How to Successfully Offboard A Virtual Assistant Client

Since the day I started my virtual assistant business, I have had an onboarding procedure. Naturally, I’ve had to adjust it as problems arise and as I’ve developed, but the basic steps have always been to sign a contract, get paid, and start work. However, I realized that I required a procedure for offboarding clients to ensure their offboarding process was just as seamless as the onboarding process..

I wouldn't ever have to let go of a client in a perfect world. But that's simply unrealistic. Sincerely, the first client I lost was a significant event for me. There are many different reasons why client relationships end. Sometimes it's because of money; other times, it's because their requirements have changed; other times, it's because you don't fit in; and other times, it just happens. When you know your time working together is coming to a close, communication can become extremely difficult. Client relationships can be complicated at any time. Here's how you can do it professionally and seamlessly.

How to Set Up Your Client Offboarding Process

1.      Ensure that everyone is aware that the agreement has ended

Make sure you use your contract as a reference for this phase. Ensure to provide any mandatory notification if you are the party terminating the working relationship. Ensure your client has given you adequate notice if they let you know they want to cancel the agreement; otherwise, you may be able to continue billing them. Make sure there is an email between you and your client stating the termination date once you have agreed on it. Making sure that everyone is aware of what is happening can never hurt.

2.      Remind them of the due date for the final invoice

Depending on how you conduct sales. The first half of the month is requested, and the remaining amount is charged at the conclusion of the time frame. During the offboarding process, I remind the customer that, in accordance with their contract, I would send them a final charge for the second half of their last month with me on X date.

3.      Any work files you've completed for the client should be sent over.

I work continuously. Therefore I frequently collaborate with one customer on dozens (or more!) of projects. I frequently deliver finished goods to clients as soon as I’m done with them, but it never hurts to check their files to be sure they have all they require. Email, Dropbox, and Google Drive are all options for sharing files. Additionally, your client can ask for specific files, so be prepared to deliver them upon request. Of course, things could become a little complicated if you've stopped working for a customer because they haven't paid you. Ensure you're within your rights to hold onto files until you get paid by checking your contract.

4.      Organize your lines of communication

For instance, I communicate with the great majority of our clients via Trello. The platforms I use every day display my current customer roster; it is simpler for me to stay organized because it might be confusing to have old client information mixed in with current client information. I inform my clients that their Trello board will remain open for one week, so they have time to copy everything they require. In this manner, the board is hidden from view in my dashboard, but it is still accessible should I need to engage with the customer again in the future. Find a technique to shut down any channels of communication you may have with clients for tasks that aren't via email. With a past client, you do not need to be as accessible as you would be with a current client. They can email you if they need to get in touch with you again.

5.      Remember to be secure

After completing the initial steps, you should think about security. Make a list of all the accounts and websites for which you control the passwords or are an administrator. Informing your client that you have data for each of those accounts will help. They can withdraw your access or change their passwords for everyone's comfort.

6.      Use the experience to learn

I try to take a moment to think about the problem after I’ve completed everything else on this list. Why did the relationship break up? What are your thoughts on the work you completed for that client? Are you any wiser now? How can your interaction with this client help you modify or improve your services? I have a client survey that I send to previous clients to get their feedback on working with me, including what failed, what needs improvement, and any other pertinent information. Send them a closing email expressing gratitude for the chance to work with them, along with the survey and best wishes.

And that's all I got at the moment! Do you have a procedure in place for letting clients go? Now let’s look at how much VAs get paid. This will help you realize whether some of your clients are paying you below average and needs to be offboarded.

What Do Virtual Assistants Get Paid?

Salary and hourly rates for independent virtual assistants might vary considerably. You may expect to start in the $8–$12 per hour range for many entry-level positions and talents, such as data entry. As a virtual assistant on a freelancing platform, you can locate many of these jobs, but you can also swiftly raise your pay as you specialize.

For more complex work like customer support, email handling, WordPress management, and other tasks, VAs can charge $15 to $25 per hour. Although some professionals can get lots of work for more, higher prices for independent administrative assistants typically range from $30 to $35 per hour.

The typical virtual assistant in the US earns $18.89 per hour. You can, however, work for clients anywhere in the world if you work as a freelancer. Customers in more expensive cities and nations may frequently afford to pay greater prices.

Project Management Tools You Can Use As a Small Business Owner

Project management is surprisingly easy in a small business environment. Yes, there are fewer participants and fewer steps to take. However, large companies frequently employ separate project managers for sales, product development, and marketing. On the other hand, the project manager for a small organization is typically responsible for managing several different departments. Finding project management software that can assist you in maximizing output while balancing everything else on your plate is crucial.

Best Project Management Software for Small Businesses with the Most Extensive Free Plan

1.     Trello

Trello is an easy-to-use visual project management tool that uses Kanban boards. Also, Trello doesn't have the same learning curve as most project management software because its simple, drag-and-drop user interface enables your team to get started immediately.

Create a new board by starting from scratch or selecting a template from hundreds of choices in marketing, sales, design, team management, and other areas. Each Kanban board can be configured to mirror the backlog, in-progress, and completed lists seen in the conventional agile format. Alternatively, you may utilize your imagination and turn the boards into tools for collaboration or ideation, where team ideas are collected, categorized, and approved as necessary. Cards (i.e., tasks) can have custom fields, labels, attachments, comments, and more in addition to checklists and due dates.

Simply drag the task cards to the relevant list when you finish them. From the activity menu, you may keep track of all remarks and tasks that refer to you or that you are observing.

Trello also provides one of the best free plans available, with ten boards, unlimited users, tasks, and Power-Ups, as well as 250 Butler automation command runs each month.

2.     Paymo

Paymo is a fantastic alternative if you require a project management system to manage projects, invoices, and billing for numerous clients.

