Many people who start businesses believe they can wear every hat required and grow their business on their own. The problem is that every business gets to a point when in order to truly blossom the owners need to start handing off those hats. The best place to start is by partnering with a Virtual Assistant.

Many people don’t realize all of the things a Virtual Assistant can truly do for their business and many others still hold the belief that they require a physical presence to truly be able to assist you. This just is not true. A Virtual Assistant can do absolutely anything an in-house assistant can do and so much more. Here are just a few of the main areas where a Virtual Assistant can help your growing business:

Word processing, Formatting, Editing and Proofreading
Letters, reports, training manuals, contracts, proposals, business plans, and progress reports … the list goes on – anything you need typed, formatted, edited or proofread, a VA can assist you with. No task is too big or too small. Whenever you need a second set of eyes to ensure that your document is the best it can be, your VA is there to assist you. VAs have the skills to format your document and give it the finishing touches it requires for the professional image you want to portray.

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Whether hand-written or recorded, meeting minutes, voice mail messages, phone conversations, lengthy reports, and notes from focus groups – whatever you need, the document is sure to be delivered efficiently.

Project Assistance
A VA is there to assist you to meet all your deadlines and targets. They can handle any organizational tasks required to get your projects done effectively and efficiently.

Internet Research
Want a list of your competitors or potential clients? Want some research done on a new product or service you would like to offer? Want some ideas for promotions? A VA can find the information you need when you need it.

Database Management
Wish you had time to keep track of your client list, the people you meet at various networking functions, or a list of your products and services? A VA can develop and maintain a list of any data you keep track of.

Mass Mailings
Whether by “snail mail”, e-mail or fax broadcast, your VA can assist you to get the data to your target.

E-Mail and Voice Mail Management
Going out of town and wish you had someone who could respond to your e-mails and voice mails? Maybe you require someone to maintain your informational e-mail and send out information packages to people inquiring at your Web site. We can sort through the junk so you only have to deal with the important matters.

Specialized Services
Many Virtual Assistants offer their own specialized services including Web design, desktop publishing, event planning, human resources assistance and bookkeeping. Finding a VA who meets your demands as a business owner has never been so easy.

As you can see a Virtual Assistant can truly do anything an in-house employee can do, but unlike an employee, as a fellow business owner, they also have a personal stake in your business success. They can help your business blossom into the beautiful flower it is meant to become.

Many Virtual Assistants, myself included, chose this profession as a way spend time with our families. By being a VA, we have the opportunity and flexibility to be there for all the important events and happenings of our children (and grandchildren). As parents we don’t worry our children will take their first steps at daycare and as our children age and begin school we are the last face they see before they go to school and the first face they see when they return. How many of us have truly stopped to remember this and how many of us are taking this for granted each and every day?

Recently I attended a networking event where another business owner spoke about someone who worked in their office who had actually suffered a heart attack and died. This man left behind a wife and two small children. What struck a cord with me was the age of those children as they are the identical ages of my two children. It made me stop and really take a good long hard look at my business. Had I taken the time to set up my business so that I could stop putting in so many long days and truly take the time to enjoy my children? The answer for me was yes. I had taken the time, but I wasn’t following through on all those things I had established to allow my business to thrive with or without me. For me, the wake up call was that I needed to not only establish these things, but follow through on them as well. Have you set up your business to run on “auto-pilot” if need be?

If not, you are definitely not alone. Here are just a few tips on things you can set up for your business:

Set a Schedule and Stick to It
Find work times that work best for not only you, but also for your family. Make sure you are not scheduling work time during important family time. Work while your children are sleeping or at school and then make sure the time they are home is filled with quality family time. Don’t ever go outside this schedule because doing so will only mean taking time away from your family; time you can never get back.

Establish Your Own Business Team
Take the time to find several other VAs willing to assist you with the overflow. Don’t stick to having one or two VAs – but have a whole entire team ready and able to assist you at a moments notice. This will ensure you are never stuck doing a project because a “subcontractor” is sick, unwilling or unable to assist you. If the first can’t help you have others lined up that are ready, willing and able.

Document Your Business
Take the time to document how you do business and what level of service you expect your clients to receive. By having every facet of your business documented it becomes possible to “hand over the reins” at any time to any person with confidence that they will not only perform exactly as you would, but that your clients will receive services in a manner they have become accustomed and you would expect.

