How Does Your Virtual Assistant Keep Focused?

Keeping your focus while completing tasks can be one of the most challenging steps in your virtual assistance business. Since you are in the virtual world or thinking of becoming a virtual assistant, you might be thinking:

  • Who’s going to know (or find out)?
  • I’ll only be gone for ten minutes…
  • I can do it later…no one will notice!

That’s your biggest mistake right there.

Being able to keep your focus on one task at a time will allow you to prioritize a lot better, and finish the task at hand.

As I mentioned before, you should keep a notepad of all your goals or ideas you have for your business and produce these projects one at a time. Seeing your goals and/or ideas on paper will allow you keep that focus you first had when you thought of them and you will see your projects through.

Here is my challenge to you:

1. Write down 3 – 5 goals you want to succeed at in a time period…you decide. It can be one month, three months, six months or a year.

2. Focus on one of those goals for the time period you decided to choose.

3. Look at your goal every single day and think about ways you can achieve this goal throughout the day.

4. Tell someone! It can be your husband/wife, family member, friend, co-worker, mentor, coach, or even me! I’d love to hear how you do at this challenge.

5. Do not start another task until this is complete.

6. Finally, you should see the end result of your goal.

It’s an easy challenge if you are willing to focus and be aware of all the steps involved. This will take a lot of focus and it will also help you in your business as well with staying on top of the task at hand. I cannot wait to hear from you and help you see your goals through!

Looking forward to sharing many successes with you!

Trina Lamarche
Efficient VA

Want To Use This Article In Your Ezine or Website? You have my permission, as long as you include this complete blurb with it:
Trina Lamarche (Efficient VA) started her virtual career three years ago by helping launch and setup Business Services, ETC, a virtual assistance firm. After two years working for other people, she realized what she really wanted to do; become an owner of her very own virtual assistance business. In the past year, she has been working part-time as a ‘Virtual Assistant’s Assistant’ (a term she coined while working on client work one evening.) Always the overachiever, she decided to open a second virtual assistance company, Efficient Virtual Assistant (EVA), working directly with clients. Contact her at info@efficientva.com.

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Can A Virtual Assistant Be An Employee?

I saw this question posted at a forum I participate in and thought I’d share my answer here for readers too.

Virtual Assistants are self-employed operators, they are not employees. The VA industry has evolved with the growth of Networks (which are not employer companies) – networks of virtual assistant members who benefit through web site (directory) listings, referrals or job leads from clients, members benefit from existing advertising already in place (many of the networks are well placed in search engines) and they also provide a varied collection of other member benefits such as chat forums (which are great for 24/7 help desk type support), web hosting and web design discounts in many cases, coaching and mentoring programs, how-to books, and other things that will assist a VA in establishing his or her business.

These networks also attract an international membership, and are generally not country specific, so providing things that are employee-type benefits are not the usual practice. Again, I emphasise they are generally not companies and not employers. I have heard of one company that is set up to employ virtual workers (there may be others), but again this is not how the virtual assistant networks are set up. Networks do not employ virtual assistants, they assist the VA industry and their members.

Your membership fee is usually annual and is tax deductible, just as membership to any other industry based network would be for business operators, e.g. Accountants, Lawyers, tradies, etc.

Some Virtual Assistants sub-contract to other (newer) VAs which helps get them started, but again this frequently happens inside the VA networks where relationships have been built – they’re reluctant to outsource work to someone they don’t know and of whose abilities they have no knowledge. The forums inside the networks help to facilitate the relationship building.

I’ve added some links to VA networks or sites to help get you started if you’re looking for more information.

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Successful Partnerships – “How Do They Do It?”

by Karen Bowman, Professional Virtual Assistant & Owner, West Coast Way Consulting

www.westcoastway.com

and Barry Brown, Realtor, Century21 Mountainview Realty Ltd. www.barrybrown.ca

Most Virtual Assistant’s (VA) have an interesting story which led them to embark on this innovative, exciting and challenging career. The same can be said for those think-outside-of-the-box clients who choose virtual assistance over traditional business models. For the uninitiated, the fundamentals of how this unique relationship successfully works in practice can be a mystery. The story of what leads individuals down this path is only the beginning of the bigger picture of how a successful partnership is born.

