What is a Virtual Assistant (VA) & How can they really help you?

So you have all of your paper work piling up, your databases have contact details that are all wrong for your contacts, you have a presentation you have to prepare for tomorrow, and you need to organize that business trip to Perth today……as well as of course actually doing the thing you get paid for in your business!
Perhaps you should consider using a VIRTUAL ASSISTANT to take over some of your non-paying to-do’s.

I was feeling this way just the other day in fact. But when I thought of using a virtual assistant, for the very first time I was like “just what do they do” and of course the most important questions “just how much am I going to have to pay for this help!”.  Bet you have wondered that aswell.

Well we got a VA friend of ours to spill the details on all that is VA’s……..cos we are pretty sure they are the answer to many of our young entrepreneur prayers! Over to you Leigh

Welllll………

A Virtual Assistant or “VA” as they are commonly known, is a self employed professional Administrative / Personal Assistant. A Virtual Assistant works from their own remote office to provide a range of virtual business support services, using technology such as phone, fax, internet and email to communicate with their clients.
Most Virtual Assistant’s have a minimum of five (5) years experience in Executive or Personal Assistant roles in traditional work environments.

Just what can you ask a virtual assistant to do?
A Virtual Assistant can provide most of the same services as an onsite employee, but without the added expense to employers. You can also work with a virtual assistant on just a job-by-job basis, rather than ongoing, which is perfect in those busier times.
Some common services a Virtual Assistant can provide include;
• Data Entry
• Word Processing
• PowerPoint Presentations
• Travel Arrangements
• Diary Management
• Customer Service / Reception /Answering Calls
• Event Planning
• Writing, Editing & Researching Services
• Desktop Publishing – creating your flyers and brochures and organising to get them printed if required
• Transcription
• Website Maintenance and Updates
• Database Management
• Online and Offline Marketing and Promotion
• Bookkeeping
• Mail outs
Not all Virtual Assistant’s offer all of these services. Some may specialise in just a few whilst others may specialise in additional services such as; Real Estate, Legal, Marketing Assistance etc.
No many VA’s will do cold calling or telemarketing.

The benefits of using a Virtual Assistant
There are a heap of benefits of using a Virtual Assistant and include such things as;
• Saving valuable time and money, allowing you time to work on your business (you get to focus on the stuff that brings in the money!).
• No office space, equipment or software required.
• No payroll tax.
• No super, sick and holiday pay.
• Only pay for time on task or per project, so only time actually spent working.
• Support on an “as needed” basis. You can use a Virtual Assistant on a full time, part time, casual basis or for a one off special project.

Ok, so just how much should you expect to pay for this kind of help?
The cost of using a Virtual Assistant can vary depending on the service required and the particular Virtual Assistant’s skills and experience. Virtual Assistants are generally paid by the hour and most Virtual Assistants have a 1 hour minimum.
Rates for services such as general data entry or word processing may be charged at a slightly cheaper rate than say website maintenance or desktop publishing. A general rate scale for a Virtual Assistant in Australia could range from $25 through to $45 per hour. Most Virtual Assistants will offer established clients a “retainer rate”, which is a discounted rate for a regular nominated amount of time. For example if a client uses the Virtual Assistant’s services for 20 hours each month the discount may be a percentage off the normal hourly rate.
But when you consider that you only pay for the time they are actually working on your job, which may only be 3 – 4 hours a week or even a month, to take off your hands the tedious tasks that have been bugging you for ages, and you think about how much you could make per hour if you were just working on what you love and are good at, then it is a definite option to consider.
You can expect to be required to sign a Virtual Assistant Project Agreement or Virtual Assistant Retainer Agreement and some Virtual Assistant’s may even require you to sign a Confidentiality Agreement.

Who can use a Virtual Assistant?

