Insight Articles:
Virtual Assistance
If you are you starting or running a reiki or holistic practice you will no doubt be busy concentrating on filling your appointment book, managing your clients and your time.
As your small business grows you may discover a need for extra assistance either during busy periods or on a regular basis. However, you may well not have the resources to employ someone to assist you on a regular basis and professional services fees may be restrictive.
So what can you do when you are busy and want to concentrate on providing excellent client service rather than spending time dealing with the paperwork associated with running a small business?
An increasing popular solution is to utilize the services of a Virtual Assistant.
What is a Virtual Assistant?
A virtual assistant is generally a self employed person who works from their own home or a small office. A virtual assistant is usually highly skilled and experienced in a range of secretarial, IT and admin functions.
They service their clients’ administration requirements ‘virtually’ rather than being present at the client premises. Their overheads are lower than larger companies and therefore their fees can be more affordable for you as a small business.
The added bonus is that you only incur costs when you are busy and need the extra support which in turn allows you more time to attend to your increased client base.
In addition, as a virtual assistant is self employed, they are also highly motivated to provide you with an excellent service.
What Would I Need a Virtual Assistant For?
Basically you can use a virtual assistant for any task that takes your precious time away from your own business goals, which is to provide an excellent service to your clients, which in turn ensures your appointment book is constantly filled and therefore creates your business profits.
For example:-
- Secretarial: letters, invoices, terms of service, training manuals etc
- Telephone Bookings: answering, appointment & diary scheduling, supplier orders etc
- Customer Records: managing mailing lists, customer details etc
- Bookkeeping : bank account management, etc
- Advertising: delivering online and offline campaigns etc
Where Will I Find One?
The number of virtual assistants is growing as the concept of ‘virtual’ working and outsourcing increases. For this reason virtual assistants are located all over the world.
As with most service, word of mouth recommendation is likely to be the surest way of finding the right virtual assistant for you.
However, you can check the telephone book listings, particularly if you would prefer to work with someone locally.
Use the power of the internet. Searching google, yahoo, msn etc. for ‘virtual assistant’, add your local area too eg: ‘virtual assistant your town’.
Virtual Assistants often have a website, so searching the net will allow you to compare services, testimonials from happy clients and prices.
© Diane Stafford
VA Sheena Russell, says:
A Virtual Assistant will partner with you to free up your time, enabling you to concentrate on what you do best - growing your business and winning that new client or contract – while we do what we do best; secretarial and administrative support.
The Benefits of a Virtual Assistant
Have you experienced that occasional overwhelming feeling of panic? The one where you know you have too much to do and not enough time. That tingle along your spine when you know you need help – now - but you don’t know where to get it?
- You put obstacles in the way….
- “I can’t afford an assistant/secretary”
- “I don’t have space in my office”
- “How will I know they can do the job?”
- “I don’t have time to train anyone – if I did I wouldn’t need them!!”
My suggestion would be to take a very close look at the emerging field of VIRTUAL ASSISTANCE.
A Virtual Assistant or VA is a self employed, independent professional offering administrative and secretarial support to her/his clients.
Some have chosen a niche in which to specialise, for example, Medical or Legal sectors.
A good VA will already have had a strong career in the corporate world and therefore understand the demands that are regularly placed on business owners and executives.
Now, you are probably thinking “how can a VA support me when they’re not even here?”
Well, that’s where technology, imagination and flexibility come into play….
Technology
You will correspond with your VA via telephone, e-mail, fax, instant messaging and post. For example, with the onset of digital technology it is now possible to dictate directly into your PC or handheld digital recorder and email an audio file to your VA who will then transcribe it and send it back to you as a word document.
If you were to call your VA using Skype, she/he could record the conversation to ensure that your instructions are clear and easily accessible should they need to be reviewed– as opposed to constantly repeating yourself to your secretary in the next room!
By utilising an ‘on-line’ office both you and your VA can access to the same files, amending them as necessary and both using the most recent version.
The growth of the Internet and digital technology means that even if a VA is based in the UK they can assist anyone, anywhere in the world.
For example, a businessman in the USA must have a report or PowerPoint presentation ready for the next mornings meeting. He passes the request to his VA in the UK who compiles the information and prepares the document ready for his return to the office the next morning….
Imagination
If you have previously had a traditional secretary, where were they? In the office next door or two floors away? In the same room? How did you communicate when you were travelling or at a conference? Did you always speak face to face?
I think you are beginning to see my point….
Your VA doesn’t need to be sat next to you – although once you have built a good relationship it may feel as if they are! If you were to call an instruction across the room or talk through an intercom, this could easily be done over the telephone or via email.
Your VA can have access to your on-line diary to make the appointment you need or carry out your request to send a particular letter. It can be emailed to you for signature and can be sent from your office or if preferred, your VA can send it on your behalf.
Flexibility
A very important factor if you are a small business owner or busy executive. Your VA will work for you only when you need them. There are no ‘added extras’. You don’t need to provide extra space in your office. You don’t need to pay any training costs, National Insurance Contributions, holiday or sick pay. You’re VA will already have all the equipment necessary to carry out your work.
This all seems like a very good idea…. I want one of those!
So here are a few things to think about and remember when choosing a VA.
A good VA will want to get to know your business and become an invaluable member of your team. Try to have a list of specific skills or experience you would like your VA to have.
The working relationship will develop over time – communication is the key.
Each business has its own unique requirements and with clear communication from you your VA will quickly learn and anticipate your needs.
© Sheena Russell
Sheena Russell runs a successful Virtual Assistance business from her office near Bath in the UK. Visit her website at: www.sheenarussell.co.uk or call: +44 (0) 1761-434731
LINK HERE: to listen to Sheena or download the mp3.
What balance do you need in your life today?
Article: ©Diane Stafford, MICHT, Dip.RSA
Diane Stafford is a Reiki Master, Indian Head Massage Practitioner and Calm Focus Business Coach, supporting people's small business dreams and desires with a calm focus on a clear strategy for success without stress.
What are your dreams & desires for the next 1, 6 and 12 months?