Monthly Archives: January 2007

Why Is a Definition Important, You Ask?

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There’s always hot debate and theater when the topic of what a Virtual Assistant is and isn’t comes up.

It’s absolutely astounding the lengths to which people will argue to maintain their ignorance and lack of understanding.

It’s equally astonishing that people who don’t do administrative work at all are so unnaturally invested in clinging to a term that doesn’t stand for what they do.

Web design is web design. Bookkeeping is bookkeeping. Business consulting is business consulting.

Administration is administration. And that’s what Virtual Assistance is.

You’re right, it’s not rocket science. But the definition must be looked at beyond the surface of the two words. In fact, the words don’t matter much at all. It’s simply a phrase that has become popular that dintinguishes the special brand of providing administrative service and working in deeply collaborative relationship with clients.

That’s what Virtual Assistance is. The definition has little to do with the words, and everything to do with the model and the relationship.

And it doesn’t mean that you can’t offer other kinds of services as well. It means knowing that those other services (such as web design, bookkeeping, graphic design, etc.) are different and separate from administrative work.

It’s not about being right. The reason it is important to get clear about the definition is because we won’t be able to propel this industry forward otherwise, for the same reasons that an individual who isn’t clear about what they do won’t be able to propel their own business forward–it continues to confuse the marketplace.

That’s the whole point. So while marketing experts like Denise Michaels, author of Testosterone Free Marketing, are helping Virtual Assistants brand and market their businesses, I’m concerned with branding and marketing an entire profession so we can once and for all put this industry on the map, and qualified, professional Virtual Assistants can command the professional fees they deserve and have more educated clients seek their professional expertise.

We have only scratched the surface of the industries we could be helping, but we’re going to continue to be our own worst enemies unless we start getting real and getting clear.

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Virtual Assistance Isn't the Jack-of-All-Trades Profession

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I had some lovely correspondence with a legal business coach last week. She was looking to partner with a Virtual Assistant and proceeded to outline a spectrum of skills and talents she was looking for. Essentially, she wanted someone who would be her administrative assistant, web designer AND copywriter among other things.

Of course, it was clear she was expecting to get all this for one price, too.

I don’t fault her–our industry has done a poor job of managing client expectations and educating the marketplace about what Virtual Assistance is all about. (My organization, the Virtual Assistance Chamber of Commerce, is working diligently to correct that.)

On top of that, too many unschooled Virtual Assistants who lack any formal business training or knowledge try to be all things to anybody just to land a client. No one really wins that way.

Virtual Assistance is the trade of administrative professionals performing administrative support services. One of the things I discuss with clients is making sure they are looking in the right place when they need support.

It’s been a trend of late for Virtual Assistants to think that web design, graphic design, copywriting and so forth are administrative skills, when in fact those are distinctly separate professions and skillsets.

I think they do a disservice to clients by trying to be all things because what usually emerges is the fact that they really aren’t qualified to perform those services at a professional level (unless, of course, they actually do have that training, talent and professional experience).

So I explained to this client that Virtual Assistance is administrative support. If you want a copywriter, hire a copywriter. If you need web design, graphic design, bookkeeping, whatever… that’s who you should look for. Why would you hire an amateur, or someone outside the industry, to do the job of a pro?

Sometimes, you can find a Virtual Assistant who happens to have the background, training and talent to provide those services at a professional level under one roof, myself included.

But otherwise, it’s kind of like asking a plumber if he can do your accounting, web design and legal work on top of fixing the leak.

I let clients know very clearly that my Virtual Assistant services are strictly administrative in nature–that’s what Virtual Assistance is. I do offer creative services, but those are separate divisions in my practice, not at all related, and are not included with my administrative services. There are different processes involved, and different talent, skill and knowledge required that comes at a higher value. For that reason, I charge a separate rate and require a separate contract for that work.

The solution I have worked out is to offer clients a choice. They can contract with me specifically for Virtual Assistance (administrative services only) at one of my standard monthly retainer rates.

Or, if they want me to also include my value, skill, knowledge and talent as a designer in with my administrative services to them, they can pay a much higher monthly retainer fee.

They get clear as to what the differentiation means real quick.

Over the long-run, it’s better for clients to let me focus on Virtual Assistance, and pay separately for work and projects outside of that field when they need it.

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Top 10 Reasons Your Business Isn't Growing

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  1. Lack of time (too busy working IN the business instead of ON it).
  2. Lack of focus (pulled in too many directions at once).
  3. Lack of support (spinning your wheels trying to do it all yourself).
  4. Lack of creative "space." (too stretched and stressed to plan, strategize and think creatively).
  5. Wasting resources on time and energy-busters (doing work you hate or don’t do well).
  6. Focusing on "cheap" instead of cost-effective (putting cost above value, quality and ROI).
  7. Frittering away billable hours (wasting time–thus money–on administrivia).
  8. Not investing in the right support (hiring flunkies instead of skilled, committed, thinking, creative professionals).
  9. Inefficient administrative foundations (failing to systemize, automate and streamline processes).
  10. Squandering core strengths (failing to focus on business growth, revenue-generation and the energizing work you love).

