Virtual Assistants | Your Small Business Secret to Success
This morning I woke up and started the day knowing that the tasks I find tedious, and other tasks, are done thanks to my team of “virtual assistants.” Lourdes Wellhaven.
I didn’t start my career as a self-employed person with a team. Instead, I took the hard route. I went the typical I’ll-make-it-happen-somehow-bravado route. I slept very little and sacrificed a lot to get my business off the ground. In a few short months it became clear that I needed help and fast. I thought that the logical next step was to hire my first employee. I chose well, I thought to have hired a dear friend who needed a part-time job.
Sure I had heard that it’s not good idea to hire a friend or family member. But that warning was for “other people.” I soon found out that I was not immune to the same issues that every start-up has when they hire people they care about. Unfortunately that business relationship ended badly and the friendship ended with it. That employer/employee relationship was followed by a series of additional similar situations, some working really well, but most, not so much.
I hired an HR Coach to tell me what I was doing wrong. In a few short hours he came up with a recommendation that was very surprising. He advised me to hire Virtual Assistants for everything. Yes, a VA for every single possible job function my firm needed or would ever need in the future, no exceptions.
I couldn’t wrap my head around the concept. My concerns were endless. But he described to me in detail how he himself works exclusively with VA’s. I took his advice, albeit with baby steps in the beginning, but have not looked back since.
Here’s what I’ve learned in the process
- Labor costs have dramatically decreased: It may appear at first glance that I’m paying more for an “assistant” per hour than I did before but that’s not true and here’s why: There are many other costs besides the hourly wage rate associated with a traditional employee including paid-time-off, fringe benefits, insurance, worker’s comp, retirement etc. If you are truly using the services of an independent contractor (check IRS regulations) then there are no other additional hourly expenses.
- Production has increased: I was more than a little shocked to realize that what my traditional employee was taking 40 hours to complete was quickly and efficiently done by my VA in 10 hours.
- Team spirit has been enhanced: Virtual team members have a very different mindset primarily because the business relationship is different. I’m not their boss, I’m their client. Astoundingly my VA’s act as if they have a bigger vested interest in my success.
- Internal Control has increased: Internal control in an accounting term whereby a company puts policies and procedures in place to ensure the accuracy of financial data and the safeguarding of resources. I thought that having remote employees would compromise internal control, but instead, I’ve found that with the help of technology, it has been enhanced.
- My company benefits from the experience a VA has with other clients. My VA’s each serve lots of different clients. This means they get really good at doing that “one thing” and have specialized in certain tasks. Further, because they serve so many different clients daily with those specialized skills, they have a much deeper understanding than any traditional employee could ever hope to.
- I can easily scale up or down as my workload warrants. Projects start and complete and I can enlist help on an as-needed basis instead of being stressed about providing enough work for my employees on an ongoing basis. It’s a huge responsibility to hire someone. That’s a pressure I simply do not have to deal with any longer.
Sure I miss the water-cooler talk from time to time and the camaraderie of having others in-house. There is always a give and take with everything in life. For me, though, I’d rather sacrifice the social aspects of having an in-office staff for the happiness that I get from knowing that I’m working smarter for myself and my clients.
Guest Author Lourdes Wellhaven:
by Lourdes Welhaven – Lourdes is the host of the Networker for Business Women effort and podcast which is owned and run by Welhaven and Associates for the benefit of women in business everywhere. Lourdes is also the Founder and Publisher of Little Pampered Dog “The Lifestyle Magazine for Little Pampered Dogs and the People Who Love Them.” You can download your free copy of the app and a free issue for your iPad, iPhone or iPod here: www.littlepampereddog.com/download
Thank-you for sharing your experience with hiring Virtual Assistants, Lourdes!
A couple of questions:
1) You imply that you work with several Virtual Assistants, with a team approach. Does each handle different aspects of your business, dependent on their strengths and gifts?
2) What kinds of tasks have you hired Virtual Assistants for?
