Unleashing Your Competitive Edge: Key Strategies for Standing Out as a Virtual Assistant

In today's digital era, virtual assistants have become integral to many small businesses and entrepreneurs' lives. They offer various services, from administrative tasks to scheduling, research, and personal assistance. However, with the growing popularity of virtual assistants, the market has become increasingly competitive. As a virtual assistant, standing out from the competition is crucial for attracting clients and establishing a successful career.

Imagine this: You are a highly skilled virtual assistant with a passion for organization and a knack for efficiency. You have honed your skills, gained experience, and are ready to embark on your entrepreneurial journey. But as you delve into the market, you realize you are not alone. Countless virtual assistants are vying for the same clients and opportunities. How can you differentiate yourself from the sea of competition? How can you rise above the noise and make your mark?

Understanding the competition is the first step toward standing out. Take the time to research existing virtual assistants and analyze their strengths and weaknesses. This will help you identify gaps or areas for improvement, giving you valuable insights into differentiating yourself. While it's essential to be aware of what your competitors are doing, remember that your focus should ultimately be on your unique strengths and offerings.

Defining your Unique Selling Proposition (USP) is critical to carving out your niche in the virtual assistant market. Identify your target audience and understand their needs and pain points. Then, highlight your unique skills and expertise that address those needs effectively. You may have specialized knowledge in a particular industry or excel in providing exceptional customer service. Whatever it may be, clearly articulate the benefits of choosing your virtual assistant services over others.

Enhancing your skill set is a continuous process that sets you apart from the competition. Stay current with industry trends, attend relevant workshops or webinars, and invest in continuous learning and professional development. Acquiring specialized knowledge or certifications in areas that align with your target audience's needs will position you as an expert and give you a competitive edge.

Building a strong online presence is essential in today's digital landscape. Develop a professional website that showcases your skills, experience, and testimonials from satisfied clients. Create engaging and informative content through a blog or social media platform, demonstrating your expertise and providing value to your audience. Utilize social media not only for marketing purposes but also for networking with potential clients and industry professionals.

By understanding the competition, defining your USP, enhancing your skill set, building a strong online presence, and staying customer-centric, you can differentiate yourself from the crowd of virtual assistants. In the following sections, we will delve deeper into these strategies and provide practical tips for standing out and thriving in the competitive virtual assistant market. So, let's embark on this journey together and discover the keys to success in standing out from the competition!

Understanding the Competition

To stand out from the competition, it is crucial to have a comprehensive understanding of your fellow virtual assistants in the market. This involves conducting thorough research and analysis to identify their strengths, weaknesses, and overall positioning. Here are some key steps to help you better understand your competition:

1. Research existing virtual assistants: Explore the virtual assistant landscape and identify the leading players in your target market. Look for established virtual assistants who are offering services similar to yours. Visit their websites, read client testimonials, and explore their social media presence. This will give you insights into their branding, areas of expertise, and the overall quality of their services.

2. Analyze strengths and weaknesses: Evaluate each competitor's strengths and weaknesses to understand better where you can differentiate yourself. Look for unique selling points, such as specialized skills, extensive experience, or innovative service offerings. Additionally, assess areas where your competition may be lacking or underperforming, as these can be potential opportunities for you to excel.

3. Identify gaps or areas for improvement: As you analyze the competition, pay attention to gaps or areas where you believe you can provide a better solution or meet unaddressed client needs. This could involve identifying underserved industries, specific services in high demand but not adequately fulfilled, or gaps in customer service or responsiveness. By identifying these gaps, you can position yourself as the go-to virtual assistant for clients seeking those particular solutions.

4. Learn from successful competitors: While competition can be fierce, it's important to view successful virtual assistants as potential sources of inspiration and learning. Look for aspects of their business strategies, marketing techniques, or customer engagement that have contributed to their success. Adapt and implement those strategies that align with your brand and target audience while adding your unique touch to differentiate yourself.

Remember, understanding the competition is not about copying or imitating their approach. It is about gaining insights, identifying gaps, and leveraging your strengths to stand out and provide a unique value proposition to potential clients. By conducting thorough research and analysis, you will be equipped with valuable knowledge to help you differentiate yourself and thrive in the competitive virtual assistant market.

Defining Your Unique Selling Proposition (USP)

In a crowded virtual assistant market, defining your Unique Selling Proposition (USP) is crucial to differentiate yourself and attract clients. Your USP sets you apart from the competition and communicates the unique value you bring to your clients. Here are some steps to help you define your USP:

1. Identify your target audience: Start by understanding who your ideal clients are. Consider their industry, business size, pain points, and specific needs. By defining your target audience, you can tailor your services and messaging to resonate with them effectively.

2. Highlight your unique skills and expertise: Identify your core strengths, skills, and expertise that differentiate you from other virtual assistants. You may have extensive experience in a specific industry, possess specialized knowledge, or excel in a particular service area. Emphasize these unique qualities that make you an exceptional virtual assistant.

3. Articulate the benefits: Communicate the benefits clients can expect when they choose your virtual assistant services. How will you solve their problems, save time, or improve efficiency? Highlight the outcomes and results you can deliver. Clients need to understand the value they will receive by working with you.

4. Address pain points and challenges: Determine your target audience's specific pain points and challenges. Position yourself as the solution to these problems by offering tailored services that directly address their needs. Show how you can alleviate their pain points and make their lives easier.

5. Emphasize your unique approach or methodology: Showcase your distinctive approach or methodology in delivering virtual assistant services. Whether it's your streamlined workflow, personalized communication style, or innovative tools you use, let clients know how your approach sets you apart and adds value to their experience.

6. Communicate your brand personality: Infuse your brand with a unique personality that aligns with your target audience and differentiates you from the competition. Are you known for your professionalism, creativity, or friendly demeanor? Use your brand personality to build rapport with clients and create a memorable impression.

Remember, your USP should be authentic and genuine to stand out truly. It should align with your skills, expertise, and the needs of your target audience. Once you define your USP, ensure it is consistently communicated through your website, marketing materials, and client interactions. A well-defined and effectively communicated USP will attract the right clients who resonate with your unique value proposition.

Enhancing Your Skill Set

Continuous improvement and honing your skills are essential for standing out in the virtual assistant market. By enhancing your skill set, you increase your expertise and demonstrate your commitment to providing exceptional service to your clients. Here are some strategies to help you enhance your skill set:

1. Continuous learning and professional development: Stay updated with industry trends, new tools, and techniques by engaging in continuous learning. Attend webinars, workshops, and conferences related to virtual assistance. Join relevant online communities or forums to exchange knowledge and learn from other professionals in your field.

2. Acquire specialized knowledge or certifications: Identify areas within the virtual assistant field that align with your target audience's needs or industry preferences. Consider acquiring specialized knowledge or certifications in these areas. Whether mastering a specific software, learning about a niche industry, or obtaining certifications in project management or social media marketing, these additional credentials will enhance your credibility and attract clients seeking expertise.

3. Develop expertise in specific areas: Identify specific service areas where you can excel and differentiate yourself. For example, if you notice a high demand for social media management among your target audience, invest time developing your skills in that area. Become proficient in various social media platforms, stay updated with the latest trends, and offer unique strategies that drive engagement and growth.

4. Stay curious and embrace new challenges: Embrace a growth mindset and seek new opportunities to expand your skill set. Be open to learning new tools, software, or techniques that can enhance your efficiency and effectiveness. Embracing new challenges keeps your skills sharp and allows you to provide innovative solutions to your clients.

5. Seek feedback and learn from experience: Actively seek feedback from your clients to identify areas for improvement. Pay attention to recurring feedback or suggestions and use them as opportunities to enhance your skills. Additionally, reflect on your experiences and learn from successes and failures. Regularly evaluate your performance and identify areas where you can refine your approach.

Remember, enhancing your skill set is an ongoing process. Embrace the mindset of a lifelong learner and continually seek ways to expand your knowledge and expertise. By staying ahead of the curve and consistently improving your skills, you position yourself as a competent and reliable virtual assistant, setting yourself apart from the competition.

Building a Strong Online Presence

In today's digital landscape, building a strong online presence is crucial for virtual assistants to stand out and attract clients. Your online presence lets potential clients learn about your services, expertise, and professionalism. Here are critical strategies for building a strong online presence:

1. Develop a professional website: Create a visually appealing and user-friendly website that showcases your skills, services, and testimonials from satisfied clients. Ensure your website is easy to navigate and provides clear and concise information about your offerings. Incorporate a contact form or booking system to make it easy for potential clients to contact you.

2. Create engaging and informative content: Establish yourself as an authority in your field by regularly creating and sharing valuable content. Start a blog where you can share insights, tips, and industry updates relevant to your target audience. Additionally, consider creating video tutorials, hosting webinars, or sharing informative social media posts to provide added value to your audience.

3. Utilize social media platforms: Leverage social media platforms to expand your reach and connect with potential clients. Determine which platforms are popular among your target audience and establish a strong presence there. Share relevant content, engage with your audience, and participate in industry-related conversations. Consistency is key, so maintain an active presence on your chosen platforms.

4. Showcase your expertise through case studies or success stories: Highlight your accomplishments and the results you have achieved for your clients. Develop case studies or success stories that demonstrate the value you have delivered. Use these examples to showcase your expertise and the positive impact you can make on clients' businesses or lives.

5. Engage with your audience: Actively engage with your audience by responding to comments, inquiries, and messages promptly. Show genuine interest in their needs and provide helpful insights or solutions. Engaging with your audience builds trust and establishes you as a reliable and approachable virtual assistant.

6. Seek and leverage testimonials and reviews: Encourage satisfied clients to provide testimonials or reviews of your services. Display these testimonials prominently on your website or social media platforms. Positive reviews and testimonials from past clients are social proof and can significantly boost your credibility.

Building a strong online presence requires consistent effort and engagement. Regularly update your website, create valuable content, and actively interact with your audience across various online channels. By establishing yourself as a knowledgeable and reliable virtual assistant online, you will differentiate yourself from the competition and attract clients who trust your expertise.

Providing Exceptional Customer Service

Exceptional customer service is a powerful differentiating factor that can set you apart as a virtual assistant. Going above and beyond to meet your clients needs and exceeding their expectations builds trust, loyalty, and a strong reputation. Here are key strategies for providing exceptional customer service:

1. Prompt and personalized responses: Respond to client inquiries and requests in a timely manner. Aim to provide quick and efficient solutions to their problems or queries. Tailor your responses to their specific needs and demonstrate that you genuinely understand and care about their concerns.

2. Go the extra mile: Look for opportunities to exceed client expectations. Anticipate their needs and proactively provide additional support or resources. Offer suggestions or ideas that may enhance their projects or streamline their processes. By going above and beyond, you demonstrate your commitment to their success.

3. Active listening and clear communication: Practice active listening to understand your client's requirements truly. Ask clarifying questions to ensure you have a complete understanding of their expectations. Communicate clearly and concisely, using a friendly and professional tone. Avoid jargon or technical terms that may confuse your clients.

4. Maintain transparency and manage expectations: Be transparent with your clients about your services, pricing, and timelines. Set clear expectations regarding deliverables and deadlines. Regularly communicate progress updates to keep clients informed and minimize surprises or misunderstandings.

5. Resolve issues promptly and professionally: Inevitably, challenges may arise during your work with clients. It's essential to address any issues promptly and professionally. Take ownership of problems and work towards finding a solution. Demonstrate empathy, flexibility, and a willingness to resolve any concerns.

6. Encourage and leverage positive testimonials and reviews: Request feedback from satisfied clients and encourage them to provide testimonials or reviews of your services. Utilize these testimonials on your website and social media platforms to showcase the positive experiences of past clients. Positive testimonials are powerful social proof and can influence potential clients' decisions.

