VA – Page 2 – Virtual Assistant Success Strategies

Wil Hart on January 7, 2013

3 Reasons To Ask Yourself “Why?”

Let’s be honest! If you look back at the previous 12 months of your life, do you find things that are noteworthy or humdrum?

Noteworthy – (adjective) Significant or unusual.

Examples of things that are noteworthy:

Accomplishing meaningful goals.
Building or repairing important relationships.
Breaking through a paralyzing limiting belief.

Humdrum – (adjective) Lacking excitement or variety; dull; monotonous.

Examples of things that are humdrum:

Allowing hours, days and months to pass you by without making quality contributions to your life or that of others.
Embracing a life that is stuck in a rut.
Empowering others to dictate how your life will turn out.

Do you recall the day when you planted the idea in your mind to start your own Virtual Assistance business? Has that seed sprouted and begun to flourish? Did the idea motivate you to take some action in order to create a vision for yourself, set some goals and act on those goals?

If your seed of a thought has not yet sprouted, I can tell you exactly the reason it lays dormant in your mind. Your ‘WHY’ is not BIG enough! I cannot stress the importance of having a tremendous motivating factor. I know the feeling of setting a goal and shortly forgetting about it because it wasn’t strong enough to move me to action. Have you ever felt that way?

Here are 3 reasons you need to have a compelling ‘WHY’ in order to become a successful Virtual Assistant. This will force that implanted mental seed to germinate. Knowing your BIG WHY will do the following:

Force you to be relentless. Have you ever been in a financial bind? It is amazing the resources that become available to you when you need money fast. (Just to be clear, I do imply legal resources.) During that time, when your mortgage is due, you won’t stop searching until you have a solution to the problem. The same is true when you are seeking to build your own business. You will find the resources and the mentors who can help you to be successful in business. You will not allow anything to stop you from doing so.
Compel you to complete projects. A successful business is the result of completing a series of projects. When you have a vision of the type of business that you want to create, you will then need to map out the action steps that will enable you to accomplish your goals. Completing those action steps fulfills your goals.
Empower you to create a life-enhancing business. We all have to work in order to provide for our families. If that isn’t a BIG WHY for showing up at a place of employment (that you may detest), I don’t know what is. I have spent the majority of my career as an employee. If you were to ask me why I worked for the companies that I’ve worked for, I would’ve stated, “I have to eat and pay bills!” That was my BIG WHY. If you’d like to know why I am now self-employed, send me an email and I will gladly share with you my new BIG WHY.

If you look back at 2012, do you find that experienced a year that was noteworthy or humdrum? If you were aiming for noteworthy and accomplished it, then CONGRATS! If you have just realizes you were living a humdrum year and want to make a change, I invite you to start where you stand and strive for something more. If you are now an employed administrative professional, think of ways that you can make your 2013 year-end review remarkable! Make a list of trainings that you can take. Look for daily tasks that you can complete quicker so as to improve your productivity.

If you are already working full-time as a Virtual Assistant, focus on how you can make 2013 a noteworthy year. Define what success means for you. It may be enrolling a certain number of clients or earning a specific income. Whatever the case, clarify your vision for success so that you can invest outstanding contributions to the fulfillment of your goals. Start taking the appropriate action today. Would you like a copy of the formula that I use to help me stay focused on my vision and take the right action to completing my vision? Email me (Wil@EAtoVA.com)!

Wil Hart on May 22, 2012

5 Keys To Becoming A Successful Virtual Assistant

In 2009, there were 27.5 million businesses in the United States, according to Office of Advocacy estimates (per a report published in January 2011). What does that mean for you?

A) That number has only increased since 2009.
B) EVERY single one of those businesses needs some type of administrative support to function and be profitable.
C) There is more opportunity for you to be successful than ever before.

Since you have expressed an interest in becoming a Successful Virtual Assistant, I want to share with you all the tips, short cuts and resources that were not available to me when I first got started. I had to figure out on my own most of the things that I learned. I hope that you will utilize the tools that I give you so as to make your journey a LOT less stressful than mine turned out.

