Hello, I m Anne Clark, Virtual Assistant and Business + Life Coach.

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2 Hello, I m Anne Clark, Virtual Assistant and Business + Life Coach. Prior to starting my own virtual assistant business, I was a corporate PA for 20+ years. I now work behind the scenes for many amazing entrepreneurs. Being an owner of 3 businesses myself, I understand the fundamentals needed to help your business run smoothly and efficiently. A client recently said that the title of virtual assistant doesn t do me justice for what I deliver, she referred to me as a strategist with a creative insight. When I am not working behind the scenes support other businesses, I am wearing the cap of a Business + Life Coach at Envision Empower Succeed. I help women get clear on their direction, remove the complexities or as I like to call them white noises and plan their strategy to achieve their goals. If you want to learn more about any of my services, please feel free to contact me. Anne Page 2 of 10

3 Introduction There is nothing more exhilarating in business than watching it grow, and reaching that point where you need to start creating and building your team. For many businesses, the need to hire someone fulltime doesn t serve them for several reasons, 1) they don t have the work requirements for a fulltime person, 2) they need various skill sets for various jobs and 3) they don t want the added overheads of employing someone to work onsite. Today s entrepreneur works globally and having a team that can work from any location is a great asset to have. Some successful entrepreneurs operating their businesses with virtual teams behind them are Marie Forleo, Julie Parker - Beautiful You Coaching Academy, Kate Byrnes - Betty Means Business, Leonie Dawson, just to name a few. So. What is a virtual assistant? A virtual assistant is a business owner with a skill set that works with other business owners from any location, normally their homes. With the basic equipment of a computer, mobile, wi-fi, a set of skills and a personality, they are pretty much set to go. Before you start working with a virtual assistant, you as a business owner need to define what you want the role to be and whether this can be sourced from hiring one VA or from several (creating a team). The first questions to ask yourself: What in your business you love to do What in your business you loathe to do Page 3 of 10

4 What can t you do What are your business core functions that MUST be done, whether by you or someone else What skill sets do you need Once you have identified these above. Now look at the items that you have identified as core functions that MUST be done in your business, from this list determine what you can t do and need to seek assistance with. This is your starting point, from here you can then grow to handing out the work you don t like doing. What are your expectations? Hiring a virtual assistant, especially if you re looking for someone long term, is NOT just about hiring anyone. You want someone that is aligned with you and your business objectives, goals and beliefs. You are developing a working relationship, and hopefully a long term one, so you want make sure the person work in and for your business is doing it in the same professional manner you do. So take the time to think about your core values and what are the key assets you want the virtual assistant to have. When you know what you want, you ll be able to easily determine if the person fits with your business when you are talking to them. It s important to know, that sourcing the right virtual assistant can be a little bit of trial and error, especially when you re new to this whole concept. So don t look at any relationship dissolving as bad, it has just made you more aware of the key values and skill you need. Page 4 of 10

5 How to source the right virtual assistant for you? Not sure where to start. Firstly, ask for referrals from colleagues. (They re often the best) Secondly, contact several local and possibly overseas businesses if needed and ask them questions about their services. Don t be afraid to ask as many questions as you need to ensure you re clear and comfortable with the information you re being told. Don t be afraid to ask as many questions as you need, and no questions is not worth asking. Here is a list of sample questions you can ask; 1) How do you operate your Virtual Assistant business? 2) What hours do you work? 3) What is your background? 4) What do you charge your clients for? Do you have packages? 5) What additional charges could I expect, eg: phone call charges if there is diary management, skype calls, travel if meeting with me face to face, double time if working weekends? 6) How do you enable your clients to know how much they ve spent or how much time they ve used? Or, how do you communicate when a client is passed their budgeted amount? 7) Do you work to budgets? 8) What is your estimated time to do (name your specific task)? Eg: Newsletters, uploading blogs, typing a report. This is to help give you an idea on times / costs. 9) What can I expect from you in terms of your business standard? Eg: do you maintain strict confidentiality? Do you ensure strong communication with your clients if yes, how do you do this? 10) Do you supply a confidentially agreement? 11) What types of programs/software do you use? 12) How can we project manage various tasks? What are your recommendations? Page 5 of 10

