The Virtual Perception

Recently, Entrepreneur.com posted a fantastic article titled, “Should You Outsource Your Online Presence?“.  The article highlighted the value of outsourcing your social media marketing to Virtual Professionals.

Check out this quote from the beginning of the article..

“Between blogging, tweeting, Facebooking and updating a LinkedIn profile, it’s a wonder how a business owner has any time to answer e-mails and phone calls, much less run a company. But the time invested in social networking is well spent in this age where maintaining a social media presence can be a necessary piece of a successful marketing strategy.

Trouble is, as the number of platforms grows, so does the time it takes to feed and groom each account. Not to mention the front-end investment of setting everything up.

For those caught up in a social media blitz–and those contemplating taking the plunge–why not consider outsourcing? A virtual assistant can tackle those time-consuming tasks.”

Entrepreneur.com, July 7, 2009

With articles like these being posted, and the growing social medial landscape, Social Marketing VAs and Specialists are starting to be in high demand. It is fast becoming a popular and profitable niche among the VA community. Almost daily, VAClassroom.com is receiving new requests for Social Media VAs. In the last few days, they have received requests for as many as 10 Social Media VAs – amazing!

So now is a great time to consider taking the Social Marketing Specialist Program (if you haven’t already) at the VAClassroom.com. I am a soon-to-be grad myself, and could not speak more highly of the program.

VAClassroom is still running a $100 summer discount special for the training program for just a short time longer. Check out the link below and the coupon code to access this popular program today:

http://www.vaclassroom.com/socialmarketing/cmd.asp?af=986934

Coupon code: SUMMER09

As Virtual Assistants, a majority of us run our businesses out of our home, be it from a designated office, or a designated corner of the living room (hey, whatever works, right?). One major thing that may not be first mind is just how secure our office is. Working from home may give us a false sense of security, that a small home office network would hardly be a target for internet hackers, criminals, etc. Well you couldn’t be more wrong. Not only is your network security a factor, but is you office equipment and important files safe from the kids and critters in your household? And what about the case of a natural disaster? Would your business be able to survive a hit like that to your home office?

Well this fabulous article, Seven Deadly Sins of Home Office Security, was brought to my attention by my husband and I wanted to share. The article is geared towards anyone that works from a home office, and I think it gives us VA “old-timers” a great reminder, but also is a great resource for new and emerging VAs who are just setting up their home offices. So just how secure, accident proof, fireproof, or otherwise if your office files, equipment and network?

Recently, someone had commented in another network on this recent post, that provoked a few thoughts in my mind. They suggested that perhaps some of the in-person networking tactics were better suited to those in larger cities where they appear to be more willing to pay more for an independent contractor.

Now, this is just my humble opinion, but I think it is a little bit of a misconception that in-person networking or marketing opportunities work better for those Virtual Assistants in “larger cities” versus smaller towns. Not everyone probably agrees with me, but I base it off my own experience.

When I started my VA business 4 years ago, I was living in a VERY small town in the middle of New Mexico. And since I had a very low budget starting out (ok, more like no budget), by using some of the in-person networking opportunities (suggested in my post) and connections I had locally, the majority of my clients came from that very small town. I didn’t even have a website yet! Some of those clients are still with me today and I have since moved many states away.

At first I was really afraid people in my small town would be apprehensive to use me because of the independent contractor rates I was charging. Some people did balk at my rates. One prospect even told me, “I could hire the neighbor girl down the street for $8/hr…”. But I kept at it and I worked hard to demonstrate my value to them. I showed them how I can I can save them a bit of money, and how much TIME I saved them from doing these tasks for them. Prospects turned into clients, who then into raving fans, and through word of mouth I signed on more clients from that very same small town.

As an aside, that person who said could hire the “neighbor girl” for $8 an hour, did so. Just few months later they came back to me and immediately signed on as client. They realized the value of my services and learned the hard way about the old saying “you get what you pay for”. They became one of my biggest fans and sent me many referrals.

Again, I base all this off of my own experience coming from a small town. Perhaps it is because I have narrowed down a niche (real estate). Some networking or marketing tactics may not work for every business, every niche, or every area. But I don’t think you should let the size of your city, township, county, etc, limit your marketing possibilities.

So I guess I what I am saying is from my own experience, I have found that in-person networking can help build your business whether you’re in a large city or small town. So I don’t you should totally count it out.