Projects are set up per client in a billing-centric manner, and you can choose whether to bill for the project using hourly rates or a flat fee (or not at all). You can track the time spent on each work and project because a timer is integrated into the user interface. Paymo will automatically generate the invoice based on that data.

Each project contains the tasks and subtasks that are related to it, and there are five different ways to see the work: list, table, Kanban board, Gantt chart, or calendar. Additionally, you may utilize Paymo's filter to arrange all of your tasks by status, due dates, priorities, and other criteria for each client and project. You may chat with coworkers, monitor timesheets, and preserve all project-related data within each project.

Paymo stands out as an economical but capable alternative to manage task lists for numerous team members if the majority of your projects are services for clients that call for billing and invoicing.

3.     Wrike

You will inevitably continue to manage a portion of your projects via email, regardless of how capable your project management app is. This is made really easy with a built-in email connector that enables you to link your inbox activity to Wrike.

This email integration is unique compared to the Gmail or Outlook connectors in the app directory. Instead, you just need to add and validate one or more "from" email addresses because this native email integration is already configured within your profile. Any email sent from one of those accounts with the subject line "wrike@wrike.com" will instantly appear in Wrike.

Using email, you can use Wrike to create new tasks, assign tasks, add attachments, schedule tasks, update task statuses, set task priorities, add comments, and add functions to one or more subfolders.

You can get a lot done without ever leaving your inbox, but ultimately you'll check in to Wrike and manage projects from there. The design of projects in Wrike initially resembles that of Asana. Wrike offers more organized flexibility, allowing you to tailor (and standardize) what information is an essential part of each work.

4.     Nifty

Give Nifty a try if you're searching for a straightforward project management program that is anything but basic. To be fair, the software doesn't scrimp on features; it includes a ton of user permissions and controls, customized views, and even time monitoring. But the fact that Nifty's project management just works is what sets it apart.

You may start working on projects immediately, thanks to the abundance of project templates available across various departments and use cases. The streamlined project dashboard is among the most helpful I observed, offering everyone a high-level view of the project outline, members, and recent activity. (Alternatively, you can import projects and tasks from your current project management platform.) For further information on project milestones, timing, and percentage completion, click Roadmap (to the right of the Dashboard tab).

The clean and practical Kanban, list, calendar, swimlane, timeline, and roadmap views are switchable in the top-right corner of the Task tab, and you can choose one as the default view for each project in the settings.

The communication and collaboration tools in Nifty are yet another feature I adore. They made it simple to keep all conversations regarding a project or job together. Team members can discuss individual tasks and the project as a whole in Discussions rather than going to Slack or email.

Which small business project management software should you choose?

As you choose a project management app, ask yourself a few questions: Do you value structure more than flexibility? Do your initiatives require specific metrics? What kinds of project-related data must you keep on hand?

Every app on this list has a free trial version so that you can try it out. We advise you to choose and try the option that best fits your needs. Go on to the next tool if it doesn't work for you.

Just keep in mind that the greatest approach is the one that provides you with the framework and psychological support you need to complete your tasks quickly and with high-quality results.

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 Tips To Market Your VA Business Successfully

How to sell yourself as a creative virtual assistant is one of the things I get asked the most. You may not be aware of the best platforms or methods for marketing your company out of the numerous options available. Even though each virtual assistant business will be unique, there are a few marketing principles that work well at all business levels.

One of the most significant errors I see beginner creative virtual assistants commit is failing to market their company. They publish one Instagram post in the hopes that it generates leads. And while I wish that were the case, the truth is that you need to demonstrate the viability of your company.

I am aware that it can be frightening to think about advertising yourself when you initially start your business. I'm aware that it might be a little scary. As a business owner, you occasionally have to be open and talk about yourself. Additionally, it would be best if you were open to discussing your company. Also, you must be open to networking! I'm going to share the top 3 simple strategies for marketing your creative virtual assistant business today. Here you go:

1.      Have a presence on social media

Think about what platform your clients use when choosing the best social media platform for themselves. For a company where you collaborate with wedding industry experts, those are Instagram and Facebook. For shop owners, it might just be Instagram. That might be LinkedIn for coaches. Look at who your target customer is, and use the social media channels they use.

The most important piece of advice is to refrain from putting all of your eggs in one social media basket. A thorough marketing plan includes more than just Facebook and Instagram. Having your marketing reach different audiences is key! Would you still be able to find clients if Facebook or Instagram were to go down? If the response is negative, you must concentrate on additional marketing avenues.

2.      Online  Community

Networking is one of the finest techniques to get customers. Even though it is a longer-term plan, it is the most crucial. 60% of the leads in most companies come from word-of-mouth alone! In light of this, I encourage you to concentrate on internet networking, even if you are a beginner virtual assistant.

Use forums, Facebook groups, social media posts, and LinkedIn groups to connect with your neighborhood. One of my weekly marketing responsibilities for a company I used to work for was to look for people who needed help in the Facebook groups I participated in. The point is that I don't just promote my services. I give folks the helpful interaction and simple solutions they need.

For instance: If a wedding planner asks how to use Pinterest, I will provide them with a few basic instructions. I continually offer solutions, and finally, I am recognized as the group's foremost authority. And eventually, individuals began to contact me for my services! I received 1-2 leads per month just from Facebook Groups when I was doing Pinterest Management.

3.      Personal Networking

Don't undervalue the power of local, face-to-face networking to grow your small business! The more platforms you have to spread your name, the better. Even though face-to-face meetings have proven challenging in the past year, many still provide online alternatives.

The secret to effective in-person networking is to be prepared with an elevator pitch that outlines whom you serve and what you do. This is a longer-term tactic, similar to online networking. Even while you might not have customers immediately, as word of your small business spreads, you will eventually have clients!