Personal choices and a yearning for freedom breathed life into the idea of creating my own VA business. After the birth of our first child in 2002 and nearly 20 years spent working for employers in the private and public sectors my husband and I decided I would stay at home to raise our kids. My VA business provides the freedom we need to maintain my family as top priority. The recent arrival of our second child merely underscores the correctness of this choice.

My clients understand and respect my priorities. For the most part, they too are mothers, fathers, sisters and brothers. The dedication, reliability and commitment that I give my family are a basic part of my personality. Therefore, my clients can also expect to get 110% from me when my time is theirs. As a VA, I not only market my expertise, but I also have to sell myself. Clients are looking for a reliable and trustworthy one-on-one relationship to provide the services they need.

Barry’s story began when he decided to shift career focus from co-owner of Century21 Mountainview Realty Ltd. to providing full time real estate services to his clients. “I have always thoroughly enjoyed the Real Estate business and wanted to get back to listing and selling homes. Working with more people and doing less administrative work was my first priority,” says Barry.

Barry’s participation in the interview for the previous article provided him with insight into how a VA would be a perfect fit. After working with me over the past few months, Barry now adds, “I knew I would need some form of assistant to help me recharge my real estate career. A Professional Virtual Assistant seemed the best approach because I could have an assistant work for me when I needed them versus having a full or part time employee available on their schedule. Karen completes urgent tasks as soon as possible and then works on other tasks when she has available time”.

“Karen is also a big part of the marketing team of the Arrow Lakeside Resort & Marina on the pristine Arrow Lake. We are marketing 59 waterfront condos situated right on the crystal clean waters of the Arrow Lake. Full ownership, fractional ownership, rental pool, and boat pool are some interesting options at this exciting resort property. I look forward to completing the sales of Phase One and then marketing Phase Two with Karen’s help.”

My particular business model offers an extremely flexible schedule. Clients provide ongoing as well as project-based tasks and assign a required time and date of completion. I commit to meeting or beating that time-line. However, when I schedule my time is ultimately my choice. With an infant in the house, it’s not unusual for me to be alert and active throughout the night. My clients are just as likely find their work getting completed during the middle of the night as any other time of the day. This approach works best for me and at the same time, benefits my clients greatly as I am ultimately available to each client for more hours.

Working with Realtors can be particularly challenging as they too don’t adhere to a “normal” schedule. Our partnership succeeds because they can count on my flexible approach to provide services outside of regular working hours. Real Estate is an industry where impressing clients with superior service quality is crucial to continued success. Barry is able to approach his business with confidence that he can e-mail me details for a listing after a late night listing meeting and know that it’s entirely likely the client will see their listing up and running before the next morning.

In my previous article, Barry expressed concern over how a virtual relationship would work in practice; he now has this to say. “Karen has the ability to work late at night or early mornings to make sure that new listings are online in a very short period of time which makes me look professional and prompt.  I don’t have to worry about an employee leaving at 5:00PM and not seeing them again until 9:00AM. A Realtor’s schedule is all hours of the day and a Virtual Assistant can be there at those odd hours to help out.”

There are consistent tasks related to listings, closings and other administrative duties that must take place on specific days throughout the process. I think Barry would agree that the biggest challenge is perfecting efficient processes and procedures to ensure that I’m receiving all necessary information to complete these tasks. However, as we perfect each process, with the click of a mouse Barry can apply a plan that automatically generates tasks he knows I’ll handle. This ability to delegate administrative duties to me in lieu of continually contacting me with each item keeps Barry’s focus firmly on his clients.

