Myth Seven – I need to Meet Face to Face With My Staff
In this age of technology, there is no physical reason for you to be in the same place at the same time as your Virtual Assistant. Personal contact can be maintained via video calls, simple telephone calls, Skype, instant messaging and emails. Probably the greatest thing about having a Virtual Assistant in a completely different time zone is that you can send work off to them when you leave the office and can often have it completed and waiting for you when you come into work the next day.
Most Virtual Assistance services have a team of Virtual Assistants and other experts available to collaborate on larger projects together as needed. What better way to really get the best out of your Virtual Assistant by delegating a large project to them to coordinate and oversee for you? Many Virtual Assistants are experts in project management, taking care of all the hassle and worry and making sure milestones are reached, while you the client can get on with doing what you do best.
The flexibility of a Virtual Assistant makes them the perfect choice for all of those small jobs, and most VAs have a minimum charge for the first hour, then charge in 15 minute increments, so you only pay for the time you use. Plus Virtual Assistants invariably complete work for several clients, so those small jobs are ideal for a VA to fit in around larger tasks.
Most VAs pride themselves on, and even guarantee a high standard of work. Their very livelihood depends on happy customers using them again and again, and recommending them to other business associates and friends.
Again it comes down to recognising that VAs are professionals with many years of experience running their business and keeping their clients happy. Always check a VA’s credentials and testimonials, if they belong to any respected VA networks, evidence of professional development and study and ask to see samples of their work (if relevant). If high accuracy is your requirement, it goes without saying that you are better off hiring a VA from your own country rather than from a country where English is not the first language. You really do get what you pay for in this industry.
Myth 3 – Information has to be provided in digital format
While digital files are often easier to transmit and work from, most VAs are happy to receive data via fax, even good old fashioned snail mail or dropping work off in person. Who cares how it gets there, so long as the work gets done!
Any business coach will tell you that the art of delegation is one of the strongest keys to survival and success in business. Often you may have a very set idea of how something needs to be done. VA’s are experienced in many areas of administration and are good at following instructions, but be prepared for them to tell you a quicker and easier way of achieving the same result! Delegating to a VA infinitely frees up your time to do what you do best and to work smarter, not harder. A VA also partners with your business, forming a long term relationship so that over time we learn about what you do and how you like it done, which makes delegating a painless exercise.
Today I’m beginning a new series of articles about the Seven Myths of Virtual Assistance…which if you buy into them, can ultimately ensure you’ll continue to be a slave to your business.
Myth 1 – it is too expensive to hire a VA
A Virtual Assistant is usually the far cheaper option for quality administration work, as you only pay their set rate for the time it takes them to complete the task. There are no insurance or superannuation or taxes on top of that, because as a contractor, they take care of that side of things for themselves. You won’t be paying someone to sit around and do nothing in quiet times. Think of what a Virtual Assistant frees your time up for, or how long it would take a ‘non-expert’ to complete particular admin tasks – usually at a much higher hourly rate? The question is…can you really afford not to have a Virtual Assistant?
We are almost at the end of the Top 10 countdown of the most useful things I have learned being a VA. Number two on my list is Clients are Gold.
This one should be fairly self explanatory. After all, clients are a VA’s bread and butter. They pay our bills and keep our businesses running and therefore our livelihoods. But it is amazing how many VA’s I have come across who still don’t get this. Subcontracting to another VA is a prime example.
These are my tips for happy clients = happy VA practice!
Always make time for your clients and give them personalised attention.
Try to always add value to what you are providing to clients.
The client is always right and even when they are wrong, they can still be made to feel they are ‘right’.
Respect your clients time.
Find reliable subcontractors who look after your clients to the same standards that you expect, or be prepared to check their work so the quality is consistent
Remember your clients at Christmas, anniversaries and thank them in a meaningful way if they refer other clients to you.
Setting goals for the New Year is something I always do at Net Secretary whenever January 1 rolls around. Thanks to Chris Brogan I have learned about a new technique for goal setting and developed three words for 2010 to guide me on how I should approach their implementation. The three words I have chosen are: Balance, Authenticity and Value.
1. Balance - Our goals should achieve balance in every aspect – balanced with the clients needs, balanced with our mission, a balance between quality, price and service – as well as the all important work/life balance and a reminder to strive for it at every opportunity.
2. Authenticity - Our goals should be authentic in line with Net Secretary’s vision and be true to its mission, as well as authentic in their delivery and their value (see next goal word).
3. Value - Do our goals add value for clients? Do we need to explore additional technologies, new media/social media and other emerging technologies? In what other ways can we achieve and demonstrate more value to our clients?
I’m planning to use this technique every year, thinking of new words to keep motivation high and inject fresh energy and creativity into our day to day tasks.
As you may recall, the Net Secretary team successfully completed a huge but very interesting transcription job earlier this year for an Australian production company. Here is the latest update from them on the progress of the film:
Dear Friends and Colleagues,
After so many months of production and the challenging post production process, we are pleased to be near the completion of the film.
The exciting news released today is that the film has been been invited to Premiere at the Sundance Film Festival in Park City in January 2010. It will be a great showcase for the film and reflects on the great work that so many have put into it.
The film will be presented in glorious 3D. Hopefully in a few weeks we will have a confirmed the dates of the screening. For up to date news, photos and information about the film, please check out the film website at www.canetoadstheconquest.com.
We hope you are all well and productive, and gearing up for a great Christmas. We’ll keep you up to date when we have more news about the festival or future screenings.
If you’re keen, you can even buy a live cane toad from the website as a pet! (Australia only – Not available to SA, Vic and WA)
Together with a wide
range of other services, Net Secretary also provides fast,
accurate digital transcription. Rates start from only $2.00 per
audio minute and you can upload your digital audio files for free
here. Net
Secretary uses Express Scribe software.
In this age of technology, there is no physical reason for you to be in the same place at the same time as your Virtual Assistant. Personal contact can be maintained via video calls, simple telephone calls, Skype, instant messaging and emails. Probably the greatest thing about having a Virtual Assistant in a completely different time zone is that you can send work off to them when you leave the office and can often have it completed and waiting for you when you come into work the next day. 
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Most Virtual Assistance services have a team of Virtual Assistants and other experts available to collaborate on larger projects together as needed. What better way to really get the best out of your Virtual Assistant by delegating a large project to them to coordinate and oversee for you? Many Virtual Assistants are experts in project management, taking care of all the hassle and worry and making sure milestones are reached, while you the client can get on with doing what you do best. 
The flexibility of a Virtual Assistant makes them the perfect choice for all of those small jobs, and most VAs have a minimum charge for the first hour, then charge in 15 minute increments, so you only pay for the time you use. Plus Virtual Assistants invariably complete work for several clients, so those small jobs are ideal for a VA to fit in around larger tasks.
