Planning to attend a conference, or …

Still coming back down to earth after our fantastic event, the Australian VA Conference (AVAC) a couple of days ago.  It was great to meet face-to-face the names I’ve come to know so well over the internet for some years.  And to meet new names, people I hadn’t met online before but who are venturing into the Virtual Assistant world.

However, there were many who did not come, for several reasons, and a couple who didn’t turn up, although they had booked to come.  I received emails of apologies as well.  I thought I would try to address some things here that might help them with successfully attending next year.

I know personally how hard it is to get away from your office and your business. After all, it’s your baby, and you don’t want to leave or desert it.  However it is most important you do plan to take some time out for yourself and your business, to get recharged, renewed, pick up new ideas, get rest.  We need to do this through making sure we get breaks, like a holiday and we can also do it through attending events put on that will help enhance our businesses.

How do I get away? Many know that I’ve had several holidays lasting from 2-4 weeks over the past 7 or 8 years.  The last one being in Canada in 2009 to speak at FoVA and then take a trip.  Like others, I have clients who won’t necessarily want to take a break when I do and they need to be looked after in my absence.  Here is what I’ve learnt to do, in order to prepare for time away from the office:

1. Put the dates in my diary – they’re not negotiable!
2. Make sure you block 2 days before and 2 days after the event in your diary to allow you packing time before event and unpacking and going through emails, etc after the event.
3. Start putting some funds away in a separate account so I can pay for the trip or cover bills during the time I’m gone.
4. Seek out someone who can look after my home and my pets in my absence.
5. Advise clients about 2 months out that I will be taking a break for xx amount of days and I’ll be in touch soon to find out if they will need support in my absence.
6. Contact the clients again 1 month before and find out what deadlines they might have or projects coming up that will need to be maintained while I’m away.
7. Contact other VAs I know (very handy having a network to tap into) to find out who can carry out the needs of my clients during that short period of time.  It is important to note here that you shouldn’t overload any one VA with several of your clients. They have their own to look after too. I find it better to assign one VA per client so there’s no confusion over what needs to be done for each client and so there is no sudden overload or overwhelm for the VA.
8. Report back to each client advising them who will be looking after them while I’m away and give them the VA’s contact details.
9. Give the VA templates, copies of anything that is needed, client contact information and so on.  Ask the VA to go through what you’ve sent them so they can ask questions now – not when you’re just about to go out the door.
10. Remind the client a few days before you leave that you’ll be gone from xx to xx and that {name} will look after them well.
11. Now it’s time to make sure you have everything you need to ensure a successful trip/time away from your office.
12. Enjoy!

Will a client suddenly send you something the day before you’re due to leave? Some do. I just gently remind them that I’m going to be away, as advised previously and that I can either pass the work to {name} who will be looking after them, or I can do the work on my return.  Sometimes the client decides it’s not urgent and is happy to wait for my return.

I hope this helps with your planning to come to AVAC next year, or any other event or holiday you’d like to take part in.