Do you use a VA?

[Mark]

Do you use a VA (Virtual Assistant) for administration? If so, what tasks do you outsource? If you don't, and are very busy with admin, what influences you not to outsource the work to a VA?

[QVA - Emma]

Good question Mark,

It will be interesting to see if there is any response!

VA's are still little known in the UK - in fact the name for "us" seems to be morphing into VPA, Virtual Personal Assistant.

It is quite funny when you tell people " I am a virtual assistant" and you get quite a puzzled look.

VA's or VPA's are still trying to establish themselves in the UK market, they are quite common place is the US - maybe because it is such a large country?

The SOCIETY Of VIRUTAL ASSISTANTS is a UK Centric VA Forum run by Virtually Sorted and is a great place to really find out more about VAs and what they do. You will find me there as well as hundreds of other VAs specialising in all different sectors.

Emma

[Ray Stewart]

As Emma knows, I have been looking for a VA that can handle transcription of audio dictation and she has recommended a colleague of hers.

Why do I need a VA? Well, I have a staff of bookeepers who are brilliant at what they do, but none of us are typists and I don't see the point of wasting chargeable time on a series of projects that can be handled much better by experts. Overall it will work out much better with a more professional result. I don't know if it will be cheaper, but I am sure hoping it will be better and less stressful.

I am intending dictating my blog posts which I can do much quicker than typing, with a lot less typo's (hopefully). I also want to extend and expand my recession busting tips report into a full blown book, and after the misery I went through typing it all myself last October - I do not intend to repeat the process.

I can fully understand why small businesses would want a VA. If you don't have anyone to answer the phone, make appointments, handling brochure requests, make your travel arrangements - a VA would be perfect.

There is no excuse these days for ansaphones during office hours. I know several businesses that use VA's and they are working much better now because of the service - and it is cheaper than employing someone full time.

That's what I think anyway

[Paul Simister]

I have used VAs and believe that it is a great concept but I don't at the moment.

I tend to use them for marketing support - printing and sending out direct mail campaigns and follow up calls - but I would also use them for organising events, email management while I am away on holiday and telephone answering when I am away.

[QVA - Emma]

Originally Posted by Ray Stewart

Why do I need a VA? Well, I have a staff of bookeepers who are brilliant at what they do, but none of us are typists and I don't see the point of wasting chargeable time on a series of projects that can be handled much better by experts. Overall it will work out much better with a more professional result. I don't know if it will be cheaper, but I am sure hoping it will be better and less stressful.

Ray makes a valid point - for example you can hire a VA on a monthly retainer or by the hour depending on your requirements. For example paying a £150 retainer for doing all sorts of work for 12 hours a month would free up a whole day and a half a month for you as a business owner, letting you concentrate on your sales or other tasks. Plus there is no NI or PAYE to pay, No PC to maintain, no extra workstation and no additional office space required!

VA hourly rates vary enormously depending on their skills and tasks required. Our basic rate for secretairal and PA work is a flat fee of £15 an hour. The majority of clients that we work for are not concerned with the cost because of the value that a VA can add to their business.

[JGOffshore]

I'm thinking of using a VA as I now travel such a lot. It is fine getting messages on Skype but not a lot of help if I'm in the air or in board meetings. I've had a look at some providers but the costs seem to vary a lot. Andy advice would be welcome.

[VAExtraordinaire]

Originally Posted by Ray Stewart

Why do I need a VA? Well, I have a staff of bookeepers who are brilliant at what they do, but none of us are typists and I don't see the point of wasting chargeable time on a series of projects that can be handled much better by experts. Overall it will work out much better with a more professional result. I don't know if it will be cheaper, but I am sure hoping it will be better and less stressful.

I am intending dictating my blog posts which I can do much quicker than typing, with a lot less typo's (hopefully). I also want to extend and expand my recession busting tips report into a full blown book, and after the misery I went through typing it all myself last October - I do not intend to repeat the process.

I can fully understand why small businesses would want a VA. If you don't have anyone to answer the phone, make appointments, handling brochure requests, make your travel arrangements - a VA would be perfect.

There is no excuse these days for ansaphones during office hours. I know several businesses that use VA's and they are working much better now because of the service - and it is cheaper than employing someone full time.