One of the first clients I had for my virtual assistant business was someone I knew! And throughout the years, I was able to gain a lot more clients due to networking in my own neighborhood group.

Are you ready for an extra tip?

4.      Improve Your Blog and Website

Your blog and website are key components of your marketing strategy. You will direct potential customers to your website through blogs. Your website's objective is to turn visitors into paying clients.

A blog is required after you have a website. One of the best ways to improve your SEO is through blogging. Your website might be "seen" by search engines like Google, thanks to your blogs! Search engines read your website as they search it to determine its subject matter. Thus, blogging is one of the best strategies to promote your company. Create discussion topics based on the queries of your target audience.

Write articles exclusively about Pinterest for wedding pros if your readers are wedding photographers looking for a Pinterest Pro. Write about creating and marketing courses if you're an online coach trying to expand your offering.

No matter where you are in your virtual assistant journey, there is one crucial piece of advice: never stop marketing your company. Speaking about it in person, participating in online forums, using social media, controlling your website, and blogging are all crucial components of the marketing game. It's essential to diversify your marketing strategy to reach your target client on all the channels they use!

Conclusion

Getting customers is very important to a VA business. You must begin seeking those customers out! The first step is to search for needy businesses on job boards. People may quickly recruit independent virtual assistants using freelancing sites. In other instances, you can observe that a company is looking to hire a helper. You can email the HR department or recruiting manager to offer your services as a virtual assistant rather than apply for their permanent post. This would enable you to work remotely and have more control over your freelance work while still providing the client with the required services.

Always remember to maintain your professionalism and be available. People anticipate a prompt response to any phone calls or emails they send because they want you to communicate with them clearly and promptly. Also, make sure to deliver quality jobs only. Nothing destroys a VA business faster than bad reviews.

3 Processes and Systems You Need In Your VA Business

Are you familiar with virtual assistant business operations and why they are so crucial? They are the routine procedures and systems that control your small business operations. It's critical to recognize them and automate them so you can run your organization more efficiently.

Tasks for Virtual Assistants in Business Operations includes:

1.      General administrative duties include keeping a calendar, organizing emails, taking phone calls, scheduling meetings, and other tasks performed by on-site assistants.

2.      Project administration. Some VAs handle projects for company owners. As a result, you will conduct meetings, solicit updates from the team, and write reports on the project's development. You can also be in charge of making sure projects are completed on schedule and within budget.

3.      Bookkeeping. Every business needs financial support. Smaller businesses and those employing VAs may require assistance with processing payments, verifying spending, payroll, and developing monthly budget statements. This can be a nice place to start if you're good with numbers and business.

4.      Blogging and writing. You may occasionally write the articles you research as well. The most typical format for this is blog entries, but VAs can also be hired to create other types of material, such as web pages and content for social media channels.

5.      Customer research. Emerging companies frequently need to comprehend who their clients are. In this scenario, tracking and evaluating data provided by a company's research tools will be distributed to VAs as tasks.

6.      Client service. The majority of independent virtual assistants constantly handle responsibilities, including responding to frequent inquiries, looking up customer information, taking messages, and providing general assistance.

7.      Data entry is typically a clerical job that involves organizing and typing information. Other times, you can have more intricate jobs requiring you to examine the report you're reading in addition to general information recording or typing.

8.      Email marketing. You can be required to manage email sequences in email marketing programs or send emails to clients. Sometimes a virtual assistant will send the email or reply to the recipient, especially if the recipient requests something like scheduling a meeting.

9.      Social media management includes posting on social media, responding to comments, and making sure a company presents well online.

10.  Social media marketing is another area in which virtual assistants might specialize. Here, you can set expenditure limits for campaigns, choose ad targets, or take ad campaign reports and compile the necessary information for your supervisor.

Why Systems Are Necessary

Do you always start from scratch when you start a task? If so, a reliable virtual assistant business operations solution is all you need. It can assist you in the following:

·         Set boundaries with your customers, your company, and yourself.

·         Your time and efforts are now free.

·         Expand your company.

·         Be prosperous.

To your clients and potential clients, present yourself professionally. Because whether you have a Virtual Assistant business operations system in place or not will be extremely clear to them. And keep in mind that a first impression is something you only get to make once.

Automation equates to more freedom. Your valuable time will be freed up if you automate the tasks you perform daily, weekly, or monthly to keep your business going. You can concentrate on other things besides running your small business because you've developed and automated all of the necessary systems for your business.

Overview of the Routine Systems Controlling Your Company

I'm categorizing related tasks into systems to make it easier. Please be aware that as tasks are connected, there may be an overlap between the systems.

·         Management of Clients

·         Project Management

·         Management of Email

Let's start with Client Management and examine the functions performed by each of these systems.

1.      Client Management System

The management of your client relationship and the job you do for them is the main focus of your virtual assistant business operations system. How do you handle the following for your clients? If you're unsure, it's time to decide and begin creating your client management system.

To-do lists or tasks

·         How do customers give you tasks?

·         What kinds of information must they supply? Such as files and due dates.

Calls or status updates

·         How do you inform your clients of your progress on their tasks?

·         When did you last speak with them?

Delivering finished products - duties

·         How do you hand off finished work?

·         When there are changes, what do they do?

Communication

·         What is the general procedure for communication?

·         How would you like to interact with them?

·         How often?

Tools

·         What resources do you employ when working with clients? Tools like Teamwork for task management, Skype for communication, and DropBox for storage are examples.

2.      Task Management System

This system focuses on tracking your ongoing tasks, due dates, and workload. How do you handle the tasks you have daily? If you're unsure, the time has come to decide and begin creating your task management system.

The device

·         What instrument do you use?

·         Are they able to access their project?

Workload

·         How much work do you currently have?

·         How do you tell if you can handle additional responsibilities or achieve a new deadline?