How many of these are killing your business?

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Aye yi yi! I Almost Don't Know Where to Begin

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Dear Gritty VA:

I was recently offered a position with a law firm to work as a Virtual Assistant from home. They want to pay me $11/hr to start and up to $13/hr after one year. I’ve never done this before so what is a realistic per hour charge? –RM

Aye yi yi, there is so much wrong with this picture I almost don’t even know where to begin.

First off, when you are offered a position, you are being offered a JOB. That is telecommuting–not Virtual Assistance.

Virtual Assistance is a profession of self-employed administrative experts. Clients don’t offer us jobs or dictate our professional rates. Virtual Assistants determine their own rates according to the value of their services and what will sustain their business profitably.

Now, if you are happy with a telecommuting job getting paid employee wages, that’s fine and dandy. But please stop confusing our marketplace. If you are working telecommuting jobs, and not running a business nor charging professional fees that YOU determine–not your clients–then call yourself a telecommuter, NOT a Virtual Assistant.

Secondly, I have to shout SHAME, SHAME on this law firm. They are an embarrassment and I find what they are asking of you to be illegal and unethical. What they are proposing is that you work for peanuts from home as an employee for employee level wages while they get out of paying for any of your equipment, office supplies and expenses. They are skirting the law and cheating you out of your rightful employee benefits of SSN, Medicare, disability, unemployment, etc.

Know what that means? You won’t really be getting paid $11, $12 or $13 an hour. By the time you’ve paid for all your own equipment, expenses and "business" costs, and devalued yourself right out of benefits you would normally receive BY LAW, you might end up making $3 or $4 bucks an hour–if you’re lucky.

(By the way, Virtual Assistant rates average $35-70 per hour.)

Come on–use your head. If you’re going to be a Virtual Assistant, first of all understand what Virtual Assistance is. Visit the Virtual Assistance Chamber of Commerce and bone up on what it means to be an independent professional and run your own business on your own terms.

And if you still want to be a telecommuter, at least don’t let people cheat you and take advantage. Insist on being paid as an employee–because that’s what you are–and get the pay, benefits and expense reimbursements you are legally and rightfully entitled to.

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Price Is NOT the Bottom Line

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Jakob Nielsen recently published his annual Top Ten Mistakes in Web Design for 2007. Most of his advice is spot on. Except for #10 (Not Answering Users’ Questions).

Nielsen avers that “the worst example of not answering users’ questions is to avoid listing the price of products and services.”

Nielsen may be a web site usability expert, but he’s not an expert on marketing and negotiating professional services.

Over the past several months, I’ve been talking to many, many business experts, and this is one of the questions I always have for them since it’s such a point of debate. Nearly every single expert essentially says the same thing–posting professional rates on your website is the quickest way to lose business.

Says Rob Frankel, branding expert, author of The Revenge of Brand X and frequent guest commentator on CNBC, CNN and NBC Nightly News, “Posting prices works for low value stuff, commoditized products–not professional services. Clients need to be educated about what you do in order to really understand the value.”

Frankel further states, “If you show prospects your pricing without any education, you’ll lose far more business, actually drive prospects away. And the ones you DO get will be price-driven, always looking for the cheapest way out. They do not make for good clients because they’re focused on cheap, not what you produce. You have to focus your clients on what’s important. If you don’t, they’ll make it up as they go along, and then everything is out of control.”

Clients simply aren’t going to get that information until they talk with us, no matter how we frame it on our websites. Once a rate is on the page, that’s the thing they zero in on to the exclusion of everything else. And you both lose out on an opportunity in the process.

I conducted a little experiment on this, too.

I typically average 3-4 consult requests a month with no pricing listed anywhere on my site. Mind you, I provide one service only–ongoing administrative support, not project work.

Once I’ve had the opportunity to talk with clients in a consultation, I pretty much have my pick of the ones I want. But during the month that I posted a pricing page, I saw all my traffic immediately going to that one page, and got not one single consult request.

I also noted that my site visitors were spending dramatically less time on my site overall. Every bit of other information about the value and benefits and solutions was ignored.

Once I took that page down, I literally overnight saw a huge increase in not only page views, but in the amount of time visitors were spending on them. You could actually see that they were reading all of the information presented. And the phone started ringing again.