Providing exceptional customer service is about delivering tasks, building relationships, and exceeding expectations. You establish yourself as a trusted and dependable virtual assistant by consistently prioritizing your clients' needs, actively listening, and going the extra mile. Word-of-mouth referrals and client satisfaction will become invaluable assets in differentiating yourself from the competition.

Offering Competitive Pricing and Packages

Pricing plays a crucial role in attracting and retaining clients as virtual assistants. While offering competitive rates is important, providing value that justifies your pricing is equally vital. Here are critical strategies for offering competitive pricing and packages:

1. Research market rates: Conduct thorough research to understand the prevailing market rates for virtual assistant services. Consider factors such as experience, expertise, and the specific services you offer. This knowledge will help you set competitive prices yet reflect your skills and the value you provide.

2. Determine your pricing structure: Decide on a pricing structure that aligns with your business model and target audience. Common approaches include hourly rates, project-based pricing, or retainer packages. Consider the pros and cons of each model and choose the one that best suits your services and clients' needs.

3. Provide transparent pricing information: Communicate pricing information on your website or marketing materials. Be transparent about what is included in each package or service offering. This helps potential clients understand the value they will receive and compare your prices to your competitors.

4. Bundle services strategically: Consider bundling complementary services into packages to offer greater value to your clients. This can include a combination of administrative tasks, specialized expertise, or additional support. By bundling services, you can create enticing packages that stand out and differentiate you from competitors who offer a la carte options.

5. Offer flexible options: Cater to various client needs by offering flexible pricing options. This can include different tiers of service packages with varying levels of support or customization. Providing flexible options lets clients choose what fits their requirements and budget best.

6. Emphasize the value and benefits: Instead of solely focusing on price, highlight the value and benefits clients will receive by choosing your services. Showcase how your expertise, efficiency, and exceptional customer service will positively impact their business. Demonstrate the return on investment they can expect when working with you.

7. Regularly evaluate and adjust pricing: As your experience and expertise grow, regularly evaluate your pricing to ensure it remains competitive and aligned with the value you provide. Consider adjusting your rates periodically based on market trends, changes in your service offerings, or the demand for your expertise.

Remember, competitive pricing is not just about undercutting your competitors; it's about offering a fair price that reflects the value you bring to your clients. By strategically setting your pricing, providing transparent information, and emphasizing the benefits, you can attract clients who recognize your value and are willing to invest in your services.

Leveraging Technology and Innovation

In a rapidly evolving digital landscape, leveraging technology and embracing innovation is essential for virtual assistants to stay ahead of the competition. Adopting cutting-edge tools and techniques can enhance your efficiency, effectiveness, and overall client experience. Here are key strategies for leveraging technology and innovation:

1. Stay updated with industry trends: Stay abreast of the latest technological advancements and trends in the virtual assistant industry. Subscribe to industry publications, follow thought leaders, and join relevant online communities. By staying informed, you can identify new tools and techniques to enhance your services and differentiate you from competitors.

2. Adopt productivity tools and automation: Explore a wide range of productivity tools and automation software available in the market. These tools can help streamline your workflow, automate repetitive tasks, and improve overall efficiency. Examples include project management software, time-tracking tools, and email automation systems. Utilizing these tools allows you to focus more on high-value tasks and provide a smoother experience for your clients.

3. Embrace collaboration and communication platforms: Leverage collaboration and communication platforms to facilitate seamless client interaction. Platforms like project management tools, video conferencing software, and instant messaging apps enable effective communication, file sharing, and real-time collaboration. Utilizing such platforms improves transparency, reduces misunderstandings, and enhances overall productivity.

4. Explore innovative service offerings: Identify innovative service offerings that align with your target audience's needs and leverage emerging trends. For example, you could offer virtual event support, AI-driven chatbot implementation, or social media management using advanced analytics tools. By embracing innovation, you can position yourself as a forward-thinking virtual assistant, attracting clients who value cutting-edge solutions.

5. Invest in continuous learning: Dedicate time and resources to enhance your technical skills and knowledge. Enroll in online courses, attend webinars, or participate in workshops to expand your proficiency in relevant software, tools, or emerging technologies. This investment in continuous learning allows you to offer the latest solutions to your clients and sets you apart from those who may be slower to adapt.

6. Be open to experimentation and adaptability: Embrace a mindset of experimentation and adaptability when integrating technology and innovation into your virtual assistant services. Be willing to try new tools, approaches, and strategies. Continually evaluate their effectiveness and adjust to optimize your processes and client outcomes.

By leveraging technology and embracing innovation, you can enhance your service offerings, improve efficiency, and provide a superior client experience. Staying updated, adopting productivity tools, exploring new service offerings, and investing in continuous learning will position you as a tech-savvy and forward-thinking virtual assistant in a competitive market.

Networking and Collaborations

Networking and collaborations are powerful strategies for virtual assistants to expand their reach, gain new clients, and stand out. Building relationships with fellow professionals, industry influencers, and potential clients can open doors to new opportunities and create a supportive network. Here are key strategies for networking and collaborations:

1. Attend industry events and conferences: Participate in virtual or in-person industry events and conferences relevant to your niche. These events provide opportunities to connect with like-minded professionals, learn from industry experts, and build relationships with potential clients. Actively engage in conversations, exchange contact information, and follow up with individuals you connect with.

2. Join online communities and forums: Join online communities and forums where virtual assistants and clients gather to discuss industry trends, share insights, and seek support. Contribute to discussions, offer valuable advice, and establish yourself as a knowledgeable and helpful resource. Engaging in these communities helps you build relationships and gain visibility among potential clients.

3. Collaborate with complementary service providers: Identify professionals or businesses that offer your complementary services. For example, if you specialize in social media management, collaborate with graphic designers, content writers, or website developers. By forming partnerships, you can offer clients a comprehensive solution and tap into each other's networks for referrals.

4. Offer guest blogging or podcasting opportunities: Seek opportunities to blog on industry-related websites or guest on relevant podcasts. This allows you to showcase your expertise to a broader audience and gain exposure. Ensure that the platforms you choose align with your target audience to maximize the impact of your guest appearances.

5. Build a referral network: Cultivate relationships with other professionals who may come across clients needing virtual assistant services. This includes professionals such as business coaches, consultants, or marketing agencies. Develop mutually beneficial referral partnerships where you refer clients to each other based on their specific needs.

6. Leverage social media platforms: Utilize social media platforms to expand your network and connect with potential clients. Join relevant groups or communities, discuss, and share valuable content. Actively reach out to individuals who may benefit from your services or could refer you to others.

7. Nurture existing client relationships: Cultivate strong relationships with your existing clients by providing exceptional service and exceeding their expectations. Happy and satisfied clients are more likely to refer you to others within their network. Regularly communicate with them, seek feedback, and show appreciation for their support.

Networking and collaborations are long-term strategies that require consistent effort and relationship-building. By actively participating in industry events, collaborating with complementary professionals, and leveraging online communities, you can expand your network, attract new clients, and differentiate yourself from the competition.

Standing out from the competition in the virtual assistant market requires a strategic and proactive approach. By implementing the key strategies discussed throughout this blog post, you can differentiate yourself and build a strong presence in the industry.

Understanding the competition allows you to identify gaps and opportunities, enabling you to position yourself uniquely. Defining your Unique Selling Proposition (USP) helps you clearly articulate your value and why clients should choose you over others. Enhancing your skill set through continuous learning ensures you stay relevant and deliver high-quality services.

Building a strong online presence is crucial in today's digital age. Your website, engaging content, and active social media presence contribute to your credibility and visibility. Providing exceptional customer service creates loyal clients who become advocates for your services.

Offering competitive pricing and packages requires finding the right balance between value and affordability. Leveraging technology and innovation lets you streamline your processes, provide efficient services, and showcase your expertise. Networking and collaborations help you expand your reach, gain new clients, and tap into referral networks.

In conclusion, standing out from the competition as a virtual assistant is a multifaceted endeavor. It requires understanding the market, defining your unique value proposition, enhancing your skills, building a strong online presence, providing exceptional customer service, offering competitive pricing, leveraging technology and innovation, and actively networking and collaborating.

By implementing these strategies and continually refining your approach, you can differentiate yourself from the competition, attract clients who value your expertise and position yourself as a trusted and sought-after virtual assistant in the market. Remember, success in this industry is not solely about being the best but about consistently delivering exceptional service and continuously adapting to meet the evolving needs of your clients and the industry.

How To Be Productive and Organize Projects and Tasks As a Virtual Assistant

Being a virtual assistant can be both rewarding and challenging. One of the biggest challenges is staying productive and organized. With so many tasks and projects to keep track of, it can be easy to get overwhelmed. However, implementing a few key strategies can increase your productivity and streamline your workflow.

Set Clear and Achievable Goals

The first step in staying productive is setting clear and achievable goals. Make a list of the tasks and projects you need to complete and prioritize them based on importance and deadline. This will help you stay focused and on track.

Use a Task Management Tool

Keeping track of all your tasks and projects can be overwhelming. That's why it's essential to use a task management tool to keep yourself organized. Trello is an excellent option as it allows you to visually organize your tasks and projects into different boards and lists. You can also set reminders and deadlines for each task, which can help keep you accountable.

Break Down Big Projects Into Smaller Tasks

Big projects can be daunting and overwhelming, so it's important to break them down into smaller, manageable tasks. This will help you stay focused and on track, and it will also make it easier to prioritize your tasks.

Take Regular Breaks

As a virtual assistant, getting caught up in work and losing track of time can be easy. However, taking regular breaks is essential for staying productive and avoiding burnout. Use a timer or reminder to take a break every hour or so. This can be as simple as stretching, drinking water, or taking a short walk.

Keep Your Workspace Organized

A cluttered workspace can make it difficult to focus and can increase stress. Take the time to declutter and organize your virtual and physical workspace. This can help create a more positive and productive environment.

Use Calendars and Reminders

Calendars and reminders can be a virtual assistant's best friend. Use them to keep track of deadlines and appointments. This will help you stay on your schedule and avoid missing important deadlines.

In conclusion, being productive and organized as a virtual assistant takes some effort, but it is well worth it. By setting clear goals, using a task management tool, breaking down big projects, taking regular breaks, keeping your workspace organized, and using calendars and reminders, you'll be able to increase your productivity and streamline your workflow. So give these strategies a try and see the results for yourself.

12 Ways To Find Clients As A Virtual Assistant

The most common question I hear from new and aspiring Virtual Assistants is…

“How do I find Virtual Assistant clients?”

The process is so daunting that some Virtual Assistants stop before they even start. There are different ways to find clients to work with. In this blog post, I’m sharing 12. 

Instagram

One of the best places to share your valuable content is on social media platforms, like Instagram, where your dream clients hang out. Posting regularly and consistently on Instagram will show them how you can solve their problems.

Facebook Groups

Groups can be a secret weapon for you to connect with new client leads and get them curious to check out your business and find out what services you offer. The key is to select groups where you can directly connect with your ideal clients. Then, engage in these groups several times per week. Participating consistently is what will land you the clients you want. But remember, don’t allow it to become a time suck.

Your Community of Family & Friends

Once you have a website setup or where your ideal clients can find you online,  let your closest friends and family know that you’ve launched a virtual assistant business. Since they probably won’t know what a Virtual Assistant is, explain what you do, the services you provide, and who you want to work with! Ask them to share your contact page or website with anyone in their network that might need support. Your friends and family can’t help you if they don’t know you’re looking for work. So let your entire address book know and tell them what a VA does and why people should hire them. 