Fortunately, I kept track of every step I took, every mistake I made and everything that worked along the way. I didn’t have a real reason for doing so at the time, but I’m SO glad I did because now I can share them with you. When I look back I see that there are 5 critical keys you need to start and build a successful Virtual Assistance company:

1. Mindset: You may not realize it now, but to be successful as an entrepreneur, you have to THINK like an entrepreneur. As employees, we are conditioned to do what others tell us. Someone else typically decides our schedule, how much we get paid, who we work with and what projects we work on. When you become self-employed, YOU call all the shots. This is probably one of the things that is most attractive to you about the opportunity to be a Virtual Assistant. However, you must understand that you will have to go through some growing pains to make-over your mindset. You cannot operate your business they way you function as an employee. It simply won’t work. If you avoid working through this transition it could be the ONE thing that can make or break your business.

2. Infrastructure: What makes up the infrastructure of your company? Here are a few things to consider: 1) Insurances – health, life, disability, dental etc. 2) Technology – computers, phones, an online presence etc. 3) Operations – you must have operational systems in place such as accounting, tax filing, setting up new customers, processes for working with customers, etc. 4) Structure – will you set up an LLC or a Sole Proprietorship? 5) Finances – it takes money to make money. Considering these important matters and making well-informed decisions about which situations will work best for you, will enable you to start and manage a successful company.

3. Marketing: Marketing your services and getting clients boils down to one thing, ‘Offering solutions to people who are already looking for them.’ You don’t have to “hawk your wares”, you don’t have to convince people to hire you and you don’t have to take any opportunity that comes along. Marketing at it’s best is simple, focused and consistent. Those who do not market their company tend to find themselves out of business very soon. The best thing that you can do for your business is to know how to generate leads and enroll new clients. You do not want to wait to figure this out. You can develop a marketing plan even before you have made your first dollar, taking advantage of the resources, relationships and opportunities already within your reach.

4. Transition: Having a PLAN around your transition from Executive Assistant to Virtual Assistant will help you to make the leap from employee to entrepreneur smoothly. Please do not quit your job and then ‘hope for the best’. That is NOT a plan that leads to success. You want to make sure that you have not only your infrastructure in tact, but also a step by step plan that has dates attached to keep you focused. This plan gives you time and space to make the transition. In your mind you may think you can “wave a wand” and make the changes you need to make overnight. But that is an unrealistic view. Mapping out a realistic plan will help you to make steady progress, avoid unnecessary stress and minimize wasted time and wasted money.

5. Building Your Business: When you work for someone else, that company does all of the heavy lifting for you as an employee. The company is responsible for building the business so that you will have a place to work each day. Now, YOU are responsible for whether you win or lose. Success or failure is 100% in YOUR hands! You, therefore, have to perform all of the needed tasks to REMAIN in business. This includes constantly upgrading your skill set, setting up systems, marketing consistently and more.

If you would like help with each of these 5 Keys, I invite you to join me for a FREE training call on Thursday, May 31st, entitled “How to Use the Skills You Already Have to Add An Additional $500 – $5,000 to Your Monthly Income…Working From Home”. Click HERE to get the dial-in details!

Wil Hart on July 2, 2010

What’s Your Contingency Plan For Your Business?

Let’s face it – we live in uncertain times. On any given day you may have a power outage, your Internet connection may be down, your child could wake up sick or you may be faced with some type of natural disaster. Hiccups and disruptions in your work flow COULD be detrimental to your business. However, that doesn’t have to be the case.

Taking a proactive approach to preparing yourself for the unexpected you can minimize the effect on your business. By having a contingency plan, you are establishing yourself as a business professional just like any large corporation. If done correctly, your clients won’t even know you had an issue unless you decide to tell them.

So what exactly is a contingency plan?

A contingency plan is a process you have for your business to protect yourself and your data from being lost during an emergency. Losing data would be detrimental to your business not only for the information that you would have to recreate, but also the violation of your clients’ private affairs.

Wil Hart on June 23, 2010

Stand Your Ground on Your Fees – Don’t Negotiate

Everybody likes a good deal and to save money. Perhaps you clip coupons to use at the grocery store. Or maybe you go out to eat on family nights when kids eat free. You may look for “out of the box” or gently used items to get that new electronic gadget you want.

But one thing you should remember as a Virtual Assistant and a business owner is that your fees are not negotiable.

Despite the fact that the economy has changed, that isn’t a reason to reduce your rates. Likely, you have continued to invest time and money into improving your skills and building your expertise that will allow you to provide more value to your clients. Your clients need to understand that by choosing to work with you, they are working with the BEST of the BEST, and that your rates are simply a reflection of that.