6 Coming to the final decision on who you ll be hiring, you need to then outline your expectations for the relationship and the role. How you want them to communicate with you, when you want tasks done by and how you are doing to monitor the progress of tasks being done, establish deadlines or expectations on when tasks are to be done. Don t forget a Virtual Assistant is a business owner, not an employee, so you must determine rates and invoicing payment period. Some VA businesses are prepaid services and others are weekly, fortnightly or monthly. Some additional articles to help you along the way. How to clearly communicate your expectations to your Virtual Assistant Determining when you are ready to hire a Virtual Assistant 6 things NOT to do when hiring a virtual assistant 85 work tasks you can outsource.. ADMINISTRATION 1. Managing phones 2. Management (both customer support or management) 3. Diary Management 4. Scheduling Client Meetings 5. Sending client appointment reminders 6. File management using file system such as Google Docs or Dropbox Page 6 of 10

7 7. Taking minutes 8. Transcribing (transcribing voic , video or audio, podcasts) 9. Creating documents or basic reports 10. Preparing Powerpoint presentations 11. Formatting documents 12. Creating correspondence 13. Setting up mail merges SYSTEMS 14. Creating business templates 15. Setting up systems 16. Review suitable systems to meet your business needs BUSINESS POLICIES & PROCEDURES 17. Researching and preparing business policy and procedures 18. Updating company policies 19. Preparing manuals and systems CLIENT RELATIONSHIPS 20. Database building ~ using CRM programs or excel 21. Database maintenance 22. Importing / Exporting databases 23. Categorising database WEBSITE 24. Setting up Opt-In 25. Updating page content 26. Updating shopping carts 27. Updating graphics 28. Setting up links 29. Tracking and monitoring Google Analytics. Page 7 of 10

8 BLOG 30. Research for blogs topics 31. Write/draft blogs 32. Proof/edit blogs 33. Upload blogs onto website (Wordpress or Joomla) 34. Tracking and monitoring Google Analytics NEWSLETTERS 35. Setting up auto-responders in Mailchimp or Aweber 36. Setting up newsletter template 37. Creating newsletter 38. Sourcing content 39. Despatching newsletter 40. Monitoring statistics, open rates, bounce rates PROJECT MANAGEMENT 41. Setting up project management software 42. Liaising with various teams 43. Communicating updates 44. Reviewing projects 45. Scheduling meetings / reviews RECRUITMENT 46. Writing job descriptions 47. Writing job advertisements 48. Recruiting staff 49. Drafting employment letters/contracts 50. Getting documents signed using programs like Adobe EchoSign SOCIAL MEDIA 51. Setting up social media platforms Page 8 of 10

9 52. Creating & researching content for social media 53. Monitoring social media platforms 54. Uploading social media content 55. Monitoring statistics eg; likes, reaches, shares, etc WEBINARS 56. Setting up webinars 57. Advertising campaign for webinar 58. Maintaining registrations 59. Assisting on live webinar ACCOUNTS 60. Pay bills 61. Chase outstanding invoices 62. Send invoices 63. Accounts payable and receive entry 64. Accounts P/L EVENTS 65. Create invitations 66. Collate RSVPs 67. Collate dietary needs/special needs 68. Create event name tags 69. Create event lists 70. Source quotes / suppliers 71. Register guests 72. After event follow ups 73. Sourcing promotional materials 74. Sourcing sponsors TRAVEL 75. Organising travel arrangements Page 9 of 10

10 76. Organising accommodation 77. Sourcing quotes DESKTOP PUBLISHING / DESIGN 78. ebooks 79. Flyers 80. Brochures 81. Menus 82. Invitations SEASONAL 83. Organising Christmas cards 84. Organise corporate gifts 85. Sales Thank you I hope this ebook has help provide you some confidence in sourcing a virtual assistant. If you wish to chat or ask me any questions, please feel free to contact me. Anne Clark Business + Life Coach / Virtual Assistant Page 10 of 10