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Add You - How to Hire a Virtual Assistant: Your 10-Step Guide to Finding the Perfect Fit
There are some fundamental mindsets of the Russian business people. Any person doing business in modern Russia or with Russians would benefit from knowing these as much of business behaviour is guided by mindsets.These five mindsets are1. How things happen or don’t2. Decision making – Hierarchy3. Concept of time4. Connections – “Blat”5. Faith in own system6. Conspicuous consumptionHow things happen or don’tIn Russia how things happen or don’t is a mystery very difficult for outsiders to understand. For example, in neighbouring Finland things (excluding matters to do with politics) usually happen rather systematically in a bureaucratic fashion and the process is usually rather transparent. In Russia nothing important happens without a crisis or big drama which forces people to act and the forces behind such crises could remain hidden from view. When you are caught up in this “period of inaction” don’t tell the Russians that they are lazy or inefficient. This is a big mistake. They are immensely proud of their culture, their status as a superpower and achievements like space exploration.Decision-making – HierarchyRussia is a very hierarchic society and decision-making processes are very different from western (especially Finnish and S
Keep in mind that Virtual Assistants are independent professionals, not employees. Just as you would not ask an accountant, attorney or any other service professional for their resume, it is inappropriate to ask a Virtual Assistant for theirs, and the request would be considered ill-mannered. However, they should be prepared to discuss in a consultation with you their skill levels and qualifications as described above.
6. Training & Certification. The highest form of qualification, and what Virtual Assistants are expected to have before entering the profession, is at least five years upper-level administrative experience. Our training ground is the real (non-virtual) business world. If you are a business owner needing competent support from someone who can hit the ground running and take the reins as your administrative expert, you should expect no less.
Don't put too much stock in certification. Virtual Assistance does have a few legitimate professional associations and training programs, but these are intended for business--not skills--training. Where certifications are offered, they can be somewhat subjective and misleading, and many of the veteran Virtual Assistants who established the profession and created the standards have been in business longer than t
Failure is something that none of us ever plans for but it is a part of the human condition. As we go through our lives there are few if any who have never experienced this phenomenon. So as we experience failure, how do we accept it and move on if we are unable to admit it?I am not suggesting that when we fail that we broadcast our failure to the world at large. I am suggesting though that admitting failure is a necessary tool that we must use if we are ever to be successful again.An admission of failure is a very personal thing and it should be done with those whom we have a special relationship. Often we can find it difficult to admit to those we love that we have failed. It is especially difficult to admit failure to those who had expected it from the beginning.To be wildly successful at anything requires us to go into a venture with a narrow definition of what success looks like. if we have not defined success before we attempt something, how do we know when it is time to give up on it and try something else?Most people define success as having a dollar amount attached to it, but it is always not a financial reward that comes with success, often success is totally unrelated to finance.Therefore as we work in a business we must be prepared to make a determination as to what success in that business looks like. If our success depends on a financial reward, we need to
These days, outsourcing your administrative work to a Virtual Assistant (or VA) makes it very easy to get just the amount of support you need without the expense of costly in-house staff. But how do you find a highly skilled, truly qualified Virtual Assistant? Below are some practical points to consider and questions to ask as you go about the selection process.
1. Website. Since Virtual Assistants operate virtually, it’s important they have an online presence. A website can yield critical clues as to the VA's competence and professionalism. As you look through the website, ask yourself:
• Does it present a polished, credible business image?
• Is there an abundance of informative content?
• Is the concept clearly explained?
• Is it organized well and easy to navigate?
• Is it well-written and coherent?
• Is there a solid command of grammar, spelling and punctuation?
If the VA's site is littered with misspelling, improperly structured sentencing and incorrect punctuation, don’t expect that she is going to provide you with any greater skill or attention to detail should you decide to work with her.
And if it looks like she put little thought, time or money into presenting her business image, or had her 14 year old kid brother throw it together one Sunday, chances are she isn't serious about her business, and is not going to put any more care into the work she does for you.