Admittedly, dealing with the question, “Can you lower your rates?” can be challenging. While you might feel like you want to reduce your rates, you should stand your ground. It doesn’t have to be as difficult as you think it might be.

Here are some tips to handling the conversation if a prospect tries to negotiate your fees:

Be confident! – You should firmly believe in your rates and your expertise. If you don’t, your clients won’t either. Nothing is more professional than someone who is self-assured and confident in their abilities and their value.
Have a standard response – Knowing what to say in this situation before it happens will help prepare yourself for the conversation. Don’t let yourself be caught off guard.
Don’t grovel or waiver from your response – If a potential client reacts negatively or asks you again, don’t cave. Stand firm with your rates and your decision. If they can’t afford your rates or don’t want to pay them, then they are clearly not your ideal client and won’t ever fully respect your working relationship.

Here’s an example of what I have said to people who have tried to negotiate my fees, “No, my rates are not negotiable. They are a reflection of my skills and experience. So if you would like to benefit from the services I provide, that that is the fee structure I have in place.”

That’s it – don’t say another word.

There will be a kind of uncomfortable silence (perhaps uncomfortable for the prospect, NOT you) that will force the person either to say yes or no. If they say yes, then they understand the value you can provide their business. If they say no, then they are not the client for you and let them go. Again, don’t grovel or waiver and don’t be uncomfortable. Don’t underestimate your value for anyone.

When you are meeting with a potential client, it’s not just about them interviewing you — you are interviewing them to see if they deserve a place in your practice. Remember, taking on a new client is starting a new relationship. So you want that relationship to start off in the best way possible and with mutual respect. NOT with the client trying to de-value what you offer from day one.

What has your experience been with clients who have tried to negotiate your rates? Did you lower your rates for them? What was your experience like with this client? Post your challenges here so we can learn from each other!

Wil Hart on June 21, 2010

Create a Work Schedule That Gives You Time to Play

Starting your own home based Virtual Assistant business is a decision that involves a lot of thought and preparation. One of the biggest “perks” that comes with working for yourself and from home is having a flexible schedule. However, that flexibility can become a liability if you don’t manage it well.

One common pitfall I see VA’s struggling with is the tendency to “multi-task“. While you may think you can get more done, multi-tasking can truly be a detriment to your business and personal life. It’s so easy to think you can do a load of laundry while you’re working on a website, and then take a break to fold the laundry and come back to the website when you’re done. While this may seem harmless, it actually is making you less efficient in your work as a Virtual Assistant and your housework (or whatever the other activity may be). As a Virtual Assistant, it is important to create a work schedule for your clients’ benefit…and yours.

A key to creating a work schedule and maximizing your time is called “batching”. Batching refers to setting aside a specific block of time to handle similar tasks. So, say for example you have 3 clients and all of them need you to do some phone work. You might be making phone calls to clients, checking on insurance rates or whatever. The important thing here though is to do all the phone calls at once. By blocking out 2 hours in your day to do all the phone calls, you are focusing on just being on the phone and completing the project. Even though you will need to track the time spent on the phone for each client so you can allocate the time appropriately, you are still being more efficient by doing all the phone calls at one time. If you were to make a phone call here and there throughout the week, the project would take much longer.

By batching your tasks, you become much more efficient which can free up time for you later in the day to do other client work, or take (some well-deserved) time off. This technique works with virtually all tasks that you do: bookkeeping, reading emails, transcribing files, client projects, etc. You can even batch clients individually, rather than by task. What this means is that maybe you designate each day of the week to a particular client and do everything in that day for them. You’ll have to test this method out to see if it works out for you (and the client), but it can be a really effective way of getting projects done.

Another important thing to remember to schedule in your day is breaks. We all need a mental break throughout the day to ensure we’re on top of our game. So maybe you find that you can work for a solid 2 hours before your mind starts to wander. Then make sure you schedule your day in 2 hour batches with a 15 minute break to get something to drink, take a brief walk or just rest your brain.

By taking the time to outline your schedule and establish how you’ll get work done, you are setting yourself up for business and personal success. You’ll have a clear “start” and “end” time for your business and family time. This gives you the ability to make the time for doing housework (YUCK!) and of course enjoying your family time each day. By focusing on one project at a time, you are also giving your full attention to the task at hand. This is very important to completing clients’ projects, but also to your family who notices when you’re “distracted” by work.

What type of work schedules do you use? How do you batch your day? Please share your techniques with us so we can learn from each other and hopefully help someone improve their work and life balance!

