Beginner Virtual Assistant - 1.0 - Virtual Assistant Set Up

"I saw you when you were invisible." ~ Princess Diaries

The above video is the foundation for the entire network. Even though my site look has changed, the content and tips are still valuable and true. Mindmap for discussion can be found here. (You will need the Freeplane program to see document. Free version here)

Overview - Module I: VA Set Up: Getting Started

Personal Assistant or Virtual Assistant
Virtual Assistant Rates
Invoice / Time Tracking
Payment Options
Business Address / Home Address
Phone
Office / Work Space
Accounting / Business Registration
Picture
Internet Connection
Confidentiality
Communication
Expectations

MODULE 1: VA SET UP: GETTING STARTED

2. Personal Assistant or Virtual Assistant

Will you be a Personal Assistant or a Virtual Assistant?
Difference?
- Personal Assistant – handles the day to day items for a client
  - Regular Tasks Include: calendar, phone appointments, personal follow up with business owner’s clients on the owner’s behalf, duties as assigned etc.
  - Communication is in person, phone and email
  - Confidentiality is VITAL
- Virtual Assistant – handles specific tasks for a client.
  - Often the work is done virtually
  - Communication is via phone and email
  - Specific Tasks: pre approved tasks (by both parties), updating, posting, adding information, information creation, etc.

2. Confidentiality is VITAL

* BONUS! - Checklist Virtual Assistant or Personal Assistant Click Here

a. Part Time / Full Time

How many hours per week can you commit to working with your VA clients?

Part Time to Part Time to Full Time

The way I started, and I have seen many other VA’s successfully create their VA business is, we each had a part time “job” and did our VA business on the side.

Within 6 months I had a waiting list of clients, and then began the transition out of my part time job to working my VA business full time.

Ninja Tip: Be sure that if you leave your Part Time job to launch your VA business that you leave in excellence and integrity. As a matter of fact, the boss for my part time job that I left is still one of my monthly clients!

b. Hours of Operation

Consider what your office hours will be.
Will you only be working when your children are at school?
Will you work in the evenings and weekends?
Even if you work late, will you speak to clients during those times?
Will you send emails and handle phone calls in the evenings and weekends?

The answer to these important questions will give you a guideline of how you can best help a client. For example, you don’t want to be hired by a client who wants you available at 10 PM in the evening, when your availability ends at 4 PM.

c. Find a Niche and OWN IT!

Make a list of what administrative, marketing, social media, etc. skills that you are EXCELLENT at (or can learn and implement well).
What tasks and responsibilities do you LOVE to do?
Finding the right client
Think of past employers or business associates that you LOVED to work with
Think of past employers or business associated that you DID NOT ENJOY working for.
Consider industries that you know well (many details of)
For example: banking, healthcare, paralegal, marketing, social media, etc.
Do you want to work with only a certain industry? Only mortgage brokers, etc.

1) Once you Find Your Niche

Continue to Study and Learn as much as you can about the topic and trends in that industry.
Be the best you can and ALWAYS learn something new!
Avoid the word “expert” when you are just starting out

2) Don’t Rush

Don’t rush to get your domain, website, etc.
Use your LinkedIn profile as your main hub until you are comfortable with what you are going to offer clients
I waited almost 2 years until I got a website. I had my domain point to a small local networking group and was easily changeable. (which could easily change).

3) Your Focus May Change

You may begin to see a pattern in what your clients are asking for.

Be flexible and adjust your offerings and services accordingly.

**BONUS! - Find the "Find Your Niche Checklist" here

2. Virtual Assistant Rates

Depending on your niche and area, virtual assistant rates can be from $25 to $65 an hour.
A personal assistant rates in the Raleigh market was more towards the $30 an hour range.
A new VA with newer clients and few results $20 to $30 per hour.
An experienced VA with multiple clients and trackable client results can be anywhere from $40 to $65 an hour.
Some VA’s package their rates (have clients purchase x amount of hours, and they offer a discount for the more hours they purchase).
Some VA’s offer a package of services (i.e. 2 blog posts, 3 event postings, etc. for x of dollars).
To determine a package rate:
1. Determine the amount of time the tasks will take YOU (not the client) to complete
2. Offer a discount for the package.
3. The larger the package the larger the discount.
Keep in mind when calculating your rates to take into consideration that you are responsible for your own taxes. (See Accounting / Business Registration below for more information).