2. Consultation. You naturally want to find a Virtual Assistant you can work with well, and whose personality and style is compatible with yours. You also want to gain some insight into whether this is a person offering the skills, service and expertise you need.
Once you find a site that instills confidence, have a conversation with that Virtual Assistant. Most Virtual Assistants offer a complimentary consultation, and all it takes is a simple email or phone call to schedule one. In making initial contact, some things to note include:
• Does she respond to your inquiries in a timely manner?
• Does she answer the phone professionally?
• Are there kids and noise in the background?
• Is she on time for the call?
• Does she seem prepared or unexpectedly flustered?
• Does she follow-through exactly as promised?
3. Finesse. How well the Virtual Assistant guides you through the consultation process can tell you a lot about what it will be like to work with her. Not only do you want a Virtual Assistant who can provide superior quality work, but you also want someone who demonstrates excellent business sense, especially since she will be instrumental in helping you in your business.
During the consultation, some things the Virtual Assistant should cover with you include:
• A clear overview of how she works with clients;
• What her processes are;
• What services she provides (and doesn't provide); and
• What her values and expectations are for working together.
4. Personal & Professional Traits. Listen for the cues that tell you this is someone you can rely on and form an excellent business relationship with. How smartly the VA handles her business is going to directly correlate with how well she handles your work. Some things you should pay attention to include:
• Does she take the lead in guiding you through the consultation?
• Is she confident and articulate?
• Does she inspire feelings of trust?
• Do you feel a good connection?
• Does she interrupt often or listen carefully when you speak?
• Does she exhibit interest and curiosity about your business?
• Does she ask smart, purposeful questions?
5. Experience. Understand that the single-most important qualification of a Virtual Assistant is extensive administrative experience. From this level of experience, she is expected to possess the superior skills, training and business knowledge that are the hallmark of a truly qualified Virtual Assistant.
However, this is an unregulated industry, and while the veterans of us work to promote and maintain high standards, the Internet has nonetheless attracted a certain segment of individuals who have little to no qualifications or only entry-level skill sets that do not equip them to meet your very real and important business needs. Asking the prospective Virtual Assistant some of these questions will help you discern the difference:
• What was your experience prior to opening your Virtual Assistant practice?
• What positions have you held?
• How many years administrative experience do you have?
• How would you rate your skill level (you might ask this in reference to certain skills or software competencies relative to the services you need)?
• How would you characterize your level of understanding with regard to business principles and operations?
Look for a Virtual Assistant who has worked in upper-level positions such as administrative assistant, executive assistant, office manager, legal secretary, legal assistant, paralegal, supervisor, manager, etc. Virtual Assistants whose only experience was in receptionist or clerical roles are not commonly going to have high-level skills and competencies.
Keep in mind that Virtual Assistants are independent professionals, not employees. Just as you would not ask an accountant, attorney or any other service professional for their resume, it is inappropriate to ask a Virtual Assistant for theirs, and the request would be considered ill-mannered. However, they should be prepared to discuss in a consultation with you their skill levels and qualifications as described above.
6. Training & Certification. The highest form of qualification, and what Virtual Assistants are expected to have before entering the profession, is at least five years upper-level administrative experience. Our training ground is the real (non-virtual) business world. If you are a business owner needing competent support from someone who can hit the ground running and take the reins as your administrative expert, you should expect no less.