That's what I think anyway

VAs can truly do a plethora of things for business owners. Each VA have both the skills and experience to bring to the table and that pretty much dictates how much they charge and the quality of their work. Speaking for myself, I have 22 years of administrative and management experience as a corporate executive working for various industries in both public and private sectors in various business environments (Southeast Asia, California, and UK).

Like any other business large or small, each potential client should with due diligence outsource their tasks to someone they trust either through word of mouth or by checking references. At the end of the day, each transaction is based on mutual trust and more often than not the old adage "you get what you pay for" may apply.

Hope this is of help.

Best regards,

[Daniel :: EZPZ Hosting]

Off topic slightly, but is there any reason why most of your website is password protected Grace? The only page I can view is the homepage.

[INDIZINE]

I went to have a look and after clicking one item in the menu, got the password request but then I couldn't return back to the home page, it wouldn't let me.

[VAExtraordinaire]

Hi Daniel,

My website is using Microsoft Office SharePoint Server technology which gives a full content management system on top of its other features that I use. The password request comes up when I have just revised the site and will ask for it until the cache has expired. Also there are other pages like the Client Centre, a private workspace, which is intentionally password protected as only my clients with legitimate access rights can log in and use the site.

If you can describe to me the exact situation you came across with - which pages and error codes if any you happened to experience will help me greatly to suss out and resolve the problem/s.

Best regards,

[VAExtraordinaire]

Hi Sandra,

I would truly appreciate it if you can please let me know which "item in the menu" you clicked that asked for a password. This will help me in troubleshooting any problems.

After a revision on the site, a password request will come up until the cache has expired. Also there are specific areas that are meant for clients only access; all my clients have the benefit of drag and drop access of any document format that they wish to send to me instead of sending via email. There are many other technologies to hand that definitely will make their work lives more organised.

Thank you for the report.

Best regards,

[Mark]

Hi Grace (welcome).

I've just checked again and it's loading extremely slowly for me (80 seconds).

It then asks to install an activX control. probably quite safe in my experience but relatively new net users will panic and leave your site immediately.

I got the password request on:

Events Management
Web Design...

...in fact, every item in the left-hand menu.

Hope this helps you trouble-shoot. There's definitely more than a few things wrong.

[VAExtraordinaire]

Hi Mark,

Thanks again for the info.

I have just rebooted the SharePoint server less than an hour ago. Therefore being the first one to access the site after a reboot, you would, I am afraid, bear the brunt of the slow page load.

With reference to installing ActiveX control, we both know that this is the same for all all other websites. And users (new and experienced ones) may do choose not to install it and this will not affect the look and feel of the site.

I chose to use SharePoint technology for specific technical and private reasons and has always worked well.

Best regards,

[Ray Stewart]

Sorry to tell you but...It is still taking about 80 seconds to load.

Every single item on the left and the top menu bars that I click on brings up the login screen. If I click cancel it shoots to a blank 401 error.

Sorry Grace - the site is letting you down tremendously at the moment.

Casual visitors will not stick around after the first error - and it even happens on your services and testimonial links - the very ones new visitors will want to see.

[Officebird]

Originally Posted by Mark

Do you use a VA (Virtual Assistant) for administration? If so, what tasks do you outsource? If you don't, and are very busy with admin, what influences you not to outsource the work to a VA?

I can't not reply to this!

One of the reasons people don't use a VA is because they don't want to let go of things or because they don't have time to organise it.

As to what VA's can do the list is endless. I act as PA to a doctor, booking appointments etc. I produce Home Information Packs for another client and I test software for another. I also do the usual stuff like taking orders, call answering, mailing addresses, diary management, transcription, bookkeeping etc. Most VA's have a varied experience in Office Manager and PA roles and don't need training or detailed work plans. Personally I have worked as a business consultant to a large governmental organisation advising on administration processes and improvements. It can be as easy as sending someone an email asking them to transcribe a dictation or asking them to ring 300 people to check your database is up to date.

There are VA's who specialise in different things and this is often very daunting to the potential client. If someone needs a VA they quite often don't have time to browse the Internet looking for the perfect partner. It can take time finding the right person. The society of virtual assistants is always a good place to find someone with the skills you need but then you have to be able to cope with all the emails pitching for work that contact with VA organisations will bring.