Wil Hart on June 15, 2010

Showcase Your Expertise: Solve Problems On Your Blog

One of the best ways to showcase your expertise as a Virtual Assistant is to create and maintain a blog. As a VA, you want to show potential clients you hold the key to the solutions they’re looking for.

Now admittedly, one of the first concerns you may have about writing a blog is figuring out what you will write about. One way to create highly useful, relevant content is to answer questions or solve problems in your posts. Prospective clients (and even current clients) come to you for assistance because they are struggling with particular problems. So use those situations as your inspiration! If a client doesn’t mind, you can even use them as an example (with a link back to their website, of course) so that you can demonstrate your expertise and how you add value to their business and their life.

For example, let’s say one of your clients’ websites was hacked and they “lost” their website. This is a scary thing for business owners but that’s why they’ve hired you as the expert, right? So, in your blog post, you can detail how this “problem” was minimized because you create weekly backups. Your blog post can then detail 3 or 5 tips on how and why to run weekly backups and maybe even provide some solutions on what to do if they did not backup their site and how they can fix it.

As you see in this example, you offered a specific solution to a specific problem. Not only did you solve it for your existing client, but you also provided resources for other people to solve the problem on their own, or better yet, gave them concrete examples on why they should hire you to solve the problem for them.

There are 3 main goals of your blog:

1. Maintaining it as a marketing tool to attract prospective clients
2. Showcase your expertise and build your credibility
3. Encourage participation through comments and suggestion to build your community

By using examples from your own experiences, you can provide countless solutions to problems that you are already solving. All you are doing now is taking the time to document the problem, the solution and recommendations for avoiding the problem for someone else. Using this as a method to keep your blog posts fresh will help you avoid the “what do I blog about” mind block.

What other ideas do you have for keeping your blog posts fresh and up to date? I’d love to hear your ideas – please post them below so we can talk about them!

Wil Hart on May 25, 2010

Savvy Systems Means More Pro.fits

Savvy Virtual Assistants setup and implement systems to run their business. Using systems consistently will allow you to work as effectively and efficiently as possible. The more you can systemize, the more you can monetize!

Systems are the key to your business organization. It’s a way to ensure that you create consistent high-quality results in everything you do. This includes bookkeeping, communication, administrative, client support and marketing. Whether you realize it or not, you probably already have a system in place for all of these things, you just haven’t gone through the process of actually documenting them.

Documentation is the key to helping you streamline your processes so that you get better at doing things more quickly. Once you document your processes for how you handle different tasks, you’ll begin to see how you can either automate them or outsource them. This will free up time for you to spend on the two most important things: client work and marketing your business. Continue Reading>>

Wil Hart on May 10, 2010

How to Select a Name for Your Virtual Assistant Business

Choosing a name for your new business can be an exciting but stressful task. There are so many factors in selecting an appropriate name for your new company. While you can change the name down the line if you want/need it, it can be a cumbersome task. So you want to make a decision that will be comfortable for you to live with.

Here are my suggestions on points to consider when selecting a name for your VA business:

How do you want to brand your company? Do you want people to know your business based on what you do or, do you want them to know your business based on your name? Deciding to brand your business or yourself is an important first step in creating your business name.
What image are you trying to convey? When an ideal prospect hears the name of your company what thoughts do you want to come to mind? When they see your company name how to you want them to feel? Remember you’re a solutions provider, a problem solver. You want to convey the benefits and results that clients experience in working with you in every part of your brand, including your business name. Let this guide you toward selecting a name that fits. Continue Reading>>

Wil Hart on April 25, 2010

Need More Clients? Fish Where the Fish Are!

The number one question I get asked about Virtual Assistance EACH week is: “How do I get clients?”

The answer is very simple. You have to “fish, where the fish are!” And you have to “fish” consistently.

Many VAs find it difficult to market their services and thus struggle to consistently attract clients. This has mostly to do with one’s mindset, because we can often hold ourselves back from success because of limiting beliefs, fears or doubts. Have you ever thought to yourself:

“I can’t charge that much!”
“No one is really going to pay that for what I do.”
“Marketing is too hard and I’ll never be good at it.”

If you tell yourself things like this you’re right. But if you tell yourself:

“My time is worth X and I deserve to be paid that much!”
“There are plenty of people who need my services and I’m going to find them!”
“I can learn how to market my services in an authentic and comfortable way!” Continue Reading>>

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