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VA Directory

Connecting clients with Virtual Assistants

Operating a VA Business

Which website platform should I choose?

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I see this question so much on Facebook groups and elsewhere. ‘I want to build a website – what tool or program should I use?’ Or variations of ‘I don’t have much money and I want to use something that doesn’t cost a lot’.

The answer to me, is quite straightforward, but I need to give some information – it’s not a simple one word answer.

First of all, I want to acknowledge there are several platforms out there that can be used:  Wix, Weebly, Squarespace, Joomla, WordPress amongst others. And for the short term some of these could be ideal. I do believe, however, when building a website for a business, you should be looking at the long-term and big picture for your business.

I get that not all can afford to pay someone else to design so they want to use a program that’s easy to manage and get a site up quickly. My first preference and recommendation is always WordPress. There are default themes you can use and you can literally have a 4 page website up within an hour – if you already have your content prepared. Then it’s just a case of searching through themes for a look that suits your needs for now. Themes can be changed quickly so it’s the content that is important, in my opinion – then you can change the look again later.

Some reasons I prefer WordPress over the other programs:

  • It is easy to create in the free WordPress and export to a paid hosting version later on, without having to recreate the site.
  • It’s SEO friendly – that is, easier to manage your SEO on the site.
  • Google and WordPress are a match made in heaven. Google loves WordPress.
  • WordPress started as a blogging platform but is now a powerful web design platform. You can keep y0ur blog and website in the one space which is ideal for SEO purposes.
  • There are tons of plugins you can use on WordPress to increase the things you want to do, such as ecommerce, list building, social media connections, etc.
  • As your own abilities grow in handling the website, so will your website grow. I started with a one page website in 1996 – today it has over a thousand blog posts and hundreds of pages which are searchable.
  • WordPress has tons of themes, literally thousands, some paid and others free.
  • WordPress has a visual editor which makes it easy to use (I install the Classic Editor plugin for this).

When you begin with WordPress you can set up at the free .com version. I highly recommend you purchase a domain which is very low cost. This will help with your branding.  When you’re ready for paid hosting, you can get a hosting account (cpanel option I use) and export from the .com version of WordPress to the paid hosting version.  Hosting accounts have the ability to install WordPress with just a simple click and then it’s just a case of importing the export file from the .com version. From there you choose or install the theme you want and you’re live again – once you have re-pointed your domain name to the new server (the hosting provider or domain name provider can help guide you in this). Usually takes an hour or two for it to redelegate. And you won’t lose the audience you’ve built because they know your domain name already.  Sounds great, doesn’t it?

This chart below shows you why I prefer WordPress over the other platforms:

 

 

Do the research!

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I feel saddened when I hear about VAs who have set themselves up as a trainer, or coach, or mentor or something and then start giving inaccurate advise.  It’s so important for you, the one who is wanting to learn, to do the research and make sure that whomever you’re going to pay for advice, is qualified to give you that information.  Or that the information they are giving is accurate.  This includes how long they’ve been operating as a VA. Generally if it’s less than five years – they’re still getting established even if they have years of experience behind them working in the corporate world. Operating as a self-employed business operator is very different to being an employee.

So, if the advice relates to legalities, taxation and other important matters, check with an accountant or legal officer in your region, to make sure that what you’re being told definitely applies to you. It’s possible that generic information might apply to some, but not all.

And for those sharing information, please qualify if it relates to your region, state, country or otherwise. For example, talking about contracts probably should be very much country or state driven – make sure you explain that when sharing your post. If talking about rates, start sharing which currency you’re talking about. No one rate fits all and can vary considerably depending on the cost of living, currency and experience of those who want to be VAs.

Likewise, if you’re giving advice, make sure you’re qualified to do so, or have verified it with those who are in a suitable role to do so, i.e. accountant, tax officer, legal officer, copyright advisor or similar.

For those wanting to learn and those who want to share what they’ve learned, always do the research to ensure that you or others are not being led astray, no matter how good the intention.

 

 

The importance of building up others

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I’ve been feeling a bit down of late. A couple of pieces of sad news had come my way and things have been going somewhat crazy in my own life and business. I haven’t been feeling as much in control of my time as I usually like to be and also had to take over a project for a fellow VA who has had an unexpected life change take place. This added to the ‘stress’ of what was already happening but, as a Network owner, I have to accept that sometimes that’s the way it is and I’m here to support my members.

Add to that an event happening at the end of this week that I need to be at, another on Sunday because of a role I have in my life outside of my business (Rotary) and sometimes I realise that maybe I bite off more than I can chew. Easy to feel weighted down as a result.

And then comes a phone call from a fellow VA wanting a minute or two of my time and I agreed because that’s why I’m here – to help my fellow VAs. And I do love this industry very much. Had I told this person I didn’t have the spare time I would have missed what I very much needed. Some words of encouragement and thanks for what I do for the industry and how I’ve helped this person, even though I hadn’t really known that. And the potential for something new to be a part of my business so waiting to hear more details on this possible project.

If someone is instrumental in your life and business in some way – make sure you let them know. It’s always good to think it but others don’t hear your thoughts. So voice them or write them and share them – something because you just never know when the recipient really needs to hear what has been on your mind. It may just make their day shine when they really needed it.

