We’ve Moved and Other Big Changes!

You’ve probably noticed I haven’t been around much the last few weeks. We’ve been busy creating the Chief Virtual Officer website and blog. Our goal is to help new and aspiring virtual assistants now that they are business owners and no longer employees.

We’ve launched our new website and blog! All the great information you found here can now be found at the Chief Virtual Officer blog. In addition to my blog posts, we’re adding blog posts by two additional business coaches, Joel D Canfield and Jerry Kennedy. Joel is my husband and business partner. Together we offer coaching for virtual assistants. Jerry is another business associate and has been a sales trainer for many years. So come on over and join in the conversation.

How Many Clients Do You Have?

A business broker I know suggested I write about the danger of a virtual assistant having only one client. Many virtual assistants would agree that they want more than one client. However I do know of VAs that only have one client because they get 20-40 hours work each week from that one client. That’s wonderful!

The one drawback to having just one client is – what happens if you lose that client? You’ve just lost your entire business. So even if you are working 20-40 hours per week for one client, consider adding a couple of smaller clients to your client base.

You may think you can’t take on additional work when you’re already working 20-40 hours per week for your one client. This would be a good time to get to know another virtual assistant that would be willing to sub-contract for you. There are other advantages to building a relationship with another virtual assistant also and we’ll discuss that in a future post.

Virtual Assistants Meetup

We live in a virtual world. As virtual assistants, for the most part, it is not necessary to leave our home office to do our work. Yet there are some cons to working solo in this environment. It can be lonely not to have the comaraderie we once had in an office setting. We no longer have the ready access to a fellow office mate to bounce ideas against and get instantaneous feedback on our work. Sure we can get that from other people online. But the connection is not quite the same.

Virtual assistants in many areas are creating meetup groups at Meetup.com. They meet regularly with one another as a group at a local setting. Here they are able to exchange ideas, brainstorm, and get encouragement to help them in their businesses. Some have other people come in and speak on topics that are of interest to the group and can help them develop their businesses.

I belong to such a group that meets in Roseville, Caliornia each month. The Northern California Virtual Assistants Meetup Group usually meets the fourth Saturday of each month. We’ve had a business coach come in and speak to us; someone else came in and spoke about their time tracking software; another coach came in to speak on getting out of our comfort zone; another came in to discuss our motivation in selling our services; another is coming to discuss organization and productivity tips.

Perhaps you can find or create a similar group in your area so that you and other virtual assistants have a way to brainstorm ideas and grow your businesses. Let’s work together to grow the virtual assistant industry.

Our Virtual Book Tour Continues

Several bloggers have already hosted interviews of our book, The Commonsense Entrepreneur- Becoming an Entrepreneur, Not an Employee and we greatly appreciate that.

We’re being hosted today, October 15, 2009, at this blog (thank you Lee):
http://myofficeassist.org/blog/2009/10/15/the-commonsense-virtual-assistant-becoming-an-entrepreneur-not-an-employee/

Other dates are:
10/23 – Rachel Rasmussen
http://rescuedeskblog.com

10/27 – Janine Gregor
http://yourvirtualwizard.com/Blog.aspx

Come join us on the tour and leave a comment.

Writing Your Business Plan for 2010 to Increase Productivity

It’s time to start thinking about the New Year. Are you just starting out in business or have you been in business a while? Either way, each year you should consider writing a new business plan.

Your business plan does not need to be lengthy and complicated. It should include specific goals, strategies and actions you can implement on a daily basis. Having a written business plan with specific daily actions can increase your productivity and grow your business.

So let’s get started. The Canfield Kennedy InstantBizPlan.com website has a free report you can download – 6 Mistakes That Could Destroy Your Business . . . and How You Can Avoid Them. Go download your free report and get started on your 2010 plan now!

The Adventures of Vanessa Andruz, Virtual Assistant

Today I have a visitor. I’ve interviewed Vanessa Andruz, Virtual Assistant.

Tell me about yourself
I was an Executive Assistant for many years, but when I turned 50, I realized I was so tired of corporate politics…you know what I mean…so I decided it was time for a change. I researched different career paths, but none really seemed to “fit” until I found Virtual Assistance. I set up my VA business, and I’ve never looked back!

Why did you have these e-books written?
I did a LOT of research when I was setting up my business – such as what kind of business structure was best for me, how to set up my home office, how to determine my rates, the best ways to market my business and how to get over my fear of networking. It was hard work and took a lot of time. So, to save others all that research, I put what I learned into a series of e-books I call “The Adventures of Vanessa Andruz, Virtual Assistant.”

What is the series about?
It’s all about how to become a Virtual Assistant. The first e-book, Vanessa Has a Dream, describes how I left my job and decided to become a VA. It’s an unbelievable story, but I swear my adventures are as real as I am!

