Working With a Virtual Assistant

When meeting with a new client I am often asked the question "What can a Virtual Assistant do for me?" Administration work does have commonalities to it, but every client’s needs are different and unique to them.

Written Jul 07, 2008, read 254 times since then.

When meeting with a new client I am often asked the question "What can a Virtual Assistant do for me?" While it is easy for me to rhyme off a list of assignments and tasks I perform for other clients, it may not be the kind of work that this new client needs immediate help with. Administration work does have commonalities to it, but every client’s needs are different and unique to them.

Virtual Assistants are a relatively new concept and as such it is hard for people to know what we can do, but basically if you can imagine giving a task to an Assistant you can most likely give it to a Virtual Assistant! With the vast array of technology available enabling people to work effectively while mobile, today it is easier than ever to effectively support a client that is half a world away. Half of my clients I have never physically met; I have never been to their office and they have not been to mine! Being based in Brisbane Australia, it always intrigues and enthuses me that I can assist my clients interstate here in Australia and recently, China, just as effectively as I do my clients a few kilometres away.

I have found that Solo Operators seem to make up the majority of my clients. Solo Operators are usually people who work extremely effectively on their own and don’t want the physical presence of somebody in their office. Virtual Assistants fit in with their dynamic well. We are on call when they need us and don’t disturb their workflow with a dozen little questions everyday. On the flipside, medium size organisations I have found, also use Virtual Assistants. They may have undergone restructuring, where non-core staff (often found to be admin. staff) have been reduced. This sometimes leaves the situation of highly skilled professionals each doing small amounts of administration.

If you are considering, or even if you currently use a Virtual Assistant, following are some ideas to help you get the most out of your relationship with your Virtual Assistant:

What Would You Really Like To Be Doing With Your Time?

Wouldn’t you like to be spending more time working ‘on your business’ and not ‘in your business’? Yes I know it is a cliché, but to achieve this you really have to let go of some things. All the Business Coach’s tell us that to be successful, you have to try to work yourself out of your current position. You need to put a plan in place to delegate some of your current work load in order to move on to that higher position (even if it is in your own business). You can start this process by simply making a list of things "I would like my Virtual Assistant to do" and match it with a list of "things that I want to do when I have more time".

Express Your Personality And Working Style

Are you outgoing or introverted? Do you like regular updates & contact or do you prefer to work autonomously? All these little idiosyncrasies speak volumes to a Virtual Assistant. We don’t have the benefit of working ‘physically’ alongside you everyday and observing your behaviour. Perhaps after deciding on your Virtual Assistant, have a casual conversation sharing details about yourselves; what are your business goals, what times of the day do you prefer to be contacted, how do you prefer to be contacted (email, sms, phone) and so on…

Be Specific With Instructions And Deadlines

It is all in the detail… the more detail that comes with an assignment the better - we like to give you exactly what you want. Deadlines are always helpful, they can be as specific as '2pm Thursday' or as general as 'sometime in the next week'.

Getting To Know You

Remember that when you begin working with someone new in an office environment it can take several months for you to learn each others quirks, habits, etc and become comfortable working side by side. You have to give your Virtual Assistant a little time too!

Most of all make sure that your Virtual Assistant’s personality and attitude fits you. Do you want an extrovert with a ‘can do attitude’ or do you prefer a ‘quiet achiever’? Spending the time to find an Assistant who is the right fit, can lead to further business success for you!

Learn more about the author, Claire Dening.

Comment on this article

Posted by Kimberly LeRiche, Cornelius, Oregon | Jul 09, 2008

This is a great article that helps to demystify how to work with a Virtual Assistant. You make some good points especially when it comes to finding one that matches your personality and work style.

Being specific with instructions is also important. Actually, being able to communicate adequately will help immensely with whether or not your relationship with your Virtual Assistant is successful.

A good working relationship with your Virtual Assistant does develop over time. However, Virtual Assistants often have years of experience that provides them with the ability to get up to speed much quicker than a temp or a new employee.

Thanks for this great article and a spotlight on our industry!
Posted by Jay Maechtlen, El Monte, California | Jul 10, 2008

heh- the tiny businesses I see need a physical body to pick up and sort the mess!

But- they also have important stuff that a V.A. could do as well.

Very interesting concept.

The specific instructions are equally important to make use of a local assistant as well. Clear instructions to the required level of detail are what allow the worker to perform rather than asking the dozens of tiny questions.

It also depends on the level of person you hire, of course. It's not fair to compare an inexperienced flunky with a seasoned pro, regardless of which is local and which is remote.

Good article and discussion. Regards Jay
Posted by Claire Dening, Brisbane, Queensland Australia | Jul 10, 2008

Yes Kimberley I agree, I think being specific with instructions is so important. It goes a long way to ensure that everybody ends up with what they want and that ultimately I have happy clients! I actually send this article out with my brochure when I receive an enquiry. When you are a VA yourself it is easy to forget that the concept (a VA) is entirely new to some people and a little guidance can really help to make the relationship beneficial for both parties.
Posted by Claire Dening, Brisbane, Queensland Australia | Jul 10, 2008

Thanks for the comment Kimberly!
Posted by Claire Dening, Brisbane, Queensland Australia | Jul 10, 2008

Hi Jay, yes you are right the tiny businesses sometimes do need a hand & I do go out and help people on-site from time to time. But some solo operators who lean towards the entrepreneurial side do tend not to want a physical presence in their office.

Yes, Virtual Assistants certainly are an interesting concept and sometimes people can't quite get their head around the idea, but it is good to know we have open minded people like yourself who promote great discussion about the topic. Wishing you all the very best Jay.
Posted by Amanda Predmore, Sammamish, Washington | Jul 12, 2008

Hello Claire,

Don't you find it difficult to work with clients from all around the world - especially when there are urgent requests that would normally be met head on by someone in the same time space?

If not, how do you get around the time difference say between myself, in Seattle, Washington USA and yourself?
Posted by Claire Dening, Brisbane, Queensland Australia | Jul 14, 2008

Hello Amanda,

Thanks for stopping by to comment Amanda! Yes you are right in saying that there are some disadvantages with being in a different time zone (when it comes to urgent requests), but the bulk of my clients have regular, planned tasks that I take care of. Sometimes the time zone issue can be beneficial, e.g. an overseas client can shoot off a little job at the end of their day and it can be attended to overnight!

It is all a matter of making sure that I am going to be the best fit for that client, if I sense that they may need different support to what we offer, I certainly try to find a good fit for them in the VA network I belong to.
Posted by Rouane Itani, Washington, D.C. | Aug 01, 2008

Claire,

That is great. How do clients share their info to be entered in a database? If they're piles of little papers and cards, someone has to physically sort and organize before entering digitally?

The other concern is when you give all this data to a VA, how do you keep the confidentiality of these contacts and that the VA is not going to sell your contacts or use them otherwise?