If you were to travel twenty years into the future, how many people would say “I wish I spent more time with my family”? Don’t let yourself be one of those people. I am sure that there won’t be too many people walking around saying “I wish I spent more time at work”!

A Virtual Assistant is a business owner who provides administrative support and specialized services to assist businesses and executives with their overflow. A Virtual Assistant can handle any task that is usually handled by an in house employee, but unlike an employee, a Virtual Assistant shares your goals to succeed in business; they only succeed if you succeed. But why would you want to work with a Virtual Assistant instead of having the physical presence of an employee?

No Hidden Costs

A Virtual Assistant takes care of all the usual employee related costs including such things as wage related costs, vacation pay, sick days, statutory holidays and benefits. Not only that, when you hire a Virtual Assistant, you are no longer required to pay overhead costs associated with an employee such as providing a computer and the associated software programs or even a desk. With an employee, these costs can add up to 50%-100% over the hourly rate of pay you are paying your employee. With a Virtual Assistant, what you see is what you pay; if the Virtual Assistant charges $35 per hour this is the price you pay.

No Time Commitments

Virtual Assistants can provide you with services on an as-needed basis. If you only require 1 or 2 hours of service this month, that is all you pay for. Where would you find an employee who is willing to work for just 1 to 2 hours per month? In most areas, labour laws require you to pay your employee(s) in 3 to 4 hour blocks of time. So even if you could find someone willing to work for just 1 day per month, you may have to find enough work to keep them busy for those hours or pay them even though they are not being utilized.

Experience/Expertise

Most Virtual Assistants specialize in a niche area where they have experience and/or expertise. This allows you, as a business owner, to work with a highly skilled and experienced person no matter the task at hand. As a business owner you could easily utilize the services of several VAs, each with their own specialty. You could have one VA handling your bookkeeping, one maintaining your Web site and another still planning your corporate events and meetings.

No Wasted Time

Productivity inefficiencies are a huge concern for employers these days. Many employees, when asked, admit to wasting their employer’s time on such things as personal matters, surfing the Internet and socializing with other employees. With a Virtual Assistant you only pay for the time they are actually working on your job. When they are talking to their mother on the telephone, surfing the Internet or socializing, it is on their time and not yours. Many Virtual Assistants take this one step further and dedicate blocks of time completely to your job and will not even answer phone calls or emails during that dedicated time. When they are working on your project it has their complete and absolute attention until the task is completed.

Fellow Business Owner

Perhaps the most important consideration when comparing Virtual Assistants to employees is that unlike an employee, a Virtual Assistant is also a business owner like you. Both you and your Virtual Assistant are interested in achieving success because as your partner they only succeed if you succeed. VAs, more than employees, understand what it takes to run a successful business.

Remember, however the biggest advantage to working with a Virtual Assistant is that you are not limited by the talent pool within your geographical area. Thanks to technological advances, your Virtual Assistant can be the person that best fits your needs and personality, regardless of whether they are in the next state or province, on the other side of the country or even in a completely different country than you are.

If something disastrous were to happen to you tomorrow, what plans do you have in place to make sure your business continues to operate? The motto “Be Prepared” may be used by the Boy Scouts, but it is just as important in our daily lives as it is in our businesses. Should a disaster occur, by creating contingency plans for your business, you eliminate the worry and stress caused by trying to come up with a solution in the thick of the situation.

Before a business owner can truly figure out how they would handle an obstacle thrown in their path, it is important to take a step back and think about what possible disasters could occur. This is a very unsettling task for many business owners, but for those who have taken the time to map out how an emergency would be handled; the success rate of overcoming that emergency relatively unscathed is much higher. The biggest hurdle for most in writing contingency plans is determining which areas are most important. Perhaps rather than trying to look at the whole picture and trying to think about every conceivable “what if”, the best way to handle this almost impossible task may be to break it down into 4 main considerations – political, economical, sociological and technological.

Consideration #1 – Political Considerations
Political considerations include such things as legislation and how these changes might affect your business. For example, what impact would an increase in sales tax have on your business? If you are relying on government funding and tomorrow the government decided that they had run out of funding for that particular program, where would you find the monies to replace the lost revenue? Other political considerations might include employment laws, trade restrictions and trade agreements. By determining the impact each possible change might have in your business you can take precautions to plan for these changes.