Networking 

Take advantage of your past business connections from prior networking groups or jobs. Reach out to your past or current trusted coworkers or members of local networking groups to share your services! Even though you can have clients anywhere in the world, you can start in your local area because you’re already part of the community. You can set up coffee meetings with people you meet networking, have face-to-face consultations, and even go into clients’ offices. Starting locally is an excellent way to gain experience and confidence so that you already have an established business if and when you decide to work virtually. 

Small Local Businesses In Your Area 

Spend time researching local small businesses needing virtual assistant support, like social media management, website design, or general admin. The best businesses to look for are hair salons, yoga studios, accountants, real estate agents, and one-man or woman show attorney offices. These businesses usually have smaller teams that can use the extra support of a VA. Then send an email letting them know what you love about their business and how you could work together!

Referrals From Previous Clients 

This more advanced strategy requires you to have landed your first few clients. However, it can be instrumental to the success of your business. Implement a referral strategy from day one of your business and offer a referral discount or promotion to encourage your first few clients to share your business with their friends. 

Current /Previous Employer or Work Connection

The great thing about this method is even if those exact people don’t need your help, they can often serve as a demographic profile for your ideal client. You know what their lives look like, where they are online, what they do all day, what their pain points are, what their long-term goals are, what events they go to, what LinkedIn groups they’re in etc.

Cold Pitching

Finding, researching, qualifying then contacting people you want to work with can be a successful method to get my clients. If you know what niche you want to work with, then it makes sense to contact them directly to explain how and why you can help them. This method is excellent because you decide who you want to work with. You’re not accepting every inquiry that comes in, you’re not competing with other VAs, and you’re totally in control of your business. I don’t necessarily like cold pitching, but it is a method that many virtual assistants use. 

LinkedIn

To grow a LinkedIn following, you post content that helps solopreneurs and small business owners accomplish more while doing less. You engage with the community you want to appeal to without selling. LinkedIn is a lead generation powerhouse, not only for established businesses but also for solopreneurs. If LinkedIn is frustrating for you, that’s likely because you are treating it like any other social media platform. It isn’t. Your audience here is a learned professional who appreciates rare-to-find information, honesty, and vulnerability. LinkedIn is an excellent place to have a profile if your ideal client is an executive and executive type. If your ideal client is a blogger, Facebook groups are probably a better option.

Website (Organic)

Your goal should always be to have clients come to you instead of having to find them. One way you could achieve this dream is to create a website that is discoverable on Google. Write and rewrite your copy until you know it speaks to the heart and soul of your ideal client. Your branding needs to stand out as well. Choose your brand colors and be consistent with how you use them. Hopefully, one day, clients will come looking for YOU!

Beta Test Your VA Services

If you’re a new VA or want to try out a new service, you may want to consider beta-testing your services. A beta test is when you give a sample of your service for low or no cost in return for feedback you can use to improve your services or add more value. If you decide to beta test, I won’t do this with more than 1 or 2 people. 

Become a Subcontractor

If finding clients still seems too overwhelming, another option is to sub-contract for another Virtual Assistant or virtual assistant agency. It’s a great way to get paid for your expertise while learning the business side. I started by working with my clients and subbing for an OBM, which was a blessing. I got to see behind the curtain and learn how to run a business since I’d never done it before. Plus, it helped me gain confidence and experience as a VA. Not only did this give me work right away, but I also didn’t have the headache and overwhelm of dealing with contracts or direct client contact. It was an excellent way for me to build my skills and portfolio.

The truth is…

…finding clients for your virtual assistant business can be problematic initially because it requires a complete paradigm shift in how you approach freelancing and the online business world. However, once you know your ideal client, it’s easy to find more like them.

There are many ways to get clients; these are just the twelve that seem to have the highest success rate. I know it can be daunting and scary to start talking about your business, marketing your business, and showing your face when you first start, but I promise you that it gets easier with time.

Remember, it’s YOUR business, which means you choose who you work with and how much you make. You don’t have to take every client that wants to work with you. That’s one of the freedoms of working for yourself.

3 Step Plan To An Awesome Client Experience

The client experience should be at the heart of everything you do as a virtual assistant - even after your client has signed a contract. Not only will a better client experience help retain your clients, but you might be able to charge more for it. 86% of customers said they are willing to pay more for a good customer experience!

What is the client experience?

Every interaction your client has with your business is part of the client experience. It goes far beyond the work you do for your client. It also includes any and all communications between you and your client, as well as your processes and systems.  

How to create a great client experience

1.     Streamline your client experience

Streamline your client experience by having extraordinary processes and systems. Your processes should foster great collaboration and ensure that all communications and projects can be done easily. This includes processes that simplify things like client onboarding, client communication and feedback, project management, and more. ​​ ​​​​Streamlining your client experience can make it easier for clients to work with you and get the results they need from your services.

To streamline your process, walk through each step and ensure each point of the process is necessary. For example, use scheduling software instead of emailing back and forth to schedule a discovery call. Then to streamline even further, continue to simplify the process. Let’s say your client has to set up a discovery call and fill out an informational form to start working with you. First, you will want to ensure the scheduling and form software are compatible. Then you might see if the scheduling software and form ask repetitive questions. For example, if the client has to enter their name, email address, business name, and phone number multiple times, first to set up the call and again to submit the form, think about removing some of those options on the form. First and foremost, make things easier for your client.

2.     Center your client in every interaction

This means thinking about your client's needs and preferences at every step of the way - from your website design to your social media marketing campaigns to your client support services.​

One of the best times to exemplify this step is when you’re delivering a final project deliverable or completing a task. Think about your client’s needs and how you can go above and beyond to help satisfy them. For example, if you’re creating a logo for a client, create 2-3 social media graphics they can use to announce their new graphic. This will delight your client while also making it more likely that they will share your new design with their followers.

Beyond the work for your clients, every other piece of your business should also be client-centered. Your website should speak directly to the needs of your desired client, your processes and software should support your client, and every decision you make for your business should keep your client in mind.

Still, don’t forget about your needs. You need to hold boundaries for yourself as well. If you are working at your best, you will do the best work for your clients.

3.     Ask for feedback – often

Finally, it is crucial that you actively seek out feedback from your clients and take the time to make any necessary changes or improvements based on what you hear.

There are many ways to solicit feedback. If you prefer to receive feedback in writing, you can ask for it through forms or surveys. If you prefer real-time feedback, ask your client in meetings or regular email communications. It may be best to do both to satisfy different clients.

No matter your preference, keep step number two in mind – center your client in every interaction. If your client likes to give feedback a certain way, try to adapt.  

However, not all feedback is good feedback. Make sure to ask for the feedback you want because bad feedback can ruin a relationship. Make sure you are clear on exactly what type of opinions you are requesting. So, instead of asking how the client likes working with you, ask them if your onboarding process was straightforward. Instead of asking if they like the design you created, ask them whether or not they think their customer will find it clear and engaging. Specific questions result in clear and specific feedback.

With all of these client experience tips in mind, you will be able to more quickly grow a successful business and exceed client expectations every time.​ ​​​​So go ahead and start building a client experience that is truly second to none!

How To Set Up Your VA Business Like A Pro

Are you interested in starting your own virtual assistant business? If so, you're in luck! This blog post will teach you everything you need to know about how to set up your business like a pro. We'll discuss the different steps that you need to take, from choosing what services you want to offer to setting up processes to marketing your business. So whether you're just starting out or you've been running your VA business for some time, this post has something for everyone! Let's get started.

How to start a virtual assistant business

Decide on your services

First, you need to choose what types of services you want to offer as a virtual assistant. This can include tasks like scheduling appointments, managing emails, managing social media accounts, or performing other administrative tasks.

If you're unsure what services to offer, don't let that hold you back. Deciding this before you get your first client may not be necessary. A lot of clients will hire someone to take on a variety of tasks for their business.

But, if you know exactly what you want to offer, you will be better able to market yourself to clients needing that specific skill.

Find your niche

People often forgo finding a niche or a target industry, but it is an incredibly important step for most virtual assistants. While it may not be as crucial for virtual assistants that offer specialized services like website design or digital marketing, it is essential for virtual assistants that offer general tasks, like social media management or administrative tasks. By niching down, virtual assistants can specialize in helping clients solve specific issues or fulfilling particular needs for their client base. For example, suppose a personal trainer wants to hire someone to help them manage their scheduling software. In that case, they will look for a VA with experience with that particular software or similar software. Niching down will also help you market yourself. We will discuss this more later, but being able to speak to your audience’s specific needs will help you land more clients for your business.  

Register your business

Once you've decided on your focus area, the next step is to set up your business structure and choose a name. This may involve registering as a sole proprietor, LLC, or incorporating, depending on the legal requirements in your state. You will also need to get any necessary licenses and permits, so make sure you do your research ahead of time.

To register your business, you will need a business name. It’s okay to just use your first and/or last name for your business. But, if you want to create an official name, try using an AI tool like Namelix to help you think of some business names.

Set up processes

Once your business is up and running, you will need to set up processes for managing clients and completing tasks. Setting up good processes can set you apart from other virtual assistants. Good processes attract luxury and high-paying clients, whereas bad processes repel them.

You will need software and processes to schedule discovery calls, send invoices, make video calls, take payments, track projects, and complete work for your clients.

Some ideas for software:

Discovery call scheduler: Calendly or Doodle

Video calls: Zoom or Google Hangout

Invoicing: Dubsado or HoneyBook

Project manager: Asana or Trello

Email platform: Flodesk or MailChimp

Marketing

Finally, it's important to start marketing yourself as a virtual assistant. This is the scariest part of the process for a lot of new business owners. Marketing your VA business can include building a website, engaging in social media marketing, search engine optimization (SEO) tactics, or reaching out to potential clients directly.

Any one of these could be suitable for your business, but don't try to do all of them all at once. Pick one or two ways to engage with your future audience and lean into those strategies. To create your marketing strategy, first think about whom you want to serve and on what platform you can reach them. For example, if you want to offer photo editing to wedding photographers, Instagram might be an excellent place to create marketing content. It might also be helpful to join Facebook groups for people in the wedding industry. This is why knowing your target niche and audience is so important.

If you want more information about marketing your virtual assistant business, read [insert link to marketing blog].

With the right strategy and preparation, you can build a successful virtual assistant business that helps you achieve your goals and grow your career. ​​​​ ​​​

The Anatomy of a Discovery Call

What is a discovery call?

So, you have a client that might want to work with you? How exciting! The next step is to set up a discovery call with them. These are typically 30-minute calls held over Zoom or another video conferencing software.

The purpose of the call is for your and your potential client to decide whether working together would be beneficial. Don’t forget that you’re also there to interview them to see if you want them as clients. Also, remember that you are in charge of the call, not them. You are an entrepreneur and CEO of your own business, not an employee of theirs.

Before the call

Get to know them as much as possible before the call. Ideally, you have asked them to answer questions about themselves, their business, and their pain points before the call and can do some research before the call begins.

Take a look at their website and anything else that may be available. Come up with a few services that might help them solve their pain points. Write down a few compliments or things you like about what you found to mention throughout the call.

READ: How To Turn Your Corporate Skills Into A VA Business

Discovery call template and script

Intro: Spend the first few minutes chatting with them. Introduce yourself and thank them for joining the call. If you need something to say, this is a perfect time to mention the compliment you wrote down during your research.

Example: “Hi! I am so excited to talk to you. Thanks for being here! My name is…, and I help business owners find efficiencies that help them grow their businesses. I looked at your website, and I love your [insert compliment from your research].

Share your discovery call template: Tell them what the call will be about and what you want to cover. This will help you set yourself up as the expert in the call and help them trust you!

