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So You Want to Work With a Virtual Assistant? 10 Things You Need to Know Before You Search for a VA
So You Want to Work with a Virtual Assistant? 10 Things You Need to Know Before You Search for a VA
1) Have a good understanding of what you want the VA to do for you before you search. Keep an ongoing list next to your desk of responsibilities you really want to delegate. List those items which keep you from doing the work you enjoy.
2) Prioritize that list. Break the list down to three categories: Items which should have been done yesterday; those which need to be done this week and those which can wait until next month.
3) Decide how much your budget will allow to contract with a VA. If you can spend $200 a month then stick to that budget.
4) Post a request for proposal (RFP) on the Virtual Assistant Forums for free. (This is the premier virtual assistant forums website. VAs are not charged for services here, so the site is open for all VAs and business owners with diverse backgrounds.) Make your RFP as detailed as possible and do not forget to include your website address and alternate email address. Most VAs will research your business online before posting for a position so any information you offer ahead of time only helps to weed out those who may not meet your needs.
5) Give a timeline as to when your request for proposal response has to be submitted but give a fair amount of time to respond. Anyone who is really interested will respond right away but it does take time to reply properly to RFPs as they are often customized to clients' needs. Specify what you want the VA to send you in the first pass…i.e., links to sites, blogging samples, graphic samples, articles, etc. It is not necessary to ask for a resume. This is not an employee-employer situation. A VA is a business owner as well.
6) Ask for testimonials. And by all means ask for feedback on the VA's work and turnaround time.
7) If you know someone who uses a VA, then ask for a referral from that colleague. Many VAs handle multiple clients. If you like the work you see, then this can be indicative of a VA you might wish to work with.
8) When you have decided upon the right person for the job, expect that in the beginning you will need to 'hand over' passwords and usernames and business information to get started. Be sure that your VA has a confidentiality agreement. You will need to open up your business to another person with whom you have never been physically introduced. Trust will grow over time.
9) Review the service contract needed to begin and return back to the VA in a timely fashion. If you are not in agreement with something in the contract, say so upfront.
10) Communicate…communicate…commun icate…Set aside time during the work week to answer your VAs emails and questions. The faster you return your replies, the faster the work will be completed. Share ideas…send your VA articles and blogs which spur conversation and brainstorm to grow your business. Suggest that the VA read online newsletters or mail her/him publications which are related to your business.
You will have more time to do the work you enjoy. You can focus on your business plan. Best of all you can partner with someone who has an interest in the growth of your business.
Janine Gregor
1) Have a good understanding of what you want the VA to do for you before you search. Keep an ongoing list next to your desk of responsibilities you really want to delegate. List those items which keep you from doing the work you enjoy.
2) Prioritize that list. Break the list down to three categories: Items which should have been done yesterday; those which need to be done this week and those which can wait until next month.
3) Decide how much your budget will allow to contract with a VA. If you can spend $200 a month then stick to that budget.
4) Post a request for proposal (RFP) on the Virtual Assistant Forums for free. (This is the premier virtual assistant forums website. VAs are not charged for services here, so the site is open for all VAs and business owners with diverse backgrounds.) Make your RFP as detailed as possible and do not forget to include your website address and alternate email address. Most VAs will research your business online before posting for a position so any information you offer ahead of time only helps to weed out those who may not meet your needs.
5) Give a timeline as to when your request for proposal response has to be submitted but give a fair amount of time to respond. Anyone who is really interested will respond right away but it does take time to reply properly to RFPs as they are often customized to clients' needs. Specify what you want the VA to send you in the first pass…i.e., links to sites, blogging samples, graphic samples, articles, etc. It is not necessary to ask for a resume. This is not an employee-employer situation. A VA is a business owner as well.
6) Ask for testimonials. And by all means ask for feedback on the VA's work and turnaround time.
7) If you know someone who uses a VA, then ask for a referral from that colleague. Many VAs handle multiple clients. If you like the work you see, then this can be indicative of a VA you might wish to work with.
8) When you have decided upon the right person for the job, expect that in the beginning you will need to 'hand over' passwords and usernames and business information to get started. Be sure that your VA has a confidentiality agreement. You will need to open up your business to another person with whom you have never been physically introduced. Trust will grow over time.
9) Review the service contract needed to begin and return back to the VA in a timely fashion. If you are not in agreement with something in the contract, say so upfront.
10) Communicate…communicate…commun icate…Set aside time during the work week to answer your VAs emails and questions. The faster you return your replies, the faster the work will be completed. Share ideas…send your VA articles and blogs which spur conversation and brainstorm to grow your business. Suggest that the VA read online newsletters or mail her/him publications which are related to your business.
You will have more time to do the work you enjoy. You can focus on your business plan. Best of all you can partner with someone who has an interest in the growth of your business.
Janine Gregor
Total Comments 4
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A perfect post for potential clients Janine - and thanks for including VAFs RFP system in there
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Janine, I just saw this. Great article! We so much need to help businesses understand how to approach the VA biz for help, and you've contributed significantly here!
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Hi Tess, I didn't post this on my regular blog and advertise in the social networks because it was important to me that you saw the post here first. I try to be sensitive to how I use your site links...in the most appropriate manner so I am thankful it met that criteria.
Mary - Thanks for your note. I actually finished a lengthy proposal for a new client in response to an RFP and it was not easy because there was so much information I needed (which wasn't in the RFP that I could have used) to put together something substantial that would set me apart from other VAs. Writing this piece was just a way to get some 'things' off my chest... Janine |
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Well I appreciate it even more knowing that
 Your blog posts are always most welcome - I've never seen anything from you that was less than totally professional and on-target |
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Recent Blog Entries by Your Virtual Wizard
- Finding New Clients Through RFPs Just By Being Nice (05-12-2010)
- Virtual Assistants with an Identity Problem: What DO You DO? Answer This Question Effectively (11-10-2009)
- So You Want to Work With a Virtual Assistant? 10 Things You Need to Know Before You Search for a VA (08-05-2009)
- **Winner of the February 2009 VAF Blog Challenge** A Day in the Life of a Virtual Assistant (02-23-2009)
- A List of Banned Words from 2008 - Do You Have Any To Add? (12-31-2008)