Consideration #2 – Economical Considerations
The economy plays a large role in business. Changes in the economy affect consumer confidence which in turn affects business. Another consideration is global events, it is important to stay on top of what is going around in not only your community, but also the country and the world and what possible affect that might have on your business.

Consideration #3 – Sociological Considerations
Today’s marketplace is affected just as much by our political and economic culture as it is by fads. Ensuring a thriving business is only possible by staying ahead of current fads and making sure your product or service will not be affected as society ages, changes and grows.

Consideration #4 – Technological Considerations
Staying on the “cutting edge” in today’s society can sometimes be a tricky proposition. Technology always seems to be advancing faster than we can keep up. Just when we learn how to master a new product, program or skill, there is a newer, faster and more efficient model to take its place. Staying on top of those changes and advancements will play a huge factor in whether your business will thrive or not.

Of course the ultimate contingency plan includes a plan to ensure your business continues to thrive upon your death. By establishing a Procedure Manual for your business now, you will position your business to overcome the greatest obstacle of all. All other obstacles can be faced head on with the knowledge you have worked diligently towards creating your own thriving business.

Last night my friend Sally and I were listening to a telecall and on that call they talked about stopping each day to prepare a Grateful list. By appreciating what we have we will begin to have a brighter outlook on life. So here goes - this is the “Ten Things I Am Most Grateful For”.

1. My health - I definitely take for granted that I am relatively healthy. I know that I struggle with wanting to be healthier, but I wake up each morning with the knowledge that I am not suffering from a critical illness like some others are.

2. My children - as much as they can drive me crazy from time to time I would not trade them for anything in the world. My kids are the lights of my life and they bring me joy each day. I am so proud of both of them and try to take time each day to tell them how happy I am to be their mom.

3. My husband - I couldn’t ask for any better. He truly is my best friend and my biggest supporter.

4. My career and in particular my business - I wake up every day excited to get into my office. I love what I do and I am proud to own a successful business.

5. My family - having a supportive and loving extended family has given me the courage to try new things without the fear of how they would treat me if I failed. They love me no matter what and I am so grateful they love me just the way I am.

6. My friends - both the friends I see in person and my “virtual” friends in the box. They are always there for me no matter what to share in my successes and listen to my problems.

7. My support network - outside of my friends are my business associates and those that support my business to be all that it can be. They give me a push when I need it and a pat on the back when I reach my goals.

8. My clients - I am thankful that my clients took the “leap of faith” to work with me. I love working with each and every one of them and enjoy the challenges that we face as we grow our businesses together.

9. My ability to write - something that many of us take for granted, but without my ability to read and write there are so many things that I wouldn’t be able to do.

10. My luxuries - as much as I know that I don’t need them, it is sure nice to have them. I love my home, my car and all the other things that I am able to have in life. I know I am very fortunate to have the things I have.

So what is your grateful list? What 10 things are you most grateful for? I would love to have you blog about it and link back to here with your lists. I look forward to reading all of your lists.

Until next time,
Yvonne

So today marks the one year anniversary of the day I officially opened the “virtual” doors to my business - ABLE Virtual Assistant Services. I thought today of all days would be a good day to take a step back and reflect on the last year. I am a big believer in setting goals and find myself thinking a great deal of where I want my company to go, but don’t take the time to truly reflect where I have been. So let’s take a little look back at everything I have done in such a short time …

- I went from no clients to a full business with the need to utilize subcontractors to keep up with the demands
- I learned so many new “technologies” this year. I remember that I used to think that I was so technically savvy - that was until I became a Virtual Assistant!!!!
- I went from the shy person at networking functions to the person who makes it a point to “stand out” in a crowd
- I “published” my first book and co-wrote a second book (which will be released soon).
- I met a lot of really great fellow Virtual Assistants which have become some of my nearest and dearest friends

These are not my only accomplishments, but they are the ones that mean the most to me and my business. So I hope you will all raise your “virtual glasses” with me in a toast to ABLE Virtual Assistant Services and many, many, many more years to come.

“That will never happen to me!” is a cliché many of us apply to a number of topics in our lives, yet many of us subconsciously take precautions to protect ourselves from unforeseen possibilities. We buy home insurance in case of theft or fire, we buy life insurance to protect our families in the event of our death and we buy car insurance in case we are in a car accident. Some of us even buy business insurance to protect our company. The problem is many of us overlook the biggest “insurance” we should be investing our time and money in from the beginning. The “insurance” provided by creating a thriving business. What does it mean to create a thriving business?