·         How do you keep tabs on your billable hours?

Time and task tracking

·         How do you keep track of task time?

·         Do you bill to the minute or round up to the quarter-hour?

·         How are retainer hours tracked?

Deadlines

·         How are the due dates determined?

·         How can you tell if you are up to date with tasks?

3.      Email management system

The main focus of this virtual assistant's email and inbox management solution is corporate activities. How do you manage your email and keep your inbox organized? If you're unsure, it's time to decide and begin planning your email management system.

Checking

·         How frequently do you check email?

·         Is your inbox always accessible?

Responding

·         How fast are your email responses?

·         Is there a typical duration?

Tools

·         What email client do you employ?

·         Do you employ tools for email scheduling?

Signature

·         What does your signature contain?

Auto responders

·         When you're away from the workplace, do you use auto-responders?

Organization

·         How are you setting up your inbox? Through client folders?

Conclusion

All these processes and systems help you work more effectively and will save you time as you take on more virtual assistant clients.

5 Virtual Assistant Jobs for Beginners

Due to the explosive rise of internet businesses, virtual assistants are currently among the most sought-after positions. Owners and managers are looking for virtual support as they realize they don't need someone in a specific city or on the payroll to do duties. This implies that you might be the ideal candidate for businesses all over the world while working from home or anywhere you choose.

Assisting businesses as a virtual administrative support worker entails carrying out tasks using the online resources they employ. Many times, they are activities you perform regularly. Virtual assistants don't need extensive degrees or a lot of experience.

 What is a Virtual Assistant?

Finding out if being a virtual assistant is the right career for you is the first step in learning how to do it. Being a virtual assistant, or VA primarily entails working and performing administrative, technical, and occasionally sales or marketing activities for a company or small business owner. All your tasks can be accomplished online thanks to the "virtual" element, which enables you to work from any location with a reliable internet connection.

Most of the time, VAs serve corporate executives. This can be maintaining someone's calendar and daily routine, answering emails, gathering data on sales targets before meetings, and even actions like placing orders for water and snacks for their actual office.

Some virtual assistants wind up handling highly technical tasks. Running many programs simultaneously to locate leads and business possibilities, planning social media postings and email campaigns, monitoring marketing data, or managing books are just a few examples of what this entails. It's up to you what tasks you perform and how you specialize, but before applying for a job as a virtual assistant, you should have an idea of the activities you feel comfortable with.

 5 Virtual Assistant Jobs For Beginners

Any number of tasks can be delegated to virtual assistants on behalf of their clients. You may occasionally carry out a few particular duties exclusively for a small business owner or executive. In other situations, you might be an essential component of core business operations and have a sense of belonging to the team. Being a virtual assistant enables you to be adaptable and explore a variety of environments before concentrating on the ones you prefer.

The following are some of the VA jobs for beginners:

 1.      Taking calls from clients

As part of administrative tasks, many businesses outsource their phone operations. This implies that you will be given a phone dialer or number and be in charge of answering calls. Depending on the company and the purpose of the call, you might have to provide customers information or dig up information—like order information—for callers. After comprehending the caller's desire, you frequently direct calls to the appropriate person. This calls for quick thinking and a solid understanding of business departments, but nothing too hard for a beginner.

 2.      Email correspondence

Due to the fact that some clients are now more likely to respond to emails than to phone calls, some businesses have shifted from phone-based sales to email communications. Email is another technique to provide customer support for online firms, as they might not have access to regular phone lines.

Virtual assistants' email correspondence involves many different subjects. You could respond to inquiries and requests from clients. Alternatively, you may create sales or marketing emails to send to individuals after a meeting or after they register for a website's newsletter or promotional offer.

 3.      Client scheduling

To assist them with some of their everyday chores, small business owners frequently hire individuals who are beginner virtual assistants. Scheduling customer meetings, calls, and follow-ups is a crucial task. To complete these jobs, you usually need to glance through someone's email first while keeping an eye on the timetable. You gather up all of their email requests for meetings and schedule them on a calendar.

You'll frequently need to get in touch with your client to find out who has scheduled or needs to schedule a follow-up meeting. You'll then be responsible for contacting that customer via phone or email and attempting to schedule a time to speak with them.

 4.      File upkeep and management

Many businesses require organized individuals to maintain their files and records so that everything is accessible to everyone. Virtual assistants come in very handy in this situation because your duties will entail fast scanning of documents and placing them in the appropriate folders. The files may also need to have new names to conform to a uniform style. Maintaining files entails checking shared drives or folders, such as OneDrive or Google Drive, to ensure all files are present and labeled properly.

For these duties, the ability to pay great attention to detail and closely follow instructions is beneficial.

 5.      Using social media

Most businesses need a social media presence, but not all business owners have the time to do so. They will therefore pay you to produce and upload content to websites like Facebook and Instagram. These posts must be appropriate and reflect the brand of the firm or small business. Pay special attention because every organization will have specific style criteria.

You'll need to make social media posts and adverts in addition to posting for organic promotion and leverage the ad platforms built into such services to do so. A keen business sense and the capacity to think strategically will help you locate the ideal combination of content to make the most of your client's budget.

 Conclusion

Fortunately, the work is well known and in demand, making it simpler than ever. After creating your profile and résumé on freelancing platforms, browse for businesses that require your service. Because there is such a strong need for excellent VAs, it really is that easy. And you enjoy all the advantages, like the freedom to work remotely and the chance to meet potential clients where you wish to work.

Highlight your abilities, flaunt your communication skills, and show that you are ready to work immediately. I hope this assists you in locating your first virtual assistant job and taking the initial step toward working as a freelance virtual assistant.

