With over 11 years of administrative and bookkeeping experience, Christina Nelson, owner of Vital Office Solutions, specializes in providing the essential and integral elements of virtual office administration, handling everything from data entry projects to accounts payable and accounts receivable. Christina, who lives in New York State, is a mainstay of the Forums, providing her generous and good humored guidance. Here's an up close and personal look at her approaches to virtual assistance. Thanks for sharing, Christina!
How did you get started as a virtual assistant?
I basically, “fell” into it. I’ve done virtual work for so many people over the last 11 years but just didn’t know there was a name for it. I started Vital Office Solutions because I wanted to stay home with my last child like I did with his 3 (much older) siblings.
What have you learned about being a VA since you began your business?
I’ve learned so much it’s hard to list them all out. I guess the biggest thing I’ve learned is, take one day at a time and breathe. Don’t rush along trying to collect a bunch of clients and then forget to work on the relationships with those clients. They will be your bread and butter if you nurture the relationship right.
What have you learned about maintaining your own small business?
I’ve learned to ask for help. That’s a HUGE issue for me. I’ve always been one to not trust people to follow through. So I’ve always been hesitant to delegate. You can’t do it all so you have to let go and trust people to back you up. Something I’m STILL working on.
Has your office changed since you started your business, and if so, in what way(s)?
It’s actually gotten smaller LOL. I had an 8ft desk my DH (dear husband) made me and attached to a wall in a room we didn’t use for anything. Then we built a large pantry/closet in that room for storage (small, old house. Not a lot of space). I recently decided we needed a place to put a table now that my 3 yr old is getting bigger and needs to really learn how to act at the table. So we shortened the desk and moved it into the pantry/closet and now we have room for a table. My last write-off purchase of this year will (hopefully) be a new laptop so I can keep all the equipment in the closet and I can work on the laptop at the table.
Keeping a good balance between work and play can be challenging for those who work at home. Please comment on how this is for you.
Well, my son is almost 3 (Sept 27th) and he has grown up with mommy working on the computer on and off throughout the day. I make sure to keep an eye on my time. If it’s client work, I work for 30 min, then he gets at least 30 min of my time before I go back to work. At 4pm everyday I stop everything and we go outside or down to the park until dinnertime, then once daddy gets home and has dinner they spend their special time together while I finish up any work I need to get done. It is a tough balance but you do what you have to. Luckily he is very content playing by himself and I make sure to have fun things for us to do during our breaks. It also helps that I get up at 4:30am for the gym, I’m back by 6:00, DH leaves at 6:45 for work and the little one doesn’t wake till at least 7:30.
What VA services do you enjoy doing the most?
Hands down, bookkeeping. I like to do a little of everything else but that is what I could do all day, everyday. I just have a thing with numbers. And I like to make things “even out." When a client tells me they can’t figure out why things don’t balance, I think I salivate just a little LOL. I should probably ask them if I actually do.
Please describe your ideal client.
-Small in size but not in ambition.
-Willing to get their hands dirty when needed.
-Happy to sit down and brainstorm with others.
-Can laugh at themselves.
-Able to see past the thing stressing them out at the moment, or at least willing to let me show them it’s not as bad as it seems.
What are some of your favorite marketing tools; what has worked well for you in securing new clients?
All my clients at the moment are people I’ve worked with before. I just emailed them when I made the decision to start my VA business to chit chat and catch up. When they responded and asked how/what I was doing now, I told them. I was surprised at how many wrote back saying how they could use someone like me. You never know who you know and, in turn, who they know.
Looking back, what was your biggest challenge in the first few months of operating your business? What is your biggest challenge now?
My biggest challenge at first was deciding to jump in with both feet. I’m lucky to have a part-time job that I do from home already and a boss who is the best boss in the world. My issue was “what if no one needs me” which was silly to think. I knew tons of people who needed me. I just had to let them know I was available to help.
Biggest challenge now: Reminding myself that I am worth my rates. If someone says they can’t afford me, then I can’t afford to take them on as a client, at any price.
What are the best and worst things about being a VA?
Best: The community of people I’ve met, being home with my son.
Worst: Missing face-to-face interaction. With no daycare and little chance to get out of the house I get a little stir-crazy at times. Thank god for my DH. He is my rock and he loves me even when I’m grumpy.
You keep a blog regularly. Please talk about its purpose, how you manage it, and your thoughts on how blogs can be useful.
I started this blog because I saw so many blogs geared toward either the VA industry or to finding WAH jobs. I wanted to speak to all WAH professionals. There are just so many different professions that can be done from home. I like to focus on some of my own business issues as a WAH professional (like my recent computer fiasco) as well as share helpful information and a few giggles. I actually don’t even try to get clients through my blog. I just talk to people. I can see, and have seen, how it could be a great marketing tool. I just choose not to focus it that way.
What resources of any kind do you use in your business and that you highly recommend to other VAs? (websites, software, hardware, marketing opportunities, etc.)
Obviously, Virtual Assistant Forums is my top pick for a website. Everyone is so ready to jump in and help or give you the pat on the back, or kick in the pants, we all need sometimes.
My software is the basic MS Office, I use CutePDF to convert files to pdf, Photoshop for all my designing needs.
My favorite marketing tool is offering a couple hours of my services for door prizes, raffles, silent auctions, etc. I have met many wonderful people that way and again, you never know who they know.
My fav hardware: I could not live without my newest purchase - a Canon Pixma MP530 all-in-one machine. I *heart* that thing to death.
What plans do you have for the future? Where would you like to be three years or so from now?
My current goal is 5 retainer clients by the end of the year. In 3 years, I plan to have several subcontracted VAs working with me and, through them, expanding my service offerings to web coding & design. I’m very comfortable doing my own sites but not confident enough to do others; plus, I can’t draw to save my life.
What do you do with your free time these days?
Free time!? What a concept. Hey if you find any extra lying around, you can throw it my way. LOL Lately it’s been tons of party planning (birthday & baby shower), getting ready for my 1st grandchild to make her appearance (9/10), out-of-state visitors, and hoping I can make it up to Lake George at least once this year. When I can get a few quiet moments I like to read, sew and recently got hooked on Sudoku. Just what I needed, more numbers in my life. LOL
Be sure to visit Christina's website and don't miss her blog!
Interview with Christina Nelson of Vital Office Solutions
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