I would love to hear anyone else chime in and let me know what you think.

Since I have started the Social Media Marketing training class, I have become a raving fan of Craig Cannings and the VA Classroom. I really think is is a great place for new and veteran Virtual Assistants alike to get comprehensive training on important niches like Internet Marketing and Social Media Marketing. This has become one of my top VA training resources. So check them out!

VAClassroom features an innovative online training center designed to equip Virtual Assistants with the right niche skills businesses are currently seeking in 2009 and beyond. VAClassroom’s certification programs have been designed in collaboration with Professional Virtual Assistants and the entrepreneurs and businesses that regularly hire them.

VAClassroom presently offers a comprehensive ten-module, video-based program called the “Internet Marketing VA Training Certification”. With over 50 videos, a 70-page resource guide, practical quizzes and assignments, a class discussion forum, live coaching and job search resources, the skills developed through the IMVA training and certification program will help you win more ideal clients, increase your income opportunities and expand your services into a profitable and in-demand niche! In addition, this course will provide you with the Internet Marketing know-how to more effectively promote your own Virtual Assistance practice.

Take the right step in your Virtual Assistant career – Enrol today at VAClassroom.com!

Here at the Virtual Perception, it is my goal to provide great resources to new and aspiring Virtual Assistants, and answer common questions about getting started and how to be successful. Today I would like to welcome Ruth Martin of Maplewood Virtual Assistance, who was kind enough to answer our Q&A With An Experienced VA series.

How did you start your VA business?

My first two clients found me nearly nine years ago. I had just ended working as a director of a non-profit organization with a 9 month old baby (who I had taken to work with me daily) and wasn’t sure what was next. In a matter of a week I had two former business acquaintances asking if I could help them with some administrative work. I knew I didn’t want to place my child in daycare so I asked if we could try my working from home and utilizing email and other online services to get their projects completed. Each was open to that and I suddenly had two clients! After doing this for seven years with the same two, I happened upon VAnetworking and realized that virtual assistance was an industry that others did, too. This emerging way of working was actually more mainstream than I realized. I, then, formalized my business – giving it a proper name and launched Maplewood Virtual Assistance in 2007.

How did you figure out what to charge for your services?

In the early days I worked with project pricing. When I formalized the business I rounded out my services with pricing plans for hourly, retainer and projects. The majority of my work today is retainer but I do enjoy the variety of meeting per project clients’ needs.

How did you find your first clients?

Once launching my business formally, my first client was a local businesswoman. I carefully selected 20 names from the Chamber of Commerce directory that I was interested in their respective businesses and thought I could add value to their services. I mailed a postcard and received a call two days later. We met two days after that and I walked out of the meeting with a signed retainer contract. Interesting enough that client was the only one I ever met in person.

How long did it take you to build your clientele?

Three months after really doing some marketing in the ways of launching a website, passing out businesses cards, telling others what I was doing, getting active on forums, and assembling some information packets for targeted mailings. From there everything snowballed and I have looked back.

How many hours per week do you usually work?

Typically, I work 35-40 hours weekly inclusive of about 5-8 hours of weekly admin time for the care and growth of my business. I maintain loose office hours of 9am-4pm weekdays. I rarely work weekends because I feel it’s very important to take care of one’s self and get out of the office. Working from home can take discipline to know when to walk away and take a break, enjoy the family, and know that all at the office will be fine until I return again.

Do you find being a VA provides you flexibility when you need it, especially family or hobbies?

Absolutely! Being a Mom who can to work her schedule around family needs has been one of the best parts to being an entrepreneur. I’ve been privileged to chaperone all of my son’s class field trips and attend each holiday party. When I served on jury duty I could easily flip my day and handle client work in the evenings without any delays. Several of my clients never realized I served jury duty as they saw no interruptions to their typical work flow.

Do you have a specific niche or specialized target market you typically provide services for? If so, what is your niche and how did you choose it?

I tend to work with those who need to boost their marketing efforts and also clients who need project management or backend administrative assistance. Serving as their online business manager is very fulfilling and I enjoy the close working relationships. My prior experiences in corporate jobs were very much in these same fields and it has been a natural transition to take these services to virtual clients.

What is your favorite thing about being a VA?

I really enjoy the variety of clients, the flexibility I can now have in my daily schedule, and knowing that I am making an impact in another’s business success. My services are having measureable impacts that cause another’s business to grow and thrive. That is very satisfying.

