When I started my Virtual Assistant (VA) business, there was no training available to teach me how to get VA clients. Instead, I took advice from internet marketing gurus and tried their tips to bring in clients including:

1. Direct mail – I sent out hundreds of postcards and letters.
2. Advertisements in trade journal – I advertised in a wide variety of magazines for real estate agents.
3. Flyers – I mailed flyers to real estate agencies all over the U.S.A. and Canada.

None of these traditional (and expensive) marketing methods worked.

What works to get high-paying clients?

Through trial and error, and the school of hard knocks, I figured out how to get as many high-paying clients as I wanted. In fact, within six years, I was earning a 6-figure income.

Does the “5-Step Formula” work for all VAs?

This isn’t pie-in-the-sky theory that’s “supposed” to work. It’s a proven method that has worked not only for me, but also for the graduates of my Expert VA Training programs. This marketing method works for VAs in any target market:

• Real Estate VA: The “5-Step Formula” worked for me in the real estate market. This is market in which I earned a 6-figure income.
• Author Assistant: After the real estate market went bust, I switched to the self-published author market and pulled in 6 brand new clients in one month.
• VA to coaches, speakers and trainers: One of the graduates of my “Start and Market Expert VA Training” works with this target market and successfully used the “5-Step Formula” to build a profitable VA business.
• VA to membership-site owners: Another graduate of my “Start and Market Expert VA Training” has created a phenomenally successful business. So far in 2011, she has already earned twice as much as the annual income goal she set.

One of the concerns you might have, which I’ve heard from Expert VA Training students who haven’t yet tried the “5-Step Formula,” is: “I’m shy. I don’t know how to sell myself.” I have good news. This method also works for you! No matter what your personality, I can teach you how to attract a steady stream of clients using my “5-Step Formula.”

Have questions? Visit my Expert VA Training website now to learn more!

Kathy Goughenour can take you from wherever you are today to the Virtual Assistant business of your dreams. Whether you’re a wanna-be VA or a VA who is struggling to get the high-paying clients you want, Kathy Goughenour can help.  Visit her website at www.expertvatraining.com now to learn how.

As a an entrepreneur your most important job is to sell your products and services. We have all heard the old saying “Nothing happens till you sell something.” To sell something you need visibility and if possible, massive visibility.

Social media in general and Facebook specifically can provide you with the edge you need to get massive visibility for your business. With over half a billion people using the site and millions more joining daily it is a good bet that your ideal client is there.

I speak to entrepreneurs on a daily basis and what I hear the most, well after “I don’t care what people have for lunch”, is that they just don’t know what to do with their fan page after they create it.

If I can share 3 simple steps that you can use on a regular basis to get massive visibility on Facebook, would that interest you? I thought so. A 3 step Fan Page Strategy is all you need.

 

1. Add Fans

Facebook is designed to work as an intricately woven network of friends and their friends. Every time you can get someone to comment, like, post or interact in any way with your fan page then that information is spread virally among the person and his network.

One of the ways I add fans to my fan page is by building a strategic network of personal friends on Facebook and then asking them to “like” my page. I have developed a profile of the ideal person for me to connect with and they consist of people in 3 categories:

• My potential clients
• Potential colleagues and joint venture partners
• Those I want to learn from

A lot of people question me about this particular strategy but here is the way I look at it. Facebook gives us the ability to have 5000 personal friends. I don’t know about you but I don’t have 5000 personal friends which tells me that Facebook wants me to expand my network. Done!

 

2. Fan Page Content

So you created your fan page and now you don’t have a clue what to post. I recommend that you take a trial and error approach. By following this idea I have found that my fans really respond to the following types of posts:

• Quotes
• Videos
• Blog Posts
• Asking Questions

Be creative. Try something different every once in a while but remember this – don’t post too many times a day on your Fan Page. The Facebook algorithms are always watching and if they feel you are spamming people they will give you the old Facebook slap. I try not to post more than 4 times a day.

