Do’s and Don’ts of a VA
Virtual Assistants (VAs) are highly skilled professionals who provide administrative support and specialized services to businesses, entrepreneurs, executives, and others who have more work to do than time to do it.
Some of the services a VA can do are web design and maintenance, word processing, meeting and event planning, desktop publishing, internet research, e-mail coordination, business start-up consultations and so much more. This can be the perfect work-at-home opportunity for many with good computer and Internet skills.
When I started as a VA, I offered a lot of admin-related tasks like email & calendar management, phone & communication for clients, scheduling, onboarding, organization, project management, short or long-term accommodation, and real estate. I took courses and added other skills to my toolboxes like SEO, basic graphic design, content marketing, and even bookkeeping. I also continued to learn more about marketing and business in general.
I’ve seen many skilled and senior VAs fail at their business because they lacked the discipline and work ethic it takes to raise themselves to that next level. May it be that you’re looking to work part-time as a VA or replace a full-time work, and regardless of what area your specialty lies in, there are certain dos and don’ts to follow in order to not only find success in creating your business but to help you create a referral-based business that will have clients and businesses clamoring for your services.
DO
Be clear and transparent with your clients, from your availability to your skills and everything in between. There will be people who oversell themselves regarding the skills and knowledge they have. Refrain from doing so. Honesty goes a long way.
Let them know upfront what days and times you’ll be open to working with them and that although you’re open to learning new skills or programs, what your current strengths are. Many prefer that their VA are transparent on what they can and can’t do from the start.
DO
Learn everything you can about starting a business. Knowledge is power and the more you know, the greater your chances for success. Look to online services and message boards and chats to talk with other Virtual Assistants operating a business. Remember these are often run by pros who have been in business for years and are willing to share their experience.
DO
Keep learning. Take courses, study your industry, and look at great examples of whatever you’re writing/designing/creating. Make professional development a part of your routine.
By frequently continuing to increase your skills and your knowledge of your profession, the end result is a more confident satisfied you. Every tip you get from a book can be a new tool in your business. I recommend highlighting areas from several books and adding them to your library. Keep in mind that you might not use that idea today, but it might apply to specialties you might add down the road.
DO
Over-communicate! I can’t stress this enough. The worst thing you can ever do is to keep a client guessing on where you are or what you’re doing. Being responsive to your clients is essential in establishing a good relationship.
One of the best tips I got from a mentor/client when I started working as a VA is always, always greet your clients when starting your shift and minutes before ending your shift. It makes them aware when you are available.
Put this as part of your daily routine. Good habits help my brain get into work mode and keeps me healthy. Healthy, easy breakfasts. Daily workouts. Active breaks. Develop a few daily habits that help you feel amazing.
DO
Be proactive instead of reactive. Always be on the lookout for what’s coming up to stay ahead of the game for both you and your client.
I know that one of the attributes of Filipinos is shyness. A lot of the clients I’ve worked and spoken to always mention this. Be proactive and stay positive even if you or your team is in problematic situations. Bring positive encouragement and solutions to the team!
DO
Be professional. ALWAYS. Even if they say they understand your kids are home, they don’t want to see or hear them when they’re on a call with you (this goes for animals too). This is their business and they are paying you to help them.
Look for alternatives or have a plan B ready for you in situations that may arise that will compromise your business and your client's business.
DO
Admit to mistakes. Whether it’s a typo or you booked someone on the wrong flight, own it!
It’s normal to make mistakes especially when you are just starting, however, make it a point to not repeat them and study or create a process that will help you not to commit the same mistake twice.
DON’T
Overextend yourself. One of the common mistakes many virtual assistants make is to accept too much work and then not be able to deliver or complete it. Learn to say no or have a backup helper who can assist you with any overflow work. Don’t be afraid to ask for help from your teammates or even your client.
Remember one of the most important ingredients for success is keeping your clients satisfied. If you overextend yourself and make a lot of errors, it will jeopardize your business.
DON’T
Tell someone you can work “anytime” when really, you can’t. You’re setting yourself up for a stressful situation and most likely a failed client relationship.
Set boundaries for yourself and clients, like when you will and will not work or answer messages (evenings, early mornings, weekends, etc.). Set your schedule, make sure to follow it, and have your client agree to it.
Most clients won’t care as long as you stick to deadlines. Some may still send messages but won’t expect a response until you’re back at work. If clients don’t respect your work hours or need to take time off every once in a while, they’re not good clients.
DON’T
Get discouraged. It takes time to get a business going. Plan ahead and have money saved in reserve. Personally, when I took my chance 6 years ago I prepared 3 months allowance for the household. I’m the breadwinner so I need to make sure that the bills are paid and we will have food in the table for the next 3 months.
Don’t buy items until you have found the best possible price and there is an absolute need. A lot of new VA’s buy everything they think they need. Start with the basic essentials (laptop or PC, camera, and a noise-canceling headset).
This advance planning takes the pressure off of having to make money NOW. If things are slow and the phone just isn’t ringing … MAKE IT RING!! There’s plenty of work out there, you just need to aggressively pursue it.
Finally, the most important ingredient for success is your belief in yourself. If you believe that with your skills and experience, you can own your own business, then there’s nothing stopping you.
Business is a journey, an adventure, and a learning experience. You’ll mess up sometimes. You’ll make mistakes. And you’ll definitely have a nightmare client or two who will teach you everything you need to know about boundaries and pricing! I’ve been there, and I can tell you the majority of the VA’s have been there. Don’t give up easily, there will be blockages in your path and even puddles sometimes. Treat these as the learning curve that you need. Your business will grow and change, and that’s a good thing.
DREAMS DO COME TRUE. SOMETIMES YOU JUST NEED TO MAKE THEM HAPPEN.