Find More Tips and Tools For VAs

You can find newer and even more helpful information for VAs at www.vaconnection.wordpress.com!

Accurate Time Tracking- Easier Than You Think

Two of the most important tools for a Virtual Assistant is time and project tracking software. It helps keep you organized and makes invoicing a breeze. Having been in the business for awhile, I have run across some great programs that are available for free or very low cost. Some even combine both the timesheet and project management features. Here are a few to look into:

Timesheets Lite
Time Stamp
Atlas Timesheet Starter Edition

JS Portal
GanttProject
AceProject

What Do You Want to Know?

Another interactive Virtual Assistant teleseminar is right around the corner! We will be focusing on five of the biggest issues for new Virtual Assistants.

This is your chance to weigh in on the topic before the teleseminar even starts. What would you like to learn more about? What are your concerns as a Virtual Assistant? Speak up and let me know! We will be tackling the most common issues from your responses.

To suggest a topic, either post a comment here or send an email to Rosanna@officesupportnow.com.

Register for the FREE Virtual Assistant Startup Strategies Teleseminar

There is still time to register for the F-R-E-E "Virtual Assistant Startup Strategies" teleseminar to be held on Thursday, August 31, 2006 at 8:30 PM EST. Hear firsthand from four established Virtual Assistants strategies that you can use to become a Virtual Assistant yourself!

To register, please send an email to info@officesupportnow.com with "Teleseminar Registration" in the subject line. In the body of the email, please incude:

• Your full name
• Email address
  
• State that you will be calling in from

It's really that simple. What could be better than that? How about adding the chance to win one of four one-on-one Virtual Assistant mentoring sessions? That's right! We will be giving away a FREE 30-minute private mentoring session to four lucky participants- but you have to attend the free teleseminar to find out how to enter the drawing!

Again, there are no strings attached, no fine print, nothing that you must buy- just some valuable insight from four established Virtual Assistants who want to help you succeed!

Register today!

(Please note that regular long distances charges may apply if you don't have unlimited long distance to calls placed to the United States. However, if you want to listen in for FREE, you can visit www.skype.com and download their FREE software which will enable you call to anywhere in the United States for free through their software until the end of 2006- even to our teleseminar!)

Looking to Become a Virtual Assistant? FREE Teleseminar

Then you don't want to miss this opportunity! Join us on Thursday, August 31st, 2006 at 8:30 pm EST for a FREE 30 minute teleseminar about becoming a Virtual Assistant entitled "Virtual Assistant Startup Strategies".

"Virtual Assitant Startup Strategies" will be presented by four established Virtual Assistants, Sharon Trombly, Nancy Cunningham, Kandra Hamric, and myself.

We will be covering the following topics:

• What is a Virtual Assistant?
• Starting a Virtual Assistant business
• Choosing a niche
  
• Marketing your services
• And more!

There will be an opportunity for you to ask questions at the end of the teleseminar.

To register for the teleseminar, simply send an email to info@officesupportnow.com with "Teleseminar Registration" in the subject line. In the body of your email, please include:

• Your full name
• Email address (to receive instructions for accessing the teleseminar)
• Location (state) that you will be calling in from

So what is the catch? There is none. Just email your registration information and we will send you information on how to access the FREE teleseminar. Tell a friend who may be interested, too!

Please note that regular long distance charges may apply if you don't have unlimited long distance, but the teleseminar itself is FREE! (If you don't have unlimited long distance in the United States, see my previous post about SKYPE. It's FREE, too!)

If you have any questions, email me or use the comments section for this post.

Getting Clients

I hear the same question from aspiring VA's time and time again. "How do I find clients?" Fortunately, it isn't as difficult as it seems. However, it does take work and time. Here are a few strategies to help get you started:

• Set up a website. Make sure that it is easy to contact you through your website, too.
• Network, network, network. Tell everyone you meet about what you do.
• Start a pay per click advertising campaign.
• Try websites like www.guru.com, www.elance.com, www.genuinejobs.com, www.ifreelance.com, etc. to help get you started.
• Reduce the risk for prospects. Guarantee your work.
• Ask existing clients for referrals. Happy clients are the best type of advertising!

While building a clientele base doesn't happen overnight, you can grow your business effectively by being proactive. It's all about finding new ways to promote yourself.

Backup or Back Out

Does anyone really jump for joy at the thought of their next scheduled backup of their computer files? Virtual Assistants should. In fact, as a VA, you have a professional responsibility to yourself AND your clients to keep your electronic files intact and easily accessible. Hard drive failures and information loss (not to mention other unforseen computer catastrophies) are inherent risks in the Virtual Assistant profession. In fact, it is not a matter of if you will experience massive computer misfortune- it's a matter of when.