Where do you find your clients?

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I see VAs in many Facebook groups asking how they can find clients and that they’ve tried everything. The answers they often get are ‘Facebook, LinkedIn’ and other online places. For me it’s not just about online but it is very much about where people can be found. Just thought I’d share with you where I found some of my current clients:
 
NFP in the arbor industry – a 90 min speed networking event
NFP in the employment sector – a referral from a fellow VA
Professional speakers – attending networking events run by the National Speakers Association
Professional performer/singer – wife of one the above professional speaker
Other NFPs – via my website, LinkedIn and Yellow Pages (when I used to run the advert)
Architect – via website
Aircon company – via BNI
Charity group website – via BNI
Bushcraft survival expert – via website
Business Coach – networking event from a business coach association
Photographers x 2 – via BNI
 
I’ve had other clients come to me via LinkedIn, and many through word-of-mouth referrals. Don’t underestimate the value of word-of-mouth referrals. Do a good job and people will tell others about you.
My first two clients came via my church in 1994 and more have over the years too. Another client came via a photography workshop I attended (I’m a keen photographer).
 
What are some of the places you’ve gotten clients?

Confusion reigns – employee or contractor?

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Once again the topic about employee vs contractor raises its head.  It gets particularly complicated here in Australia, for example, when our tax office (ATO) confuses the general public out there what it means. And then we also get remote offshore employees who work for agencies, charging very low hourly/weekly/monthly rates providing similar services. And yet they are employees, not Virtual Assistants. The terminology gets mixed up and confused. And then enter tech gadgets that go by the name of ‘virtual assistant’ (think chatbot) and it adds another dimension.

The definition of an occupational Virtual Assistant on Wikipedia defines a VA as someone who is generally self-employed and provides administrative support services. It also goes on to say that we VAs are responsible for our own taxes, insurances, etc and that clients pay us a fee or rate or charge – not a wage.

I have shared all three images above via Facebook and LinkedIn and had some interesting commentary.  Things relating to business owners here in Australia being confused and being scared that the ATO will deem them an employer, hence why they engage someone offshore. But many of us in the industry here in Australia feel the truth is that they just want to engage someone full time at a very cheap rate and get away without having to pay taxes, Super, leave pay and so on. The reality is that if they engaged a VA here in Australia the work would probably be completed much faster and they really only have to pay for the work or time carried out rather than trying to keep someone busy full time because they’ve engaged them full time.

Virtual Assistants are self-employed business owners and, therefore, service multiple clients. Just like all business owners do. Rarely does any business owner have only one client – otherwise they have no business! They have a job with an employer.  And, just as in the corporate world, there is often need for more than one administrative person to fulfill the needs in a business. While it’s true that the VA Industry, collectively, can carry out a lot of roles, it does not mean that any one particular VA can do everything. You may choose to engage a virtual bookkeeper/VA, a VA for managing your social media, another VA to do your general admin including broadcast emails and phone answering, and perhaps a fourth to manage your website or do copywriting or something else. There are even VAs who work in the Human Resources field.  A Virtual Assistant is an Assistant or Worker who works on a Virtual basis. They’re not a subordinate, or employee but rather, just like you, they’re a business owner who provides services to help you run your business.  They’re there to help free up your time so you can concentrate on earning more in your business while the back end of the business is being maintained. They are experienced and used to holding the fort and keeping things running, usually with minimal guidance, once they understand your business needs.

Another comment made to me related to a ‘client’ having to pay our Super if we were earning more than $450 per month from that one source, but in checking about that via my own Accountant, I found that was actually just a very simplified response and it goes much deeper than that.  The ATO explanation is here.  And then Jenniffer Crowley added her own experience at LinkedIn in relation to subbing out work to others and the difference between employing and contracting support staff. You can read about it here.

For those who don’t want to follow the links and are looking for the shorter answer – here it is below.  Basically, if the contractor (read self-employed business owner/operator or Virtual Assistant) is responsible for the following things – you are engaging a contractor and not an employee.

  • The contractor has the ability to subcontract or delegate the work to others (an employee can’t)
  • The contractor owns their own equipment, software, and other tools to carry out the work in most cases (occasionally a client may reimburse for purchase of specific software or program relating to their particular need)
  • The contractor is legally responsible for the work they carry out and fixes errors at their own cost
  • The contractor is free to determine how the work is carried out and when, subject to any contract or agreement they have with their client
  • The contractor operates their business independently of the client and is free to take on other clients and other work
  • The contractor usually advertises their business to grow their client base
  • The contractor usually carries their own insurances, i.e. business equipment, personal indemnity, etc
  • The contractor maintains their own records and usually has a separate bank account for their business activities
  • The contractor is paid to achieve a result. That is, they are not typically paid for time but to produce something, say a report, meeting minutes or whatever is relevant.

Of course, there could be exceptions to the rule and it’s always best to confirm with your own Accountant about your own situation. But then, as business owners, we all do have Accountants, don’t we?  And I know they have to keep updated with the rules and regulations on a regular basis. I know my own Accountant does receive updated training each year – hopefully yours does too.

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