Don't put too much stock in certification. Virtual Assistance does have a few legitimate professional associations and training programs, but these are intended for business--not skills--training. Where certifications are offered, they can be somewhat subjective and misleading, and many of the veteran Virtual Assistants who established the profession and created the standards have been in business longer than th
Every business or business idea is conceived for different reasons, but in most cases can be put down into two reasons, either to realise a dream or avoid a nightmare.Many of us have sat at work and decided there must be more to life and imagine or dream what it would be like to be control of their own destiny and own their own business. They dream of the rewards, the respect and the quality of life owning their business could bring. However there is another group of potential business people. That is, those who are almost forced to start a business because of the lack of jobs, their age or other restricting criteria. It is important that you look at yourself and decide which category you are in.If you were to take these two potential business owners and assume they are starting the same business at the same time in the same area, you would be surprised how different the strategy and expectations would be for success within their business plans. One strategy would be based on high turnover and high costs for marketing etc. a “think big, big rewards” culture. The other would be based on cost conscious, little marketing but small rewards foundations. Again it is important you realise what category you because as humans we tend to base our strategies around our experience of life. But what we should understand is that strategies for success should be based on what will make the business success
And if it looks like she put little thought, time or money into presenting her business image, or had her 14 year old kid brother throw it together one Sunday, chances are she isn't serious about her business, and is not going to put any more care into the work she does for you.
2. Consultation. You naturally want to find a Virtual Assistant you can work with well, and whose personality and style is compatible with yours. You also want to gain some insight into whether this is a person offering the skills, service and expertise you need.
Once you find a site that instills confidence, have a conversation with that Virtual Assistant. Most Virtual Assistants offer a complimentary consultation, and all it takes is a simple email or phone call to schedule one. In making initial contact, some things to note include:
• Does she respond to your inquiries in a timely manner?
• Does she answer the phone professionally?
• Are there kids and noise in the background?
• Is she on time for the call?
• Does she seem prepared or unexpectedly flustered?
• Does she follow-through exactly as promised?
3. Finesse. How well the Virtual Assistant guides you through the consultation process can tell you a lot about what it will be like to work with her. Not only do you want a Virtual Assistant who can provide superior quality work, but you also want someone who demonstrates excellent business sense, especially since she will be instrumental in helping you in your business.
During the consultation, some things the Virtual Assistant should cover with you include:
• A clear overview of how she works with clients;
• What her processes are;
• What services she provides (and doesn't provide); and
• What her values and expectations are for working together.
4. Personal & Professional Traits. Listen for the cues that tell you this is someone you can rely on and form an excellent business relationship with. How smartly the VA handles her business is going to directly correlate with how well she handles your work. Some things you should pay attention to include:
• Does she take the lead in guiding you through the consultation?
• Is she confident and articulate?
• Does she inspire feelings of trust?
• Do you feel a good connection?
• Does she interrupt often or listen carefully when you speak?
• Does she exhibit interest and curiosity about your business?
• Does she ask smart, purposeful questions?
5. Experience. Understand that the single-most important qualification of a Virtual Assistant is extensive administrative experience. From this level of experience, she is expected to possess the superior skills, training and business knowledge that are the hallmark of a truly qualified Virtual Assistant.
However, this is an unregulated industry, and while the veterans of us work to promote and maintain high standards, the Internet has nonetheless attracted a certain segment of individuals who have little to no qualifications or only entry-level skill sets that do not equip them to meet your very real and important business needs. Asking the prospective Virtual Assistant some of these questions will help you discern the difference:
• What was your experience prior to opening your Virtual Assistant practice?
• What positions have you held?
• How many years administrative experience do you have?
• How would you rate your skill level (you might ask this in reference to certain skills or software competencies relative to the services you need)?
• How would you characterize your level of understanding with regard to business principles and operations?
Look for a Virtual Assistant who has worked in upper-level positions such as administrative assistant, executive assistant, office manager, legal secretary, legal assistant, paralegal, supervisor, manager, etc. Virtual Assistants whose only experience was in receptionist or clerical roles are not commonly going to have high-level skills and competencies.
Keep in mind that Virtual Assistants are independent professionals, not employees. Just as you would not ask an accountant, attorney or any other service professional for their resume, it is inappropriate to ask a Virtual Assistant for theirs, and the request would be considered ill-mannered. However, they should be prepared to discuss in a consultation with you their skill levels and qualifications as described above.
6. Training & Certification. The highest form of qualification, and what Virtual Assistants are expected to have before entering the profession, is at least five years upper-level administrative experience. Our training ground is the real (non-virtual) business world. If you are a business owner needing competent support from someone who can hit the ground running and take the reins as your administrative expert, you should expect no less.