Do you have any advice for new VAs or those thinking about joining the VA world?

I would encourage emerging virtual assistants to get active with at least one online forum so that you can connect with others in your field who have walked ahead of you, are walking beside you, and who will look to you to see what path you’ve left behind for them. Never fear that you don’t have the experience to work virtually. Lean on those years of experience while working at a brick-and-mortar job. Those experiences haven’t left and are there to draw on. The only difference is the method of communication and delivering the finish projects. This CAN be learned. Seek out a mentor whether formally (or as an informal friendship) and get to know this person. Many times the mentor friendships can/will happen very naturally. And one more important suggestion, never return client work too quickly. Always meet your deadlines but if you finish it two hours after receiving it please don’t return it until next day. As you grow and bring on more clients your existing clients will be accustomed to your turnaround times and not complain that you’re suddenly too busy to give things back in “short” amounts of time.

Marketing with little or no budget can be tough.

I get a lot of inquiries from new and aspiring Virtual Assistants asking about how they can get VA work, or if I know of any companies that will hire them and just give them VA work. My question for them is what are they doing to market themselves and their business? This is a new game for many of those that are new to the industry. Many have never run a business before and marketing doesn’t come easy to them.

Now, I know that many Virtual Assistants just starting out have little to no budget for marketing their services to start with. I sure didn’t.  So I brainstormed some of the things I did when I first started, and other free/low-cost tactics that have worked well for other successful VAs. So here is the list I compiled to get you going.

1. Join your local Chamber of Commerce – Joining your local chamber very affordable depending on where you are located. And you can get in on in-person networking events, get listed in their directories, plus many other benefits.
2. Network with your target market - By either online social networking, or in person events, network directly with the people you want to work with. Want to serve Realtors, blog actively on Active Rain, or join the local real estate board as an affiliate. Go where your target market is!

3. Network with those in your industry – Actively participate in some of the great Virtual Assistant boards and networking groups, and get yourself known in the industry. My favorites are VA Forums and VA Networking.

4. Business cards – Business cards are one of the cheapest marketing tools available. Print lots of them and leave them everywhere you go. Leave them at your gym, stores, doctor’s offices, dry cleaners, restaurants, etc.

5. Write Press Releases -Submit press releases locally or online to let everyone know you are in business, plus any news and announcements. Look for any opportunity to release some great buzz about your business.

6. Write Articles - Got a topic related to your that you are an absolute expert on? Write  about it! Write and submit articles to many of the available article submission sites. Write about what you know to help show you’re an expert in your field.

7. Word of Mouth – Make sure every friend and family member knows about your business and what you do. They are bound to have connections that need your help, and referral business is the best kind.

8. Offer a Discount or Special Deal – Create and print a coupon that offers a discount of 1 or 2 free hours to new clients. Leave along with your business cards at the business you wish to work with (careful not offer TOO much for free)

9. Volunteer in Your Community - Volunteer your administrative/marketing or other talents with local organizations you are passionate about. You have the opportunity to demonstrate your skills, and meet potential clients working side by side with you.
10. Online Social Networking - Many of the big social networking platforms are totally free. Get active and get known online.

11. Start a Blog - Just like submitting articles, starting a blog is a great way to get notice about you out into the world. Start a simple blog using one of the platforms are either free or cost little. (Blogger or Wordpress are great choices) Write about what you know, demonstrate your expertise and write for your target market.

12. Online Classified Ads – Submit ads online to Craig’s List or other classified sites to promote your business (you can dress up your ads with html with a free account at www.vFlyer.com)

13. Ask Current Clients For Referrals or Testimonials – Get testimonials from your past and present clients when you’ve done a job well done. Testimony of your abilities from the people that you have worked with carries a lot of weight with new prospects.

14. Tap Your Former Employers – Been laid off, or decided to leave the corporate world for greener pastures? Don’t discount your former employer for business opportunities. Your former employer might be a great resource for new clients and prospects. Someone there may need you, or they know someone who does.

Hopefully you find the above helpful in getting your new VA business going in the right direction. There really are  many little or no cost ways to drive new business your way.

I just wanted to share a brand new blog that is perfect for aspiring, new or veteran Virtual Assistants to get get great guidance and advice from a real veteran of our VA industry.

