ReAnn Rothwell’s Money Saving Ideas, Tax & Organizing Tips

Are you one of the many business owners that need help with your paperwork? Instead of doing it all yourself or hiring an in house employee, a Virtual Assistant may be your solution! 

Virtual Assistants (VA’s) are Independent Contractors who specialize in helping their clients-often other self-employed people-with basic administrative work or various specialized tasks based on the Virtual Assistant’s unique skills and experience. Virtual Assistants work from their own offices, using their own equipment. Virtual Assistant’s and their clients communicate with one another via email, instant messaging, phone, fax, and/or snail mail. With just a little technical savvy on your part, often you can work with a Virtual Assistant on the other side of the country just as easily as you work with a Virtual Assistant in your own home town!

Things You Will Need:

• Internet access
• Fax Machine
• Paperwork that you would rather not do
• Ideas of what to do with the time you have for yourself - You will now have more time to build clients, sell products or services, write more and supercharge your business, which means more money and more success!

Things You Will Need to Consider:

First, take an inventory of your office or workspace.  Are you doing more paperwork than you would like and would prefer to spend your time on the things that bring in real income? Maybe you need help but not enough to go through the expense and hoops of having an actual in-house employee. Most Virtual Assistants can be contracted to work 10, 20 or 30 hours per month. Take an inventory of your paperwork, billing, bill-paying and other administrative tasks. Make a list.  Can you put your own time to better use?

Next, settle on how much work you feel you can delegate successfully. Figure out what needs to be faxed, emailed, or snail mailed to your Virtual Assistant. Think about the amount of time it would take you to accomplish these tasks and what amount of time you feel you need to contract your new assistant to do them for you. Are the tasks day to day on-going type of tasks or more one-time project work related? A little of both? Perhaps you need more hours in the first several months to get your paperwork caught up and then can settle for a smaller number of hours to keep things going.

Now, generate a wish list. What are all the types of services you could find useful from your Virtual Assistant? Keep in mind services that you may need in the future as your business grows.

Begin to research what services different Virtual Assistants can offer. There may be services that you will find will help you that you have not considered so far.  (See for example my Menu of Services page.)  Do you need more help with accounting and taxes? Or do you need some one who can run errands and pick up your laundry? Or would you prefer some one who can make your travel and vacation plans?  Ask friends and colleagues for referrals. Look online.

Contact each Assistant you are interested in and set up a call to discuss your needs and what package or rate plan will best suit you.  Get a feel for not just the services and rate plan but the personality of the person. Is this a person you feel comfortable and relaxed with regarding not only your business needs and but also your confidential business information?

A Virtual Assistant should have a professional website: it is their virtual ‘office’. Check out the website of the person you are considering. Do they pay attention to detail? What services do they offer? What is their availability? The website should state upfront the rates, payment plans and even a sample contract. Also, it should include something about the person including how long they have been in business and some samples of their work.

Have your new Virtual Assistant send you a contract that clarifies your agreement. Look over your contract carefully.

Note: If you can’t see a Virtual Assistant as your partner in business then you need an employee because a Virtual Assistant is not your employee. If you need a boss & employee relationship then you need an in-house employee not a Virtual Assistant.  By working with a Virtual Assistant you gain a partner in your business or projects, a better way to manage or maintain your business or projects, a more balanced life, the ability to focus on the more important things that you want to do. Delegate tasks to a Virtual Assistant that you don’t have time to do to: focus more on your clients/ business/ family etc.

Tips & Warnings from eHow

• If you have a hard time deciding between Virtual Assistants, go with the one you enjoyed speaking with the most. Business skills can be learned much easier than personal skills.
• Remember that you are contracting a Virtual Assistant for his or her time, and not hiring an employee. There is a difference - You pay a Virtual Assistant for the time upfront and use it during the month to best suit your needs - an employee spends a set amount of hours to physically be there to do your work, then you pay them for the time in your office.
• Virtual Assistants will bill you only for the time actually spent on your work, not for breaks, vacation time and sick days. And being professionals, they tend to work faster than an average employee, so you may not need as many hours as you think each month. Better to start with less hours and build as you need them.
• Communication with your Virtual Assistant is always the key to the best results. Be proactive and give your Virtual Assistant a few days to get your projects done so the Virtual Assistant doesn’t end up rushing all your work.
• Do not be sticker shocked on “hourly” rates. Virtual Assistants pay for all their own taxes, office space and equipment. And again, they work faster than your average employee who you pay for break time, vacations and office chit chat.
• Do not be afraid to use a Virtual Assistant located in another state or country. These Assistants can do the same job from “Virtually” anywhere!

See also 5 Tips for Outsourcing to a Personal Virtual Assistant