3. Invoice / Time Tracking

You will need to determine if you want to be billed under your Social Security number or your Tax ID number. (See Accounting / Business Registration below for more information).
Invoice: It is imperative that you have a good invoice program that you can track the amount of income received for your business.
Many of these programs offer a free online version for a small limited number of clients. (There is usually
1. Fresh Books - https://www.freshbooks.com/
2. Ronin App - https://www.roninapp.com/
3. Quickbooks - quickbooks.com
Time Tracking: can be done with free online programs as well:
1. Online Stopwatch - https://www.online-stopwatch.com/
2. Ronin App - https://www.roninapp.com/
3. Harvest App - https://www.getharvest.com/

Please remember something very important. Only bill for the time you are working for the client. Please don’t bill for “15 minute increments” at a time if you are going to track your time for email correspondence, phone correspondence, actual work done, invoice generation, etc.

4. Payment Options

If you are going to accept credit cards, Google Checkout (https://checkout.google.com/ ) or paypal (paypal.com), you will need to set up an account for each of these. Note: Be sure to verify the amount of fees required for a transaction.
https://squareup.com/ - SquareUp.com allows you to accept credit card payments through your smart phone with a plugin attachment in the shape of a square.
You can also link these accounts to your business checking account if desired.
Some Virtual Assistants have the clients wire money directly to their bank account (ie. Quickbooks)
For myself personally, I have my personal account at one bank and my business account at a separate bank. This allows me to keep everything separate and clean for my CPA at the end of the year.
Some clients still choose to pay by check (this is especially true of non profit organizations).
If you will be receiving checks for payments, you will need to make sure you have a business account set up, or have the checks made out to you personally.

5. Business Address / Home Address

Something very important to consider is when you register your business is are you going to use your home address or a PO mailing box?

When I first started I used my home address, and because so much public information is online these days, I was often solicited via mail at my home address.

As my business grew, I purchased a post office box at a “Local Postal”. Another option is a “UPS Store”, “Mailboxes, etc.” and have my mailed delivered there. This has brought a more professional look to my business AND kept unwanted solicitation from my personal home residence.

NINJA TIP #1:

If you choose to get a local post office box, be sure to verify your new mailing address before purchase. You want to make sure it is a SUITE number and not a PO Box.
For example, our current main office mailing address is:
- AssistantAngel – Team of Virtual Assistants
- 272 Dunns Mill Road, Suite #209
- Bordentown, NJ 08505
Often online directories will NOT allow PO Boxes in address.

NINJA TIP #2:

If you live in a smaller town, it may be beneficial to have you get a mail box in a larger city for marketing purposes. I know some people that make sure they have a mailbox in their targeted market area.

NINJA TIP #3:

Google now allows you to hide your home address for your business. This is a great resource when you are just starting out and want to still have a google presence.
- It is called a “Service-area business” on Google. Details here: https://support.google.com/business/answer/3038163?hl=en

Opportunity for Growth
- Due to family circumstances, my family relocated from North Carolina to New Jersey in 2013. I had a thriving North Carolina VA business at the time.
  - I was able to seamlessly move my business up north with no interruption in service for my clients.
    - Lots of late nights!
  - By updating my Google presence I was able to continue my business outreach in a new state with a new audience.
  - ALL of my clients from North Carolina stayed with me during the transition.
  - 95% are still current Assistant Angel clients. I am very proud of this – we work hard to maintain amazing client relationships with our clients.

6. Phone

Will you use your cell phone or your land line?
Will you choose to have a google voice number google.com/voice where voice messages can be emailed and texted to you?
Reminder: Put your desired response (email / phone) on your voice mail. For Example, I ask people to send me an email on my voicemail if they need me faster, because I am more email accessible than phone accessible.

7. Office / Work Space

You are going to want to make sure you have a designated area to work. For some VA’s, they start working on the dining room table. For others, they have a corner of a room in their home. Regardless, make it a space that is completely yours, during the time you are working there.
Make Sure You Have
- Adequate Lighting
- Computer – with all cords, wifi capability, etc.
- Phone
- Pens / pencils / notebooks
- Calendar close by (online and off) more later
- Client Files
SMILE!
One of the challenges of being a VA is getting distracted, as I focus on my work space, embrace it and SMILE, I remind myself to stay focused on the task at hand!

Environment
- You want to get the most out of your workspace, so be sure to consider the following (if it helps you focus)
  - Classical Music
  - Candles
  - Limit your Distractions!