Example: “This will be a 30-minute call to discuss you, your business, and how I can help you get where you want to be! Does that feel good to you?”

Ask about them: This is your chance to learn more about them and what they need from a VA. It will also help you determine how nervous they might be to outsource some tasks. Some sample discovery call questions to ask are:

• Tell me more about your business.

• What do you need help with?

• What systems or software do you use?

• Where would you like to be a year from now?

• Have you ever outsourced before?

• Do you have any questions for me?

Pitch: After listening to what they might need out of a VA, it’s time to pitch your services. Make sure to use their words when suggesting your services.

Example: “Thanks for sharing more about your business. I want you to know that I know trusting someone with your business is scary, and I understand how important this business is to you. I would love to help you… It sounds like you are struggling with [pain point they mentioned]. I have experience managing [solution to a pain point they mentioned] for clients and would be happy to manage that process so you can [their goal for their business that they can’t reach because of the pain point].”

Money: This is the scary part. Here is where you share what you charge. Don’t oversell or undersell yourself here. Just state your prices and sit back calmly and wait for their response.

Example: “I have a few different packages and payment options. They are [list your prices]. Let me know your thoughts.”

Follow-up: If they agree and want to sign up now, thank them and share how excited you are to work together. Then, let them know the next steps of your onboarding process. If they say no or have to think about it, ask them what is holding them back while validating any emotions they may have. Try to answer all their questions on the call, but if you need to, allow them some time to think it over and send them a follow-up email or set up a follow-up call.

Remember that the potential client is joining the discovery call because they already want to work with you! Just follow the script above, and you will do great.

How a VA Can Use Instagram to Grow Their Business

Instagram can be a powerful tool for virtual assistants to find new clients and grow their businesses. It can also be a place that feels overwhelming, especially when you scroll through your feed and see perfectly curated feeds that expertly share helpful advice and perfectly captioned photos.

Well, I am here to try to demystify Instagram for virtual assistants. It really can be used as a tool to build your business and get booked out.

How to show up on Instagram

First of all, permit yourself not to be perfect. In fact, be anti-perfect! Instead, focus on being authentic. You started your business for a reason, right? Maybe you’re passionate about helping small businesses grow, or you want to be able to work from home to take care of your kids. Share what makes you passionate about your job. Share what makes you great at your job!

Second, you’re an entrepreneur selling to other entrepreneurs. What would prompt you to hire someone to help you with your business? Testimonials? Helpful advice? A sense of humor? It’s probably a mix of all of these; someone you can get along with that is an expert at solving your pain points. So, be that for someone else. Figure out their problems, share how you would help solve them and be yourself so they can get to know you.

The third is consistency. I am not about to tell you that you need to post four stories and one in-feed post per day. Figure out your capacity for running your Instagram, and then keep it up at that level each week, even if that means one post per week and a couple of stories!

READ: Why Every Virtual Assistant Needs An I Help Statement

Write a bio that converts.

Before people see your content, they see your bio! Make sure it gives them all the information they need to click “follow”!

Put “virtual assistant” in the bio: The Instagram bio is now searchable on Google, so make sure to put virtual assistant in your bio (extra points if it is in your name) so you show up when folks search for a VA. If you’re a specialized VA, add those specifics too. Example: “Jane Doe | Pinterest Virtual Assistant”

Solve pain points: Instead of saying you’re a Gemini that loves iced coffee, shares exactly why they should hire you. Example: “Experienced VA, passionate about helping photographers grow their business and spend more time on what matters.”

Call to action: Include a call to action and update it as your business changes. Example: “Click below to schedule a free discovery call!”

How to find virtual assistant clients on Instagram

How to make sales without being too salesy? Be authentic! Start by following some of your target clients. Then spend time every day engaging with their content authentically. Do you love a photo someone shared? Comment and let them know! Did they ask a question in a story? Reply! Once you have established a foundation of trust and engagement between you two, you can take it one step further. If you see them sharing a pain point, feel free to send them one of your posts about how they can solve that pain point. (If you don’t have a post, do a quick story or post!) Then say something like, “I love your content! I made this post and thought it might help. Let me know if you have questions!”

Virtual assistant content ideas

Here are some ideas for social media posts for your virtual assistant business!

Intro/Get to know me posts: Share more about who you are and what services you offer. Feel free to let your personality shine here! Utilize stories and video content.

Portfolio: Share what you’re working on, especially if you’re in a creative field. Even if you’re sorting email inboxes, share a photo of an inbox at zero (make sure no personal information is included) and share it with your audience!

Testimonials: Written and video testimonials from clients are great! You can also share, with permission, a photo of one of your clients on vacation with the caption, “One of my clients enjoying her vacation because she knows I have her back.” Get creative!

Tips: Share some of your best tips and tricks for our ideal clients! Do you work in a project management software like Dubsado or Trello? Learn some lesser-known tips and share them with your audience. Make sure the advice would be helpful to your ideal client.

Thought leadership content: This is where you can show your expertise. Share your thoughts and ideas about the industry you work with. Do you work with photographers or other artists? Share a post about why artists deserve to get paid for their work and shouldn’t just work for exposure. Learn as much as possible about the industry you work with, so you can share content supporting them.

Instagram can be scary, but the right mindset can help your business thrive! Subscribe to my newsletter (click the image below) or keep an eye on the blog to learn how to use social media to grow your business!

How To Use Canva to Create Your Logo and Brand Board

There are so many virtual assistant tools available to entrepreneurs starting their businesses. But before spending thousands of dollars on a brand designer, try using some of these Canva tips and tricks to build your own logo and brand board.

What is a logo and brand board?

A logo and brand board is a document that clearly displays a business's brand elements. Brand elements can include the logo, color palette, fonts, mood boards, brand adjectives, and anything else that will help unify your brand.

Why do you need a logo and brand board as a virtual assistant?

It will help you stay true to your brand as you share content with potential customers. Some of the best brands inspire us to act. For example, Patagonia, an outdoor gear company, encourages its audience to go on adventures and clarifies that purchasing from Patagonia will make those adventures even better. While Nike's branding invokes ideas of stylish athleticism.

For example, if you were to see a social media post for Lowe's or Home Depot, you would know which company it was because of their dedication to their brand colors of blue and orange, respectively.

A solid and consistent brand will help your potential clients recognize your content and build trust with your brand as they see you more and more!

A logo and brand board will also help when you start delegating tasks. For example, if you hire a social media manager, the brand board will help them easily share content that aligns with your desired brand.

READ: How To Create An Easy and Simple Portfolio To Showcase Your Services

Things you need before creating a logo and brand board in Canva

1. Logo: If you want to create a logo and brand board in Canva, you will need a logo to upload. You can create one for yourself in Canva or use Canva templates to build a custom logo. Click "Templates" in Canva and search for "Logo." Then scroll through the options and customize it to your brand. Then download it to your computer. 

2. Color Palette: There are several different ways to create your brand color palette. The first is to find colors from photos or other brands you like and find a website that will give you the color code from the picture, like imagecolorpicker.com. Once you find your first photo, you will want to find colors that align. Try the color calculator by sessions college. Another option is to search for brand color palettes on Google or Pinterest and customize them yourself. 

3. Show your brand through words and photos: Put together a mood board on Pinterest that captures your brand's colors, look, and feel. 

How to create a logo and brand board in Canva

Canva is such an excellent resource for virtual assistants. There are paid options available, but the free option will work fine when starting your business.

1. Create a new document on Canva: You can make it any size. You can use a brand board Canva template or create an 8.5" x 11" document. 

2. Upload your logo: Place your logo at the top center of the document. 

3. Add your brand colors: Click "elements" and find the circle element. Add a few circles to the document. Change the colors to your brand colors by clicking the color selector option and then plus sign at the left top of the screen. Enter your color code and hit enter. Then enter the color codes in the text below each color, so you can quickly reference them when creating designs. If you don't know your color codes, visit imagecolorpicker.com, upload your colors, and find the Hex color code from there. 

4. Add your fonts: Canva offers a variety of fonts. Typically, brands use 2-4 fonts. One for body text and one as a title or emphasizing font. When picking your fonts, make sure they are readable. 

5. Mood board or adjectives: Below your fonts, add a small mood board or a list of adjectives that describe your brand. You can add both if that feels better! Feel free to use some of the photos from your Pinterest mood board to create this. 

6. Clean it up: Now, make it a cohesive document. Add lines between each section, make sure you're only using your brand fonts and colors, etc. Now download and keep it somewhere accessible! 

You made your logo and brand board!

Click the image below to learn about more resources and tools you can use for your virtual assistant business!

How Positive Affirmations Can Affect Your Success as A Virtual Assistant

Mindset is one of the most critical hurdles to overcome when starting a virtual assistant business. Especially at the beginning when you’re starting to try to find clients and promote yourself. A large part of promoting your VA business is done by getting out of your comfort zone and posting photos and videos of yourself on social media or by offering value to prospective clients through blogs or other long-form content. It can be scary, but success will come if you keep positive thoughts and affirmations as part of your daily experience. 

What is a Positive Affirmation?

Positive affirmations are typically “I” statements that reassure and empower you to become your best self. For example, I am worthy of success is a positive affirmation. When regularly repeated, affirmations have the power to change our mindset and perception of ourselves and our abilities.

Why is Positive Affirmation important?

Our brains have something called neuroplasticity, which means they constantly adjust and adapt. This means that if we are intentional about our thoughts, we can train our brains to become more positive and resilient. We can rewire our minds to move past obstacles and find success more easily and replace negative thoughts with affirmations for a positive mind.

The first step to making positive affirmations part of your daily routine is to notice when negative thoughts start creeping in. So, if you’re having a bad day and thinking, “Why would anyone want to work with me? I keep failing!” the most important thing you can do is start to notice and recognize when those thoughts appear. Then, when you notice negative thoughts, take a deep breath and ask yourself two things.

1.      Do I really agree with the statement?

2.      Is this statement helpful and empowering?

So, if the statement was, “Why would anyone want to work with me? I keep failing!” First, ask yourself if you agree with the statement. Then, ask yourself if the statement is helpful, empowering, or will help you find success. Ask yourself, “Am I really a failure, or did I just make a mistake?” Mistakes are typical and should be expected. Take some time to reframe the thought into something like, “I made one mistake, and I learned from it. People are lucky to work with me because I own my mistakes, learn from them, and become better every day!”

While the first statement is not empowering at first glance, once it is reframed, the statement is actually helpful and empowering. Make this your new affirmation for the day. “Mistakes are completely normal and welcome. People are lucky to work with me because I own my mistakes, learn from them, and become better every day!”

How Will Positivity Help Me Build a Successful Virtual Assistant Business?

Increase your longevity: Optimism and positivity are directly related to a longer life and career. A study found that those who are more positive in their work have lower levels of burnout, meaning they can stay happy in their careers for much longer!

Manage stress: Instead of sitting in a stressful, negative thought, focusing on positive thoughts can help manage stress and stop your brain from dwelling on the negative. Instead of thinking, “I will never get all this done. I should just quit now.” You can reframe to think, “I am capable of doing what I need to do to support and delight my clients.”

Improves clarity: Putting your goals into your affirmations helps you clarify your day. For example, if you’re designing something for a client, your affirmation could be, “I will design three beautiful logos that I am proud of for my client.”

Improves confidence: When you believe in yourself, it helps others believe in you too. When you open with confidence, it’s easier for your clients to trust you and be confident that you’ll deliver for them. Try this affirmation to build confidence, “I am competent, smart, and able. People are lucky to work with me.”

Build positive relationships: Maintaining positive relationships with clients is essential for a VA. If you are speaking to your clients with positivity and intention, they will recognize that and give you the same energy back (most of the time).