When I am trying to decide on content I am always thinking “How can I add value to their lives?” That might be something I have created but it also may be something someone else created. I am a huge sharer of information and I realized a long time ago that I don’t have to create the information to share it.

 

3. Get the Word Out About Your Page

This is the part of the strategy that takes a little thought. What could you do to get the name out about your Fan Page. The great thing is that there are lots and lots of ways you can do this. Here are 3 of the ways I do it.

Comment on other fan pages – I’m not talking about spamming other pages with your information but you can visit other fan pages and share your valuable information that is designed to improve their fans lives and be sure to mention your fan page. Or better yet you can comment on those fan pages when you are using Facebook as your fan page.

Facebook Ads – I am a fan of Facebook ads because they can be so targeted and specific. Remember that people are not necessarily on Facebook to buy things but they really like clicking the like button on an ad that peaks their interest. In the early days of my fan page I did this and added about 800 new fans in a little over a week.

Tagging – Of course my favorite Facebook strategy. If you have listened to me talk about Facebook before you know that I am always talking about the power of tagging. So how does this get you visibility? You could find a great blog post that someone you are connected with (and who has a decent following) wrote and share it with your fan page. In the update you tag the person who wrote it and hopefully their fan page if they have one. To tag is simply to type the @ symbol and then their name. If you choose carefully not only will all of your fan page fans see the update but also it will attach to the blog post writers wall and their thousands of friends can see it.

To wrap this up – find a few great strategies that work for you and then be CONSISTENT and PERSISTENT. Don’t give up – do them over and over and watch your fan page grow.

 

Michele Scism is known as The Results Lady from DecisiveMinds.com. Michele is the founder of the Global Social Media Management Association. Michele’s Facebook bio says it all “highly motivated, positive and self-driven business woman”. Michele is a Business Strategist who partners with service professionals and business owners who are ready to get massive visibility online using her 5 step “Take Action Get Profits” formula. Learn more about Michele and the Global Social Media Managers Association at http://gsmma.org

Many admins cringe when they think about creating an administrative procedures binder.  Where do you begin when it feels like you are responsible for EVERYTHING that happens in your office or and for your clients? How do you put in writing what you actually do? While this project may sound overwhelming, it doesn’t have to be. The secret is breaking it down into simple steps and approaching them one at a time.

Admin binders aren’t just for corporate admins, they’re for virtual assistants and their clients, too. Let’s look at why you need to create an admin binder in the first place. Have you ever wanted to take a vacation or attend a training seminar but no one could cover for you? Have you ever needed to take a day or two off due to illness? What would happen to your clients’ businesses if something happened to you and you didn’t have documented procedures in place for what you do for them on a daily and weekly basis? These questions reveal just a few compelling reasons why you need an administrative procedures binder not only for yourself but for each of your clients as well.

Let me share my five simple steps to not only getting your administrative procedures binder started, but also populating it with all of the vital procedures to keep your office running smoothly in your absence.

Step 1: Assemble the Right Tools for the Job

To get started, gather a few basic office supplies:

• Sturdy 3-ring “D” binder, about 1 1/2″ to 2″ wide and in a unique color.
• Tabbed Sheet Protector Dividers (My favorite is Avery Protect ’N Tab Tabbed Sheet Protectors – 8 Tab Sets # 74161)
• Heavy duty sheet protectors

 

Create a general list of the overall sections you may want to create: general info, accounting, customer service, order fulfillment, vendors, travel, websites, product development, forms, and templates.

 

Step 2: Track Your Tasks for a Few Days

You may already have a list of some obvious things you need to include in your admin binder, but there are a lot of things you do each day that you take for granted that others may need to know in your absence.  The best way to identify those not-so-obvious procedures is to track your time and tasks for a few days.  I created a template to help you track your tasks: www.allthingsadmin.com/free-templates.

Start with the things you do daily; you might want to begin by making a short checklist of the things you do to start or end the day. Make a list of your specific job responsibilities and how often you handle them (daily, weekly, monthly, quarterly, annually).  Create a list for each executive or client you specifically support and identify the types of recurring meetings, events, or items that you handle for them.