Really, when it happens (and I hope it never does, although logic and common sense seem to dictate otherwise), it will be a stressful enough time as you try to determine what on earth happened and how long it will take to fix. Don't add to that the terrifying realization that you haven't backed up your files in months!

Clients trust Virtual Assistants tremendously with many crucial aspects of their businesses, and losing information and assignments that we have worked on for them would harm them, too. Because it's entirely preventable, there is just no excuse for losing our clients' files. Simply backup regularly.

How often should one backup their files? The answer lies in how much work you would be willing to redo in the event of information loss or corruption. Obviously, monthly is better than never. Weekly would be a big improvement to monthly. But since we are truly dedicated to providing exceptional service, how about daily?

Oh the hassle of it all, you think. Not so! You'll be relieved to find that there are a number of free and reasonably-priced software products that can take virtually all of the inconvenience out of the backup process. In fact, after setting up your preferences and parameters for the backup, it becomes as simple as clicking a button to safely duplicate and store your important files to the destination of your choice. Some applications will also allow you to schedule automatic backups. No hassle there!

So backup often, and don't fear what may happen to that hard drive of yours down the road. You'll have all your files- and your clients' confidence- intact.

Looking for a Good FTP Client?

If you are in neeed of a good FTP client to transfer large files via the internet, you may be surprised to find that there are a whole slew of excellent FTP clients that are free. No kidding! Of course, you could pay $35-$70 dollars for one, but it certainly makes sense to see what is available gratis first.

So just how do you find free software that really works? Visit a website that lists free and free-to-try software and enter the type of program you are looking for in their search field. There are many websites that highlight free software, but my two favorites are www.download.com and www.tucows.com. Both of these sites often feature either their own reviews of the software or the collective reviews of others who have downloaded it to try it for themselves- and sometimes even both!

Another Reason to Give Skype a Try

I received an email the other day from Skype.com and thought I would share it with you. It said from now until the end of the year, you can use Skype to call any US or Canada number (landline) from your Skype application for free. Check out their website for details. www.skype.com

I have always loved that any and every day, Skype to Skype calls are free, but they are really outdoing themselves here! I don't have to tell you what this can mean in savings when it comes to your long distance bill. :)

If you don't have Skype already, you might want to give it a try. It's pretty popular- and for good reason!

Unethical Requests for Service

As a Virtual Assistant, if it hasn't happened to you yet, it probably will. At some point, you will be confronted by a request to do something unethical- perhaps not illegal, but something that really goes against your values. Because these situations can often catch you off guard, it might be helpful to develop a strategy for handling them before you find yourself in an uncomfortable situation.

Here are a few tips:

• Choose your clients carefully. If a potential client seems "shady", choose to protect your reputation and gracefully decline to provide your services. Choose clients that have a similar sense of business ethics to your own.
• Share your business values with potential clients. If you let them know right away that you are an "above board" type of person, chances are that you will attract like-minded clients while warding off those whose practices could really hurt your reputation.
• If you are asked to do something that appears to be questionable, ask questions until you can determine whether it is legitimate. If you need to, consult with an experienced industry professional.
• If you are asked to do something that is obviously unethical, refuse to take the assignment. Be firm and direct. (i.e., " I am declining this assignment because I feel it is an unethical request.")

Effectively dealing with unethical requests doesn't have to be difficult or intimidating. By choosing to stand firm, you not only protect your own reputation but the entire VA industry as well.

Looking for a Book to Help You Get Started as a Virtual Assistant?

If you have ever thought about becoming a Virtual Assistant but just weren't sure about whether to take a Virtual Assistant course, this book is for you. It is the same text that we use for the CertifiedVP PRO eCourse, so you can benefit from the same knowledge.

After reading it, if you decide that you would like to test for the CertifiedVP Certificate, you can do so for a small fee. Either way, the knowledge that you gain from the book, available both in print or as an ebook, is yours to keep!

Virtual Assistant PRO:The Starting Point in The Virtual Industry

Well, LogMeIn Then!

If you are like many other VAs I know (myself included), when you get too far away from your PC, you start to feel a little edgy. Having access to my computer files no matter where I am is very important to me. That's why LogMeIn is such phenomenal software. Literally from anywhere with an internet connection, I can securely log into my PC and control my computer, access files, check my email, etc.

Sure, there are several similar applications out there, but LogMeIn offers their basic package, LogMeIn Free for- you guessed it- FREE. I'm not just talking about for a limited time, either. And if that isn't enough to just make you jump for joy, then perhaps I should mention that the paid subscription package that they offer costs considerably less than that of their well-known competitors. LogMeIn Pro, offers file sharing, file transfer, file sync, the ability to invite a guest to your PC, and a whole host of other goodies at a price that will make you wonder how the other guys sleep at night.