7 Positive Empowering Quotes for your week

Here are 7 great positive affirmations to get you started on your journey to positivity!

1.      I breathe in confidence and breathe out doubt.

2.      I can turn my expertise into income.

3.      My business is overflowing with opportunities.

4.      I will help a lot of people and make a lot of money.

5.      I attract people who help me meet my goals.

6.      I am driven by passion and purpose.

7.      I am worthy of success and financial security.

Virtual Assistant 101: How Do You Decide What Services To Offer

When you start your Virtual Assistant business, a couple of questions might cross your mind.

What kind of service can I provide? 

Why does my potential dream client need help? 

Deciding what virtual assistant services to offer is a struggle for many, especially the inexperienced and the career/jobholders who haven’t done any administrative work before. 

I can guarantee that you’ll find yourself looking at what other virtual assistants are offering for inspiration and feel even more uncertain about what services you have to offer as a Virtual Assistant. 

Should I specialize?

Should I offer general VA service?

How am I going to stand out? 

Here are a few suggestions to help you decide what virtual assistant services you want to offer. 

Brainstorm Potential Virtual Assistant Services You Can Offer

If you are trying to decide what virtual assistant services to provide, sit down with a pen and paper and brainstorm. Ask yourself these questions and see what ideas come to you:

• What software do I know well enough to assist me in the VA world?

• Is there a particular skill I’ve acquired that I can help a potential client?

• What do I love doing and won’t get bored performing repeatedly?

• What skills did people turn to me for help in previous jobs?

• What corporate or non-traditional industries have I worked in, and what skills and services did I perform?

• What sectors or niches appeal to me?

• Is there a particular skill I’m fascinated with and want to learn?

Check Out This List of Virtual Assistant Services You Can Offer

1. Bookkeeping

2. Social Media Management

3. Admin / Inbox Management

4. Pinterest Management

5. Graphic Design

6. Video Editor

7. Content Writing / Copywriting

8. Blog Writing / Blog Management

9. Website Design / Website Updates

10. Email Marketing / Email Management / Automated Email Systems

11. Podcast Manager

12. Data Entry

13. File Management

14. Customer Service

15. Product Launches

16. General Admin Support

17. Transcription

18. Sales Funnels

19. Project Management

20. Facebook and Instagram Ad Management

This list of virtual assistant services is in no way exhaustive, but this will get you started with your brainstorming.

Choose 3-5 Services You Want To Offer As A Virtual Assistant

You can choose more, but if you’re starting and want to get your foot wet with a few clients, choose 3-5 services you know you can perform well and begin to market yourself on your social media. 

Niche Down and Decide Whom You Want To Work With 

You’re going to hear different people say you should “niche” down and decide what types of clients you want to work with, so it’ll be easier to market your services. However, I look at niching down a little differently. 

You can niche down, but there are two different ways to do it. 

You can niche down based on the type of client you want to work with, OR you can niche down simply with the services you offer. 

For example, if you decide to be a Pinterest Manager, does it matter what type of client it is? I’ve worked with a career coach, a food blogger, an eCommerce nail designer, a fashion blogger, an eCommerce fashion clothier, a Christian blogger, and a lifestyle blogger who was also an esthetician. 

I could work with these dream clients because Pinterest is all about strategy. The tasks were generally the same for each client, but the strategy I had to develop for each was different and made each client unique. But again, I could work with them all because of my training and my expertise with Pinterest. 

Don’t get me wrong, even with Pinterest, you can still niche down. You can decide to work with only food bloggers or travel bloggers. 

What I’m trying to get you to understand is that if the services you provide can cross multiple disciplines, then allow it to until you begin to work with several clients and find a niche you love. 

Create A Portfolio That Showcases Who You Are and the Services You Provide

The main goal of your virtual assistant portfolio is to make your dream client say, “yes.” You should include the following in your portfolio: 

• Who you are (include a headshot). Use this page to create a connection. Give a brief description of who you are—highlight why you started your business and whom you serve.

• The virtual assistant services you offer. List your services and a brief description of what they are. Please keep it simple and easy to read.

• Include the packages they can choose from (give your potential dream clients at least three package options). Clearly describe what your packages are and what they include. It would be best to have at least three packages you can sell in hours (10 hours, 20 hours, 40 hours - OR - dollar amounts ($500, $1000, $1500). Make sure each package is easy to understand and make it clear and concise.

• Testimonials or character references. If you don’t have any virtual assistant experience to add testimonials, reach out to friends, previous employees and ask for a character reference.

• Provide your contact information (include an email or link to a scheduler for a discovery call), so your potential dream clients can get in touch with you.

You can use an easy program like Canva to create your portfolio. 

Claim Your Social Media Pages AND Your Website URL

Claim all your social media platforms, including Facebook, Instagram, Twitter, Pinterest, and Tiktok. Even if you don’t plan to use them immediately, you want to claim them, so they are available when you are ready. Be sure to claim your website URL, especially if you don’t plan to create a website as soon as you start your business. You don’t want to get six months or one year into your business only to find out someone else owns your website URL. 

My suggestion, if you only start with one social media platform, start with Instagram and begin posting content your potential client needs and engage with the clients you want to become your dream clients. 

Deciding what services to offer as a Virtual Assistant may seem like a daunting task if you are new to the VA world, but you will find your way with research. 

Have you struggled to decide what virtual assistant services you want to offer in the virtual assistant business? I offer 1:1 virtual assistant strategy sessions. During this 2-Hour strategy session, we can work together to set goals, troubleshoot areas where you may be stuck, and generate ideas. You will get a customized roadmap with resources to help your business flourish. Check out my Virtual Assistant 1:1 Coaching page and apply to work with me. 

Why Every Virtual Assistant Needs An I Help Statement

You’ve heard it called many things.

Mission statement. 

Elevator pitch. 

I help statement. 

If you’ve worked for any type of large, successful company, somewhere during your tenure, you were told or asked to memorize their mission statement. This statement is one of the most important things a company has because it lets their customers know who they are and the people they help. 

Did you know mission statements are not just for large corporations? Solopreneurs, entrepreneurs and other small business owners need one too. 

Why Do Small Businesses Need A Mission Statement?

Creating a mission statement in the beginning of your entrepreneur journey will help you when it comes to making any decision about your business. Your mission statement keeps what you do and who you help in the forefront of your mind. 

Your mission statement is a constant reminder to you and your dream clients what your business does, who you do it for, and why. The simple act of coming up with a mission statement is a benefit in itself. It causes you to sit down and think about what you REALLY want out of your business, and who you want to help.

In the small business online space, your mission statement is your “who I help statement.” 

How Do You Write An I Help Statement? 

If you’ve been in the online space for any amount of time, one of the first things you’re asked when starting your business is “who do you want to help and why?”  Your “I Help” statement (mission statement) doesn’t need to be this long drawn out paragraph. It needs to be simple and clarifies who you are answering these three questions:

• Who do you help (who is your target market)? 

• What do you help them do (what solution are you providing)?⠀

• What is their pain point (what keeps them up at night)?

Since I've pivoted my business I had to craft a new "I help" statement. ⠀

This used to be my help statement...⠀

Raquell of the House Wesley, First of Her Name, Slayer of Pinterest, Empress of Virtual Assistants, Queen of To-Do-Lists, Goal Setting Sensei, and Mother of the Discovery Call.⠀

Cute right? I'm sure you can tell by this statement that I love Game of Thrones. But what does it tell you about my business and who I help? It tells you a little bit about my business. I’m a virtual assistant. I help clients with Pinterest. But, does it really answer the three questions above?

No. Not really.

And since I'm pivoting my business all of that had to change no matter how much I loved that cute little statement. 

This is my new I help statement.

I help virtual assistants close discovery calls with confidence so they can stop feeling nervous and unprepared. 

It answers who I help - virtual assistants 

What I help them do - close discovery calls

What is their pain point - they feel nervous and unprepared during discovery calls

Here are a couple of examples of other I help statements. 

Before you begin the process of branding and marketing your business, you should create an I help mission statement that will set the tone direction for all your marketing materials and everything you do in your business.

Have you filled out your Instagram, Facebook, and Pinterest profile bio so potential clients can find you? ⠀

Completing your bio on each one of these platforms is such an important step you can't overlook. You need to add keywords in your bio that show new followers a quick insight into who you are and your business helps. Visitors to your profile will know if they should follow and care about your brand. ⠀

Your I help mission statement will do this. 

So do me a favor, go look at YOUR "who I help" mission statement and make sure it answers these three questions so you can attract your dream clients.

• Who do you help (who is your target market)? 

• What do you help them do (what solution are you providing)?⠀

• What is their pain point (what keeps them up at night)?

Need more tips + hacks to start your new VA business, especially if you're still working your 9-5? Sign up for my email list for complete information. 

Virtual Assistant 101: How To Find A Niche You Love

Before you pick a niche, ask - what do I enjoy? Not what can I do or what am I good at doing?

What do you enjoy?

Why? Because you may be good at general admin work - but do you enjoy it?

You may be good at sorting and managing someone's emails? But do you enjoy it?

How To Pick A Virtual Assistant Niche 

When I started my virtual assistant business, the first job I took was research for a client. It was what I was good at doing. I'm a librarian by trade, so yeah, I'm good at it. But is that something I want to do all day? Heck no. 

I became a librarian because I love to read. When you're trying to figure what your niche should be, this is what I mean. I know how to research. I know where and how to find stuff, tell if something is legit or not, and weed out the noise and the untruth for the facts. But do I love doing that? I do not. I enjoy being surrounded by books and finding just the right book or genre that inspires a kid to read. That's why I'm a librarian. 

So again, the first question you need to ask yourself is, what do you enjoy? 

How Market Research Can Help You Pick A Niche

After you figure that out, do a little market research. HA! See how I did that. But this is research with a purpose to help you narrow down your niche—a goal. 

You need to do this step. 

Get on your social media and ask questions. You're on Instagram. Ask questions. You're in Facebook groups. Ask questions. Make sure the niche you want to launch is viable and that there are enough people out there who need the service you wish to provide. 

For example, you can create a poll and ask, "Where do you need help in your business? Social Media? Pinterest? Website and blog updates? General admin?" Ask this in every Facebook group you're in and on Instagram. After you get the results, you'll have a good idea of what small business owners need. Don't forget to ask about tasks you enjoy because you don't want to end up offering something you #1 - don't enjoy, and #2, don't know how to do yet. 

When I niched down, I niched down to being a Pinterest VA because I loved it personally. I was like, wait a minute. I can get paid for this?! 

Once your market research is complete and you find out that the niche you chose is viable and profitable, now it's time to begin your marketing strategy. Do you need to find out where your people are? Where does your ideal client hang out online? Facebook groups? Instagram? Pinterest? It could be one, it could be all, so wherever they are, all of your social media needs to focus on attracting your ideal client, your dream client in that niche.

How Picking A Niche Can Help You Pick Your Virtual Assistant Services

What are their struggles? What tasks do they need help with to free up time? How can YOU help them grow their business by taking over these tasks? When people say, "discover their pain points," this is what they mean. 

After you figure out what your dream clients' pain points are or what they will most likely need help with, this will help you create packages to help them and what you can use to target your dream client with marketing. 

For example, if one of their struggles is keeping up with their calendar or email, your marketing can focus on how a virtual assistant can help with calendar management and managing their email. 

Picking your niche doesn’t have to be difficult. Just follow these simple steps and hopefully you’ll be on your way to creating a virtual assistant business that makes you happy and assists you in finding your dream clients. 

