Monthly Archives: April 2008

Business Begging

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I received an email today from a Virtual Assistant looking for work (I get a million of these every week, it seems):

"I have been in the business since 2005 and had established relationships with a number of clients in the different states. However the last few months has seen loss of clients due to their financial constraints.  I’m reaching out to you, fellow Virtual Assistant for any overflow work you may have. I do not wish to steal clients; I’m simply asking if there are projects or areas of projects you need assistance with to consider my services. You would get to review whatever I do before forwarding it to your client and so you would maintain representation of your work quality and standard. Also, if a new client contacts you and you are not able to take on their project please pass on my information."

She included her resume, and has apparently sent this message to a huge list of Virtual Assistants whose email addresses it appears she’s gone to great effort to harvest off the Internet.

My colleagues and I were discussing this on our Virtual Assistant networking forum, trying to decide if it was legitimate or not.

If it is legitimate, I am sorry for her predicament. However, even so, she is sure going about things the wrong way.

To create a successful, profitable, sustainable business, she needs to do what the members of my Virtual Assistant association do every day on our forum: Become students of business and learn how to be smarter, savvier, more knowledgeable business owners.

What does that mean?

It means learning how to:

  • Get over employee mindset
  • Start thinking (and marketing) like a business owner and master of your own ship
  • Charge properly and stop giving away your time, expertise and the value of your work
  • Define a target market for greater clarity, focus and results in your marketing messages and efforts
  • Create systematic, methodical and intentional standards, processes and policies in your business
  • Focus on core offerings, ideal clients AND ideal work
  • Gain deeper understanding of the real service you offer as a Virtual Assistant

Plus, most Virtual Assistants are not going to entrust their work to strangers. We are more likely to refer or subcontract to those we have come to know through networking and have built relationships with.

And personally, while I can certainly feel sympathy for her, as a business owner, I’m not attracted to anyone who resorts to business begging or wears their desperation on their sleeve. It’s a signal to me that there’s a high level of business sensibility missing and makes me also question their competence. I simply would not entrust my important client work, much less my own business work, to someone who doesn’t inspire anything but the highest confidence.

Who knows… she might land a few small gigs from her email blast. But that isn’t going to tide her over for the long-haul or contribute anything to the foundational changes that need to take place in her business so that she isn’t ever in this predicament again.

I do wish her well, and hope that she will have the wisdom to invest the same kind of time and energy she did in harvesting our email addresses toward overhauling her business and educating herself on the points I’ve outlined here. Her business survival will depend upon it.

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What Am I?

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Dear Gritty VA:

I am contemplating starting my own virtual assistant service run from my home office and specializing in tax preparation and bookkeeping. I have been looking at software, namely Quicken, Quickbooks and Peachtree, and I can’t decide on which one to use. Is there a popular one that is used by others in this profession? AC

The questions I focus on in the Gritty Virtual Assistant column have to do with helping folks understand business concepts and principles, particularly as those things relate to the Virtual Assistance business, which is a unique model in and of itself.

However, your question does bring to light the fact that you are not understanding what Virtual Assistance is.

The business you are thinking about opening isn’t a Virtual Assistant business. It’s exactly what you called it–an accounting/tax preparation/bookkeeping business. That’s not the same thing as Virtual Assistance.

True Virtual Assistants (that is, those who practice the business as the model and profession was originally conceived) do not focus on one service. What they’re "selling" isn’t line-items services nor is it one specialized kind of service such as bookkeeping or transcription for example (those would be called Bookkeeper and Transcriptionist respectively).

The specialized service that Virtual Assistants are "selling" is an ongoing, continuous, collaborative (most often retained) relationship in which they support clients in some kind of across-the-board administrative capacity. So what makes something Virtual Assistance is that the service is:

  • Administrative
  • Ongoing, continuous
  • A package of across-the-board administrative support
  • Conducted within the framework of a collaborative relationship

From a marketing standpoint, it’s very important to call yourself what you are. If your focus is on bookkeeping/accounting, then that’s what you want to call yourself. That’s how your prospective clients will find you and how they will know and understand exactly what you do.