Whether you opt for LogMeIn Free or LogMeIn Pro, I can't imagine that you will find a better bargain for a such a quality application. Visit www.logmein.com and see the other products that they offer, too.

Trillian Is Instant Messenger Heaven!

If this posting doesn't just make you jump for joy, I'm not sure what will. It's no secret that instant messenger applications are incredible tools for Virtual Assistants. Often more efficient and convenient than a phone call or an email message, they really are handy applications- all one million of them.

That's the problem. There are many different IM programs, and it seems that each client prefers a different one. Rather than do something as unprofessional as attempt to dictate what our clients use, we begin to "collect" IM accounts from different applications and diligently log into each one every day. Hey, it comes with the territory, right?

To add to it all, you have to remember who uses which IM application. In the interest of efficiency, it's best not to have a 5 minute search, hopping from application to application, preceding each IM session that you need to initiate.

That must be why the great folks at Cerulean Studios have developed Trillian, a wonderful program that offers full feature support for all of your favorite IM applications.

Yahoo? You bet.
MSM? Most definitely.
AIM? Absolutely.
ICQ? I'll say!

And then some.

It's great. Trillian will manage all of your instant messenger applications, giving you one simple place to find your contacts and actually use the IM applications themselves. They have a FREE basic version, which is absolutely incredible, or you can pay a very small fee and upgrade to their premium package. Either way, what a deal!

Ergonomic Injuries Are No Laughing Matter

I used to be rather ignorant regarding ergonomics. I have to admit that I even chucked to myself a time or two when I heard others talking about preventing ergonomic injuries. That is, until I suffered one myself about a year ago. It was a real eye-opening experience, let me tell you. Not only was it incredibly painful, but it healed very slowly, even after implementing better ergonomic practices.

As a Virtual Assistant, chances are that you are spending hours each day working at your computer. The likelihood of suffering an ergonomic injury is great if you don't take the time to educate yourself and set up your workstation properly.

OSHA has a great eTool for computer workstations. It's certainly worth the few minutes it takes to visit their site and print off their free checklist that will help you identify ways to improve your workspace. You know the old saying, an ounce of prevention...

Join Me, Anyone?

I've had some good light-hearted discussions recently with a few VA friends of mine about the things we would do if we had more time. Getting back into shape came up in almost every conversation.

It struck me that as Virtual Assistants, we're really good at helping others, but sometimes we don't stop to consider some of the things we need until they can't be overlooked anymore. In fact, if we could exercise for our clients and check that off their daily agenda, a lot of us would probably do that a lot sooner than we would exercise for our own benefit.

I've used the "I'm too busy" excuse for a while now, but I know it's time to make some changes and set some fitness goals. So I thought what better time to invite me my fellow VAs and blog readers to join me! That's right- I'm looking for at least 10 other VAs to join me- the more the merrier.

I've signed up for the SparkPeople program at http://www.sparkpeople.com/. It is a personalized online diet and fitness program. I was shocked that such a comprehensive program is FREE. No, not just initially, but forever- or at least as long as you live. I figure I have nothing to lose but some weight, right?

You'll be hard-pressed to find something this program is lacking. It seems to have it all:

*personalized diet plan (optional) and food tracker

*personalized fitness plan

*lots of great recipes

*expert advice

*online community resources

* and more

So drop me an email right now at info@officesupportnow.com and let me know you're in. (No matter when you read this post, it won't be too late to join!) I will email you back with an invitation to join the special group I have set up on sparkpeople, just for us VAs. Or, of course, you can post a comment to this blog if you prefer.

And how does this posting pertain to running a successful business? Well, it's simple. The better you take care of yourself, the better you can take care of your clients. You'll have more energy and work more efficiently. Hey, we're all for that, right?

Spring Cleaning for Your VA Business

Spring is just around the corner, and many of us engage in our "spring cleaning" rituals around the house. It's such a good feeling to have everything in order and to check those elusive tasks off your list that you hadn't found time to do in the weeks past.

While you are enjoying the "fresh start" at home, why not carry that same mind set into your VA business? This is a great time to set aside a block of time to improve your organization as well as tackle some of those tasks that you haven't been able to get to recently.

• Backup your computer files (but PLEASE don't let that be a once-a-year event!)
• Update your website.
• Start that new marketing campaign
• Reorganize your filing system
• Send out thank you notes
• Create a PowerPoint presentation for your VA business
• Start a blog
• Rearrange your workspace for better efficiency

Whatever it is that you have had on your list or in the back of your mind, now is the time to invest in your Virtual Assistant business and plan to do a little "spring cleaning".

