VA Secrets Revealed! The Blog

Mistake #2: Forgetting Who’s Boss

A common challenge among virtual assistants is understanding the different between being a business owner and an employee. This is especially true if the work you are doing as a VA is similar to what you did as an employee.

Accepting the business owner vs. employee differences is a responsibility of both you and your clients. You need to be firm with your business policies, what you will do and won’t do, and how you want to work. And then make sure your clients are aware of it.

Keep in mind that working with a VA will also be a new experience for many of your clients, so it’s up to you to educate them about what it means to be a VA and how you have decided to run your business.

And don’t forget about your  independent contractor agreement! It’s a must-have tool for your business because it protects you and your clients and can serve as a reminder on how the virtual assistance relationship works.

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This post is expanded from Chapter 2: The Biggest Mistakes VAs Make in the book, VA Secrets Revealed! An Insider's Guide to Being a Successful Virtual Assistant. Grab a copy and follow along as I blog!

Mistake #4: Failing to Tend to the Business of Being in Business

A virtual assistant business, like any business, is not solely about getting clients, providing a product or service and getting paid. Any business owner will attest to the large amount of time that is spent managing her business, creating her own processes and doing other non-billable work that keeps the business running behind the scenes. As a VA, much of this behind-the-scenes work could be services you offer to your clients to help keep their businesses running. But it is also exactly the type of work you will need to do for your own business to keep it running smoothly.

When these essential business administration tasks continuously fall to the bottom of your to-do list, they build and build until you have a handful of payments to log into your accounting software, a mountain of papers to be filed, and 85 e-mails sitting in your inbox, waiting for your attention. It becomes an almost insurmountable collection of things to attend to and can take hours, or maybe even days, to weed through. That’s a huge chunk of time which can translate into a lot of lost income.

As a business owner, you need to accept the behind-the-scenes tasks and get them done or hire them out. Some professionals you may consider hiring include:

• Accountant and/or bookkeeper
• Attorney
• Professional Organizer
• Virtual Assistant (yes, you can have your own VA!)

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This post is expanded from Chapter 2: The Biggest Mistakes VAs Make in the book, VA Secrets Revealed! An Insider's Guide to Being a Successful Virtual Assistant. Grab a copy and follow along as I blog!

Mistake #3: Avoiding the Web

Every business needs a professional website, especially virtual businesses. Perhaps I am a bit biased since my background is in Web design, but I really feel (and have seen proof) that a Web presence is vital for EVERY business, virtual assistance included. Why? Here are the biggest reasons you need to get your business on the Web:

• Promote Your Business: A website is critical for marketing and promoting your business, both online and off and should be a key part of your marketing plan.
  
• Be Credible: A well-developed website gives your business a certain level of credibility and legitimacy. This is especially true when you offer information about yourself and provide ways for prospective clients to contact you.
  
• Get Found: If you don't have a website you are losing every potential customer who jumps on Google and does a search for the exact service you offer.
  
• Answer Questions: A website tells people what you do, how you do it and who you do it for. In many cases, it's your first opportunity to answer questions of prospective clients and win their business.
  
• Compete with the Big Guys: Find me a successful company that doesn't have a website. I am willing to bet there are very few, if any, out there. If you don't have one, you will find it very hard to compete with the top performers in your industry.
  
• Be Open Around the Clock: Your site is online 24/7, so it's working (whether by selling, providing information, or sharing resources) even when you are not.

Creating an online presence doesn't have to be a complex endeavor and can be very affordable -- if you know what you need and where to go for it. Here are two must-haves, even before you take the step to create a website:

1. A Domain Name: A domain is the Internet address prospective clients will type into their browser to access your website. For example, my business domain is www.avertua.com. Your domain should be your business name or something that represents your business. You can see what's available by going to a registration service, such as Go Daddy or Register.com and typing in the domain you are considering.
   
2. A Business E-mail Address: Even before you have a website up and running, having a domain will allow you to set up a business e-mail account. Free e-mail services are great for personal correspondence, but they undermine your credibility as a professional when used for business purposes. While there are many providers offering free e-mail accounts, I strongly advise against using these accounts for your business. You need a business-only e-mail based on your domain name.

Registering a domain name and setting up a business e-mail account is one of the best actions and most affordable investments you can make for your business, and it will be invaluable. Stay tuned for more information on ways to create a website and, most importantly, how to market it.

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This post is expanded from Chapter 2: The Biggest Mistakes VAs Make in the book, VA Secrets Revealed! An Insider's Guide to Being a Successful Virtual Assistant. Grab a copy and follow along as I blog!

Mistake #6: Losing the Internal Struggle

Here's a Truth

Having a successful business is not easy. It takes a lot of dedication, hard work and foresight to build a business and create sustainability. And no matter how much work you put in, there are many things about business ownership that you won't be able to prepare yourself for. Things like not getting paid on time or at all when you have done the work, being asked to justify your rates to prospective clients, or losing a client. If you're not mentally prepared for these and other challenges, you may question yourself and your decision to start a business.

Confidence is Key

Throughout the process, it is so important to believe in yourself and have confidence. You've put in the time developing your business; you've researched the market, your competition and the cost of doing business; you've established your rates; you are marketing yourself; and you're feeling good about your new company.

