| "Falling into" a position such as a Virtual Assistant is | | | | documents is of the utmost importance to any |
| not how it happens for everyone; I was very lucky. | | | | business!" |
| When I was starting out, I didn't even realize the | | | | A separate phone line is a reasonably-priced way to |
| career path that I was choosing. My husband was | | | | help establish yourself as a "professional." Sharon |
| working for a small web services firm as head of | | | | Williams, MVA, Coach and Author ( states that her |
| their web design department. They were often | | | | telephone "provides a direct mode of accessibility and |
| asked if they offered services such as web content | | | | relationship-building that communicating via computer |
| writing, editing and proofreading and/or data | | | | does not allow. From hearing a person's voice, |
| capturing services for order forms or entry forms. | | | | [Sharon] can hear the inferences of his statements |
| This is where I came in; I had found my niche. I was | | | | and questions and can direct the conversation |
| working from home as a data capturer for a local | | | | accordingly." |
| company. I knew that I had the experience for what | | | | Most times, a contract will specify what kind of |
| his clients were looking for, and with the data | | | | internet connection you will need. Presently, the |
| capturing position, I knew I had the discipline and time | | | | majority of contracts seen lately specify a LAN/cable |
| management skills needed to work from home. | | | | modem for internet connection because of the size |
| Offering to help with a few minor projects, I didn't | | | | of the files you will need to download/upload for |
| realize that a few years from that meager start, I | | | | clients. A good, reliable PC is also a very basic |
| would be working full-time (or at least as full-time as | | | | requirement. As far as a printer and/or fax machine, |
| I'd like) from home as a Virtual Assistant, fully | | | | purchasing or leasing one works the best. |
| self-employed. Since 2000 when this started, I've | | | | For software, purchase at least the basics: Microsoft |
| expanded my services and my office. I now enjoy | | | | Office Suite, Quickbooks (for your bookkeeping and |
| more writing & editing assignments and helping | | | | if you offer bookkeeping as a service) and any |
| others establish their Virtual Assistant practices. | | | | others that are specific to the services you want to |
| What is a VA? | | | | offer. Make sure you're well-trained in that specific |
| A Virtual Assistant, or VA, is an independent | | | | software though before you offer services using it. |
| contractor who provides administrative, secretarial, | | | | The most important thing when setting up your |
| creative and/or organizational services to his/her | | | | home-based work area is keeping your WHY in mind. |
| clients viathe internet, email, snail mail, fax and | | | | Why are you choosing this path in life? I chose to |
| telephone, whatever gets the job done! VAs can | | | | work from home as a Virtual Assistant because of |
| provide nearly all of the services of an in-house | | | | our first daughter Brady. I keep pictures of both her |
| assistant at a fraction of the cost! Virtual Assistants | | | | and her sister Emma up all over the place for that |
| have a vested interest in their clients' success. The | | | | reason. Whenever I get that kink in my back, |
| more a VA learns about a client's business, the more | | | | signaling I've spent too many hours sitting still and |
| valuable he/she becomes. | | | | working, I look up and see my girls' pictures. And it's |
| Utilizing advanced technological modes of | | | | all worth it! |
| communication and data delivery, a professional VA | | | | Deciding What Services to Offer (Niche vs. General) |
| assists clients in his/her area of expertise from her | | | | When figuring out what services to offer, don't offer |
| own office on a contractual basis. Working together | | | | anything you don't like to do. For example, I HATE |
| virtually opens up a whole new talent pool to draw | | | | making cold calls. I do like writing, editing, |
| from that was previously unavailable to professionals | | | | proofreading, data capturing and desktop publishing. |
| and small business owners. He/she knows that | | | | So, when responding to ads or inquiries, I focus on |
| starting a business is an investment, not a way to | | | | my personal strengths and the services I like to |
| make money fast. VAs look for partnerships - | | | | offer. |
| long-term relationships with partners, not quickie | | | | Another thing to decide on at this point is if you |
| tasks or one-time assignments. | | | | want to be a "general" VA, or if you want to |
| What are the qualities of a great VA? | | | | specialize in a certain field such as medical, legal, real |
| Open ears, great listening skills | | | | estate or technical areas. If you have the training and |
| Active mind, willing to learn new things | | | | or experience in a specialized field, and the desire to |
| A ready heart | | | | work in that field, go after a "niche" in that area. If |
| Believes in him/herself and his/her clients | | | | you don't have the necessary skills or training, but |
| A magnetic personality | | | | are interested in a specialized area, try getting in with |
| Able to simplify life and work | | | | a firm/company as a general VA and learn the skills |
| Flexible, able to adapt to new ways of | | | | you don't already possess. |
| doing things | | | | There are many VAs who work as general VAs, but |
| Intelligent, fast learner | | | | market themselves towards certain types of |
| Proactive | | | | businesses. I have worked as a chiropractic assistant, |
| Attentive and focused | | | | so it's a natural extension of my business to do billing |
| Confident | | | | and transcription for chiropractors. I have three |