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. ​​​​ ​​​

How to Onboard a New Virtual Assistant Client

Onboarding a new client can be a daunting task. There are so many things to do and remember! This blog post will walk you through the steps to onboarding a new virtual assistant client. We'll discuss everything from how to nail your discovery call to how to take your first payment — and, most importantly, how to make your onboarding process feel seamless for your new client.

With these tips, your new client will be onboarded in no time!

How To Onboard A New Client

Discovery Call

The discovery call is one of the first steps to onboarding a new client. You will want to set up an easy way to schedule a discovery call with your new client. Instead of emailing or messaging back and forth to set up a time, use a tool like Calendly or Doodle. These tools allow your new client to pick from an assortment of times and dates easily.

Your discovery call is the perfect opportunity to get to know your client and their business needs, so make sure to prepare for this meeting. Research their business' website and social media presence to try and find out all you can about the client. Take notes of things you love about their business and things you could help them improve. This way, you can compliment them during the discovery call and offer some feedback if asked.

To help with your research, it is a great idea to have them answer a few questions about themselves and their business before the meeting. Calendly offers a form option that allows you to request information from clients before they schedule the meeting. But you can also email them another form, like Google Forms or SurveyMonkey, prior to the meeting.  

Learn more about how to complete your discovery call here.

Contract

Once your discovery call is complete, and you have shared your pricing and packages with the client, it's time to prepare and send them your contract or proposal. Use a tool like Dubsado or DocuSign to allow clients to sign your contract digitally.

It is also lovely to send clients a welcome packet that includes information about how you work and how they can get in touch with you. This document can be included in your contract materials. It should be short and friendly while also laying out clear expectations for your work together.

This process should be simple and streamlined for your client. Make sure to test your systems before sending them to an actual client.

Invoice

Once the client has signed your contract, you can send your first invoice. Some programs, like HoneyBook or Dubsado, allow clients to sign a contract and pay their invoice altogether, but these steps can also be done separately.

Kickoff Call

This call is optional, depending on your process, but most of the time, having a kickoff call is a good idea. This is your time to get clear on what will be expected of you and share your expectations for your client. Remember, you are also a business owner, not your client’s employee.

Before this call, sending another questionnaire asking for more detailed information may be a good idea. If you need more information about their business or if you need access to their logos or a brand packet - now is the time to get those from your client. While you can get these in the call, it is best to have all these things in the same place for each client, so you can refer back to them as needed.

Now you’re ready!

You are ready to start working with your new client at this point! With the proper preparation and planning, you can successfully onboard a new virtual assistant client and begin building a solid relationship that will help both of you succeed.

Remember, your onboarding process can change as you grow. Feel free to start small with simple processes and build them up with time. Just make sure to include each of the steps above to onboard a new client, and you will do great!  

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 To Create An Easy and Simple Portfolio to Showcase Your Services

Creating a great virtual assistant portfolio can be difficult, especially when you’re just starting your business. It can feel impossible when every potential client asks for your portfolio, but you haven’t received your first client yet, so you haven’t been able to build a portfolio.

Or, if you’re an established virtual assistant, it can be hard to organize all your work and find the time to finally build the portfolio of your dreams. It may feel impossible, but it’s not.

Here are 5 steps to creating a simple yet effective portfolio to showcase your services.

How to build your virtual assistant portfolio

1.       Decide on your services

If you haven’t already created a package of services, make sure you understand what you want to offer. You can always add more services later, so don’t worry if you’re starting with 1-3 core services.

Deciding which services you will be offering will help you understand what you need out of an online portfolio. For example, if you’re a digital marketing virtual assistant, you will need an option to add some photos and text to demonstrate your marketing skills. But, if you’re a virtual assistant that focuses on the setup, organization, and implementation of podcasts, you may want a platform that will allow you to embed the podcasts on your site.

2.       Choose your platform

There are many options for online portfolios, but one of the best for virtual assistants without a website is Canva. Canva is one of the most versatile and straightforward tools to create your digital portfolio. Start by going to their website and creating a free account. Then, build a portfolio based on one of the many templates available. Also, remember to check out portfolio examples of other VAs in your niche to get ideas. Once your portfolio is created, you can create a sharable link to take people to your own personalized portfolio!

If you have a current website, host your portfolio there! Depending on what website host you have, there may be portfolio template options available so that you can create one on your own. Otherwise, you can download your Canva portfolio and upload it to your website.

READ: How To Create A Strong Legal Foundation For Your Virtual Assistant Business

3.       Show off your skills

Once you know what services you want to offer and the platform you want to use, it’s time to upload your work. If you are just starting out, you can upload work you weren’t paid for, volunteer work you created with no client in mind, or work completed for your own business. For example, if you’re a social media manager, use your own social channels in your portfolio. If you’re a logo designer, design a few logos for a fake client and share them on your portfolio. If you’re unsure how to show off your skills, search google for your niche. There will be a lot of virtual assistant portfolio examples to view.

4.       Make it easy

When sharing your work, make sure to keep the potential client in mind. Every client you book wants you to solve a problem or pain point for them. Maybe they don’t like posting on social media or aren’t seeing results. Whatever it may be, make sure you share the problems you solved alongside your work. So, if you’re a social media manager, share the beautiful Instagram feed you created, the TikTok with 11k views, and the engaging copy you wrote, but also share that your involvement led to a 35% increase in engagement and a 9% increase in sales. Share how you will help potential clients solve their pain points.

Also, make sure your call to action or contact information is included in the portfolio so they don’t have to search for it. Whether the next step in their client journey is to schedule a discovery call, email you, or make a purchase, make sure it is very clear and easy to understand.

5.       Share it with everyone

This is the best part! Once you have created a beautiful portfolio, share it with everyone.

