA is your one-stop-shop for all of your
secretarial and administrative requirements.
Specialising in Associations (Secretariat), Coaches and
Public Speakers.
Running your own business can be stressful and time
consuming, so don’t spend valuable time on tasks
that you can outsource. Focus on your own business
requirements and have the freedom to grow your
own client base. Enjoy the flexibility of having your
AKA Virtual PA as close as an email or phone call
away. You can have peace of mind that your work is
being done by an accredited office professional with
many years experience in the secretarial field.
Linda Harachi
http://www.facebook.com/myaustraliansecretary
Linda Harachi’s experience with secretarial and
administrative support spans 20 years. She began her
career by completing a Diploma in Secretarial Studies
and has worked overseas, in the private sector and in
the Western Australian state government. Linda has
also run a successful VA business, My Australian
Secretary which has a new focus on the horizon.
MJS Virtual Business Support
http://www.mjsvirtual.com.au
We provide a reliable, efficient and flexible virtual
business support service for small business and solo
entrepreneurs. We help to streamline your business
processes so you can really take your businesses to
the next level. Partner with MSJ Virtual Business
Support and receive personalised service and high
quality, professional support that you can rely on.
My Own P.A
www.facebook.com/MyOwnP.A
Based on the Gold Coast, the Principal of My Own
P.A, Sarah Cronin, possesses 12 years of experience
within the legal sector as an administrator and
paralegal as well as over two years as a VA. With
exceptional organisation, a flair for the written word,
high attention to detail and a firm commitment to
completing projects on time, My Own P.A is
dedicated to consistently providing services of the
highest standard. ..."Life just got easier"!
About the Author
Jo Saunders is the Director of Wildfire
Social Marketing, a Perth based marketing
and events consultancy specialising in
social media and online marketing
strategy, implementation and support.
Wildfire Social Marketing help our clients
get fired up and found in the online media
space, by leveraging social media tools to
promote events, build your profile,
increase your brand exposure, grow your
business and increase profits. We offer
training to small business and organisations
in Perth, Western Australia and beyond.
With 20 years’ experience in office management, graphic design, marketing and event
management, working in person and virtually, Jo brings passion, creativity and innovation to
your business.
Jo was invited to join the Steering Committee of the Australian Chapter of the Alliance for
Virtual Business and currently facilitates the Virtual Roundtable. She organised Global
Virtual Assistant Week in Perth in 2011, is on the Online International Virtual Assistant
Convention Committee (2012) and runs a local networking group called WA Virtual
Business.
Wildfire Social Marketing is a Certified Australian Virtual Business, and Jo was nominated for
the Thomas Leonard International Virtual Assistant of Distinction Award in 2011.
If you need help with your LinkedIn presence, Facebook Page, Blog, Twitter and email
marketing strategy, contact Jo. She loves to help make you look good online!
Contact Details:
Address:
Phone:
Email:
Website:
LinkedIn:
Facebook:
Twitter:
PO Box 11, North Perth WA 6006
0422 431 039
[email protected]
www.wildfiresocialmarketing.com
http://au.linkedin.com/in/josaunders
www.facebook.com/wildfiresocialmarketing
@joatwildfire
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Endorsement
“You need a team. That is how you increase your profits. Outsourcing business tasks is a fantastic
way to get the support you need. Virtual assistants can help you do less and make more. Are you
ready to get started? Jo Saunders’ book is a how-to guide to get you going! I highly recommend it for
all business owners.” – Loral Langemeier, five-time bestselling author, speaker and coach.
LiveOutLoud.com