| Committed | | | | clients who I do "overflow work" for in this capacity. |
| Self-disciplined and self-motivated | | | | I also really enjoy writing/editing, so I've started |
| Education vs. Experience | | | | marketing myself specifically towards being a "Virtual |
| This seems to be the "hot button" topic among VAs. | | | | Writer's Assistant." |
| When something works for one, that is the method | | | | Setting Fees |
| that they believe in. | | | | Most VAs charge $25-50/hr., depending on the |
| Since the description of a "Virtual Assistant" is so | | | | services offered, years of experience and how |
| ambiguous, an emphasis on education or experience | | | | specialized their field of expertise is. When starting |
| depends on what services will be offered and what | | | | out, it's good to start in the $15-$25/hr. range, |
| skills are already possessed. Experience in a variety | | | | especially if just doing general administrative work. |
| of fields can be helpful: secretarial/administrative, | | | | Research what other VAs who offer similar services |
| reception, customer service, human resources, billing, | | | | are charging. Look around at other sites. |
| etc. And, as much as this position can be discounted | | | | Use your discretion when setting prices and rates. |
| in today's society, don't forget your most important | | | | Some VAs opt not to list their prices on their sites |
| role as a parent which teaches multi-tasking, time | | | | and charge a per-project fee instead of hourly. If |
| management, grammar correction, diplomacy and | | | | you're going to do things that way, make sure you |
| learning to pick your battles. | | | | carefully look at every aspect of the project and |
| There are a lot of different types of VAs out there. | | | | how much time is going into it. Be fair both to |
| With some, more formal training is required. When | | | | yourself and your client. |
| doing tasks for specific fields, such as medical, legal | | | | Another good suggestion is to give first-time clients a |
| or technical jobs, you may need additional | | | | discount on their first project or contract, especially |
| certificates, degrees and/or on-the-job training to | | | | those clients with whom you would like to work. |
| provide these services. | | | | Make sure they know that this is a "First Contract |
| Sharon Williams, MVA, Coach and Author ( has mixed | | | | Discount" that you offer to new clients in order to |
| feelings about certifications versus coaching versus | | | | show them the quality of your work and the |
| only experience: | | | | dedication you have to your clients. |
| "First, credentialing is very important, no matter the | | | | Contracts |
| industry. If the virtual assistance industry could | | | | A contract is one of the most important tools you |
| develop one credentialing process that is universally | | | | should have for this type of work. You can find |
| accepted across the industry, I would be its | | | | general independent contractor contracts and |
| staunchest supporter. However, currently, there are | | | | agreements in many legal books or online. Take one |
| several credentialing groups, each establishing its own | | | | of these and adapt it to your business. Just make |
| criteria for eligibility and some that cannot be | | | | sure it includes the following: |
| transferred when you cease membership. Until there | | | | Your client's name and company name |
| is more uniformity and a 'standard,' I do not believe | | | | Your legal name and/or company name |
| credentialing will have the impact or credibility it should | | | | Both addresses and contact info |
| within and outside the industry. That being said, I do | | | | The scope of your work on the project or |
| believe that coaching/training is a vital part of an | | | | for the client |
| aspiring VA's growth. There are many aspects and | | | | The start and end dates of the project |
| skills needed when owning and running a business | | | | assignment |
| that are not acquired by secretaries, admin | | | | A payment and cancellation policy |
| assistants, and clerks entering the VA industry. | | | | The signatures of all people listed in the |
| Traditional brick and mortar marketing and | | | | contract |
| promotions do not apply to an internet-based | | | | Make sure to list in detail the scope of what you're |
| focused business. Aspiring VAs need to become | | | | going to be doing. This way, if the client wants to pile |
| better educated about the nuts and bolts of running | | | | more work on you than what you're supposed to be |
| a virtual assistant business and adapting those skills | | | | doing, you can re-negotiate or amend your contract |
| and their niche to a global marketplace. One of the | | | | for your new duties. |
| best ways to acquire these skills and knowledge is | | | | Personally, I make it a point not to start work on |
| by teaming with a coach or taking classes geared | | | | any project until I get everything in writing (and |
| specifically to their niche. I would caution, however, | | | | signed). Whatever payment or contract policies you |
| that everyone who offers a class or coaching is not | | | | choose, make sure you're willing to enforce them. |
| necessarily qualified and experienced enough to hold | | | | Marketing, Advertising and Getting Gigs |
| those titles (trainer and coach). Perform due diligence | | | | One of the most important marketing tools a VA can |
| before investing money into courses. Finally, for | | | | have is his/her portfolio. Included in this is an updated |
| those with extensive experience, yes, you may start | | | | copy of resume, a complete list of services |
| your VA practice based on your prior employment | | | | (detailed), a list of projects you've worked on |
| and qualifications, but being a VA should be a | | | | (complete with references), and any client |
