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.