Step 3: Document Your Top Five Procedures

In my experience, the secret to success is to work on no more than five procedures at a time.  That’s one procedure per day for a week — it’s manageable and motivating.  So pick your top five procedures and start documenting how you do them.

Try these tips to keep the procedures succinct and easy to use:

• Use a template to stay on track and consistent from process to process.
• Go through each task or process step by step (in detail).
• Be specific without being excessively wordy.
• Think commands, not sentences.  This is not an English or research paper; it’s a procedures binder.
• Use bullets or numbers as much as possible. Number steps that must be done in a specific order.  Use other bullets for non-order specific instructions.
• Provide screen shots where helpful for computer-related tasks.
• Have another person try to do the task based only on your instructions.  See where any potential gaps exist.

Go through this process for your top five, then pick another five, and keep building your binder from there.

 

This admin binder doesn’t have to be perfectly formatted; it just needs to be functional and available to the person(s) who may need to assist in your absences.  Five documented procedures are five documented procedures – no matter how they look! They can even be handwritten. If you use the template, they already have some consistency and structure built into them until you have time to type them.

Step 4: What You Should Include In Your Admin Binder (and what not to include)

Don’t reinvent the wheel; fast track your procedures documentation. Think about what procedures are already documented that you can include.  Here’s a shortcut for VA’s: you are probably doing very similar things for your various clients.  Create one general procedure on how to post a blog, for example, then save a custom version of it for each specific client and you can save a lot of time and effort.  Ask your client if they have any procedures documented that you should include. Depending upon the size of your client’s business, you may be able to check with other VAs on their team, ask their accountant, check with their travel agent, refer to documented procedures that their online service providers have available, etc.

Here is just a sampling of some of the procedures VAs may want to include.

• Webinar setup and facilitation
• Teleclass setup and facilitation
• Recording and posting audios
• Recording and posting videos
• Posting blog posts
• Updating website pages
• Online file storage and sharing
• Proofreading tips and style sheets
• Corporate logo usage specs
• Travel planning

 

Think about what information/resources you refer to on a regular basis: phone lists (commonly called vendors, contacts), org charts, executive/board contact sheets, travel planning forms, event planning checklists, corporate logo/branding guidelines, shipping information, processing reports.  Think about what events, board meeting dates, or recurring committee meetings you handle. Be sure to include all of the user guides for your technology tools: phones, computers, specific software, video conferencing.

What NOT to include…and how to handle that vital information

As admins, we have access to a lot of confidential information; it’s part of doing our jobs.  For confidentiality and security, some key pieces of information should NOT be stored in your admin binder on your desk.  Those items include passwords, credit card information, social security numbers, dates of birth, and other highly confidential information.

So what do you do with this information?  Store it in a separate folder in a locked file drawer in your desk or in a password-protected online file in a secure location.  Then make sure your executives know how to access the information if you are out.  Consult with your client on best practices for documenting confidential information. The key here is NOT to have it openly accessible to anyone who could pick up your administrative procedures binder.

 

Step 5: Organizing Your Procedures Binder for Ongoing Use and Success

Now it’s time to organize your binder for ongoing use. Start by finalizing the tabbed sections you will include.  Create a table of contents and a clearly labeled sheet for each tabbed sheet protector.

Create an electronic folder called “Admin Binder” for ease in filing these documents once you have them created electronically.  Add the document path and file name to the footer of each document before you print it. Do not store multiple copies of the same file in multiple online folder locations. Create a desktop shortcut to the folder location for ease of adding and updating information. If you’ll be using these procedures with other team members, you may want to setup a shared online folder.

Once you have your admin binder created, it is VITAL to keep it updated.  Don’t waste your time and effort to develop it and then let it get outdated.  As you use it, write notes in your binder on the pages that need updates.  If you have time to update it on the spot, do it.  If you don’t, come back and do it when you see you have several marked-up pages. Review it monthly or quarterly (at a minimum), depending on how busy your office is and how frequently changes occur.