PS: Get hooked up in the bookkeeping/accounting profession listservs, forums and organizations. Since that is the profession/specialized service you are talking about entering; they will be your best source for current industry knowledge regarding software and such. :)

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Happy Earth Day!

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Living green is an ongoing interest of mine. I’m not a huge expert, but I enjoy learning new ways I can contribute to helping the planet get healthy again and leaving our future generations a livable and natural environment.

One of my dreams is to eventually have our home outfitted with solar panels; maybe even figure out how our community can harness wind power and "grow" our own alternative, self-sufficient energy sources.

I’m becoming more and more conscious about the consumer products I use such as household cleaners. I really like the Method products for their earth-friendly solutions, fresh and unique scents, and stylish packaging. I love that!

Recently, I finally got all the bulbs in our house replaced with the energy-efficient flourescent ones.

One thing I’m trying to figure out is a greener alternative to garbage bags. It’s an easy thing to bring our own fabric bags to the grocery store, and in a pinch use paper over plastic from the store. However, I don’t know what to do about garbage bags.

We’ve always used the plastic grocery sacks from the store as our kitchen garbage bags. And given where we live, it’s simply not practical to use paper because it gets wet and the bottom breaks too easily.

So what’s the solution? If you have any ideas, I’d love to hear from you.

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Grateful Mondays: Happy as a Clam

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Today I am grateful for simple pleasures.

If you are a reader of my blog, you may remember I mentioned on another Grateful Monday about my daughter coming back to work with me more in my business. She has a day job where her days off are in the middle of the week, and on the days she does work, her shift ends at 2:30 pm.

She recently expressed a renewed interest in coming back and being a part of my business and has been working with me two days a week.

She’s been such a big help, not only because she’s been helping me since she was a teenager and knows alot already, but now that she’s older and has more interest, I’m training her to take on bigger and more indepth functions for me.

We’re having such a good time, too, and it’s been so neat to get to know her as a young woman and not just my daughter. I marvel every day we talk at what a smart, cool kid I’ve got!

Today, however, I had to giggle… there she was working in the other room, whistling away to herself, happy as a clam.

It brought the biggest smile to my face and just lit me up inside.

It’s those kind of moments that make life grand for me.

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What's My Guarantee?

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Dear Gritty VA:

I am interested in hiring a Virtual Assistant. My ideas are getting clearer, but I still haven’t completely thought through how it would work. I need to know that I can trust someone enough to give them access to my personal information and count on them to be reliable and competent enough to assign projects. My identity and reputation are at risk. What kind of references or assurances can I ask a candidate for? What can I do to safeguard myself if I do hire someone? –KP

You’ve got several question topics in here at once; I’ll see if I can answer all of them in one shot…

As far as know how it works, that’s the beauty of working with professionals. You don’t have to figure out how it works. When you hire a Virtual Assistant, you are working with a professional, not an employee. As a business owner, your Virtual Assistant is going to have her (or his) own systems and processes for getting things started and helping you determine what can be delegated.

As you consult with Virtual Assistants to find the one who is right for you, they will explain how these things work and how they can help you get started with their service.

As far as what assurances or guarantees you can expect, much of that is going to depend on how you go about your selection process. Each Virtual Assistant is an independent business owner. That means, you are going to need to do your homework, review websites and then talk with those Virtual Assistants who pique your interest and present themselves as the best qualified to meet your needs.

None of us ever has any foolproof, 100% guarantee that we won’t have any problems with a service provider we select. As a consumer, all any of us can do is try to make the most educated decision possible based on value, quality, competence and fit.

That requires us to do our homework. Beyond that, there simply will need to be a minimum level of trust extended or else there is no basis for the business relationship.

Of course, I don’t advise any client to hand over vital, secure personal or business information right off the bat. Remember, Virtual Assistance is an ongoing, collaborative relationship. As you continue to work together, your relationship and trust level evolves. If at some point it makes sense to give your Virtual Assistant access to certain security informaiton in order to conduct work on your behalf, that’s something you can decide then.

To help you select a qualified, competent and professional Virtual Assistant, I wrote a guide to help business owners know what to look for and why: How to Hire a Virtual Assistant.

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Grateful Mondays: I Don't Gotta Cook If I Don't Wanna

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Every once in awhile I’ll get the urge to make an effort and cook or bake something nice and yummy for my guy, or make a healthy soup, or experiment at some exotic dish. That’s lasts about a second.