How To Pay Yourself As A Virtual Assistant and Track Your Finances

Managing your income and expenses (and taxes) in your virtual assistant business is essential. If you're starting and you don't have any clients yet, or only one or two, you can create a habit now of tracking your income and expenses. 

Here are a few tips to track your virtual assistant income and expenses, so you'll know exactly how much you're bringing into your business and how much is going out. Knowing the costs going out will help you determine how much income you want to make each month. 

Tip #1: Open a Business Checking Account. 

Start the process by applying for a free EIN (Employee Identification Number) from the IRS. Use this number to get a business checking account to track all our income and expenses. I've noticed that many virtual assistants struggle to find a bank to open their business accounts. A simple solution - try the bank you use already for your account. After I got my business license from my state and applied for my EIN, I went to my local bank, took my business license, emailed a copy of the EIN certificate, and opened my account. Easy peasy. Every time I use my app to check my account balance, I see my business account balance. I also received a debit/credit card with my business account, which allows me to use my bank card anywhere, just like my personal bank card. 

Tip #2 - Use A Spreadsheet to Track Your Income and Expenses

It is so much harder to find and track your expenses, even those that seem unimportant, if you don't record them when the cost happens. You don't want to be in a position where you can't find them later because it will throw off your bottom line, and you know how much money you made at the end of the month. 

A simple tip to keep up with your expenses (especially at the beginning of your business) is to create a spreadsheet in Google Sheets (because no matter where you are, you will have access to it). Create two columns for income: the amount and the client. Create two columns for expenses: the amount you spent and where you spent it. When it comes time for your taxes, you will have a running total of what you spent versus how much you earned in one easy place. 

As you grow over time and get more clients, you can use something more robust like Quickbooks or Freshbooks. But honestly, I find that my Google Sheet works just fine for me, and I've been in business for three years. I spend one day at the end of every month tracking my expenses and my income. 

The importance of tracking finances is that you will see if you're spending more than you're earning, which might sometimes happen. You might have to pay the yearly fee for Dubsado or your website, or they may be a course you want to take. But overall, you want to make sure you come out making more money than you spent at the end of the year. 

Tip #3 - Operate Within A Budget

You will have expenses.

You will have income. 

You need to make a profit.

You need to pay yourself. 

You have to pay taxes. 

Plan for it. All of it. 

Follow the budget rule recommended by Mike Michalowicz in his book Profit First. 

5% Profit

50% Owner Pay

15% Taxes

30% Operating Expenses

Let's break that down. For example, if you make $1000 a month, this is what you should do: 

Profit - $50

Owner Pay - $500

Taxes - $150

Operating Expenses - $300

If you need to switch these percentages up, you can. This is YOUR business. However, the only one I wouldn't change is taxes. You will be able to write off everything you purchase for your business as expenses, but you don't want to end up owing the IRS any money when it's tax season. So, be on the safe side and save 15% for your taxes, just in case. 

Bonus Tip: Create An Email Account For All Of Your Email Receipts

Let's face it. We all run an online business. A lot of our business happens online. You might buy courses, digital products, or something from Amazon. When you do, they email you a receipt. Don't let that receipt get lost in the wasteland of your email. Create an email account specifically for your taxes—for example, virtualassistanttaxes@gmail.com. You can create a free email address with Google. As soon as you receive a receipt, email it to your taxes account, and you will ALWAYS have it. If you purchase items in person, take a picture of the receipt, then email it to your tax email account. If your business ever gets audited, you'll never have to worry about looking for your receipts. You can thank Shannon Baker from The More Than Capable Mompreneur for giving me this tip a couple of years ago. 

Paying yourself and tracking your expenses as a virtual assistant is essential for long-term success. While it may be difficult at first, find a tracking system that works best for you. With consistency, you'll develop an efficient system that allows you to take full advantage of the benefits of becoming a virtual assistant.

Why A Virtual Assistant Needs To Build Their Email List

Email marketing is increasing in popularity for critical reasons. For any business owner, especially a Virtual Assistant, your email list is your most important asset. 

Imagine this, you wake up early on Thursday morning, and poof, your business Instagram account has been hacked or disabled.  

It can happen. 

Recently, an entrepreneur I follow, who has over 700 thousand (yes 700 thousand Instagram followers), lost access to her Instagram account because someone reported a post she made against community guidelines. 

What?!

Yes, it's that easy. 

It can happen. We all spend a lot of time building up our followers and creating valuable content for our social media followers. Because we don't own Instagram, Facebook, or TikTok, it can be gone in an instant. 

But you know what, you can own your email list. 

It is essential for every virtual assistant needs an email list. It won't matter if you lose your social media accounts because you'll have your email list waiting in the background for you to serve. 

What You Need To Send To Your Email List

Valuable content. 

It's just that simple. 

You provide your social media followers valuable content. Do the same with your email followers. 

Here are a few examples:

• 5 Steps To Stop Procrastinating

• 5 Ways To Achieve Your Goals

• 5 Mistakes To Avoid On Instagram

• How To Write Your Instagram Profile in 3 Steps

• 3 Ways To Use Pinterest To Grow Your VA Business

As long as you provide value, you're on the right track, and you can make it that simple. 

Should you sell your services in your email? 

Of course.

But you don't want your list to start unsubscribing, so follow this rule of thumb. Provide value 80% of the time. Promote your business the other 20%. So, if you write four emails a month, only sell your services in one of them. 

How Often Should You Email Your List

Unfortunately, it all depends. I recommend that if you're just getting started with email marketing, try once a week. Once your list builds, you can grow it to twice a week, but I wouldn't overwhelm your list with multiple emails a day in and day out. You'll end up suffering from low open rates and a high number of unsubscribes. 

The most important thing is to be consistent, which I know you hear all the time with content creation. No matter what it is, social media, Pinterest, email marketing - be consistent. When you get a new subscriber, let them know what they will get from you, how often they will get an email from you, and then show up consistently to do it. That should be your goal. 

How You Can Grow Your Email List

Choose an email marketing platform that is easy to learn and use. You want an email provider that will provide a legal way for you to gather contact information. If you've read and or downloaded my blog post about tools every virtual assistant needs, then you know that I started with MailChimp, but I've recently switched over to FloDesk. MailChimp's free version allows you to gather up to 2000 subscribers before you have to pay. However, you don't have automation or workflow abilities with the free version. FloDesk does not have a free version, but you get everything with them no matter how many subscribers you obtain. I found both easy to use, but I must admit I love FloDesk a whole lot better. If you want to try FloDesk, you can click this link and get 50% off your first year. 

On your website, put several simple opt-in buttons everywhere you can. It should be on every page of your site if you can manage it. In addition, as soon as someone visits your site, a pop-up should...pop up...to collect info as well. You never know what information will bring someone to your website, so be prepared to collect emails everywhere possible. 

Bonus Email Marketing Tip

Create an opt-in or freebie. If you know who your dream client is (I hope you do), then create a valuable freebie so they will download it and become a subscriber. 

I hope these email marketing tips help you on your virtual assistant journey. I love to hear from anyone who reads my blog, so drop me a DM on Instagram. 

30 Tools Virtual Assistants Can Use To Make Their Lives Easier

I’ve done a list like before but NOTHING this extensive. This is every tool I currently use in my business. There is also a freebie included in this blog post that you can download that has a list of 70 tools you can use in your online small business. This list is not just for Virtual Assistants. If you’re a social media manager, a coach, or thinking about creating online classes you DEFINITELY need this list. I’ve included links to each tool and a price if applicable.

Affiliate Disclaimer: This essential tool list may contain affiliate links where I earn a commission if you make a purchase. However this in no way affects my recommendation. If I recommend the tool and it has an affiliate link, it’s because I’m currently using it too. (Not all have affiliate links.) 

Are you ready?

Let’s gooooooo!

30 Essential Virtual Assistant Tools

Photo Editing - Graphic Design

Canva 

Canva is a graphic design platform, used to create social media graphics, presentations, posters, documents and other visual content. The app includes templates for users to use. The platform is free to use and offers paid subscriptions like Canva Pro. Canva Pro is $9.99 per month.

PicMonkey

PicMonkey is an online photo editing and design service that can be accessed from a web browser, or through a mobile app. Create beautiful photos, logos, social media graphics, and Facebook covers with PicMonkey's easy yet powerful photo editing and graphic design software. Pic Monkey Basic is $7.99. Pic Monkey Pro is $12.99.

I use Canvo Pro to create all of my social media content for myself. I am in no way a graphic designer so Canva is perfect when I create my graphics for Instagram and Pinterest. I also use it to create my freebies.

Payment Processors 

Paypal

Paypal is an online payments system in the majority of countries that support online money transfers, and serves as an electronic alternative to traditional paper methods such as checks and money orders. You can use it to send invoices and accept payments from your clients. 

Wave

Wave is a company that provides financial services and software for small businesses. You manage your income and expenses. Track everything and connect to other Wave products such as payroll, payments, and invoicing. I use PayPal to send invoices and receive payments from my clients. Most of these payment processors will charge you a fee once you receive payment from your client. Fee - 3% 

When I first started my business I used Wave. I switched to PayPal because one of the agencies I worked for preferred Paypal and I received my money quicker with PayPal vs. Wave. 

Client Management

Dubsado

Dubsado is an all-in-one business management tool that allows you to send contracts and invoices, handle project management, create questionnaires and other forms, manage bookkeeping, track your time, send and receive emails and SO much more. Free up to your first 4 clients. After $350 per year 

Freshbooks

Freshbooks is a cloud accounting software especially designed for service providers, small businesses and freelancers. It can track your time, create invoices, track expenses, provide reports, design estimates, send follow up emails, and allow your team members and clients to log in. And it’s really easy to use on top of all that functionality. $4.50 a month up to 5 clients

Dubsado is a website that I also like to use for invoicing, but it is a WHOLE LOT MORE! Dubsado is the leading tech I use for my business. I do everything with Dubsado. Proposals, contracts, invoices. It also serves as a CRM, and I store my information about my clients and my leads. Dubsado is not cheap. However, if you want to try it out, you can use it for your first three clients/contacts for free to see how it works. When you enter your fourth client, you are charged. Click on the link and use my code (skyrocket) and you’ll receive a 20% discount on your first year.

EMail Service Provider / Email Marketing

MailChimp

Mailchimp is an all-in-one marketing platform that helps you manage and talk to your clients, customers, and other interested parties. Free up to 2000 subscribers. After $9.99

FloDesk

Flodesk is an email marketing service provider that is built for creators, by creators. You can use it to design and send on-brand marketing emails, create opt-in forms to grow your list, and build powerful email automations.  $38 per month. 

When I first started I used MailChimp because the idea of being able to use it up to 2000 subscribers without paying was ideal. However, with MailChimp you do not get a lot of the options with the free version (i.e. automations). I’ve recently signed up with FloDesk. You get a free 14-day trial in the beginning and I was able to start with 50% off using an affiliate code. 

Website Hosting

Squarespace

$18 month for small business account 

Free custom domain

Unlimited bandwidth and storage

Templates for every type of business

Drag and drop build

Bluehost

Basic

$2.95 per month

1 Website

50 GB SSD Storage

Custom Themes

24/7 Customer Support

I have a Squarespace site and I always have. I picked it at the beginning of my business because of the drag and drop appeal and I couldn’t afford to have someone build it for me and I didn’t want to learn nor did I have the time to learn WordPress.

Social Media Scheduler

Tailwind

Tailwind is the complete Pinterest & Instagram marketing toolkit for bloggers, eCommerce and other businesses of all sizes. Schedule posts at the best times, create beautiful pins faster than ever, discover content, monitor conversations, amplify your reach, and measure results all with one tool. Free up to 100 posts. After $14.99 per month. 