Almost any kind of business can benefit from using a Virtual Assistant. At this point they are most commonly used by small to medium business. Some industries or businesses that currently work with Virtual Assistant’s include;
• Contractors (Electricians, Plumbers, Handyman etc)
• Real Estate Consultants
• Marketing Consultants
• Physicians
• Web Based businesses
• Personal Coaching Consultants
• Online Store owners
• Online Network owners

How to work really effectively with a Virtual Assistant:

As you and your Virtual Assistant will be in different locations, (sometimes as remote as the other side of the country or even the world!) communication is the key factor in any Virtual Assistant / Client relationship. You will need to discuss things such as;
• What is expected for the project – timing, deadlines etc. So a really good and clear brief (explanation of what the job is that you want done) is essential.
• When both you and the Virtual Assistant are available to discuss amendments, progress of the project.
• What sort of communication is best suited to you both eg; phone, fax, email, instant messaging.
• Computer programs and versions to be used.
• And don’t forget the most important; tracking of their results and outcomes.

To find yourself a VA you can do a google search, check out LinkedIn & Twitter for profiles of VA’s and of course ask your networks for referrals.
The majority of VA’s are members of a Virtual Assistant Network. So if for instance your VA couldn’t do a particular task or needed extra assistance to complete a project they could call on one of the other members of their network for help. The 2 big ones in Australia are:
www.virtuallyyours.com.au
www.vadirectory.net
Hope that has been helpful. Goodluck in finding the VA to ease your business to-do list worries!

Article contributed by:
Leigh Pendergast – Director – Butterfly Virtual Assistant Services
If you would like more information about the services provided by Butterfly Virtual Assistant Services please do not hesitate to visit the website www.butterflyvirtualassistant.com.au or email leigh@butterflyvirtualassistant.com.au

You will also find some other helpful articles about Virtual Assistants on the Flying Solo website:
Five tips for working with a virtual assistant.
Where should virtual assistants be based.
Working virtually – a definition.

Klaire & Travis Johnston – Mobibudget

Meet Klaire & Travis Johnston, creators of Mobibudget. Frank Team caught up with young entrepreneur 30 yr old Klaire from QLD to find out about the biz & where their unique idea is taking them! Read on…

How do you describe your business to people who ask what you do?

Mobibudget is not only the easiest way to create a budget, but the easiest way to STICK to it. It is the world’s first truly mobile budgeting program – accessible via both the internet and mobile phone. Mobi’s standout feature is that it can tell you how much you have left in your budget BEFORE you spend … no excuses for not reaching your financial goals!

How did you come up with the idea?

Living on the Gold Coast, my husband, Trav, and I wanted to spend more time hitting the beach than doing our finances. We were motivated to spend better and save more, but were unable to find a budgeting tool that was simple and effective enough… so we decided to create our own.

How long have you been working on it?

Mobibudget, in its infancy, was simply a spreadsheet where we tracked our spending and saving. The catch was we couldn’t generate reports or analyse the data effectively enough and at the click of a button (there’s nothing wrong with wanting to be a lazy budgeter!). We budgeted this way for nearly two years, then launched Mobi late in 2006. Mobibudget is now in its second iteration, with enhanced features but the same adherence to simplicity. It is designed for the everyday budgeter – student, parent of six, retiree….

What is the biggest challenge you’ve had to overcome?

There are a number of technical issues relating to phone and browser compatibility that Trav has had to work very hard on. That’s all come together neatly and we are continually developing the product and its features based on user feedback. Surprisingly, a great challenge has been to explain the difference between Mobibudget and some popular mainstream accounting packages. Mobi is not about reconciling bank accounts or the complex number-crunching that makes many of us run a mile! It is simply about saying, “How much do I earn? How much do I spend … and what on? And how much do I want to have left in between?”

What do you like most about being in business?

We thrive on being able to take to the market a product that helps everyday people, just like us, get better control of their finances and therefore positively impacts their lives. What a buzz!

What do you like least about being in business?