Barry has this final thought for the mid to high producing Realtor to consider. ”A busy Realtor will have many listings and closings. Karen gets all the listings online and follows through the transaction to make sure it completes on time and hassle free. That gives me more time to spend with clients, listing and selling homes.”

Virtual Assistance is an adventure and a journey. Whether you’re the VA providing these cutting edge services or the forward-thinking client looking for a new and more efficient way to do business, when you meet, the story has only begun. As the VA and their client begin a new relationship, the How, When, What and Where are just details along the path to a successful partnership. If you’ve decided on Virtual Assistance, you’ve already figured out the Why.

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Service Quality Increases as a New Approach to Real Estate Services Emerges

Service Quality Increases as a New Approach to Real Estate Services Emerges

By Karen Bowman, Owner, West Coast Way Consulting

www.westcoastway.com

According to a recent article published in The Globe and Mail, the central bank announced on January 16, 2007 its key interest rate would remain unchanged at 4.25%, and gave no indication about any move up or down any time soon. As we enter 2007 this may give buyers additional confidence resulting in more business for real estate agents. The nearly Canada-wide real estate boom has seen realtors scrambling to keep up with client demands.

The competition within the real estate arena to stand above the crowd by providing the ultimate in service quality has given birth to the Real Estate Virtual Assistant (REVA). With the rising costs of employee benefits, office space, equipment and supplies, the REVA is well positioned to provide the services that help a busy realtor to stay competitive.

I recently sat down, virtually of course, with three realtors from the local Century 21 Mountainview Realty Ltd. office to discuss the differing perspectives on in-house full time support, virtual support, and going it alone. Century 21 Mountainview Realty Ltd. has been one of the highest producing real estate offices in the West Kootenays of British Columbia over the past 10 years. Since 2002, their office sales have increased around 47%.

Derek Sherbinin, Realtor, (www.sherbinin.com), born and raised in South Slocan on the outskirts of Castlegar, began selling real estate at 21 years old. Just 14 years later he has transitioned from co-owner to full ownership of this agency. He has consistently received Outstanding Achievement Awards and maintained the highest Century 21 Award in Canada from 1996 through the year 2006. He has employed a full time, in-house assistant since 2001.

Barry Brown, Realtor, (www.barrybrown.ca), in real estate for 19 years and a Castlegar resident since 1980, recently shifted his focus from co-ownership to offering full time real estate services. His extensive credentials include Licensed Real Estate Agent, Licensed Real Estate Broker, Licensed Mortgage Broker, and a Business Diploma. Barry loves real estate and is excited at the prospect of shifting his focus from company goals to personal goals. By increasing production levels, he plans to be among the Top 3 Producers in Castlegar. To date Barry has not required a personal assistant. However, with the increased production levels and without the benefits of office support staff, he is investigating the possibility of an assistant.

Tom Leckie, Sales Representative (www.castlegarhomes.com) was also born in Castlegar and after a sojourn of 16 years in Alberta, returned home to begin his real estate business. Tom has been licensed as a Realtor for over 13 years.

Tom’s standing is Masters Ruby with the Century 21 Canada Masters Program. Committed to Real Estate and to ‘Going the Extra Mile’ for his clients, Tom recently contracted my services to assist with a specific marketing project.

The round table discussion that follows revealed some interesting, and sometimes surprising, insights.

Question All: What are your top two time savers and top two time wasters?

DEREK – Time savers are my personal assistant and my contact database management software. Time wasters have been unqualified buyers and a good majority of email inquiries.

BARRY - Time savers are my phone (Treo – like a blackberry) access to calls and e-mail anywhere in the world and my home office. Time wasters would be website work and making marketing materials.

TOM – A time saver is trying to qualify buyers and short listing their wish list before taking them out. Time wasters are the computer and going out of my trading area to try to sell a house.

Question All: Are there tasks that a virtual assistant could perform that would free up your time to spend on “money making” tasks?