No Room for Compromise

It is important to remember that everything you do as a Virtual Assistant will affect your reputation. Although it is hard to imagine, the VA community really is a small world. Those of us who have been around for a little while are familiar with many other Virtual Assistants across the country (and further) and their reputations.

I can't think of anything more important than protecting your reputation as a Virtual Assistant. When it comes to your integrity- or others' perception of your integrity- you have to be both careful and deliberate. There is no room for compromise.

Here are some simple suggestions to safeguard your reputation:

• Keep your word, both to clients and VA peers.
• Avoid even the appearance of impropriety. Perception is reality for many.
• Choose to do business only with reputable professionals and businesses.
• If you find out mid-way through an assignment that a client or project is not ethical, moral or legitimate, decline further service immediately.
• Keep organized records of all transactions.
• Offer a guarantee for the services you provide.
• Post your information on your website that gives visitors an understanding of your business ethics.

If you have been a Virtual Assistant for any amount of time, chances are you have run across- or will run across- a potential client who has illegitimate intentions. If intuition tells you that something isn't right, seek answers for your questions. If you wouldn't be proud to have your name associated with that client or project, don't provide your services.

While your good reputation can't be built overnight, it certainly can be marred very quickly. Protecting your good reputation does not have to be difficult. Use good judgement in accepting clients and assignments.

The Power of a Proper Thank You

Virtual Assistants, as I mentioned in one of my previous posts, are famous for being overachievers. We take the relationships we have built with our clients very seriously, and we constantly look to improve them even further. We are always asking ourselves, What can I do that is more than what my client is expecting?

We know that those little extras that take just a few minutes of our time can make all the difference. They show our clients that we care- and that we are willing to go above and beyond in the name of service. We want them to know and feel that we are genuinely concerned with their success.

While it is great that most of us VAs approach our assignments that way, I think we need to remember to take time to focus on some of the basics of a client-VA relationship as well- most importantly, thanking our clients for their patronage. I know we all note something down toward the bottom of our invoices, but is that really a thank you?

Do you remember the last time you did business with someone and they sent you a thank you note or card? I'm not talking about an email. I am referring to a tangible paper product sent to your physical address that bears that professional's personal words of appreciation for your business.

These days, it is a practice that is often overlooked. There was once a time when people were insulted if they didn't receive a thank you note after for doing business with certain companies or professionals. Now, it seems we are flattered to receive any attention at all after the sale.

Sending your client a thank you note is a great way to continue to build raport with them. It says I am grateful that you chose me to provide the services that are important to you and your business. I know you had other options and I genuinely appreciate this opportunity. It is well worth the little bit of time that it takes. In my opinion, it is one of the most sincere gestures that you can make.

Some things never change, even when you work virtually.

Get More Clients by Networking

Time and time again, I hear from new VAs who are wondering where and how to get clients. It's easy to think that you can set up a website and all of your clients will just some to you. Unfortunately, it doesn't quite work that way, not at first, at least.

Networking will be the single most valuable marketing skill that you can possess, both with VA peers and prospective clients.

Talk to other Virtual Assistants. Inquire as to whether they need assistance with overflow. Send your resume to them. But please realize that networking doesn't end there. It's not about contacting people once whom you hope to find work with. It is about building relationships and trust. The benefits of networking are not always immediate.

Networking with prospective clients is much the same. Know who your target group is- small business owners, real estate agents, coaches, etc. Start to make contacts and keep in touch periodically. Get to know them and give them a reason to trust you with their business. Allow time for them to realize that you are a professional and an expert in your skill set.

Also don't discount the importance of networking with existing and former clients. Ask them for referrals. Nothing speaks more clearly about a professional than an endorsement from an already satisfied customer. If you do get a referral from a client, please remember to thank the source.

Never Miss a New Posting to the Virtual Assistant Connection

Well, sooner or later, I knew I would find time to get with the times. I am happy to announce that you can subscribe to my blog and receive automatic notification every time I post something new. If you would like to do this, you have two options:

1.) Click on the orange RSS button on the right side of this blog page and automatically have each update sent to your RSS reader.

or

2.) Use the very short and simple "Subscribe" form also to the right and enter your email address. An email update will automatically be sent to you with each posting. All email addresses are held in the strictest of confidence.

As always, thanks for visiting my blog. Feel free to email me at any time (info@officesupportnow.com) with your suggestions on how I can make this blog a better resource for Virtual Assistants. Or you can simply post a comment.