How to Conquer Your Fear of Discovery Calls

So, you’ve finally received your first discovery call! Congratulations! After the initial excitement wears off, the nerves set in. Do you want to make a great impression but have no idea how? Maybe your social anxiety is kicking in, and you’re nervous about how to start the call? Maybe your fear is even telling you that you should cancel! Well, don’t cancel. We are all nervous during our first call, but I am here to help you conquer your fear of discovery calls. I will help you prepare, book, and (eventually) love discovery calls!

How to Prepare for a Discovery Call

Research their business: Whether you research their business on the internet or by asking them questions during the call, make sure you understand them and their needs.

Write down questions beforehand: If there is a lull in conversation or you’re too nervous to remember your questions, you can reference the list you make.

While it’s important to understand their industry and product or service offerings, it is just as important to ask them questions about the following. 

1.      What problem are you trying to solve by hiring a VA? This will help you determine if your skills and passion align with theirs. If they are trying to build brand awareness, but your passion isn’t brand strategy, you may not be a good fit.

2.      What is your business’s most significant pain point? Similar to the question above, this question will help you define your success. If their most significant pain point is a lack of processes to help them organize business expenses, then you know exactly what pain point you will want to solve first.

3.      Have you ever outsourced before? This will help you understand if they have any collaboration tools and procedures in place to help you work together or if you should take the lead on that. It also enables you to determine their comfortability with outsourcing and if extra communication and support may be needed before moving forward.

4.      What do you know about me and my services? Are there any questions I can answer? This helps you see if there are any misconceptions about your skills that you can correct. It also enables you to understand what they look for in a VA and what they like most about you.

Know your pitch: Make sure you know exactly what you offer and the price points for each service. For example, make sure you know:

• How you would like to charge your clients, either by the hour or by the project,

• How you would like to communicate throughout the project, through email, a project management software like Trello or Slack, or through video calls,

• How many hours you can dedicate to the client and what they can request in that time, and

• How your specific skill set can make things easier for them.

Practice: Practice your opener, including introducing yourself, your business, and outlining the direction you would like the call to take. Being confident at the beginning of the call sets the tone. Also, make sure to be flexible. There is no perfect discovery call, so release any expectations of perfection.

Also, practice your call to action. Whether you ask them to sign with you today or ask for another call, make sure you have some options under your belt that you can use depending on how the conversation goes. Here are some examples of calls to action to use at the end of a call.

After our talk, I really believe I can help you achieve [Prospective Client Goal]. Are you ready to get started?

I know this is a big decision. I will send you the contract later today, and then I will give you a quick phone call tomorrow at 2 p.m. to answer any questions. Does that time work for you?

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

How to Love Discovery Calls

You’re passionate about what you do, right?

This is your time to share that passion with a potential client. Tell them why you love to do what you do and how you could help their business. Don’t shy away from sharing your desire to help them. That’s why they’re here, too; they need help.

Accept there are answers you won’t know.

There are always questions people will ask that you won’t know the answer to immediately. Give yourself a break and understand that no one expects you to have all the answers! Take this time to be honest, and let them know that you will follow up with that information. Just make sure to include the information they asked for in your follow-up thank you email to them, as soon as you can. 

Have fun!

While the discovery call is a sales call, it shouldn’t always feel like one. This quote by Maya Angelou always helps me reframe discovery calls, “I've learned that people will forget what you said, people will forget what you did, but people will never forget how you made them feel.” So, instead of bombarding your prospective client with all of your ideas, testimonials, and offerings, take some time to have fun and get to know them. They will remember how you made them feel, and it takes some pressure off you when there is no expectation of perfection.

How to Book More Discovery Calls

Once you start to love discovery calls, you will try to avoid them less and less! Put the call to action to schedule a discovery call everywhere you can. If you have a website, put it there. If you have an Instagram, put it in your bio. You can even put the link in your email signature.

If you have a social media platform, talk about your discovery calls there. Talk about what you cover during them and how much you enjoy getting to know prospective clients. This will help people understand why they’re important and they will feel less scared about booking with you!

The best way to book more discovery calls is to ask for referrals from your current clients or even prospective clients. Even if you have a discovery call with someone whose needs don’t align with your skills, ask them to share your information with anyone who may need it in the future. You can even offer a discount to a future client that they refer. Then, even if they don’t sign with you, your time is not lost!

How To Turn Your Corporate Skills into a VA Business

What is a virtual assistant?

A virtual assistant or VA is typically someone who completes any number of administrative tasks for a small business. In recent years, this definition has expanded. Now a lot of virtual assistants are experts in their field. VAs run their own business, so they are not an employee of anyone and typically work remotely.

How can I use my corporate skills to offer services as a VA?

Virtual assistants can customize their offerings based on their experience. So, digital marketers can become social media managers and marketing virtual assistants. Corporate administrative assistants or executive assistants can transfer their skills and become a general administration VA. Many virtual assistants also offer high-level specialized skills like website development, video production, course creation, accounting services, copywriting, etc. You can find a virtual assistant niche that fits your skills no matter your corporate career.

Your corporate experience is invaluable as a virtual assistant, so include it somewhere on your portfolio or website! Whether you include the actual work as part of your portfolio or list your expertise elsewhere, your previous jobs are relevant and essential to include when creating your virtual assistant business. 

READ: Can You Become A Virtual Assistant With No Experience

How to become a virtual assistant

1.       Pick your services and price them

When selecting the services you will offer, keep potential clients in mind. If you have niched down to a specific industry, research what needs that community may have. For example, if your previous job was working for a fashion and beauty company as a digital marketer, you may want to offer services that speak to that specific community. If you were an accountant for a tech company, they would have specific needs you can fill.

Then, it is time to price your services. The best pricing can be created by considering your experience, financial need, and the market rate for your services.

For example, if you want to make $75,000 per year, you must:

• Add around 20%-30% to that amount to cover your taxes, meaning your total income would need to be $97,500. (This is just an estimate. Speak to a tax representative to get a better idea of how much to add.)