My advice would be to go on recommendation as much as possible. You'd be shocked at how many small businesses use us and you didn't even realise! Phone the VA's you like the look of, you will know in seconds if it is someone you can work with. Utilise the free trials. I offer free trials in the hope that at the end of the trial the client can't imagine how he/she coped without me and often that’s the case. If someone can't answer the phone during the day, only works at weekends etc then will that work for you? Contact people listed on the testimonial pages, but be aware they wouldn't be on there if they thought the VA was useless! Ask the VA for contact details of clients that use him/her for the tasks you are looking to outsource, but not those already displayed on the website.

Also, don't be afraid to change VA's if you need to. I have a few clients that have come to me after bad experiences and nearly all stuck with the previous VA for 6 or 7 months before changing in the hope things would get better. Remember a VA is not an employee. They get is right for your business straight away or you can choose to go elsewhere. VA's are running a business that depends on their clients' businesses being successful and as such become an integral part of your team just as an on-site PA would. We can't make coffee though

I'm always happy to help new VA's and even did training today for a new start VA as I think hiring a VA is a personal thing. It is competitive but people buy people. Some people will love me as I'm down to earth and straight forward. Others would prefer someone much more corporate than me, or someone closer to home. Although I'm virtual I have plenty of customers who like to call into the office now and then!!

If you are busy then take this one simple step for your business:

get a notepad and every time you do something you hate doing, don't really have time for or doesn't make you money write it down. Do this for a week. This will tell you what you can outsource effectively, then you just need to find the VA that can do it!

If the wiring in your house went a bit mental and you got electric shocks turning on the light would you fix it yourself? Or would you get the yellow pages out and get an electrician in? If your business was falling behind on invoicing, chasing late payments or simply answering the phone what do you do? Get a professional in or hope that customers/the bank manager understands? If you pay me £20 an hour to do the admin for 4 hours a month how much extra would you earn in those 4 hours? How much more time would you spend with your kids? How much easier would you sleep at night?

OK, I've banged on a bit and am pretty new here so I will shut up now! I think you probably got the point that VA's aren't just for large companies and that first and foremost a VA needs to work for your business in order to make the partnership a successful one.

[dawnjlane]

Originally Posted by JGOffshore

I'm thinking of using a VA as I now travel such a lot. It is fine getting messages on Skype but not a lot of help if I'm in the air or in board meetings. I've had a look at some providers but the costs seem to vary a lot. Andy advice would be welcome.

The saying "you get what you pay for" applies here I think. You can outsource a number of tasks to VA organisations overseas and will pay a very small amount - typically $5-$10 per hour. However, their understanding of colloquial English and their cultural understanding means that you will also need to proof read and micro-manage your assistant quite intently.

By looking for your ideal VA who is based in the UK, you will pay more per hour, typically £15-£25, but you will get someone who:
understands what you are talking about,
who will take an interest in making sure your business is successful (he/she would lose your business otherwise!),
who has the same cultural understanding as you
who follows your branding
acts as your company 'face' when dealing with your clients/customers.

One other point - whilst procrastinating over cost, how many telephone calls/appointments/potential clients are you missing by being in the air, unable to take calls/answer emails etc? Isn't £20 per hour cheap if you are losing out on business?

Dawn

[hlsbs]

I read these posts with interest. I started as a VA back in Feb when my working hours were reduced. I now work for Clients two days a week and my employer three days. (Hope to do this full time eventually). As many people have said a lot of people still dont know what a VA is, or what they do. What I have noticed is that there are a lot of VA's out there, and they all have different skills. I suppose it is no different to an employer looking for a PA for a full time role. Each Client has different needs, and the variety of VA's out there ensure that even specialist industries can be helped.

I think VA's are a really useful tool for small businesses. You pay for what you use, when you need it, and when you dont need it you dont pay. Simple.

My Clients are Accountants, Web Designers, Financial Advisors and Web Site owners. Each has some element of their role that they either dont have time for, dont enjoy or dont have the skills to do. Thats where a VA comes in.