And trust me, there’s no guilt or whispered discussion about the investment–once I’ve learned what I need to know and gone over the important things clients need to know, I’m very direct about what it’s going to cost to work with me. But they need the context of our consultation conversation in order for that cost to make sense. And I can’t even begin to tell them anything about cost until I have gained an understanding, again through our consultation conversation, what their needs, goals and objectives are.

It should never be your intention with your website to elicit calls about price. Your website’s purpose is to establish rapport, educate about the value and how results are achieved, and compel prospects to want to learn more about the solutions you offer from YOU–a real live person–in a consultation.

It’s not the job of a website to “close the deal.” Negotiation happens between PEOPLE–not between websites and strangers.

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Cost-Effective and Cheap: Not the Same Thing

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Okay, class… do we all know the difference between cost-effective and inexpensive? Because they are not necessarily synonymous.

Often, a cheap alternative can be far more costly in the long run than making a cost-effective, but more expensive, investment.

Alternatively, it’s often a seemingly “costly” investment that ends up being vastly more cost-effective (read “cheaper”) because it instills greater value and ROI.

Remember that–it’s a very important distinction.

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"Must Be Able to Work Without Supervision"

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Do you use Google alerts? I’ve got them set up for a ton of watch words so I can stay on top of industry news and other topic mentions.

In one of my alerts, I came across a fellow’s blog. Not exactly sure what he does, but he was talking about Virtual Assistants. Well, I always love it when someone outside the industry helps us promote the profession, and naturally clicked on the link to see what he had to say.

Among other things, there was this gem:

“Must be able to work without supervision.”

Huh?!

Why oh why do people continue to talk about us as if we were employees?! This really chaps my hide!!!

Since when do independent professionals ever need to work with supervision? When you shop for an attorney or an accountant, do you ask them if they work well without your supervision? I think you’d be politely shown the door.

Come on! I am sick of this crap. Where is the professional respect? I know there are many so-called Virtual Assistants operating with employee-mindset. Those people are NOT Virtual Assistants–they are telecommuters.

Get.It.Straight.

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Free Marketing & Branding Teleseminar on Jan. 18 with Mark Merenda of SmartMarketing

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Hey, all you chickadees and chickadudes (okay, I’m in a goofy mood today, as you can tell), one of my favorite marketing masters, Mark Merenda of SmartMarketing, is going to be speaking at my organization’s monthly Guest Expert Tele-Seminar.

Mark will be talking about the Power of Marketing and Branding: When the Product is Invisible, the Package IS the product.

I can’t get enough of Mark’s expertise. I think he’s a marketing genius, not only for his thorough mastery and sophisticated knowledge of the subject, but also because of how brilliantly he is able to communicate the concepts of marketing and branding so simply and effectively.

He offers a clarity about marketing and branding, the essence of why, what and how, communicated in a way I haven’t heard before.

Anyhoo, the tele-seminar is geared toward Virtual Assistants, however, the knowledge and information Mark will be imparting benefits all professional service providers. If that’s you, you have my personal invitation to join us.

You can register here: http://www.virtualassistantnetworking.com/teleclass-registration.htm

Oh, and did I say it was free? Yup, it is. :)

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New Goals For My Blog in 2007

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Hey, y’all! I’m going to be doing a bit of housecleaning around here, and doing some new things with my blog in 2007. As soon as I clear a teeny bit of space, one of my projects is to move my blog over to Typepad, sooner rather than later.

I’m also going to be switching gears a bit. I haven’t quite decided if I’ll keep a separate blog for my business, or how I’ll brand my blog once I move it over to Typepad, mainly because I’m going to be talking a lot more about Virtual Assistance itself.

I’m still going to “talk” to business owners, but I’ll be writing a lot more posts helping educate them about what Virtual Assistance is, how one works with a Virtual Assistant, and all that. But I’m also going to be talking more with Virtual Assistants in an effort to help them understand better some of the business concepts involved in running a profitable and sustainable Virtual Assistance practice.

The two conversations don’t need to be mutually exclusive. I think it can be beneficial for business owners to understand some of the reasons behind our standards and why we devise certain policies in our practices (basically all having to do with the fact that when we take care of our own business needs first and in a way that serves us, we in turn are able to provide clients with vastly superior service).

I have a hard enough time posting to one blog (although once I repurpose my intentions, I think I will have lots more to write than I have in the past), so I’m not really wanting to maintain two blogs–one for my own individual practice, and one geared more toward Virtual Assistants and branded for my Virtual Assistant organization–the Virtual Assistance Chamber of Commerce. But I haven’t quite figured out how to work that out.

In the meantime, I’ll just be blogging along with whatever comes up that I have something to say about, LOL.

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Snow Day on the Beach

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Well, I’m just starting to figure out how to use the video feature on our camera. I took this the day after it snowed–we got about 8 or 9 inches. This is from the deck of our house.

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