Being in business for ourselves, gives us so much more than working for someone else. Running a business doesn’t initially give you the stability you might expect from a regular salary, but the benefits more than make up for that. You could, on any given day, give us less hours to work and we wouldn’t complain!

How do you market your product?

Mobibudget is marketed through a variety of channels – ABC radio helped kick start our promotion in 2007 and word of mouth always plays a big part. We also have a sponsored link on Google, which has directed some business our way. We are looking to launch Mobibudget to the international market shortly and are always investigating low cost yet effective ways to get Mobi out to people who need it most.

What advice do you have for young people out there trying to start a business or community project?

• Think about what you really love doing – that sort of pursuit will always be less of a chore and to a great extent provide its own inspiration.

• Work with your strengths and, while you need to be a good ‘generalist’ in your area, try and build a team of experts (such as marketing, accounting, engineering specialists) to support you in your venture, whether its to be part of your team or simply as a ready resource for advice.

• Finally, research, listen, and be very willing to learn. Go for it!

Wanna do some budgeting of your own?? Check out Mobibudget

Sam Cawthorn – Be Motivated

Meet Sam Cawthorn, an amazing young entrepreneur running his own business in Tasmania. Sam knows that
overcoming challenges and taking life by the scruff of the neck is what it takes to achieve goals! Plus he is the current Young Tasmanian of the Year….well well!

Check out his interview below…

How do you describe your business to people who ask what you do?

Be Motivated specialises in developing and unleashing personal and organisational creativity, uniqueness, innovation and diversity. We are committed to creating environments that expand imagination, unleash creativity, and maximise the creative potential in every individual and organisation.

Convinced that the world is changed by dreamers and visionaries, Be Motivated serves the purpose of history by maximising the divine potential in every human being.

Sam is also a Frank Team facilitator for our youth programs!

How did you come up with the idea?

In October 2006 I was involved in a horrific accident in Northern Tasmania. I suffered many major injuries including an amputated right arm and a permanently disabled leg. Seeing I’ve been given another chance at life, I’m now making sure others do not take life for granted, and live their life’s purpose.

How long have you been working on it?

I get bored really easily. So when I was in hospital for over 4 months and then in a wheelchair for over 9 months I worked on it continuously throughout this time.

What is the biggest challenge you’ve had to overcome?

I think it was definitely my accident, being told by the doctors that you will never be able to walk again, and also dealing with the loss of your most dominant arm, it was by far my most biggest challenge.

What do you like most about being in business?

Inspiring and empowering people and seeing peoples lives transformed. I love being influential; I recently came back from working in the USA, speaking at schools and at a conference, I loved being Australian and being blessed to be able to travel and talk to people around the world.

What do you like least about being in business?

Paperwork – but it has to be done!

How do you market your product?

Mainly word of mouth; I really do not do a lot of marketing as such… Yes, I have a website I keep updated regularly, but my main form of advertising is people.

What advice do you have for young people out there trying to start a business or community
project?

Do it! You only live one life, Create the life you want to live, don’t wait for it to happen… Make it happen. Be persistent and you will reach your wildest dreams!!!

To find out more about Sam & Be Motivated

Media Opportunity – Calling all Under 20 Young Entrepreneurs

Are you a young entrepreneur who is under 20 years of age?

If yes, we wanna hear from ya!

The Frank Team has been contacted by a media outlet and they are interested in doing a story on some young (under 20) entrepreneurs out there right now running their businesses. Yey for young entrepreneurs!

If you (or anyone you know of) meet these criteria please contact us ASAP.

Criteria:
- Under 20
- Currently running your own business (part time or full time) of any type (business, social, environmental etc)
- From any state in Australia

Please get in contact with us ASAP with your direct phone number (mobile, land line), your age and your business name. You can also call me with any questions: (02) 95186244

Spread the word to any other young entrepreneurs you know and get them to contact us ASAP.

Jessica

The Frank Team – Director

jessica@frankteam.com.au