A Virtual Assistant is not a glorified Temp!!

There are many misconceptions about what a Virtual Assistant can offer the business community today, not least of which is that a Virtual Assistant is a glorified Temp that you can't see!! In reality, Virtual Assistants support sole traders, SMEs and corporate clients with specific projects on a short or long-term basis and that's one of the things that makes a Virtual Assistant very cost effective.

In particular, many small businesses are missing an opportunity to outsource work to a Virtual Assistant. It is understood that if a small business books a Temp they have to pay for a minimum of a couple of days of their time; usually for a full week. That means someone has to be there to generate the work for them, your business pays for the time when there is no work for a Temp to do and, sometimes, they don't have all the skills that you need. A Virtual Assistant provides business people with the opportunity to remain focussed on their prime objective - generating revenue for their business.

So, what is a Virtual Assistant?

First and foremost, a Virtual Assistant (VA) is an entrepreneur in their own right. They provide administrative support or specialised business services from a distance. Frequently a Virtual Assistant (VA) is someone who has had a lot of experience at senior secretarial level, understands and applies logic to administrative tasks and is skilled, innovative and a quick learner. Often they are also good at budgetary control and making money for others.

The VA industry really started to get established in the late 1990s as an extension of the 'traditional' secretarial and typing services industry and has grown significantly since then.

Thanks to the Internet, advances in communications technology (e.g. broadband) and the onset of home-working as a feasible concept, Virtual Assistants use today's technology to provide very cost effective, accurate and professionally presented documentation and office support.

Virtual Assistants are motivated and dedicated to the success of their own business. To achieve that success they must be dedicated to their clients and their clients' success. In providing that level of support they have a complete home office solution that is often equipped at a level that many Executive Secretary/PAs are unable to achieve because of corporate budgetary constraints.

Professional VAs need to understand current technologies and be able to demonstrate skill in using software to its full advantage to be able to meet the varying demands of a broad client base. Add to that the fact that VAs are a resource that responds with a great deal of flexibility as well as quality and you bring real benefit to any business.

What type of Client can benefit by using a Virtual Assistant?

VAs work with a variety of clients, providing a variety of support solutions ranging from word processing or audio transcription through a full "back office" functionality to sole traders and small businesses. Additionally, VAs can offer specialist short-term support to corporate clients for things like meeting minutes or short-term cover at Executive Secretary/PA level.

What can a client reasonably expect from a Virtual Assistant?

Clients have the opportunity to ask questions and clearly identify their requirements and whether the Virtual Assistant can, or will, meet them. A VA may offer long-term, ad hoc and one-off project support for a wide variety of business needs. In fact that can be anything from call answering, diary and email management to word processing, typing from manuscript, presentations, spreadsheets, databases, invoice production, mail shots, flyers, brochure and stationery design, audio transcription, recruitment and selection and event organisation, to mention just a few routine business needs.

Clients need to understand the difference in the flexibility and the variety of skill sets that a true Virtual Assistant offers. Many telephone minding and call centre operations are re-branding themselves as Virtual PAs and Virtual Assistants by providing a limited option of typing or word processing capability. The principle difference between these organisations and true VAs is that Virtual Assistants may choose to offer call handling as part of their service, it isn't their main functionality. Ironically, these call centre companies see the potential in the marketplace and some are contemplating outsourcing the work to dedicated VAs to complete!

It is just as important to the VA as to the client that there is a sense of mutual trust and respect, as well as an understanding of the value of the service being provided. To get the most out of a working relationship with a VA, clients should take the time to develop a thorough understanding of their own business' needs and be able to communicate clearly what those needs are. They can then clearly align the skills and expertise a VA can bring to their business.

VAs should deliver honesty, integrity, professionalism and quality to their clients. At the same time, Clients will need to be aware that a VA should be considered as a supplier. The rates agreed for the work undertaken need to be factored into the Client's working costs, just as they would with any other operational cost.

The Benefits to Small Businesses.

Think of it this way, if you are a sole trader or a small business, how much time is spent on administrative tasks each week? Take that number of hours (it's unlikely to be less than four!) and answer this question:

How much revenue could you generate for your business if you had that many extra 'sales' hours in a week?

When you work with a VA:

- You only pay for the work done.

- Virtual Assistants do not accrue employee rights.

- You don't have any accommodation, equipment or employer overheads.

- Confidentiality and security are very much part of the VA ethos.

- You have professional office support that will provide polish to your image, whether that is through having your presentations and documents prepared professionally or having someone who is knowledgeable about your business answering your telephone.

So, what are you waiting for?

Contact a VA today and bring a positive experience to your working life!!