In the second e-book, Vanessa Becomes a Virtual Assistant, I discovered my company name – with a little help from the Universe and my mother – created a business plan template, and chose a business structure. As a bonus, I’ve included a link to a downloadable version of my business plan!

The third e-book is called Vanessa Sets Up Her Home Office. It’s full of practice advice on choosing the right office equipment and supplies for a VA business. There are research notes about computers, fax machines, scanners, ways to access the internet, and lots of good stuff. I even take my readers on a trip to my local office supply store in Washaketa, Wisconsin. What a fun place to shop!

My latest e-book, Vanessa Determines Her Services, Niche and Rates, includes a list of 300 services that VAs can provide – with the appropriate training, of course. I was amazed at how versatile VAs can be!! There’s also a downloadable Client Contract template.

What do you want the readers to get out of the series?
I hope that telling my story will give new Virtual Assistants the guidance they’re looking for when starting their own business. And I hope they enjoy the “personal touches” that I’ve included in all the e-books.

How can the readers contact you if they want further information?
They can email me, and I’m also on Facebook.

How much does your e-book cost?
Vanessa Has a Dream is free! Vanessa Becomes a Virtual Assistant is only $2.95, while Vanessa Sets Up Her Home Office and Vanessa Determines Her Services, Niche and Rates are very affordable at $4.95 each.

Where can the readers purchase your e-book?
They can find all of the books in my series at http://www.VanessaAndruz.com/Products.html.

Vanessa, thank you for stopping by my blog.

You are very welcome. Thank you, Sue, for having me.

About the Author:
Melodee Patterson of Short-term Solutions is a VA who, much like Vanessa, got tired of the corporate life and struck out on her own. She’s enjoying her role as chronicler of Vanessa’s amazing journey. (She does ask that you refrain from calling Vanessa a “fictional character.” Apparently Vanessa is a bit touchy about that fact.)

Vanessa Andruz

Book Summary:
The Adventures of Vanessa Andruz, Virtual Assistant series is not only full of practical advice for prospective Virtual Assistants, it’s also a fun story. You’ll meet Vanessa’s parents who live in Sedona, Arizona, where her mother reads auras for a living; Vanessa’s friend, Marci, an insurance adjuster unlike any insurance adjuster you’ve ever met; and Vanessa’s ex-husband, Mark, currently living with his “beach bunny” in Cozumel! Check out the series today.

What Makes Your Prospects Think of You First?

We all receive a ton of messages every day, maybe hundreds and even thousands, through email, radio, TV, magazines, etc. Does your prospect remember your message among all those they receive each day? When they are ready to use a product or service, do they think of you first?

Here are 4 ways to connect with your prospects on a regular basis so they will think of you first:

1. Ezine. Consider sending your ezine out weekly instead of monthly. A note of caution though. If you decide to send weekly, keep it short! If you’re blogging several times a week, your ezine could be the title and first paragraph of each post for the week with links back to those blog entries where your prospect can read more.

2. Blog. Post a blog entry at least three times a week, even daily. Conclude each entry with a call to action directing your prospects to your products and services.

3. Teleseminars. Promote your teleseminars in your ezine and blog. There are many sites you can promote your teleseminars on also. One site is www.seminarannouncer.com. You can also use Facebook and LinkedIn to post these events.

4. Auto responders. Creating an auto responder series is an excellent way to grow your list and stay on top of your prospects minds. It could be an e-course, weekly tips, daily inspirations, etc.

Remember to use balance and do not inundate your prospects with too much, too often. The information you send should be relevant and valuable.

A virtual assistant can help you set up systems and manage these for you so you can stay on top of your prospects minds. Are you ready to start a blog or monthly newsletter? Contact Awesome Assistant and let’s get started.

What are you doing that makes your prospects think of you first?

Take 15 Minutes Twice a Day to Become More Productive

We live in a very fast-paced world and often find ourselves so busy each day just doing what needs to be done that we feel overwhelmed. There never seems to be any time to work on our businesses, to market to new clients, to come up with and implement new ideas.

I recommend you schedule 15 minutes twice a day to focus on you, your business and goals. You will find the benefits to be tremendous. The ideal times would be first thing in the morning and last thing at night. When you first get up, take 15 minutes to write down your thoughts and outline your goals for the day. I often find that I wake up in the middle of the night with ideas. So I keep a pad and pen next to my bed and jot these things down. Then in the morning I can use that as a basis for writing for the day. Keeping an ongoing journal of your thoughts and ideas is a great way to make sure you don’t forget any of them. You can always go back to them at a later date.

Take a second 15 minutes the last thing at night to write down your accomplishments. This will help you relax and focus on the positive things that happened throughout your day. You will find you sleep much better, wake more refreshed and think more clearly.

Use these two 15 minute periods to relax, take a deep breath, and then let it all out. Then focus on something specific you want to accomplish or that you did accomplish that day. You will find that you become more productive by taking 15 minutes twice a day to focus on your business goals.