Most of the time, I absolutely hate grocery shopping and cooking. And I hate having to carve the time out of my day or week to do those things.

But, we have to eat, right? And we are really into healthy and organic, which makes it all that much more work.

So, I’m always on the lookout to make my life simpler in that area. One of the services I’ve found in my area is an organic produce delivery service from an independent farmers collective. Each week, you can go online and select from their menu your locally grown and organic produce and a few bakery items, and they will deliver it right to your doorstep.

A few of our local grocery stores also have delivery services where you can select items from their online grocery list and they’ll delivery everything to you for a small fee. I’m going to be trying those out soon.

I’ve also enjoyed going to those places where you can make a bunch of healthy gourmet family-sized entrees for the freezer. These services are springing up all over the place, and are a great life-simplifier for people like me who are too busy to cook every night (and not very good at it).

In my area they are called things like Kitchen2Kitchen and Dinners Done Right. The idea is that once or twice a month, you go to their "kitchen" where all the fixings are already prepared and laid out for you. You select the entrees you want to make from their menu (which changes each month), and in one fun evening you can prepare enough freezer-ready to keep your household fed.

The service is sold in entree packages, generally 6, 12 or 15, so you can make as few or as many as you wish. They take care of the recipe planning, prep work and cleanup so it really is a convenient, time-saver. You don’t do anything except show up and make your entrees.

But even this has become a demand on my time anymore that I’m not interested in expending. And, being in my 40s and having to be more conscious of what I eat and the ingredients used, their menus aren’t necessarily lo-cal or diet/health conscious.

What I’m looking for is someone who can take that concept, but instead make the entrees for me and use recipes that I dictate. For example, I love Weight Watchers cookbooks because it’s not diet food; they just use healthier ingredient alternatives.

Now, I just need to find someone or a service that will do that. Where do I even look? Do you know what you would call a service like that? Would it be a personal chef? (But I don’t want someone to cook in my home; I just want to buy the entrees.) A nutritionist? What category would you look under?

If you have any leads, I’d love to hear from you.

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The Virtual Assistance Brand

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In the Client’s Guide to Virtual Assistance, we talk about Virtual Assistance being a specific brand of administrative support. That’s because it is a very intentional and specific business model and method of service delivery.

Lots of Virtual Assistants lament that when they tell people they are a Virtual Assistant, they are met with blank stares because no one knows what that is. Some feel the solution lies in getting the term populated in directories and online categories.

But I tell them this… Don’t get hung up on the term Virtual Assistant/Virtual Assistance. It’s not important. What IS important is that people calling themselves Virtual Assistants understand themselves what Virtual Assistance is so they can properly educate the marketplace.

Virtual Assistance is ongoing, collaborative, systemic administrative support. It’s about delivering a package of assistance comprised of several tasks and areas of support in an ongoing, continuous relationship with clients.

And that’s because administration isn’t a one-time event. It’s not any one project or stand-alone task. It’s not something that is done once and it’s done forever. That’s why project work and single, occasional stand-alone tasks are not Virtual Assistance.

Because administrative is many things that are done always, continuously, throughout the life of a business. It’s the very backbone of every business.

That’s what makes Virtual Assistance what it is.

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Are You a Cheapskate?

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No, I’m serious…

When you make decisions about your business, are you constantly looking for the free ride?

How do you choose your vendors and service providers? Is your initial inclination to weigh and examine value, quality and benefits and advantages? Or is "cheapest" and "free" your primary criteria?

If it’s the latter, you’re killing your business.

And not for the reasons you think.

While there absolutely is truth in the adage "you have to spend money to make money," I’m not talking about that.

I’m referring to something that is more insidious and damaging to your business. And that’s a mentality. A way of thinking.

If you are a laws of attraction/abundance type person, or more of an intention person like me, you are familiar with some form of the saying "you attract what you put out."

If you are operating with a cheapskate’s mindset, guess what that will attract to your business? Yup, you guess right–cheapskate clients.

Be honest, how many times have you complained to yourself or commisserated with other Virtual Assistants about the cheapo clients who want everything for nothing, who think you’re in business to work for free?