Now that you have this AWESOME tool created, make sure to share the materials with your client(s) and those who cover for you.  Invite those who cover for you to preview it before your next scheduled absence.
Be the Value-Added VA!

Creating this dynamic tool for your office and your clients’ offices shows your professionalism and demonstrates an attitude of service that your clients will recognize and appreciate. It’s also a fabulous tool for your own reference and use. But the best reason to create an admin binder is so others can fill in for you with relative ease without a major disruption to your business or your clients’ businesses.  And that’s the type of value-added service every business owner appreciates.

 

Contributed by Julie Perrine
www.AllThingsAdmin.com

Julie Perrine, CAP-OM, teaches administrative professionals and entrepreneurs how to increase their professional opportunities and achieve more productive and meaningful relationships by utilizing innovative technology, ideas, and people. Julie’s never met a binder she didn’t like, and she loves helping admins and VAs create effective administrative procedures to support not only their own business, but the businesses of the clients and executives they support. Learn more about her tools for getting started on your own procedures binder and request your FREE copy of our special report “Creating Your Strategic Administrative Career Plan” at www.AllThingsAdmin.com

There’s no doubt about it…video marketing takes time and it can be a daunting task. Between the planning, filming, editing and submitting to different video syndication sites, you’re talking about a couple of hours worth of work for each video.

But let’s not stress about the time involved. Instead, let’s talk about how you can grow your business and earn more income by using videos.

Video # 1: Introduce yourself to your audience.

Create a video to introduce yourself to your target market. Let people see your face and hear your voice. Explain your services and the benefits of hiring you.

Clients will hire you or purchase your products if they know, like, and trust you. If you’re not able to network in a live setting, using video is the next best thing. Always remember to give your potential clients a way to contact you, so include your phone number or email address.

An alternative to filming yourself in this “talking head” format is to prepare a slideshow introducing yourself and your business. Include a headshot of yourself on the first slide, explain how your services will benefit their business, and include client testimonials.

Video #2: Showcase your services and accolades.

Listing your services on your website is pretty commonplace but if 50 other virtual assistants offer the same services, what makes you stand apart from the group?

This is the time to tell your audience what services you provide and why you are the best. Did you take special training classes to master a piece of software? Did you win an award? Were you featured in the media? Have you expanded your team to handle a larger client base?

Toot your own horn a bit! Be proud of your accomplishments!

Video #3: Film a video tutorial.

Show your audience how to do a particular task or use a piece of software. This will highlight your expertise and communication skills.

For example, if you’re an expert with a particular auto responder, film a tutorial about how to setup a new mailing list or how to create an HTML newsletter template. Sure, these are tasks that you still want to get paid for but you’re showing the world that you know what you’re talking about.

Also, not everyone wants to do these tasks themselves; there will always be people willing to pay you but it’s helpful for them to know what your process is so you can accurately estimate the length of the project.

Video #4: Create a video product review.

This is a combination of idea #3 with some affiliate marketing thrown in. One of the biggest challenges for virtual assistants is not having any form of residual passive income. We’re so busy taking care of our clients that we never have time for developing our own passive income.

Choose an affiliate product you believe in that would be beneficial to your ideal client. If it’s a digital product or web-based software, all the better. But even if it’s a physical product, get your camera rolling and demonstrate the benefits of this product and why your clients can’t do business without it. Be honest and also mention any drawbacks (no product is perfect). Add your affiliate link and you have a video that could earn you passive income for years to come.

End Results: By producing a variety of videos consistently, people in your target audience will become familiar with your name and services, leading to possible new business. Audience members who like and trust you based on your videos will pay close attention to any affiliate videos you make, possibly leading to earning passive income.

Any virtual assistant can benefit from using video marketing. The hardest part is stepping out of your comfort zone and doing it!