Candy Beauchamp, of OffAssist, has started up this great new blog, 2 Minutes with a VA. Candy takes to opportunity to answer many of the frequently asked questions that she receives, in little 2 minute videos. And since Candy has been a sucessful VA for many years now, she is definitely one that new and aspiring VA’s should listen to. Check it out!

Nice work Candy!

The Virtual Perception would like to welcome Laura Monroe of Creative Agent Solutions, who took a moment to share her experiences about being a Virtual Assistant for our Q&A series.

How did you start your VA business?

I worked as an in-office marketing coordinator for a top producing Keller Williams Broker Team for 2 years. I had sort-of fallen into it part-time but quickly fell in love with real estate and marketing. I learned all I could while not working, and although sales was in the back of my mind, I knew I was the happiest helping the team. The Team Lead and I both took Michael Russer’s courses, now known as The Online Dominance program, and learned about real estate Virtual Assistants. A light bulb when off in my head when I realized that I was essentially doing many of the same things as a VA and the thought of becoming an entrepreneur and doing it myself seemed like a match made in heaven. And..it still is. I researched other successful REVA’s and VA’s, joined VA Forums for info and support, and worked to form a business of my own.

How did you figure out what to charge for your services?

I researched what other VA’s were charging, knew what I was capable of doing in services, and went up a bit from my own hourly wage initially..enough to cover any taxes, my website and other marketing expenses. From there I have raised my rates to a comfortable limit.

How did you find your first clients?

My first clients were the Brokers that I had started with..I was lucky enough to already be filling the shoes of a VA before I even took on the role of business owner. From there it increased by referrals, as well as my online marketing efforts with my website, and blogs.

How long did it take you to build your clientele?

It took me only about a year to have my solid number of clients, to find my “ideal clients”. I do a lot of project design work so have many part-time clients as well.

How many hours per week do you usually work?

Well, its hard to say and varies week to week. My billable hours average 20 a week, and I put in about 5-10 of networking, marketing and learning on top of that. Some weeks obviously are shorter than others.

Do you find being a VA provides you flexibility when you need it, especially family or hobbies?

Most of the time. I must admit that it can be a challenge to balance clients, their schedules and my schedule. At times it feels like you are working 5 jobs at a time. BUT, once you learn how to stick to your boundaries, have some help, it is the best of both worlds to be in control of your own schedule.

Do you have a specific niche or specialized target market you typically provide services for? If so, what is your niche and how did you choose it?

Well, when I started in real estate I didn’t consider any other niches other than real estate.. however, desktop publishing and marketing , and online marketing quickly became what I loved the most, and felt stronger doing. I still try to build on that.

What is your favorite thing about being a VA?

I love being in control of my own destiny, my growth and my success, as well as partnering up to help others achieve the same. Going to work every day knowing there are NO LIMITS to the possibilities I am capable of creating for myself makes coming to work very exciting and fulfilling. Not only that; but the support from the VA Industry is almost unmatched! The virtual support from others who are steps ahead of me is wonderful.

Do you have an advice for new VAs or those thinking about joining the VA world?

Before jumping into the work of being VA, learn about being a small business owner, and set yourself up for success. Examine the different business models that attract you and create something in your business that helps you stand out among all others, and is fun for you to maintain. Jump in with both feet by having lots of information, ask lots of questions and enjoy being yourself!

Laura is also the Founder of the Real Estate Virtual Assistant Group on Active Rain Real Estate Network, an active Blogger, and author of: Real Estate Virtual Assistants: The Ultimate Guide

Direct: 916.343.3823  Toll Free: 800.570.3743

This  is first in a series that I want to do of Q&A interviews with experienced Virtual Assistants. The aim is to give new and aspiring VAs insight into how they started their businesses, how they run their businesses and how it fits into their lives. This will be the first in hopefully a long line of Q&A’s with inspiring VAs throughout the industry. And to kick it off, we’ll start with myself. So here’s my story.

Q&A with Megan Barber, Owner and CEO of Barber Virtual Assisting Solutions

How did you start your VA business?

Before I started my business, I worked in administrative positions in real estate offices, and as an in-house assistant for Realtors. When the agents I was working for couldn’t afford to use me full-time, I figured that I could do these things for many agents all at the same time. That is when my eyes were opened to Virtual Assistant industry. I found it to be a pretty natural transition from what I was already doing and was excited to be starting my very own business with much mentoring help from my business savvy father. I celebrated my 4 year anniversary in business this month.

