If you’re a small business owner or entrepreneur, you may find that you need occasional administrative support on a part-time basis. Working with a Virtual Assistant (VA) may be just what you are looking for.
There are several advantages to working with a VA vs. a full-time, in-house assistant. Since a VA is an independent contractor, there is no need for extra office space or equipment, and no need to pay taxes, insurance or fringe benefits. And studies have shown that the real cost of hiring and keeping a full-time, in-house assistant is 2 to 2 ½ times the cost of his or her salary. When you work with a VA, the only cost to you is ‘time on task.’ Simply write one check a month, and you’re done.
A VA works with clients from his or her home office in an ongoing capacity, sometimes charging hourly, sometimes via retainer, handling various administrative tasks as needed. Because the VA does not work in the client’s office, it is important to note that the relationship between the client and the VA is extremely important. Communication happens via phone, email, fax, and sometimes instant messaging. Documents are shared through email, fax, or through remote programs such as GoToMyPC (http://www.gotomypc.com) or PC Anywhere (http://www.pcanywhere.com). These remote programs are generally easy to use, and your VA can even help you get set up to work remotely. Also, materials for projects can be sent directly to the VA’s office when necessary; for example, to handle a bulk mailing of brochures.
As a business professional you might find that your typical day involves making and answering phone calls and email, scheduling and attending meetings and appointments, invoicing clients, and the list goes on. A VA could simplify things for you by keeping your calendar up-to-date, screening your voice mail and email messages, setting up meetings and appointments for you, invoicing your clients, and even sending out greeting cards to your clients, family and friends. All of this allows you the time to handle the most important aspects of growing and maintaining your business.
Some of the tasks a VA will typically handle include:
- Invoicing clients
- Small or bulk mailings
- Making appointments
- Keeping your calendar up to date
- Screening email
- Handling voice mail and/or email, responding on your behalf
- Managing contact databases
- Maintaining your web site
- Submitting press releases and/or articles
- Planning meetings
- Making travel arrangements
- Internet research
- Birthday or holiday cards for family/friends/clients
- Online shopping for client gifts
Allowing a VA to handle these kinds of daily details will allow you the time to focus on what you do best, and what is important to you. To get started working with a VA, there is usually a 30-minute phone consultation, where each party interviews the other to determine if there is a good fit for a working relationship.
Your time is valuable, and a Virtual Assistant can help you save a lot of that time on a regular basis. Isn’t your business and your peace of mind worth it?
By: Cynthia Morse, CAP