Then, maybe something negative happens or work is slow and you feel like you need to take a step back and reevaluate. Are you charging too much? Are you taking too long to turn work around? Should you be working more hours? Should you think about going back to the corporate world?

Don't Second-Guess Yourself!

No, business ownership is not for everyone and not every business will succeed. But you don't stand a chance if you don't think you can do it. Give it a chance, do your best and believe in yourself…and the rest will fall into place.

Inspiration

Here are some of my favorite quotes that keep me going when I hit a bump in the road:

They can because they think they can.
Virgil

Determination gives you the resolve to keep going in spite of the roadblocks that lay before you.
Denis Waitley

The surest way not to fail is to determine to succeed.
Richard B. Sheridan

If you really want something, you can figure out how to make it happen.
Cher

A man can be as great as he wants to be. If you believe in yourself and have the courage, the determination, the dedication, the competitive drive and if you are willing to sacrifice the little things in life and pay the price for the things that are worthwhile, it can be done.
Vince Lombardi

Our greatest battles are that with our own minds.
Jameson Frank

In the middle of difficulty lies opportunity.
Albert Einstein

Do not let what you cannot do interfere with what you can do.
John Wooden

Success usuallly comes to those who are too busy to be looking for it.
Henry David Thoreau 

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This post is expanded from Chapter 2: The Biggest Mistakes VAs Make in the book, VA Secrets Revealed! An Insider's Guide to Being a Successful Virtual Assistant. Grab a copy and follow along as I blog chapter-by-chapter!

Mistake #1: Selling Your Soul

Whether you are taking every single project and every single client that comes along, drastically reducing your rates to try to win contracts or doing work for free, sacrificing your business and personal standards is a vicious cycle that can be very difficult to get out of. Here are some of the biggest things virtual assistants and other small business owners should avoid to ensure longevity of their business.

Taking every project offered

A red flag should go up when you consistently take on clients that are not your ideal client. You may find yourself bogged down doing work you don't enjoy for clients you have difficulty working with. Yes, you have made a little money, but now you feel stuck because you are dreading work every day and questioning why you decided to become a business owner at all. Be able to recognize when a client or project doesn't fit with your business goals. There will always be another opportunity.

Drastically reducing rates to get work

Small businesses go through phases, and many hit a point when work is hard to come by. It's scary to be so desperate for work that you are willing to charge almost nothing just to make a little money. You think that if you offer to do the work for less than your competition, the client will have to choose you. This is not true. Most successful business owners recognize that you get what you pay for, and usually don't make their decision to work with a VA based on the rate alone. It's a combination of factors -- experience, availability, location, rapport, and rate -- that win VAs business.

Working for free

If a prospective client is considering hiring you for a long-term retainer or a large project and they request a "sample," you should suggest a trial retainer in which they hire you short-term, for one month or for a specified number of hours. This way they can see first-hand how you work and the quality of work that you do. It also benefits you because it allows you to see how they work and decide if they are a good client for you before getting into a long-term arrangement. Your work and your time are valuable!

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This post is expanded from Chapter 2: The Biggest Mistakes VAs Make in the book, VA Secrets Revealed! An Insider's Guide to Being a Successful Virtual Assistant. Grab a copy and follow along as I blog chapter-by-chapter!

Mistake #5: Trying to Be Everything to Everyone

In the book, I talk about some of the biggest mistakes I have seen virtual assistants make (and some that I have made myself).  Mistake #5 is trying to be everything to everyone.  Here's an excerpt from the book:

One of the biggest mistakes many VAs make is trying to do it all. You know the saying, "Jack of all trades, master of none?" It can certainly apply to virtual assistants who try to do it all when their skills and experience don't support that. I have come across many VAs who see a market for specific services and jump in with both feet without first taking the time to learn the skills necessary for the services they are trying to offer.

Now, I am certainly not saying that VAs should pick one niche area and stick to it with tunnel vision. I'm actually saying the opposite. I think it's great to offer services in many areas to many people...IF you have the skills and experience to do that. If you don't, spend the time to learn about the area you are interested in, do your research, take some classes, get certified, get some hands-on experience under your belt.  THEN, offer it to clients. 

I know some VAs are very niche-specific, only providing one type of service, sometimes to just one type of client. If this works for them, great. In my business, I have incorporated all of my strengths and skills (which happen to be in several different areas), to offer a broader range of services. Does this mean I am trying to do it all? Sure! But do I offer services I have no idea how to do? No way.

But don't service-oriented businesses need a niche? Yes, but that niche doesn't have to be a service offering. It's so limiting and restraining to run a business that way, at least in my opinion. My niche, for example, is providing innovative solutions, exceptional service and unrivaled quality to long-term clients. And I guarantee my clients satisfaction when they work with me. That's my niche -- becoming a reliable and loyal partner to my clients. The services are variable, but that aspect stays constant with every new relationship.

It's all about maximizing your strengths and doing what you truly love. If you have the experience to back it up, why limit yourself? Go for it!

Oh and in case you're not sure how to determine your strengths, services and your niche, stay tuned...the book and the companion VA Resource Toolkit Online Edition provide some worksheets you can use to help you figure it all out.