Now think about this:  How many times have you operated in the very same way when you purchase services or products?

If you want to be approached by clients who respect and value you as professional, you have to be that way yourself. That means, you have to stop trying to nickel and dime your fellow professionals and business owners. Stop expecting everything to be free and "cheap."

I’m not saying that you have to spend what you don’t have (although something worth having is worth saving for or moving mountains to get if need be), nor that the highest priced service or product is necessarily always the best and what you should choose every time.

That’s not what I’m saying at all, whatsoever.

It’s all in how you think and choose, regardless of whether the best service or product is the most expensive or the least expensive or somewhere in between.

When you stop being a cheapskate yourself and instead make your purchasing/hiring decisions based first on quality and value and skill before price and what you get from your investment, you are putting out into the world that which is going to come back to you. When you start operating in that manner, you will consciously and unconsciously begin to understand and attract clients who base their purchasing/hiring decisions the same way.

When your mindset shifts in that manner, something even more important happens. You also begin to better understand your own value. In turn, new ways for articulating that value will come to you, almost by magic it will seem. And transformation is magical. But then again, it’s also not–it’s all about intention and consciousness.

;)

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Do You Know the Real Business You're In?

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If you’re in the Virtual Assistance business, you’re in the collaborative administrative support business, right?

That’s true on the surface, but do you understand the real business you are in if you are a Virtual Assistant?

If you are a Virtual Assistant, you’re really in the convenience business. Why? Because you provide a convenient alternative to employees for businesses that don’t have the time, space, budget or large enough workload for employees.

If you are a Virtual Assistant, you’re also in the business of creating time. By leveraging your time and talents, your clients increase the hours they have at their disposal to focus on their business.

If you are a Virtual Assistant, your services are so much more than the administrative support you provide.

A skilled, qualified, competent and thinking Virtual Assistant allows clients to grow their business faster. You help clients accomplish goals and projects they never would have been able to on their own. Your masterful skills deliver higher quality, which makes them look more polished and professional to their clients. You allow them to operate more efficiently, thus profitably. Your relationship with them helps them create the business of their dreams and the life they want to live. You afford them the "space" to be and think and create.

As a Virtual Assistant, you come value-added, and that, in turn, allows your clients’ businesses run better and look better to their clients and customers.

Remember that in your marketing messages… It’s the difference between secretarial services and what you as a Virtual Assistant do for clients. They aren’t going to get those things with project-based, transactional task support because it is absent of the ongoing, collaborative dynamic that is inherent in your service delivery.

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The Result of Our Industry's Poor Marketing Message

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Look at this press release: http://www.emediawire.com/releases/home_bu…prweb821374.htm

Notice what the quote box says:

"Virtual assistants are the low-cost, low-commitment way to start getting some of that suffocating, time-sucking work off the desk, and into the hands of a professional who is trained to get it done correctly in the least amount of time."

In the very same breath, this guy says we’re "low-cost, low-commitment" while at the same time calling us professionals.

If someone is a professional, who is "trained to get the job done correctly," guess what? That’s going to cost something.

And working with clients who don’t make a commitment is one of the quickest ways to drive your business into the ground. I don’t know about you, but I save my efforts for those who understand that a commitment is necessary for our work together–they are the most profitable clients to work with, and the most gratifying.

This industry has GOT to get off the pricing conversation. Every single time you focus your marketing message on how "cheap" you are, on how much money client’s will save over employees, you are focusing them on money.

Look how that message has educated this fellow. And now he–an industry outsider–is in turn educating your marketplace to expect you to be cheap and expect no commitment.

Is that really your message? Is that really all your solution has to offer? Is that all your services do for clients–give them a cheap way out? Do you really have to "bribe" people to work with you like that?

If you focus your message on "cheap" and "low-cost" and "low commitment," guess what kind of clients you’re going to attract? You think you’re gonna make any money to keep you in business that way?

This industry really needs to change the conversation it has with our marketplace. Here’s a shocking revelation for you:  You don’t need to talk about cost whatsoever in your message.

Instead, start thinking about what your services do for clients. What results does your working together bring to their business? How might their business growth and profits be positively affected? What does that mean to their life?

That’s the conversation you want to focus on.

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