The first step to creating a thriving business is preparing an operational manual that will ensure that your business can survive any hurdle including business growth, owner absenteeism and even owner death. Most business owners never stop to consider what might happen if they were injured, sick or worse. By taking a precautionary role in your business and considering things such as: “What if it happened to me?”; “What if my spouse, child or parent was sick tomorrow – could I dedicate the time to their recovery?”

These are all things we think we won’t have to worry about, but what if? Step back for a minute and think about how your business would change if you needed to take the time to dedicate to a personal problem. Perhaps in the short term it wouldn’t change much, but what about if you needed to step back for an extended period of time? What would happen then?

The success of many of today’s small businesses hinges on the expertise and skills of the owner. What happens to the business though should the owner become ill or die? In many cases a family member steps in out of a feeling of obligation, but often they lack the skills necessary to allow the business to truly thrive. They don’t have the same dedication, determination or passion to see the business succeed as you did. In many cases, a promise to maintain a family business is made with the thought of “I won’t ever have to worry about that” in the back of the family member’s mind. After all, no one thinks it will ever happen to them.

By creating an operational manual that outlines every faucet of your business operations including pertinent company information and a full description of how daily tasks are carried out, your business could easily continue uninterrupted without fear things were not being handled in the same manner you, as business owner, would expect. Family members could easily hire someone to handle the business operations with your Operations Manual with the confidence of knowing things were being handled as you would handle them.

Step back for a minute and think about what it means for you to truly create a thriving business. Just like plants need essential tools to survive, so does your business. The ingredients may be different but providing them is no less important. Plants need water, sun and dirt in order to grow vigorously and healthily. Your business needs a successful team leader, a needed product or service and a plan in order to be successful and profitable. Most businesses only have two of those important ingredients and are missing the most important ingredient. If you leave instructions for watering your plants, shouldn’t you leave instructions for running your business?

For more information about creating your own business manual and my book “The Ultimate Guide to Creating a Thriving Business”, please visit my website thrivingbusinessmanual.com

As business owners we tend to get so wrapped up in the day to day operations of our business that we forget to take time to stop and relax. Even when we do take a moment to slip into a warm bubble bath or relax in our favourite lounge chair we find our thoughts drifting back to business … so I started to ask myself why …

For myself the answer is simple, I have put my whole heart and soul into starting and developing a thriving business. It is very difficult to turn that off just because the “experts” tell us that we can’t let our businesses consume us. So what is a business owner to do, the answer is time and education. Just as it takes time to teach ourselves a new skill, it also takes time to learn a new behavior. Experts say it takes one month of repeated behavior before the behavior can become a habit.

So start small, dedicate 15 minutes a day to some form of relaxing whatever that might be. Treat yourself to an extra long shower, meditate, write, go for a walk - whatever that one thing is that will allow yourself to “forget” about business for just a short time.

We spend so much time worrying about keeping our bodies healthy we forget to also keep our minds healthy. Don’t forget that in order to truly build and maintain a thriving business it is imperative to keep ourselves alert and healthy too.

I hope you will join with me in this challenge to dedicate 15 minutes each day for the next month to yourself. I am sure that you and your business will both not only thrive but flourish.

Well I have caved in to the peer pressure and decided to start a blog. Everyone these days seems to be doing it. Lots of my Virtual Assistant friends have their own blogs and even the radio personalities on my favourite radio station are blogging. I guess the biggest stumbling block to anyone with a blog will be finding something to say … not that I ever have a problem with that!!

So here we go … here are the goals of my blog:

1. Provide a forum for educating others on the Virtual Assistant industry. Afterall the thriving business I am trying to create is a Virtual Assistant business. I have huge dreams and aspirations for ABLE Virtual Assistant Services and can’t wait to bring you along my journey to success.

2. Assist all business owners, not just Virtual Assistants, with useful advice and information to create a thriving business. Why not glean some of the ideas I utilize to grow my business on your business. You might just find yourself growing a thriving business too.

3. Have some fun and provide myself with a place to really talk about my business and how I am ensuring my business’ success. Come take the journey with me - I am sure it will be a bumpy ride but I am determined and will never, ever give up on my dreams

So feel free to stop by anytime, leave a comment or email me with your questions as we begin our journey together towards creating a thriving business.