How did you figure out what to charge for your services?

I did a lot of research and looking around at VA websites to see what other Virtual Assistants were charging. At first, because I didn’t have much experience, and I was afraid that people would think I was too expensive, I placed my fees on the low end of the spectrum. Even though I was low, I still thought my local prospects would balk at my rates. But I was surprised to find out that people were more than willing to hire me at my rates (especially since I emphasized the “no employee expenses”). I have raised my rates 3 times since  as my services became more in demand, and was confident in the value of my services.

How did you find your first clients?

I was lucky to draw my first clients from the people I already knew. My first 2 clients worked in the real estate office I used to manage and knew of my knowledge and my abilities. I was very fortunate to have signed them within the 1st month of being in business.

How long did it take you to build your clientele?

I must say that the first year in business was a little rough. I got my first to clients, and things stagnated for awhile. But then 6 months after I started, I finally got a website, started joining different networking groups and seriously upping my marketing efforts. Word of mouth from my own clients helped me gain new clients, and my online marketing efforts that reached my clients directly, helped me grow even more. Now I have 8-9 regular clients at a given time, and a few extra projects that come on occasionally.

How many hours per week do you usually work?

For straight client billable work, I have about 20-25 hours per week, sometimes more. But I do still seem to work 40+ hours a week when you add in my non-billable work. That includes my bookkeeping, marketing, blogging, networking, etc.

Do you find being a VA provides you flexibility when you need it, especially with family, hobbies, etc?

It does and it doesn’t. Even though I am running a business from home, it is still a business and I need to treat it as such. It is sometimes hard to keep the balance between business and home life, but I manage.

I am my own boss and I do get to set my own hours and work when I want to. But that also means I need to stay disciplined and make and stick to a regular schedule. I make sure my clients are clearly aware of my business hours so I am not getting calls at all hours of the night. But I also sometimes need to remind myself to turn off the business for the night and focus on my husband and house.  And now that I have a baby on the way, it is becoming more important than ever.

Do you have a specific niche or specialized target market you typically provide services for? If so, what is your niche and how did you choose it?

My particular niche is Real Estate and I only market to and work with those within the real estate industry. It was natural for me to choose this niche because of my past experience  doing admin work for real estate for many years previous. So I started my business and focused my marketing efforts that that target market.

What of your services do you find are most in demand?

In the real estate world, my services that seem to most in demand at the time is Listing Coordination or Listing Marketing. Right now that is probably due to the state of the economy and the real estate market, as some agents have a listing inventory that they need to get sold. But some of my services most in demand have varied over the years.

What do you like most about being a VA?

I love being my own boss and running my business the way I want to. I don’t think I will ever go back to a j-o-b. I like the flexibility that I have working from home, since those working in the corporate world aren’t so lucky. I also love the networking opportunities and the great connections I’ve made with other fabulous Virtual Assistants. Some have become close friends and tremendous resources for helping my business grow and change.

Do you have an advice for new VAs or those thinking about joining the VA world?

If you are thinking of starting a VA business, take it seriously. It is not a “get rich quick” type of thing, and takes some hard work to get started. So be prepared, make a business plan, and check out all the small business resources you can.

Make sure you also get a website started for your business quickly. I have witnessed other new VA’s and they really struggle to market their virtual business without a website. So make that a high priority if you can. And if you are not familiar or comfortable with web design yourself, hire someone to do it for you. It will save you loads of time and money in the long run.

And don’t get too discouraged if new clients and new business don’t start coming your way immediately. Just keep plugging along, marketing, networking, and demonstrating what you know. The opportunities will roll in.

Today, a brand new book for VAs was released from fellow VA Alyssa Gregory named, VA Secrets Revealed!. The book is an insiders guide to becoming a successful virtual assistant from one who knows.

What’s covered in the book includes:

• Common mistakes VAs make
• Whether the VA Business is right for you
• Finding & keeping clients
• Marketing on a budget
• Secrets to success

Plus, when you purchase the group she gives access to her Online VA Resource Toolkit.

Alyssa is an experienced home-based business owner since 2001 and a successful Virtual Assistant since 2003. From her experience in the VA industry, Alyssa has gone into public speaking, has become coach and mentor for aspiring VAs. Along with her great new book, she also is offering a coaching program for new and aspiring VAs.

Way to go Alyssa!