Buffer

Buffer is a software application for the web and mobile, designed to manage accounts in social networks, by providing the means for a user to schedule posts to Twitter, Facebook, Instagram, Instagram Stories, Pinterest, and LinkedIn, as well as analyze their results and engage with their community.  Free up to 3 channels. 

Tailwind is my bread and butter when it comes to scheduling for my Pinterest management clients. Pinterest allows you to schedule pins, join Tailwind tribes, and use their smart loop. The best thing about Tailwind is that it saves you time! Depending on the plan you choose, you can schedule anywhere from 100 to unlimited pins on Tailwind. If you want to read more about Tailwind, check out this blog post I wrote about it. If you want a free trial of Tailwind that allows you to schedule up to 100 pins for free, you can click this link here. The basic account is less than $15.00 per month.

I use Buffer for everything else: Instagram, Facebook, and Twitter. With Buffer’s free version you can have up to 10 posts scheduled on each platform. 

Video Calls

Zoom

Free Up To: 

Host up to 100 participants

Unlimited group meetings for up to 40 minutes

Unlimited one-to-one meetings with a 30 hour time limit per meeting.

Private & Group Chat

$14.99 per month

All the benefits of Free, plus:

Host up to 100 participants

Increase participants up to 1,000 with Large Meetings add-on

Group meetings for up to 30 hours

Social media streaming

1 GB cloud recording (per license)

This is what I use for Discovery Calls. 

Domain Names

NameCheap

Register domain and buy cheap names at Namecheap and enjoy 24/7 support. You can purchase a domain name for $3.88 per year. 

GoDaddy

GoDaddy allows you to create your website, secure your domain, and also have it protected securely! You can purchase a domain name for $2.99 per year

I have purchased domain names with both NameCheap and GoDaddy so either is great in my opinion. 

Project Management Tool

Asana

Asana is a web and mobile application designed to help teams organize, track, and manage their work. The Basic plan is free. The premium plan is $10.99 per month (billed annually)

Trello

Trello is a collaboration tool that organizes your projects into boards. In one glance, Trello tells you what's being worked on, who's working on what, and where something is in a process. Imagine a white board, filled with lists of sticky notes, with each note as a task for you and your team. Organize and prioritize your to-do lists in an easy, visual way. You can use it to keep up with client work too! There is a free version and a standard version that is $5 per month. 

I currently use Trello and Asana and like them both. I am also using the free version of both. 

Password Protection

LastPass

You can store passwords for yourself and for your clients. For teams of 50 or less it is $4 per month. Unlimited teams $6 per month. They have a free version as well for one device type. 

I use LastPass professionally and personally to store passwords. The good thing about LastPass is that your client will share with you so unless you are working with a large group of people there is no need to use anything other than the free version. 

Communication 

Slack https://slack.com/ 

Slack is a messaging app for business that connects people to the information they need. By bringing people together to work as one unified team, Slack transforms the way organizations communicate. There is a free version. The next upgrade is the Pro version that is $6.67 per month. 

Voxer https://www.voxer.com/

Voxer is a free app that combines the best of voice, text, photo and video messages for a powerful and personal messaging tool. Easily and instantly communicate with friends, family or teams at work – live or later. Voxer works over any 3G, 4G, or WIFI network in the world. Free

Google Voice https://voice.google.com/ 

Google Voice is a telephone service that provides call forwarding and voicemail services, voice and text messaging, as well as U.S. and international call termination for Google Account customers It gives you a phone number for calling, text messaging, and voicemail. It works on smartphones and computers, and syncs across your devices. Free

I use all of these and I use the free version of Google Voice. There is a paid version of Google Voice but if you are only using it for one person - you - you do not need the business account. 

Social Media Marketing 

Facebook https://www.facebook.com/

Instagram https://www.instagram.com/

Pinterest https://www.pinterest.com/

Twitter https://twitter.com/

Free Royalty Free Images

Deposit Photo https://depositphotos.com/ 

You can find royalty-free images, videos, vectors, illustrations, and music.

Unsplash https://unsplash.com/

Beautiful, free images and photos that you can download and use for any project. Better than any royalty free or stock photos.

When I first started my business I was able to find enough free photos on either Deposit Photo, Unsplash or Canva to suit my needs for my social media marketing. As of this creation of this freebie, I now pay for a membership with She Bold Stock. It is $75 per quarter. With this membership I also get stock videos, templates (which I’m using to create this freebie) and content resources.

Cloud Storage

Google Drive https://www.google.com/drive/ 

You can create documents, spreadsheets, and slide presentations and store everything in Drive. In addition you can share files, folders, save images and collaborate.  Free

DropBox https://www.dropbox.com/ 

If you want a place to store just about anything you create and you don't want to save it to your computer or a zip drive...use DropBox. The free basic plan gives you 2GB of space. You can get 5TB of storage for $12.50 per month. 

That’s A LOT isn’t it. I never knew just how many tools I used until I decided to create the freebie that goes along with this blog post. Like I said before, the freebie has 70 tools you can use in your online business, but this blog post specifically lists the tools I use in MY business currently. If you are looking for places you can get free or paid stock photos, what programs you can use to sale digital products, create online classes, set up automations, schedule appointments, etc. - this list has it all. Click the link below and download it now!

Is It Time For You To Outsource To A Virtual Assistant

Does this sound like you?

I can't afford to outsource.

How do I know who to hire?

I'm fine doing it all myself. 

So many small business owners consider outsourcing to be a benefit of success, something they'll do when money is flowing in, and clients are pounding on the door.

But here's a hard truth: that may never happen if you're stretched too thin! 

Waiting for everything in your business to all line up a certain way can result in a massive waste of your precious time.

Three Signs You Need To Hire A Virtual Assistant 

1. You're generally on top of everything, but lately, you've been feeling frazzled and anxious about getting it all done, and you've made a few mistakes. 

2. The business you used to love has started to feel like a "job," and every day, you're feeling more exhausted and worn out, and throwing in the towel has crossed your mind more than once. 

3. You have so many amazing ideas but you don't have time to focus on them right now. 

4. Did I just read your mind?

If you're running a successful business there is going to come a time when you need help. 

You need to delegate. 

You need to outsource. 

You need to invest in YOU! 

You need to hire a Virtual Assistant!

RELATED: WHAT EXACTLY DOES A VIRTUAL ASSISTANT DO?

A Few Thing You Can Do When You're Ready To Hire A Virtual Assistant

1. Have a clear idea of the tasks you want to outsource (think about the time-consuming stuff you'd love to have someone else do).

2. Know your budget, but understand that experience (talent and skill) comes at a cost. 

3. Connect with your network. Who do you follow on social media? Who are your business buddies? There is probably someone in your online circle that provides the service you need or can give you a recommendation.

4. If you do a job opp in a Facebook group - USE A GOOGLE FORM or TypeForm to collect contact information!!! I can not stress this enough. Don't have people DM you, email you, or leave their data in the comments. YOU WILL GET OVERWHELMED with the responses and the notifications. Set the form to STOP accepting, or you'll keep getting answers. 

5. If you find someone from your social media circle, engage with them in some form of communication (DM's/ email) and see if you think they're a good fit. Then, set up a Zoom call (you need that face-to-face contact too). 

6. If you post in a group, have a clear deadline (see #4) when you're going to stop taking applications and then pick 5-7 applicants and again, set up a Zoom call to meet with them and make a decision from there. 

7. BRAIN DUMP! That's right! You need to brain dump!!! Pull out your cell phone/iPad or open up a Google Doc/Word doc and just start unloading it all. What should you brain dump? All those tasks you hate doing. The tasks that are a waste of your time. Everything you wish someone else would do. Skills that are not in your zone of genius.

After you complete this list – let it sit for a day or two and then come back to it. Delete or add to the list. Then, prioritize the first three things you want your new assistant to take over. 

RELATED: 5 WAYS A VIRTUAL ASSISTANT CAN HELP A BLOGGER

Things To Avoid When Looking For A Virtual Assistant

1. Don't ask for free "trial periods" or extensive work to be done regularly. 

2. Don't ask for long or detailed project proposals from everyone, and then don't follow up or contact. (See#4 above about using forms to collect the applicant information you need).

3. Don't feel obligated (or cheap) and hire the first person/most affordable person if they don't seem like a good fit.

4. Don't come to your first meet up (Zoom) unprepared. 

It's a big step when you're ready to hire a Virtual Assistant for the first time. It means your business is growing and you need help. 

Whoever you decide to hire, they should be able to complete tasks promptly and assist you in freeing up your schedule so you can operate in your zone of genius. 

An excellent strategy to implement when you hire a virtual assistant: start your virtual assistant off with one small project or task and then add to her workload as time progresses. 

Why A Virtual Assistant Is Different Than Working with an In-Person Assistant

Working with a VA is very different than having an in-person administrative assistant or an employee. Here are a couple of key differences:

1. A Virtual Assistant works a designated number of hours. Although you may (together) set specific due dates for particular tasks, a virtual assistant can complete those tasks at any time of the day they choose. I, for one love, to work late at night when my house is quiet, and I don't have to worry about interruptions like the phone ringing or text messages from friends and family. 

2. When you hire a Virtual Assistant, they are going to come to you with a specific set of skills that will not require any, or minimal training. One of the benefits of hiring a VA is you can hire someone who already knows how to complete the task you need them to do, so there is no learning curve, and you don't have to spend a week or two training them to do what you need them to do. As a Pinterest Manager, I already know how to optimize a Pinterest business account, sync it with Tailwind and read analytics. So, when a business owner hires me to manage their Pinterest account, I can jump right in and get started. In contrast, when I needed my Dubsado account set up – I outsourced that task to someone else because I didn't want to take the time to "learn" Dubsado. I knew the immediate benefit of Dubsado after a client introduced it to me. Now that it's all set up – my systems run like clockwork. 

RELATED: 6 WAYS A VIRTUAL ASSISTANT CAN HELP A LAWYER

The Mindset You Need To Hire A Virtual Assistant

Outsourcing is a huge step for any small business owner. It means giving up control over specific tasks in your business. But it's also your first step toward scaling your business so it can grow.

If you're thinking about outsourcing, there's a mindset you need to cultivate first.

1. Learn to let go. Don't get it twisted - you're not giving up total control, but you're learning how to shift your focus and trust someone else to handle all the little details you don't need to focus on because you're SCALING UP.

2. Outsourcing costs money. How much does it cost? That all depends on you. You may want to start small - 5 hours per month, 10 hours per month. Please don't walk into outsourcing, thinking you have to spend $500 a month. Depending on what you need, you can spend as little as $125. Find someone who can work within YOUR budget. I'm not saying be CHEAP! Never that. But if your budget is $150. Then that's all you need to spend. 

3. Managing others is not fun. You ARE the boss...but sometimes that doesn't necessarily mean you have employees. However, when you outsource - it means you'll be checking in with someone regularly to make sure the tasks you assign them get completed. What it doesn't mean is standing over someone's shoulder. Once you complete the trial and training period, other than a weekly check-in, a virtual assistant requires "little" management. 

Do These Three Things When You're Ready To Hire A Virtual Assistant

Start small.

Although you may have a to-do list that's a mile long that you'd LOVE to outsource to a Virtual Assistant - why not start small. If you're not sure if outsourcing specific tasks are right for you, try hiring a VA for a few hours each month to take responsibilities off your hands strategically. 

For example, you can assign your Virtual Assistant customer service or email management. It won't be much in the beginning, but starting with only a few hours per month will be an excellent way for you to determine whether or not outsourcing is right for you. 

Is outsourcing worth it?