DEREK – I already have an assistant doing this, but a virtual assistant could do some of the same tasks.

BARRY - Absolutely, website management, brochure development, listing entry, answering information request e-mails. Listing Updates with Clients.

TOM – Yes, there are some tasks, but sometimes you may lose connection with certain clients’ needs because you passed certain tasks off.

Question Derek: How long have you had an assistant and what made you decide to employ someone in this role on a full time in-house basis?

DEREK – My business expanded to a point that I could not handle all the business that was coming my way AND allow me to do as thorough of a job as I had done in the past, which got me to where I was. I either had to slow down and turn business away, or get an assistant.

Question Derek: What impact is there on you and your clients when your assistant is unavailable due to illness, vacation, evening or weekends?

DEREK – A large impact. My clients find that if I am not available, my assistant is always there to help them. They come to rely on my assistant as part of my service. I tend to have to fill in for her, doubling my workload. This is where a virtual assistant would be a very good solution.

Question Barry: How does not having an assistant (full time, part time or virtual) affect your business?

BARRY - I will be doing all the things I mentioned previously when I should be trying to find homes for buyers and listings for my own inventory.

Question Barry: What would be considerations for enlisting the help of a VA for a project or on a longer term basis?

BARRY - I am definitely going to hire an assistant of some sort.

Question Tom: What were the deciding factors for you in choosing a VA to help you with your marketing project?

TOM – Because I choose not to spend a lot of time on the computer, it was good for my client to have a VA put together a professional package on what this property has to offer.

Question Tom: How did engaging the services of a VA assist you?

TOM – It made me look good to my client and I did not have to devote a lot of time to a top notch final product.

Question Tom: Based on this experience, would you use the services of a virtual assistant in the future?

TOM – Yes, it separates a presentation put together by a VA from something I could do. In other words, it’s Professional vs. Non-Professional.

Question All: What would be some of your concerns with having a virtual assistant help with your business?

Derek – Dealing with paper. Sending letters that need my signature, scanning documents, being able to explain tasks in person and being able to sit down with the my assistant to train. An in-house assistant would be required to spend the time assigning and explaining specific tasks to a virtual assistant, therefore having the need for multiple assistants. This would be fine as long as the Realtor’s volume is high enough.

BARRY - I think the whole work at home thing is difficult for me when I am used to being in constant contact with an “employee.” Am I getting charged 4 hours for 15 minutes of work?? Sometimes I need a quick job done (15 mins) do I get charged a minimum?

TOM – One concern is cost. Another would be losing that little bit of hands on with your clients.

Question All: Do you have any final comments or advice for realtors or aspiring Real Estate Virtual Assistants?

Derek – You make your money listing and selling real estate. Simple as that. If your assistant can do tasks for you that will give you more time to list and sell, you will make much more on an hourly basis than you will be paying your assistant. It works.

Barry – I think every mid to higher producing Realtor could use a VA and spend more of their time producing at a higher level. I think VA’s should be talking to Realtors that don’t have a VA and selling their services directly to them.

Making use of a qualified virtual assistant is one option that is gaining popularity. With the flexibility offered by most professional virtual assistants, a realtor can easily manage the options to best fit their business model and goals. Providing the highest possible level of service quality is essential to the success of realtors especially since a percentage of their business is from word of mouth referrals.

Working with realtors offers an ever-changing, challenging, and rewarding experience. Virtual Assistance is still in its infancy as an industry, but the knowledge of our existence and expertise continues to spread. With a solid foundation of trust and respect between a Virtual Assistant and their client, a successful, long-lasting partnership is often born.

I’d like to thank Derek, Barry, and Tom for carving out some valuable time to share their insights with realtors and virtual assistants.

Postscript: Following this interview, Barry Brown (www.barrybrown.ca) contracted my services as his Professional Virtual Assistant. He has enthusiastically agreed to participate in a follow up article depicting “A Day in the Life” retrospective.