 

Contributed by: Christina Lemmey
www.MultimediaVA.com

To be a great assistant you need to be ahead of the curve, and that starts with technology. One of the skills that your client is expecting from you and more importantly paying you for is to guide them in all things technology.

I’m amazed though, when it comes to Virtual professionals like Executive Assistants, Marketing and even Writers how little they have used or even know about new technologies. It is almost impossible to know about every new product that is released each week, however, I’m suggesting that Assistants need to know about what is popular and effective at the moment.

Here are some suggestions for technologies that are free and easy to start looking into. I suggest setting up some sample projects and or mock situations where you could use this program for your family for example, so you get a real feel for how the product works and it’s capabilities

Start with:

Evernote - Take note of everything. Evernote makes it easy to remember things and take notes from your computer, phone and the web. Great for notes, photo memories, travel plans, saving webpages, sharing amongst friends colleagues www.evernote.com

Tungle.me - Scheduling made easy. Eliminate the back and forth of finding a time to meet; Easily share your availability with anyone; Prevent double bookings. All meetings are kept private, while only showing free/busy information. http://www.tungle.me/Home/

Basecamp – the leading web-based project management and collaboration tool. To-dos, files, messages, schedules, and milestones. http://basecamphq.com/

Shoeboxed - Send in receipts, business cards and documents using pre-paid envelopes, email or your phone and they will scan, enter data and organise for you! They can integrate with Evernote to keep everything in one place accessible from all your devices. https://www.shoeboxed.com.au/

Stay tuned, more technologies introduced in future blogs….

Lisa Cumes has been working as a Virtual Assistant for over 5 years with clients in Australia and worldwide. She is the Director of Empower Executives, a company that provides Virtual Assistant services, and Virtual Assistant placement. Lisa lives in Sydney with her 3 small children and husband. Find out more about Virtual Assistants at www.EmpowerExecutives.com.au

 

Starting out as a VA is both an exciting and daunting time. For many of us it can be the first step back into the workplace after having children and for some VAs it is the first time you have experienced running your own business. For those who have previously worked in the corporate world you are in for a different way of life, especially if you are now running a home based business with a family. Get ready to multi-task!

After working as a VA for the last 4 years, the main principles of text book business do apply, BUT there are many “Pearls of Wisdom “ that are good to know when starting out on your VA adventure. For example, when first asked to say a 30 second commercial I froze. Despite having a background in teaching high school, the thought of standing in front of a group of experienced business owners and talking about MY business had me quivering in my shoes. My heart was pounding as each person in the room stood up. I rushed through red faced in 5 seconds and sat down to face a room of confused people.

Over the years we learn to perfect our 30 second commercial and the glazed, confused look on our audience recedes. Make sure you speak clearly, smile and KNOW what you like to do, and how you can help a potential client. They don’t always know how you can help them. Avoid being too general when you deliver your 30 seconds and make sure you FIND your niche. It’s a major key to your success. Oh and like what you do so your passion will shine through.

For more VA tips follow us on Twitter @inbox2outbox and we’d love you to join in our conversation on www.facebook.com/inbox2outbox.

Lisa Bhella, of INBOX2OUTBOX, LLC (www.inbox2outbox.com) is originally from England and has lived in the US since 1998. She resides with her family in Arizona, and helps businesses implement their social media marketing strategies.

 

Starting a business as a Virtual Assistant can be a very rewarding career choice.

But it takes a lot of work to ensure that you have the necessary tools in place to get off to a good start. Unfortunately many of the Virtual Assistant businesses that have never been a success weren’t so, because they were started on a belief that all that was needed was a computer and a desire to do business; but it takes so much more.

The first thing you need to ask yourself is if you have the skills necessary to back the services that you are going to be providing to your clients.

The first and perhaps most important skill is the ability to type and perform basic word processing. Believe it or not, there are many people that have started Virtual Assistant businesses that don’t even possess this basic Virtual Assistant skill. Any other skills you decide to offer over and above that should be in line with the skills that you possess as an individual. It can’t be stressed enough to always stick to what you know and only offer other specialized services, such as graphic design, bookkeeping and web design, if you actually have those skills.

