Operating a VA Business

Wondering how our VAs can help you?

I recently ran a poll on our VA Facebook Group and this is the result of the poll responses. This chart may change, over time, as more VAs join our group and respond to it, but I thought it might help you to see the types of things that can be done for you. It might even make you realise there is more that can be done for you than you thought.

You may be wondering about the cost as well and that will vary considerably, depending on the type of work being done. Some will charge hourly, some will charge package rates, i.e. set number of hours per week or month, or perhaps project rates. Some live in states or countries with a lower cost of living, some in a higher. Ultimately it would still be cheaper for you to secure a VA to support you rather than you doing the work yourself at whatever your own charge out rate is. That would give you more time to service your own clients, or pursue more clients to build your business further.

There may be times when you need more than one VA as well. For example, the role you have requires a lot of hours per week. If that’s the case, better to split the role amongst 2 or 3 VAs to get the work done. Why? Well, here in Australia (and in other countries) if you were the sole income supplier for the VA, or the main income supplier, you could be deemed their employer by the Tax Dept and be taxed accordingly, and also be told you have to pay their Super, WorkCover and so on. The majority of VAs have multiple clients so wouldn’t have the time capability to dedicate to one full time or almost full time client, anyway. A benefit of having 2 or 3 supporting you is that when one isn’t available, the others can fill in the gap and saves you having to engage and train yet another VA.

Yes, it takes time to bring a VA on board and get them familiar with your business and how you operate things but the same can be said of an employee as well. Either way you have to train someone or a few someones, but the benefits here are you only pay for the work done, you don’t have to purchase equipment, software, furniture or phones for them and if you don’t have work to be done, you’re not having to pay wages, unlike engaging employees.

How long can you keep a VA for? That’s up to you and them. For my own part, I have clients that have been with me for close to 20 years, although most are in the 5-8 year bracket. Some retire, some close their businesses, some move on and no longer need support, but of those that do, I’ve remained steadfast and available to them, and know and understand their businesses too. And this is the same for many VAs the world wide. You do not have to get a new VA every time you’ve got something else to be done. Just keep going back to the same one and, if they’re unable to assist, they will be able to help you find someone else to give some extra support, when needed.

So, do you need a VA? Contact us today to place your request.

Kathie Thomas

Kathie is the owner of VA Directory and is former past President of the Australian VA Association. She founded the Virtual Assistant industry in Australia in the mid 90s, having already been operating a home-based secretarial service. Today the VA industry covers a multitude of office-based services for clients worldwide.

Including your children in your workplace at home

With the current world wide isolations in place, because of COVID-19, many of us are now working at home, be it our own business, or for a boss and, for many, this also means having the kids at home. The two can mix quite amicably but it can take time to settle into a routine. Believe me, I’ve done it! Having brought up five young daughters who were aged 7-13 when I started my business in 1994. They’re all grown now, four are married, three with children, and are working at home, doing very different things to me. They followed their passions and found businesses that worked for them.

But, what about in those early days? I find that when there are three or more children in a household they’re more likely to keep each other occupied and less dependent on their parents for attention – depending on their ages, of course. I know it can be harder if there’s just one or two children at home. However, if they’re at an age where they can follow directions and have the ability to help you, why not put them to work in your home office too, just for an hour or two, a few days a week?

What kinds of things can they do? Kind of depends on what type of work you’re doing, but for me, they did the following:

Folding and stuffing letters into envelopes
Putting stamps on envelopes
Sorting envelopes into groups of 20 and put rubber bands around them ready to take to the post office (I did a lot of mail-outs back in those days)
Filing of paperwork
Simple data entry into a spreadsheet or database
Typing up their own resume under guidance, for future use, based on what they had been doing in the office
Copy typing a document
Answering the phone
Photocopying documents
Filling conference bags for an upcoming conference, and so on.

I’m sure you get the picture. There are lots of things that could be done by your children if you think about it long enough. Even if your work isn’t office-based but something else. However, it is important they get paid for their time – this is an ideal life lesson for them about the value of their time and being paid for that time. Just as you are paid for your time. Suggestions I make are:

Set an hourly rate
Give them money for pay each week, or
Put money into their money box, or
Put money into their bank account on a weekly basis and show them the growing balance, or
Keep a spreadsheet tally and once it’s grown enough, purchase for them something online – something they want to spend their earnings on

Our children need to feel valued and having them help you in your work not only teaches them new skills, but also helps them to feel involved and a part of what you’re doing daily. Instead of it being so isolating for them, it’s more inclusive for you all. I’d love to hear what they’ve been doing for you at home while you work.

Kathie Thomas

Are you Zoom’d out?

If you’re like me and starting to have regular online meetings, you may find yourself doing far too many, in too little time. I’ve heard some are spending hours every day in online meetings.

Was that the norm for you? Regular daily meetings? Remember you are in control of your diary. Set a routine and try to pace yourself. I’ve decided no more than one meeting a day but for others that might not be realistic. Perhaps one in the morning and one in the afternoon – if they’re not long meetings.

Whatever you do – don’t do back-to-back meetings. Make sure you have breaks in between for meals, for exercise or walking, to get away from the screen so that your eyes can adjust to other things. Get some washing done, go for a walk in the garden or around the block – anything away from your computer or phone screen so your eyes can have a break, and you too.