• Decide how much you want to work. For this example, we will use 35 hours per week. So, if you want to work 35 hours per week and make $97,500, you will need to bring in $8,125 per month and about $55.75 per hour. This might not be how you price your services, depending on your skillset and the market rate for your services, but it can help you understand how to get your business where you want it to be.

2.       Figure out your systems

So you’ve decided what services you will offer and to what audience, now it’s time to ensure the customer experience is the best it can be. Select systems and software that will help you onboard clients, foster communication and collaboration, and get paid. There are many options to make your experience and your client’s experiences even better.

3.       Marketing plan

Now it is time to find clients. When creating your marketing plan, focus on where your clients are. Are they in Facebook groups for small businesses? Are they on Instagram marketing their own business? Are they searching “How to market my photography business?” on Google? Wherever they may be, meet them where they are. Start genuine conversations where you can be helpful and present yourself as an expert in your field.

Virtual assistant training

While all your work experience is transferrable to creating your online business, being an entrepreneur can be very different from the corporate experience. This is why it can be beneficial to hire a Virtual Assistant Coach. Coaches are usually virtual assistants that have figured out the secret key to success and are ready to help others find that same success. They help aspiring virtual assistants start their businesses, find their first clients, and set up processes that create exceptional client experiences. They also help established virtual assistants scale their business, increase their income, and build efficiencies to save time. 

Are you interested in hiring a VA Coach? Check out my new Coach for a Month program that begins on November 1st.

Mindset Tips for Aspiring Virtual Assistants

Building a positive mindset is the foundation for building a successful virtual assistant business. Being a VA can be difficult. You have to deal with many different deadlines, client needs, and client personalities. Managing all of these things can be difficult without a strong, positive mindset.

Here are seven mindset tips you can use as you build a successful Virtual Assistant business!

1.      Perfection is not the goal

Perfection should never be your goal. Goals should include words like growth, excellence, quality, or other descriptors. First, perfection is not obtainable. Second, it is a subjective term, so what’s perfect to you may not be perfect to others. Third, it also is a huge time waster. If you wait to provide a client with perfect work, you will either miss deadlines, work extra hours that aren’t billable, or burn out on your work. None of these are helpful when building your business.

Instead, work with your client to develop success indicators for projects and decide for yourself what success looks like for you in your business. For example, when posting something on social media, instead of spending hours cultivating the “perfect” post, think what your goal with the post and what is the minimum amount of work you can do to make that goal happen?

2.      Be ready to learn

It’s important to remember that you are worthy of success today, just as you are. It is equally important to remember that growth and learning are vital to building a successful business. Some of the best CEOs, VAs, and business leaders dedicate a large part of their day to education.

VAs and entrepreneurs are the leaders of their businesses. They drive strategy and make high-level decisions for themselves, their business, and maybe even their employees. So, gaining as much knowledge about your industry will help you make better and more informed decisions for yourself and your business.

3.      Reframe “selling”

It can be hard to sell yourself on social media and other marketing platforms. It can be hard to raise your rates for fear of losing clients. But really, your clients need your services. They need help running their businesses, and they are willing to pay you to help them. Instead of stressing about how to sell your services, think about your strengths and skills and how you could leverage them to help people succeed. Think, “how can I help people today?” instead of, “here is why you should buy from me.” They both might get to the same endpoint, but the first feels more authentic and takes the fear out of selling.

4.      Take risks

It’s important to take calculated risks when building your business. Calculated risks are different from other types of risks because calculated risks have been thought about extensively, and the consequences of success and failure have been measured. Hiring your first employee to free up more of your time or increase service capacity is a calculated risk. Offering discounts to return customers is a calculated risk. Without some level of risk, a business cannot grow or prosper.

5.      Release control

Whether you’re building a business or you already have a thriving VA agency, there will always be times when things don’t go according to plan. Whether a client doesn’t get you the deliverables you need to start a project, there was a miscommunication, or something else; it is essential to learn to remain flexible and pivot as obstacles arise.

6.      Be proactive

This mindset shift is one of the hardest to implement but one of the most rewarding. Basically, it means you should start taking action now. Before the moment is right, before you have a perfect website, before you’ve made a beautiful pricing list, before anything else, start taking action. Start connecting with people in your desired industry to learn more about their pain points and learn how to support them. Start calling, emailing, and messaging people to see if they need your services. Start researching your competitors to learn what they are doing right and what you could improve on.

Then take this mindset into the next phase of your business. Continue to take action and be proactive about getting and serving clients to the best of your ability. 

7.      Be a leader

Instead of working with clients like you’re their employee, treat yourself like a business owner. Teach your clients through actions that you are in charge of your own time, pricing, services, etc. Getting to this mindset involves getting rid of people-pleasing tendencies and gaining the confidence to own your worth, but it is a journey worth taking.

Implementing these seven mindset tips will help you set up your business for success! Work to get rid of perfectionistic standards and people-pleasing behavior while learning from others and being proactive about supporting yourself and your clients!

Do You Need A Website When You Begin Your VA Business

Do you need to website to start your virtual assistant business? The short answer is yes! The longer answer is that you will definitely need one in the very near future, but if you’re just starting, you may be able to get your first clients without a completed website.

Why you need a virtual assistant website

Build trust

A website is considered the norm for most small businesses now, especially those that offer digital services. A website can help you build trust between you and your potential clients, especially if it is well done.

Host your portfolio and testimonials

A website is a great place to host all relevant information for clients. This will be helpful when a new client comes to your website looking for the information they need. Instead of looking at your social media sites for testimonials, then to your Canva portfolio to view your services, and then to your Calendly link to schedule a call, they can access everything from the same spot. 