If you are insistent that you want to specialize in an “up and coming” area of Virtual Assistance such as internet marketing or social networking, remember that there are amazing training programs available to teach you those skills. However, don’t begin to offer these services until you are confident in your abilities to do a fantastic job for your clients; take the time to learn and practice these skills first.

Another important thing to keep in mind is to first develop your own business plan.

Many don’t take the time to do this because they believe that it has already been determined that the Virtual Assistant concept is solid. Although it may be a solid business idea, determining that your individual business will be as solid is critical to your success. At the very least, you should take the time to conduct a SWOT analysis (review of Strengths, Weaknesses, Opportunities and Threats) of your competition as well as a PEST trends analysis (Psychological, Economical, Sociological and Technological) which will determine all those things that could affect your business, your potential clients and how they would do business with you.

Building a successful Virtual Assistant business takes dedication and a committed person.

Becoming a small business owner will mean that you are no longer punching a clock. As a business owner you become your business; this effectively means that if you have a deadline of tomorrow at 9am and at 7pm the night before it isn’t done, you will be working. Also, as a business owner you will find that not all the time you are spending on your job will be billable. Unlike a “normal” job where you work 9-5 and are paid for the entire time, as a business owner you will find that there will be some tasks that you undertake during a day that you cannot bill your client for, yet must still be done. In this manner, not every hour you spend in a day working will you be getting paid for.

Finally and perhaps most importantly, if you wish to start a Virtual Assistant business, it is critical that you have a strong support system as well as a resource network.

Your strong support system might be family members or friends that are behind you 100% and believe in what you are doing. Without having that support it will be hard for you to flourish. There have been some that have grown successful Virtual Assistant businesses despite the fact that their spouse does not support them; the way they have done this is by finding their support elsewhere. One such place to look for this support is by joining a Virtual Assistant forum or association that has supportive members.

Once you have all these tools in place, you will be well on the road to not only starting, but building a successful Virtual Assistant business.

Perhaps the best thing about starting a Virtual Assistant business is that you will find that most other Virtual Assistants are always willing to help out the “newbies”, as they affectionately refer to them. The Virtual Assistant business is a very open and sharing network and most experienced Virtual Assistants are willing to lend a helping hand and share their insights and experiences.

****

Tawnya Sutherland “The VA Expert” is a modern mensch for Virtual Assistants wanting to learn, share and grow their business at the largest social network online today for VAs:  www.VAnetworking.com

Become a Virtual Assistant in just 30 days at www.VirtualBusinessStartups.com

People often buy in bite size pieces.

That’s why I recommend a step by step marketing approach where you offer people a variety of low or no cost opportunities to experience you before they invest in your virtual professional services!

In our profession, a classic example of step by step marketing is the “two step” approach: market yourself in a way that sparks interest and then funnel the prospective client into a complimentary consultation.  The fact is, people are more likely to respond to a free, value-added offer then to a full-priced service.  That’s why offering the complimentary consultation works so well! Prospective clients get to know you and understand and appreciate the value of your service BEFORE they plunk down $   for your services!

Examples of the “Two Step” approach: Read the rest of this entry »

Are you looking to add more services to your VA portfolio… then consider becoming an affiliate marketing manager.  More and more of your VA clients are using affiliate marketing as part of their revenue streams, therefore, they need an affiliate marketing manager is needed to

• set-up the affiliate program
• add banners, text links and message to the affiliate area
• formulate affiliate newsletters
• communicate with affiliates
• and more Read the rest of this entry »

So, you have created a Facebook page, a presence for your business on Facebook, now what?

The worst thing you can do is setup your blog and twitter to import and feed content to the page and then never visit or pay attention to it.  If you want people to engage on the page, you need to have a presence there as well.  Here are 5 tips to help you keep on top of your page and build a community revolved around your brand: Read the rest of this entry »