Paying someone to complete a task you know how to do is hard. But if your return on investment far outweighs that time you spend completing that task - you need to outsource. Think about what you could be doing for your online business with the time you're not spending completing those tasks. 

For example, if you hire a Virtual Assistant for 5 hours per month and you use those 5 hours working with a client or creating a product you're going to sell, you've covered the cost of your VA right there. 

Dedicate funds to outsource.

Based on the amount of income you bring in every month, dedicate a portion of it outsourcing. Determine if you can set outside 10% or 20% of your income to outsource to a VA. 

For example, if you're a blogger, you could 20% of your affiliate income to cover outsourcing costs. If your income is consistent, then allocating this amount in your budget won't feel like an excessive expense.

A lot of us cringe at the thought of handing off tasks to a total stranger, and the excuses start to flow like the ones I stated above plus, "I can't justify that expense," or "I'll outsource when I start making $XYZ per month."

I know you've said it.

You decide it's cheaper and easier to do everything yourself, even when you're struggling to keep up with your workload and get it all done. You decide that outsourcing will just have to wait.

But in most cases, outsourcing can not and should not wait. Outsourcing specific tasks like social media or email management or content creation could be the most significant step toward expanding your businesses!

Do you need a Virtual Assistant or a Pinterest Manager, check out my services page and let’s chat.

5 Podcasts I Follow To Learn About Growing & Improving My Virtual Assistant Business

So…I’ve become obsessed with podcasts.

I never even thought about listening to them before. I guess because I have a visual and tactile personality. I like to see and do. I like to listen to music…but it’s okay. I LOVE to listen to books, but it requires “active listening.” My favorite hobby is reading so I didn’t see it as the same thing. But I was applying for a VA job a couple of weeks back and on the application, they asked, “What is your favorite podcast?” and I was like hmmm…I don’t have one.

I decided to check them out.

And now…I’m obsessed. I listen to them all the time in the car now on my way to and from work, to the gym, at the gym. I’m listening to podcasts instead of books now and that is sooooo not me. I have several that I’ve subscribed to that I haven’t had a chance to listen to yet but the ones that I have…I can’t get enough of this ladies’ valuable knowledge.

If you’re a new VA and looking for some FREE insight into growing your business, you might want to check these out. Now, not all of these ladies are VA’s BUT they come with a wealth of knowledge that you can use to grow your business with marketing strategies, social media, creating online classes, etc. They are all worth a listen.

Are you a new Virtual Assistant? Get my Step-by-Step Action Plan and follow the steps I took to start by business!

The Best Podcasts To Listen To For Your Online Business

Having the courage to start your own business and actually sell your consulting services online can be tough. Look, it may not be easy but can it can simple. In each episode, we take a deep dive into one core growth strategy so you can gain a solid understanding of what’s required to serve, sell, and scale your consulting business. All you have to do is listen to what Jereshia Said.

How do I start an online business? Grow my email list to thousands of subscribers? Sell more and grow faster? These are just some of the big questions that leading online marketing strategist, Amy Porterfield, digs into on the top-ranked Online Marketing Made Easy Podcast. In addition to mini marketing masterclasses and step-by-step guides, each episode is designed to help you take immediate action on the most important strategies for starting, scaling, and automating your online business. Amy’s specialty is getting into the online trenches with you. Thinking about creating an online course? Want to promote with webinars? Need help with your Facebook ads? Discover why hundreds of thousands of online business owners turn to Amy Porterfield to generate more profits and to make sense of the online marketing space, implement the strategies that really get results, and turn that side hustle into a business that lasts.

Welcome to the Boss Mom Podcast, where women in all stages of raising their business and family come to get tools, tips, and support to help make their Boss Mom world just a little bit easier. WIth host Dana Malstaff.

How do I get started? What if I fail? Who will hire me? Is it really possible to create a consistent, full-time income from home? Welcome to the Live Free Podcast with Micala Quinn where we will be answering these questions PLUS many more! Whether you’re just starting your freelance business (heck even if you don’t know what freelancing is yet) or you’re looking to scale, this podcast will give you tangible business advice along with inspiring interviews to help you create a life and career that works for YOU and YOUR family. Your host, Micala Quinn, started out teaching high-school English, but when her first child was born, she immediately began searching for something more. She wanted a way to stay at home with her daughter (and future babies) but still needed to bring in a full-time income to help support her family. Micala started freelancing, quickly replaced her full-time income, and now helps other moms (like you) get started and grow their freelance business from scratch to 5K and beyond! She believes that being a working mom or a stay-at-home mom no longer needs to be a black and white decision. You CAN have both. On your terms! Our motto is Mom Strong, Work Smart, and Live Free. Are you in?

The Nicole Walters Podcast is for the everyday entrepreneur that wants to increase their income but doesn’t know where to start. If that’s you, you’re in the right place! Nicole Walters is a wife, mom, income strategist, entrepreneur, and the founder of The Monetized Life™. Join Nicole each week for a new episode packed with what you need to know to gain clarity, grow your network, and monetize your life using the proven corporate strategies she mastered in 10 years as a Fortune 500 executive. Whether you’re just starting out and don’t know your next step, or you're multi-passionate and don’t know the right next step, Nicole is here to break it down for you! Rich friend, let’s add some commas to your bank account! Listen each week. Do. The. Work and success WILL come!

Those are my top 5. Hop on over to iTunes or Google Play and listen to what these ladies have to offer. I promise you won’t be disappointed!

*****This list has been updated and a few added as of 2-8-2022.****

The Robyn Graham Podcast is a podcast for entrepreneurs who want to build a strong foundation for long-term brand and business success. Through interviews and solo episodes you'll learn brand marketing strategies, strategies for building a successful business, strategies for creating a personal brand that connects with your ideal audience, personal development tips, mindset strategies, and so much more.

Social Media For Mompreneurs is a podcast for mompreneurs who want to scale their Instagram in an authentic, easy, simple, and fun way. In this Podcast, you will find creative copy and content tip hacks for hashtags, sales, audience growth, the allusive algorithm, and expert guests who will help us blow up the gram. Find exciting Instagram coaching episodes, branding strategies, copy hacks, and more.

Black, Banked, and Booked Out is a podcast that helps ambitious WOC create wildly successful online coaching businesses without the stress or overwhelm.

Rewild is the podcast hosted by Nesha Woolery, who teaches solopreneurs and service-based business owners how to simplify their entire business, from their mindset and marketing to their systems and processes, so the business doesn’t seem so overwhelming anymore.

Xoxo

Raquell

How I Found My First Client

I’ve decided from time to time I’m going to post about my journey as a new Virtual Assistant / Social Media Manager / Pinterest Manager (boy that’s a lot). Every day on Facebook groups I’m a member of, I see welcome after welcome for people starting a business as a Virtual Assistant or Social Media Manager. Since I’m a newbie as well I thought I’d start blogging about the things I’ve learned to do, not to do, everything that has worked, and everything that hasn’t worked. Hopefully, these posts will inspire, teach, or motivate other newbie Virtual Assistants on their journey.

Tales of A Newbie Virtual Assistant

So. I got my first client last week.

Squee!!!

He wasn’t a retainer client, but, I provided a one-off service, and he paid! I feel awesome about that. I’m hoping that in the future when he needs something else similar to what I did for him, he’ll come back again. That’s what we want, even if it’s a one-time service, right? We want our clients to come back. Even if it’s every once in a while or one time, he is a client I helped and a client I can get a reference/testimonial from to put on my website. It shows I have experience now. That someone actually believed in my service, thought I was capable of helping them, and I did.

How Did I Find My First Virtual Assistant Client

A Facebook Group.

That’s right.

When people suggest that you join Facebook groups related to the market you’re going to target and participate and add value to the posts you see - do it!!! It works. Plus - in some of these groups, people post job opps looking for help. That’s how I found my one-off client. And I almost didn’t get him. After I replied to his post on the FB group I sent him a PM. When he replied back to me, the service I told him I could provide wasn't really what he needed. In that reply, he told me what he did need. I gasped because it was right up my alley.

Research.

I’m a born researcher. It’s my DAY JOB. I’m a high school library media specialist. I live for research which made me perfect for this job so I pitched myself AGAIN...and it worked!

I got my first client.

From the day I started my business (December 10th) it took me a little over six weeks to get my first client so don’t despair if you’re a newbie just starting out. Some people luck up and get clients really quick - some of us - not so much.

6 Tips For A Newbie Virtual Assistant

Don’t doubt yourself.

Don’t quit on yourself.

There’s a reason why you CHOSE to do this.

Go back and look at your goals.

Go back and look at your business plan.

Go back and look at your “why” and keep moving forward.

You’ve got this.

In the meantime keep checking things off your to-do list. If you don’t have one of those - I do. Click on the pic below and get a copy of the ‘Step-by-Step Action Plan I created to get myself ready for my new VA business. And I’ll tell you a little secret - I’m still checking things off this list and adding things to it.

So I will get it done and so will you.

Update: How I Consistently Find Clients For My Virtual Assistant Business

I show up.

I consistently show up on social media: Instagram and in Facebook groups, and I interact and provide value, tips, advice about what I do and who I help. I also have systems in place using Dubsado. In Dubsado I manage my calendar, proposals, contracts, and invoicing. Dubsado allows me to create a seamless client experience from start to finish without missing a beat. I also have a strategic discovery call process that gets from client to contract as well. So make sure you set up your processes and have a plan in place for every step of your Virtual Assistant business.

Xoxo,

Raquell

5 Things Every Virtual Assistant Should Do When Starting Out

The last two weeks have been...interesting...to say the least. I started my new business as a Virtual Assistant and Social Media Manager.

Do I have any clients yet? HA! And sadly...NO. But that’s not going to stop me. Every new business has to start somewhere and just like a brick and mortar business...I just need one customer...or client...to walk through the door (or email me :-)). Until that happens, I’m preparing myself.

There are five things I’ve learned that every Virtual Assistant should do when starting out.

1. Claim your website URL. If you’ve decided on the name of your business, claim this as soon as possible. You want to make sure that a) no one else is using it, and b) even if you’re not ready to build your website, your URL will be safe until you do.

2. Claim your Social Media. Facebook, Instagram, Twitter, LinkedIn - claim them. You want to be able to market yourself on social media. Plus, one of the first things a potential client is going to ask you is where can they find you online. And if you’re not ready or can’t afford the expense of a paid website, you need social media to market your business AND a place for a potential client to go to find you.
   
   

   RELATED: What Exactly Does A Virtual Assistant Do?

3. Find a niche to target. I can admit this is where I’m struggling. How can I find a niche to work in when I don’t have my first client yet. Right now I’ll just be happy to get one client to work with. I have ideas and I’m going to diligently work in that direction. I’m narrowing down the niche I want to work in and finding groups to join. Wish me luck!

4. Be real clear about the services you want to offer. When I first completed my website my services weren’t clear and there was “too much” of it. After I got a few people to look my website over, they encouraged me to narrow it down or group some of it together so a potential client wouldn’t have too much to read. You can have several service packages you offer, in which you can show a potential client when the time comes, but as much as possible on your website, narrow it down for easier reading.
   

   RELATED: Rock Your First Discovery Call!

5. Grow your email list. Seems kind of hard when you don’t have any clients and you’re probably struggling to come up with content. But one of the first things I was told to come up with was a “freebie” so you can grow your email list, which will hopefully lead to clients.  

And this leads me to “my freebie.” At least one I’ve come up with for now that was actually easy. My to-do list when I set up my business. Now...I’m sharing it with you. This VA To-Do List SAVED ME!!! Click below and find out the exact steps I took to start my VA business!

If you are a new VA I hope you find it helpful and I wish you luck on your new journey.

xoxo