Build your brand

Your brand doesn’t only consist of your logo and brand colors. A brand consists of many things, including your voice, images, and overall brand personality. Your website is a great way to share your brand’s personality clearly. This will also help direct the right clients to you. Instead of finding out on the discovery call that they might not be a good fit for you, you can attract the right clients from the start.

Make your business searchable

While your social media channels are now search-engine optimized and accessible on Google, it is still essential to build an optimized website.

Options to consider before you build your website

If you’re in the process of building your website and need something to direct clients to in the meantime, here are some options. None of these are replacements for a great website, but they can help you get your first clients.

Social Media

This is a great option when you are just starting out and still trying to solidify your services and niche. You can follow other virtual assistants and business owners from your niche to learn more about how to market yourself and solve the pain points of your target community. Be sure to share your work and make it easy for a potential client to book with you.  

One Pager

Many companies allow you to make a very simple, one- or two-page website that acts as a landing page for your potential clients. It could host an about me page that includes your services, pricing, and portfolio and a contact me page that shows future clients how to get in touch with you.

Canva Portfolio

You can use your Canva portfolio as a website. Canva has a lot of portfolio templates you can use to build your own and share it with potential clients. Again, be sure to include a call to action or contact information, so clients know how to start working with you.

Must-haves for your virtual assistant website

Portfolio

When people are booking your services, they want to have an idea of what they will receive. It is imperative to have a portfolio that demonstrates the type of work you will be competing for clients. This can be its own page, or you can share your work throughout your site.

Services

Your client must know what services you offer. Whether they are all listed out on one page or whether you share more general information, like, “I will help you with administrative tasks,” or “I will assist your marketing efforts.” Either way, make it clear what clients can come to you for.

Testimonials

A website is an excellent place to house testimonials! It helps any potential clients trust you and your work. Sprinkle these throughout your website as proof of your experience and skills. If you don’t have any from virtual assisting clients, get testimonials from previous jobs or volunteer work to supplement until you have new testimonials.

About me

It’s important to build trust with potential clients quickly in order to convert them to clients. Your about me page can help you do this. Include information about you, how you work, your relevant experience, and most importantly, why you are so passionate about your work! Don’t be afraid to share your personality with potential clients!

Call to action

On every page of your website, there should be a clear call to action that shows potential clients how to book with you. Your website should give them the information they need to understand your offers, but its primary purpose is to make it easy for potential clients to contact you.

FAQs

This is a great opportunity to share the answers to questions you receive all the time. Does everyone ask you if you have experience with Adobe products? Do people ask you if you offer custom packages? Answer them here!

These are just a few examples of the content you could include on your website. Check out other virtual assistant websites to get some virtual assistant website inspiration!

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. 

How To Start Your Virtual Assistant Business In 2022

Have you been wondering about (or procrastinating) starting a virtual assistant business in 2022? If you’ve wanted to learn about a flexible home-based business, you can start as a side-hustle to your 9-5, or you’re trying to leave your dead-end job; becoming a virtual assistant might be the new career you need to think about starting. 

What Is A Virtual Assistant? 

A virtual assistant works remotely (usually their home) and performs administrative or technical tasks for an individual small business owner, online business, or corporation. A Virtual Assistant is an independent contractor. You are not an employee, and you are your boss, and you provide a specific or specific set of services.

The Key To Starting Your Virtual Assistant Business 

Starting an online business means starting with a blank slate. Just like a brick-and-mortar business, you are building from the ground up, and that means creating a solid foundation. 

Those essential foundations include: 

A Virtual Assistant Business Plan

Your business plan does not have to be something long and drawn out. However, you do need to decide, in detail, the goals of your business and how you want to see your business grow in one to five to ten years. You can even create your business plan to look like a vision board. The most important thing to remember is that you want to know what you plan to do, whom you want to do it for, and how you want your business to look in the future. 

Virtual Assistant Business Systems

Standard operating procedures exist for a reason. The systems you set up work together to run and automate specific tasks in your business. You will need a plan in place to onboard clients, off-board clients, market your business, and the day-to-day tasks it takes to complete projects for your clients. 

The Virtual Assistant Tools To Run Your Business

The tools you use to run your business are essential, from sending proposals and contracts to what you will use to upload your graphics to your social media. Pick the most cost-efficient and user-friendly tools you can. I wrote a blog post about the tools I use(used) in my business. I also have a freebie you can download below with over 70 tools to run your business. 

Deciding on Your Virtual Assistant Services and Rates

Knowing your virtual assistant services and rates is an essential first step in starting your virtual assistant business. Knowing what services you want to offer and how much you want to charge is vital. You can read this blog post about setting your virtual assistant rates. 

Branding Your Virtual Assistant Business

I attended a workshop recently and got a clear fundamental understanding of what it means to create a brand for your business. Your brand is what others think, say and how they feel about you; their perception of you. Branding is how you communicate your story, create connections, and build relationships and trust. Your brand identity is your logo, typography, color palette, photography, and graphics. So, take the time to create your brand identity before marketing your business. 

When Can You Start Accepting Virtual Assistant Clients

Once you have the above foundational systems in place, you’re ready to start accepting discovery calls and accepting clients! There is nothing wrong with getting started while setting up “some” of the foundational aspects of your business while you look for clients. At some point, some of your systems will cost money, so working with clients will help finance the start of your business.

No matter what you see and hear on social media, starting and sustaining a business is HARD. It’s not easy. And starting your business with every piece set up that you need cannot be done in thirty days unless you’re working on it 24/7, don’t have a 9-5, and don’t have a husband or kids that need your attention. There are times you will feel overwhelmed, confused, and frustrated. But you can succeed in setting up your business if you keep at it. You need a plan and a strategy, so nothing in the setup process is missed. Do your research first (Pinterest is great for that), so you’ll know how much time, energy, and money you’ll need to invest in your business.