Don't put too much stock in certification. Virtual Assistance does have a few legitimate professional associations and training programs, but these are intended for business--not skills--training. Where certifications are offered, they can be somewhat subjective and misleading, and many of the veteran Virtual Assistants who established the profession and created the standards have been in business longer than t
Over the years I have donated thousands of dollars to all kinds of groups to help raise money. I am on some kind of list because I get tons of solicitations each day. Donor fatigue has set in. There is so much need and we can only give so much. The problem with fund raising is that the person who gives doesn't get anything of value back other than a feeling of doing the right thing but for most people it isn't enough.The Federal tax laws prohibit non profits from exchanging anything of value in exchange for donations. But I have discovered a way that gets around donor fatigue and the above mentioned federal prohibition.Since law school when I read the horror stories of what happens to kids when their parents die without a will, I have been a fiend on parents of minors having wills (saying who the guardians should be should the parents die) and given that 7 out of 10 people don't have wills this seems pretty important to talk about. Look at the incredible mess due to Anna Nicole Smith not having a will. I don't have children but I love my 3 French Bulldogs like my own babies. So I was really excited to find information about a legal insurance plan that gives its members a free will just for trying their month to month service. In fact as a fund raising idea for any non profit who wants to make money all they have to do is pay a one time $49 fee to get involved and then $20 a month for the a
During the consultation, some things the Virtual Assistant should cover with you include:
• A clear overview of how she works with clients;
• What her processes are;
• What services she provides (and doesn't provide); and
• What her values and expectations are for working together.
4. Personal & Professional Traits. Listen for the cues that tell you this is someone you can rely on and form an excellent business relationship with. How smartly the VA handles her business is going to directly correlate with how well she handles your work. Some things you should pay attention to include:
• Does she take the lead in guiding you through the consultation?
• Is she confident and articulate?
• Does she inspire feelings of trust?
• Do you feel a good connection?
• Does she interrupt often or listen carefully when you speak?
• Does she exhibit interest and curiosity about your business?
• Does she ask smart, purposeful questions?
5. Experience. Understand that the single-most important qualification of a Virtual Assistant is extensive administrative experience. From this level of experience, she is expected to possess the superior skills, training and business knowledge that are the hallmark of a truly qualified Virtual Assistant.
However, this is an unregulated industry, and while the veterans of us work to promote and maintain high standards, the Internet has nonetheless attracted a certain segment of individuals who have little to no qualifications or only entry-level skill sets that do not equip them to meet your very real and important business needs. Asking the prospective Virtual Assistant some of these questions will help you discern the difference:
• What was your experience prior to opening your Virtual Assistant practice?
• What positions have you held?
• How many years administrative experience do you have?
• How would you rate your skill level (you might ask this in reference to certain skills or software competencies relative to the services you need)?
• How would you characterize your level of understanding with regard to business principles and operations?
Look for a Virtual Assistant who has worked in upper-level positions such as administrative assistant, executive assistant, office manager, legal secretary, legal assistant, paralegal, supervisor, manager, etc. Virtual Assistants whose only experience was in receptionist or clerical roles are not commonly going to have high-level skills and competencies.
Keep in mind that Virtual Assistants are independent professionals, not employees. Just as you would not ask an accountant, attorney or any other service professional for their resume, it is inappropriate to ask a Virtual Assistant for theirs, and the request would be considered ill-mannered. However, they should be prepared to discuss in a consultation with you their skill levels and qualifications as described above.
6. Training & Certification. The highest form of qualification, and what Virtual Assistants are expected to have before entering the profession, is at least five years upper-level administrative experience. Our training ground is the real (non-virtual) business world. If you are a business owner needing competent support from someone who can hit the ground running and take the reins as your administrative expert, you should expect no less.