| life-learning process, and I would recommend | | | | testimonials you've collected and a list of awards |
| enrollment in supplemental classes to augment your | | | | certifications/degrees you've earned. |
| experiences." | | | | A VA can market him/her-self under a variety of |
| A.J. Horne of Horne Communications ( writes that | | | | titles, depending on the services offered: Virtual |
| "some type of professional certification is absolutely | | | | Assistant, Virtual Administrative Assistant, Remote |
| essential in establishing credentials. A good education | | | | Secretarial Services, Virtual Personal Assistant, Virtual |
| is necessary when applying for a job, but that does | | | | Executive Assistant, Virtual Medical Assistant, Virtual |
| not quantify you as a VA when you are an | | | | Legal Assistant, Virtual Paralegal, etc. |
| independent business person. Membership in a | | | | There are also a variety of ways to advertise, |
| certification program provides a professional image, a | | | | depending on what your budget is. One of the |
| solid network of like professionals, as well as essential | | | | cheapest ways to get clients is by networking. |
| education that fills the gaps not provided in | | | | Another way is to set up partnerships with other |
| conventional education." | | | | small businesses whose clientele would be more likely |
| One good way to get helpful experience while | | | | to use a VA. For example, if you write web content, |
| building your business is to volunteer services to local | | | | pair up with a web designer to cross-promote each |
| church groups, non-profits, etc. For example, desktop | | | | other. |
| publishing services for newsletters and/or bulletins, | | | | When you see an ad for temp help in your local |
| volunteer to be on that committee for a group. Do a | | | | paper, write a convincing and persuasive letter to |
| great job and it will be noticed! | | | | them listing the advantages of using a VA for fill-in or |
| Setting Up Your Home Office | | | | overflow work, the skills you possess and whatever |
| One of the most important things for a Virtual | | | | else you "bring to the table." |
| Assistant to have, in order to establish him/herself | | | | Carry business cards with you everywhere! Make |
| "virtually," is a professional-looking website. If | | | | them your "calling card!" Leave them everywhere you |
| web-building abilities are lacking, hire a | | | | go that you can exchange them with other |
| reasonably-priced web designer to design the site. To | | | | businesspeople. Include them in all of your |
| keep costs down, map out exactly what is wanted | | | | correspondence. |
| BEFORE sitting down with a web designer. Don't go | | | | Make sure to get the word of your new venture out |
| for a lot of flash or glitzy images. Keep the site | | | | to your family and friends. |
| informative. It's good to include a page about | | | | Invest in some brochures/postcards that you can |
| yourself (why you do this/your experience), rates | | | | send to targeted companies in your community to |
| and/or pricing information, the services offered and | | | | announce the services you offer and the advantages |
| contact information. It's also a good idea to include | | | | of using a VA. |
| any projects worked on, letters of commendation, | | | | Just a few more thoughts... |
| any awards won, or certificates achieved. | | | | In order to succeed in this, or any other, home-based |
| Starting out, especially if this is in addition to a | | | | business, you need the support of friends and family |
| full-time "day job," it's okay to be an independent | | | | and the qualities of determination and perseverance. |
| contractor. When you do start to collect clients, it's | | | | A "can-do" attitude is needed during the beginning |
| recommended that to set up with a business name, | | | | months when the work may be scarce and the |
| license and look into incorporating to protect personal | | | | money isn't exactly "rolling in." |
| (and family's) assets. This is not said to scare you - | | | | A.J. Horne of Horne Communications offers this |
| my husband and I have both set up home-based | | | | thought regarding working from home: |
| businesses, so this was a concern for us and was | | | | "Working at home should be treated just as working |
| done to put our minds at ease. | | | | at an office, just without the commuting. It takes |
| For office equipment, have a nice, big desk that's | | | | stringent time management and requires flexibility |
| comfortable for both writing and typing. And, of | | | | from you as well, juggling the home tasks while doing |
| course, a very comfortable chair is also a big plus. | | | | the work projects. Just remain adaptable, with the |
| The other pieces of office equipment needed to | | | | thought in mind that "the norm" does not apply to |
| complete your home office depends largely on what | | | | you or your hours." |
| services are being offered and what instruments are | | | | Even though the internet is becoming a bigger staple |
| needed for the day-to-day operations of your | | | | in people's lives, some business owners and/or |
| business. | | | | individuals will still try to discourage you from this |
| Jaime Caris ( states that the most important piece of | | | | type of work with comments like "How do I know |
| office equipment for her is her PC. "What would we | | | | you are really working if you're not where I can see |
| do without them nowadays? It is used for | | | | you?" DO NOT LISTEN to these people! Believe in |
| EVERYTHING!" | | | | yourself. Trust that you've made the right decision. |
| Kimberley Kenney ( says that her most important | | | | Do something every day to build your business. And |
| piece of office equipment is her filing cabinet. | | | | take things one step at a time. |
| "Keeping things organized and filing all pertinent | | | | |