Kathie Thomas

Virtual Assistants and COVID-19

I had the privilege of being asked to participate in a panel discussion with 4 other industry leaders, Ingrid Bayer, Liz Parker, Rosie Shilo and Susan Wilkin, here in Australia, being run by AAVIP. It was a great discussion, with all sorts of ideas on what VAs can do to help their existing clients, and potential clients during this global time of crisis, as well as keeping their own businesses operating and looking after themselves mentally and physically. I thought I would share my own presentation here – it’s quite long, but worth the read, I believe.

Yesterday I decided to tidy up my office bookshelves, and throw out old files and papers, re-sort the books I have, and look through ones I hadn’t yet fully read.

One of those books is by Spencer Johnson and it’s called Peaks and Valleys and what a perfect title for what’s going on around the world right now! Some businesses are experiencing peak times because of what’s happened but many others are in valleys right now.

He quotes Proust as saying ‘The real voyage of discovery consists not in seeing new landscapes, but in having new eyes’ and this is something we need to be doing today.
And more quotes from the book:
“Peaks are moments when you appreciate what you have and Valleys are moments when you long for what is missing. You cannot always control external events, but you can control your personal peaks and valleys by what you believe and what you do. The path out of the valley appears when you choose to see things differently.”

As VAs we have transferable skills and we really can work with any type of business (for the most part), in any time zone and in any currency.

While the media has made it seem like the entire world is on the brink of complete disaster, that’s not the reality with all businesses. Most businesses that were already working online, like us, can pretty much continue on as we always have done. This puts us in a fairly strong position. We haven’t had to uproot from business premises somewhere else to set up at home. Working at home isn’t strange to us – it’s a normal activity. And we’re already used to working remotely, and productively, even if there are family members at home.

We became VAs because of the abilities we have and because we are organised.

As VAs we are fortunate that we have a mix of clients, rather than just one client. While some may go quiet during this period, others will still have work to be done. This is why it’s so important we never put all our eggs in one basket – we should always have a mix of clients.

And if you find the specific niche you’re working in is affected, such as the events industry for example, your skills can be used in other industries. You just need to change your focus. In doing so, this will help make your client base a wider mix for the future.

One of my VAs mentioned the other day she’s flat out. She works in the medical transcription field and that industry is flat chat busy at the moment. I’m sure any VAs working in this field right now are finding the same and, if that’s you, don’t forget there is a whole community of VAs you can reach out to for backup support, if you need it.

All VAs should be marketing online but if you’re not, time to start. So, look into what you are doing and where. Most of you will have clients that won’t go out of business – some may close their office for a while, or cut down their hours, but most will remain in business and you can help them with this. Perhaps show them how to do more online, how to be more reachable, and how to use online tools such as Zoom, Asana, Trello, Slack, Dropbox, Skype and so on. Now’s a time for you to reach out and offer help to your existing client base and to others too.

Just last night, my local Rotary Club had its very first meeting online via Zoom. This was a scary thing for many of the members as they have not used this technology, but some did attend and they enjoyed it and will now share with the others to come along next week. We also discovered that we could have speakers much further afield – simply because they could speak to us from their own home. Suddenly the possibilities have just grown for our club because we’ve taken it online. Your clients may find the same.

Perhaps also help your clients to set up a Facebook group, move into online selling, help them to contact their own client base to see if your client can help their clients further. Show them how to hold online events, classes and tutorials.

I personally feel that many business owners are in shock right now and when they resurface from that, things will get busy again – especially if the area you work with right now has quietened down. Reach out and see how you can help. You may just find a whole lot of new possibilities that hadn’t been considered before, simply because of looking at things in a different way.

Kathie Thomas

Are Virtual Assistants Good or Bad for Business?

I recently answered this question at Quora and thought I’d bring the discussion here on my own site. My answer was in response to the inference that they could be damaging to someone’s business. And there seems to me, that some think you just engage a VA when you want something done – they don’t realise that this can be a long-term arrangement.

I’d like you to consider that a Virtual Assistant can be long-term use, not just short-term. Why engage lots of different VAs when you can keep one or two (or more if needed) as permanent support?
I’ve been a VA for nearly 26 years. I have clients who have been with me for over 15 years. I know their businesses and they know and trust me. The only reason why any of my clients would seek to engage another VA is if I don’t have the skills for something else they want done, or if I’m on leave. And usually, for either of these options, I help them secure another VA to assist them from the team of VAs I work with.
Don’t make the mistake of thinking you have to get a new VA every time you want something done. Build a working relationship and use one who is well suited to your needs.
Remember, a VA is experienced and skilled at the types of things you engage them for. Money well spent and also a taxable expense. They are helping you to keep your business running so that you can concentrate on making more income, rather than trying to manage your daily business activities to keep it running.
Also, I encourage you to seek a VA through a VA Network and not a freelancing site. The VA Networks are designed to provide support to the VA industry, assist VAs in their continued learning and usually have criteria for each member to meet.

Kathie Thomas

Wondering how our VAs can help you?

Including your children in your workplace at home

Are you Zoom’d out?

Virtual Assistants and COVID-19

Are Virtual Assistants Good or Bad for Business?

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