Don't put too much stock in certification. Virtual Assistance does have a few legitimate professional associations and training programs, but these are intended for business--not skills--training. Where certifications are offered, they can be somewhat subjective and misleading, and many of the veteran Virtual Assistants who established the profession and created the standards have been in business longer than t
Realtor marketing has always been a competitive business. One of the problems that has happened over the last few years is that people have tried linking their websites to anyone that would like to trade links. There is no problem with that as long as you know what you are getting into. Often you will go to a site and is looks like a buffet of links all asking you to go to another site instead of the site focusing on keeping customers and focusing instead on the great content that the site MUST offer.Matt Cutts, who is one of the search engine experts at Google stated earlier this week that Google is cracking down on links to unrelated sites. Examples he showed was real estate sites that had links to online pharmacies and other things that had nothing to do with what the site was about.Remember that if someone finds your content great when they will ink to you and no matter who links to you it is a good link. Other times you are trading links with other sites and in this case a link that appears on your site should be a link to something related. You can trade links with the following and have a good reason to have those links on your pages:Mortgage companies Home renovators Mortgage brokers Banks home inspection Realtors from out of townIn closing I must say that your Marketing must have a focus of getting links to your site and the trade off is that l
However, this is an unregulated industry, and while the veterans of us work to promote and maintain high standards, the Internet has nonetheless attracted a certain segment of individuals who have little to no qualifications or only entry-level skill sets that do not equip them to meet your very real and important business needs. Asking the prospective Virtual Assistant some of these questions will help you discern the difference:
• What was your experience prior to opening your Virtual Assistant practice?
• What positions have you held?
• How many years administrative experience do you have?
• How would you rate your skill level (you might ask this in reference to certain skills or software competencies relative to the services you need)?
• How would you characterize your level of understanding with regard to business principles and operations?
Look for a Virtual Assistant who has worked in upper-level positions such as administrative assistant, executive assistant, office manager, legal secretary, legal assistant, paralegal, supervisor, manager, etc. Virtual Assistants whose only experience was in receptionist or clerical roles are not commonly going to have high-level skills and competencies.
Keep in mind that Virtual Assistants are independent professionals, not employees. Just as you would not ask an accountant, attorney or any other service professional for their resume, it is inappropriate to ask a Virtual Assistant for theirs, and the request would be considered ill-mannered. However, they should be prepared to discuss in a consultation with you their skill levels and qualifications as described above.
6. Training & Certification. The highest form of qualification, and what Virtual Assistants are expected to have before entering the profession, is at least five years upper-level administrative experience. Our training ground is the real (non-virtual) business world. If you are a business owner needing competent support from someone who can hit the ground running and take the reins as your administrative expert, you should expect no less.
Don't put too much stock in certification. Virtual Assistance does have a few legitimate professional associations and training programs, but these are intended for business--not skills--training. Where certifications are offered, they can be somewhat subjective and misleading, and many of the veteran Virtual Assistants who established the profession and created the standards have been in business longer than t
There are many marketing methods available to help you promote your business. Whether a brochure, web site or other promotional items, how do you decide which method will work best for you? Networking, cold calling, client meetings are all fundamental to business development, but they leave little time to meet the large number of prospects needed to adequately grow your business.A company newsletter has the ability to expose your service or product to more people in less time than traditional marketing methods such as networking or client meetings; and is less expensive than paid advertising.Newsletters are a good way to communicate with clients and prospects, whether in print or online. They build credibility by making you an authority in your field and help to generate interest in your firm. Most importantly they keep your firm top of mind with customers. Newsletters can be used to highlight the skills and abilities of your firm or showcase individual staff members. They can create customer loyalty by giving your clients the information they need to know your firm, its philosophies, vision and corporate culture. You can also use a newsletter to inform and motivate employees, which will improve staff moral and increase productivity.The following of this four part series will show you all the elements necessary to create a successful newsletter and can be used when decid
Keep in mind that Virtual Assistants are independent professionals, not employees. Just as you would not ask an accountant, attorney or any other service professional for their resume, it is inappropriate to ask a Virtual Assistant for theirs, and the request would be considered ill-mannered. However, they should be prepared to discuss in a consultation with you their skill levels and qualifications as described above.