8. Accounting / Business Registration

Be sure to consult a tax professional about whether to set up your business as an LLC, sole proprietor, etc.
- Entities: Sole Proprietorship, Partnership, LLC
- Find a Small Business CPA (full disclosure: I did not find my CPA here, just a good resource).
- Find Local CPA
Business Registration: Does your state require business registration?
- IRS: State and Federal Business Registration
EIN Number
- Depending on what your tax professional recommends, you will want to set up a EIN (Employer Identification Number). The EIN is a 9 digit number assigned by the IRS.
- Read more here: https://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/Employer-ID-Numbers-EINs

9. Picture

Professional Picture - True story, my niece took this picture!

Be sure to get a good picture taken of yourself. You don’t necessarily need a professional picture, but you will need to display your personality, confidence and approachability in a photo. Remember this, companies will be turning over their most important possession – their business to you…represent that well!

10. Internet Connection

You will want to make sure you have a powerful internet connection.
If you choose to work from home be sure that you have a powerful DSL or cable connection.
In addition, if you choose to work in places with free wi-fi (i.e. coffee shops, etc.) be sure to consider the security of your information as well as the noise level for making phone conversations.

a) Internet Security

You will also want to make sure you have a good internet security program to protect your information and not allow any virus’ to compromise your computer or laptop.
In addition, have a plan in place to back up the hard drive on your computer on a consistent basis so your documents and information are not lost.

b) Browser Options

Depending on what kind of work you are doing for clients you will see a few web browsers as the most frequently used:
1. Firefox.com – this is a web browser that is based on cloud technology. Most programs run on Firefox.com
2. GoogleChrome.com – this is Google’s browser, it is very good. It does get overwhelmed if you use too many windows simultaneously and does crash.
  1. I personally go between Firefox and Chrome for my clients work.
3. InternetExplorer.com – this is the oldest of Browsers and most web developers will tell you it is the most fickle.
  1. Keep in mind that some client programs may be made to interface ONLY with Internet Explorer (IE), so you will want to be familiar with it.
4. Safari.com – this is the default search browser for Apple products
Keep in mind that any online work you do for your clients (blog, event, website work, etc.) should be checked on all browsers to ensure accuracy.

c) Software

Many clients utilize Microsoft Products: Microsoft Office: Word, Excel, Access, PowerPoint, Publisher
Is there a certain program you will need for your clients?
1. Certain industries have certain programs that are stable in their industry (i.e. real estate, mortgage, design, etc.)
Does your client use a MAC or a PC?
NINJA MOVE: Bookmark: Dictionary.com so you have access to correct grammar

11. Confidentiality

The most important thing you can do for yourself and your clients is to honor the confidentiality of any and ALL information pertaining to your client.
Keep in mind that your clients will be turning over the “heart of their business” to you, as a VA. You must respect this boundary.
If passwords are given to you, be sure to encrypt them for security purposes. Here is a link for some of the top Encryption Software (https://encryption-software-review.toptenreviews.com/)
In order to have a successful VA business you will have to run your business with integrity, ethics and confidentiality.

12. Communication

Which way do you communicate best? Email, Telephone, Text, etc.
Consider which way you want to communicate with clients.
Consider which way you want to have your clients communicate with you.
I would recommend a combination of both phone /email.
- It is best to confirm phone conversations via email so everyone is on the same page and can refer back to the email in the future.

13. Expectations

It is VITAL that you communicate clearly the expectations you have of the client, and the client has of you.
One way to achieve this is to have the “Client Bill of Rights” signed along with the contract and first payment.
Clarify the clear goals up front.
The sooner the expectations are clarified, the better for both parties.
Clients respect boundaries in your business, just as they respect boundaries in their business as well.
NEVER Assume anything with a client, always get everything in writing, for the benefit of both companies.

Here are shortcuts to each of the Trainings:

If you find some cool shortcuts that you want to share with the community, here is our Cool Tools section! I update this group with information from all of us!

MOST OF ALL...HAVE FUN!

This is an investment in you! Take your time and learn in a way that works for you!..Ready??

So buckle up...and let's get started!

~ Angel

Where would you like to go next?

Beginner VA - 2.0 = VA Solutions: Google Products

Beginner VA - 3.0 = Virtual Assistant Springboard

Beginner VA - 4.0 = New Client Checklist (Detail Steps with Docs)

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