The other aspect to consider is how much could you have earned yourself in the time you take to carry out a task that you could have paid a VA to do for you. This is particularly relevant to anyone with a reasonable charge out rate. I employ this principle myself, I pay someone to do my ironing, as in the time it takes her to do it I earn more than she costs, and it is a task that I a) dont have time to do and b) absolutely detest.

Looked at in another way, how much money have you lost by doing the task yourself, do you have the skills to do it, the resources or the time.

There are a lot of websites out there professing to help VA's but the majority I have come across are just out to make money from us, when in fact forums like this, the SVA forum, and Twitter are much better.

I have found that the VA community is friendly and helpful, and as long as you are prepared to put the effort in they are happy to assist.

[fundingportal]

I am a great believer in outsourcing, based on the depressing fact that people are the weakest link in any business..

However I do agree with previous comments that it can take as long to explain to a VA what you are trying to achieve as it does to do it yourself. Most of my written output is fairly spontaneous and personalised, so I'm not quite sure how this would work in outsourced mode?

[hlsbs]

Hi funding portal, you mentioned most of your output is written, have you ever thought of dictating? This means you could be dictating whilst you are out and about, you simply email the audio file to your VA and they can then do the typing for you.

As for the time taken to explain a task, you should only ever have to do this once. Whilst it may take a short time to brief the task, how much time will it save you going forward.

There will always be arguments for and against. You have to look at it in your own individual circumstances.

One Client I work for gives me his Admin so he can spend more time with Clients, while he is doing Admin he is not earning money, when he is sat in front of a Client he is.

Another has me do his bookkeeping so that he can spend time outside of his business networking and winning business, this is where his skills lie. If he was in the office paying invoices or balancing accounts he wouldn't be generating the new business he needs to move forward.

Another Client has me manage the day to day running of a sideline business that he has. It is in its early stages and at the moment just needs admin on a few days a week, I monitor this and am pro-active in respect of emails etc so that he doesn't have to be involved every day, and can concentrate on his main business.

As you can see, everyone needs something different from it. Be selfish - ask yourself what is in this for you. Even if it doesnt help you get out there and generate more income it can give you one of the most important things in life - time - spend it how you wish, with your family, down the gym, in the pub with your mates. As anyone who runs their own business knows time is the one thing we never have enough of.

Helen

[Angela "VirtualPA" Dawson]

Spot all the VAs replying to this post...me included!

I think this is a great post as it's raising the profile of VAs in the UK. We are a rapidly growing industry and it's great to read that some of you have worked with a VA either now or in the past.

When I'm looking to work with a new client, our approach is to find out more about their business and ascertain what they're struggling with and what's preventing them from achieving their business goals. We align our services to our clients' particular needs so that they get best value from their investment.

To anyone looking to work with a VA, my recommendation would be to find one that works within your niche market. This way, your VA will have an understanding of your business and will be better placed to support you. Your VA will become your business partner and will also be able to support you in finding other business opportunities that are available and perhaps suggest ideas that you may not have thought of.

Regards
Angela

[AboveParr]

Originally Posted by Officebird

OK, I've banged on a bit and am pretty new here so I will shut up now! I think you probably got the point that VA's aren't just for large companies and that first and foremost a VA needs to work for your business in order to make the partnership a successful one.

No need to shut up Sara, you (as always) have made some very valid points!

I'm not going to repeat the virtues of using VA's (others have already made most of the comments I would otherwise make and done a great job of it) - all I would echo is how absolutely vital it is to use the right person.

I know from experience on other forums that the vast majority of the VA respondents to this thread would have no problem being honest with a client which didn't suit their skills/personality mix, so don't be shy - we'll look after you!

[Ray Stewart]

So is there only myself and Paul that actually own up to using a professional virtual assistant?

I thought there would be more but, as I often think myself, our VA is such an integral part of the organization I don't really think of them as "the VA". I think of them as my Personal Assistant - that's how good and useful they are.

Anyone else use one of these wonderful services? Has your experience been as good as ours? Has it been a disaster? Time to open up

[Angela "VirtualPA" Dawson]

Yes, come on everyone don't be shy. If you have had a poor experience then perhaps the VA you chose was not a good fit for your business and didn't understand your business properly. If you had a good experience then we'd all like to know

Regards
Angela