6. Training & Certification. The highest form of qualification, and what Virtual Assistants are expected to have before entering the profession, is at least five years upper-level administrative experience. Our training ground is the real (non-virtual) business world. If you are a business owner needing competent support from someone who can hit the ground running and take the reins as your administrative expert, you should expect no less.
Don't put too much stock in certification. Virtual Assistance does have a few legitimate professional associations and training programs, but these are intended for business--not skills--training. Where certifications are offered, they can be somewhat subjective and misleading, and many of the veteran Virtual Assistants who established the profession and created the standards have been in business longer than these programs have existed.
Additionally, there has been a proliferation in recent years of disreputable and unqualified opportunists willing to “certify” anyone who will pay. In this industry right now, letters behind a Virtual Assistant’s name mean very little.
7. The Business. I’ve interviewed countless clients and business people since 1997. What I’ve learned is they want and are most happy with high-quality, skilled support from a Virtual Assistant who:
• is confident;
• has her business solidly in place;
• doesn’t need training or hand-holding;
• is someone they can place their trust in; and
• can be depended on for expert support and guidance in laying strong administrative foundations.
Look for a Virtual Assistant who has been in business successfully for at least three years. New VAs don’t tend to have their systems, processes and offerings honed, which often causes unnecessary headaches, wasted time and an all-around unsatisfactory experience for clients.
I also recommend that the Virtual Assistant is someone who is actually IN business full-time. I’ve yet to see a Virtual Assistant operate a part-time practice that was truly in a position to serve client needs and expectations well. Some important facts to obtain include:
• How long has she been in business?
• Is she in full-time or part-time practice?
• Does she view her business as a chosen profession she is committed to for the long-term?
• Or is it a part-time side-job or hobby?
• Does she have well-thought out policies and business standards that will support you in working and communicating together effectively?
If the VA only dabbles or works on the fly, her lack of commitment or focus can definitely leave you holding the short end of the stick. This can manifest in longer turn-around times, lack of continuity, poor communication, conflicting commitments, interrupted work schedules, and long or inconvenient periods of unavailability.
8. Testimonials. A successful, experienced Virtual Assistant will have plenty of testimonials on her website from past and current clients. She should also be able to provide you with contact information of satisfied clients who are willing to speak with you about their perceptions and experiences in working with her.
9. The Owner. Many Virtual Assistants provide an "About the Owner" page in their website as a way to share important aspects of themselves with prospective clients. It's intended to provide you with a view into their personal ethics, belief systems, personality and goals. This information can be helpful in determining whether you share similar values and want to talk with the VA further. Since you will be choosing each other, make an equal effort to get to know the VA by reading that page.
10. Pricing. Virtual Assistant rates average between $35 - $65 per hour. Virtual Assistance is not the type of service you want to price shop. I know, I know. We all want to get the best price and pay the least amount possible. But we’ve all heard the saying “you get what you pay for” and this is very true in the Virtual Assistance industry as well.
Think about your own profession. You know you aren’t the cheapest, and you wouldn’t want to be. You know that expertise and quality comes at a price, but the value of that caliber of service extends far beyond mere dollars, and, in turn, saves your clients money.
You know this.
You will find Virtual Assistants who charge very little--so little, in fact, that they can’t possibly be running a profitable, sustainable practice, one that’s going to be around long enough for you to depend on.
Inappropriately low rates also signal a lack of business sense, which most often translates to poor quality, and lack of skill and experience. The consequence of hiring a Virtual Assistant who falls in this category is that your investment in her is unstable and ever at risk.
Virtual Assistants who don't price their services profitably do not stay in business long. In their last gasps, many end up taking on a side-job or more clients than they can handle just to break even, becoming overwhelmed in the process. For you, this means they are less available, and their service and quality of work suffers.
You want ability. You want someone you can work with well. You want great customer service. And you want someone who's going to stick around.
So look for quality and value--it's an investment that will literally put money back in your pocket.
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