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Why Are You Doing Everything Yourself?

When I coach my entrepreneur clients, one problem I often see is that they’re not taking enough time to market and grow their business.

It’s not that they don’t understand the value of those efforts, or they don’t want to make the time. It’s that they’re simply trying to do too much by themselves. They’re so busy running their business that they’re not working ON their business.

Are You Spending All Your Time on the Little Stuff?

Owning your own business requires wearing a lot of hats. But it seems that when many people leave their jobs to “go solo,” they think they must work completely solo as well. They insist on doing everything themselves — even tasks they know darn well they’re not good at.

They try in vain to design their own Web sites and brochures, write their own sales copy, process their own orders, manage their own mailing list, personally respond to every customer call and e-mail, ship their own products, and more. Pretty soon they’re running around like that proverbial headless chicken.

What eventually happens is their love for their work— the reason they started their own business in the first place— drowns in a flood of administrative trivia. Suddenly one morning they wake up feeling burnt out and without that positive, creative energy they used to have.

When this happened to me a few years ago, I was lucky to learn about virtual assistants (VAs). VAs are freelancers who take care of all that “busy work” for entrepreneurs like us. Because VAs are independent themselves, they work on an as-needed basis from their own homes or offices, saving you the cost and hassle of hiring a regular office assistant.
I now have two VAs — Liz, who lives in Boston, and June, who lives in Georgia. And I can’t live without them!

What Could YOU Delegate to a VA?

During next week, keep a log of all your activities. Then sit down and review it. Decide which activities are truly ones that only you can do and which you can delegate.
For example, here are some of the tasks I delegate to my VAs:

  • Responding to customer e-mails and phone calls re. downloading my e-book.
  • Scheduling business and personal appointments and interviews.
  • Bookkeeping: invoicing customers, receiving and paying bills, reconciling bank statements, tracking expenses and tax records, working with my accountant. (This was my favorite to delegate — I despise this stuff!)
  • Internet research and fact checking
  • Planning my travel for speaking engagements and seminars
  • Maintaining my e-zine and customer mailing lists
  • Managing my e-zine ad sales
  • Handling registrations for my teleclasses/workshops
  • Maintaining my Web site (copy edits, additions)
  • Creating sales reports
  • Shipping customer orders
  • Submitting my articles to other publishers and article sites
  • Placing ads in publications and at Web sites.
  • Formatting e-books and creating PDF files
  • Designing PowerPoint presentations

And I don’t stop there. Liz and June have also been happy to help me with personal stuff like researching vacations, purchasing client gifts, and reminding me of birthdays and other important dates. Thanks to these two amazing gals, I save my time and energy only for my “genius work.”

Worried You Don’t Have the Budget?

The good news is you’re not hiring your VA full time. A VA only charges you for the hours she actually works. Although VA rates may be more than you’d pay an administrative employee (usually $30-50 per hour), you don’t have the added expenses of employee benefits, office space, and equipment. You’re also getting someone who has years of experience, who loves what she does, who already has her own desk, chair, computer, software, fax, phone, stapler, and pens, and who’s ready to leap in and start work as soon as you are.

Keep in mind that having a VA will IMMENSELY free up your time to focus on the stuff that matters: marketing and growing your business, developing bold new product ideas and income streams, and servicing your larger clients. You’ll think much bigger and will have much more creative energy.
Look for a VA That Matches Your Needs

If you’re looking for a long-term partner who is committed to helping you succeed (and I was), look for someone who’s graduated from a VA training program such as AssistU (www.AssistU.com). That’s where I found both Liz and June, and I highly recommend it. Another resource is the International Virtual Assistants Association. (www.ivaa.org)

Don’t wait until it’s too late! Most of my clients put off hiring a VA until they “hit the wall.” Things like overdue bills, a messy office, late projects, and unreturned phone calls add up until their business almost collapses.

Take action NOW and at least learn more about getting some help. It will be a big relief, I promise!

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