What do you do to stay focused each day?

Take Three Steps to Get Your First Client

The #1 challenge new virtual assistants have is getting that first client. You know that if you could get just one client and wow them with your work that they will in turn recommend you to their friends. But how do you get that first client?

There are a variety of things you could do. Today I’m going to give you three different steps you can take to find that first client.

Step #1: Subcontract for an established virtual assistant. Find an established virtual assistant and build a relationship. Some virtual assistants need additional help from time to time and if you’ve established a relationship, they may call on when they need extra help. Be aware, though, that the rate as a subcontractor may be significantly less than the rate you would charge a client directly. This is to be expected since as a subcontractor you did not go out and find the client and are not directly managing the project.

Subcontracting is a good way to gain experience and make a little income. I strongly suggest you have some sort of written agreement or contract clearly defining expectations and rate of pay. I know virtual assistants who only do subcontract work and don’t want the additional responsibilities that come with managing the client directly.

Step #2: Trade or barter services. Especially in difficult economic times, many solo professionals are willing to trade or barter services. I’ve know life coaches, business coaches, massage therapists, chiropractors and other service providers that were willing to provide their services in exchange for a virtual assistant’s time.

If you could use one of these services, find out if they would be willing to barter. Again, this is a great way to get experience and may result in good word of mouth referrals. If the client is happy with your work, this is a great opportunity to ask for a testimonial to use in your marketing materials.

Step #3: Offer an hour or two at no charge. I know you’re wondering right now if I really just told you to give away some of your time without getting paid. Is that what I meant? Yes! However, I did not say you wouldn’t get anything in return. Let me explain.

You are brand new, just set up in business and have no clients, no testimonials, no proof you are good at what you do. So why would anyone want to hire you or retain your services for five or ten hours each month? But if you could get even one client, a glowing testimonial and begin your portfolio, then there’s a reason for someone to consider using your services. So how do you get that first client? Offer an hour or two for free.

Of course you still want to have a contract detailing the work you will do in that one or two hours. Be sure that both you and the client have the same clear expectations. Let the client know up front that you’d like them to provide a testimonial – if they are truly pleased with your work.

If you provide excellent service, you will find that the majority of clients who you gave an hour or two of time at no charge will want to continue using your services and will gladly pay your fee. I have never been disappointed with my return on investment when I’ve done this. I’ve found it’s very rare that a client uses their free hour or two and then never comes back.

Since many small business owners are still reluctant to use a virtual assistant and aren’t sure what we can do for them, offering a small amount of our time can break the ice. In my opinion, this is not much different than a business coach who offers a free report with the hope that you’ll then pay for the more extensive eBook or even pay for his business coaching.

If you’re reluctant to offer free services to someone you don’t know, you may find a friend or family member that you can do some work for to gain some experience. Of course, this can have challenges of its own.

So what step will you take to get your first client?

Reluctant to Hire a Virtual Assistant Due to Past Experiences?

Are you reluctant to hire a virtual assistant because your last virtual assistant…

• billed you for time beyond the contracted amount?
• did not communicate regularly with status updates?
• did not ask enough questions?
• failed to meet your expectations?

As your Awesome Assistant, I will:

• Never surprise you with a bill for work done beyond what the contract states.
• Keep you updated on the status of your project(s) in a timely manner.
• Let you know as we’re nearing completion of the time you’ve contracted so you are not surprised when you need additional work only to find out you’ve used up all the time you retained.
• Ask questions to clarify your expectations.
• Put in writing costs, timeframes, expectations and other necessary details so there are no surprises!

Several of my clients were at first reluctant to contact me because they had unpleasant experiences with other virtual assistants. One client was upset because her last virtual assistant had charged for hours beyond what they agreed on, without the client’s authorization and without informing the client before proceeding with the work that additional charges would be incurred.

This client also felt that her previous virtual assistant did not have clear expectations and was disappointed with the resulting work. Asking lots of questions and clearly communicating expectations would have alleviated this challenge.

Another client wanted their virtual assistant to do more than just complete assigned tasks. The client wanted a virtual assistant that could guide and advise them on what was best for their business. I was able to help this client accomplish the task – after advising him of a different tool that would grow with his business rather than the tool he was currently using and would shortly outgrow.

Though reluctant at first to hire another virtual assistant, these clients did choose to do business with me based on the recommendations of other happy clients. They in turn are now happy clients and recommend my services to their associates without hesitation.

If you are reluctant to hire a virtual assistant due to past unpleasant experiences, read the testimonials of my many happy clients, talk to them about how I’ve helped their business, and then give me a call so I can show you how the right virtual assistant can help you grow your business.

Tell me about your unpleasant virtual assistant experiences and let me tell you how I would have handled the situation.