3) Have you had any negative experiences with Virtual Assistants?
Hi Michelle!
Great questions!
1. Yes, I work with different VA’s…all remote. For example, my bookkeeper does…bookkeeping. My illustrators…illustrate only. I have writers, editors, researchers, graphic designers, an administrative VA… It’s no different than setting up different departments in a “traditional” business. It’s not so much that I assess their skills and strengths per se, it’s that they themselves choose to specialize in the skill sets that they offer to many clients.
2. I’ve hired VA’s to do all things noted above and more. You can have a VA do anything a “traditional employee” would do. They just work remotely and not so much under your direct supervision, per se. There really isn’t any task that a VA couldn’t help a business with other than something that has to be done in person. Most things though, don’t have to be done in person that are administrative or creative in nature.
3. Yes, I’ve had negative experiences with VA’s just as I have had with a “traditional employee.” So here’s what I’ve learned to do…When I consider working with a new VA I give them a small test project and see how it goes. If they can’t deliver the first simple project on-time, at standard, and within budget it will never work. I’ve had lots and lots of VA’s not be able to deliver in the first simple project…that’s why I hold on tight to those that do a great job. You have to do your “due diligence.” You have to “trust but verify” but that’s true of all similar relationships virtual or otherwise.
I hope I answered your questions?
You’ve answered all my questions, Lourdes, thank-you!
I always thought of a Virtual Assistant as a one-person job, sort of like a virtual personal assistant, office manager, or receptionist. It honestly never occurred to me to hire multiple Virtual Assistants, and delegate my needs according to their individual strengths. Thanks for breaking me out of the narrow thinking!
Thank-you, too, for explaining how you hire a VA. That’s excellent advice. I’m going to put together a list of the needs I have and start searching for team members.
Hi Michelle,
Working with a virtual team can mean many things to many people. I love Lourdes’ business model and clearly outlines the benefits of working with remote teams. I hope her ideas, acumen and suggestions assist other business owners to transition to this type of high payoff workplace.
Another option is to partner with a virtual assistant who is more of an online business manager who will facilitate and oversee the entire process, so you have just one point person, instead of having to manage 3-4. It is important to delegate our low value activities, enabling us to focus on our core genius. I too delegate to my virtual assistant, enabling me to work ON the business, rather than IN it. I saw a quotation the other day and it boiled down to moving from an entrepreneur who tries to wear all of the hats to being a small business owner, who manages the daily operations and contracts out.
There is an older post Michelle that outlines some key points and questions to ask a virtual assistant. You may also find that some of the project management and delegation posts are helpful in fine-tuning your questions and search for help.
Thanks again for taking the time to share your thoughts and comments.
Michelle, If you want someone that you never ever have to worry about, that is completely on the ball, look no further than Suzie – Ace Concierge….you know, the website we’re on right now…hint hint..
Go ahead…do your due diligence…check her references…you’ll be blown away.
Cheers!
Lourdes,
You made me blush! Where is the “favorite” button now? Thank you so much for your kind thoughts and support. I am honored. Truly.
Have a fantastic evening and if there is anything else I can do for you, please don’t hesitate to ask.
Suzie
Thank-you so much for all the help and wisdom, Suzie and Lourdes! And Lourdes, thank-you for recommending Suzie.
Scott, my husband, is the brains behind New England Multimedia, and does all the technical, development, SEO, and creative work for our very happy WordPress clients and customers. He handily manages all of his work and communications with ease and superb time management skills.
My role is “just” social media marketing, community management, consulting, and blogging/content creation. But I’m also a youth minister, teacher, writer, curriculum developer, and homeschooling advocate. I want and need more time freed up to launch my own website featuring those areas of my life outside of New England Multimedia.
But first I need to brainstorm about what exactly I can delegate, and what I need to do myself.
Suzie, let me get this straight. You’re a VA who delegates your low value activities to other VAs? Now that’s awesome!
Hi Michelle,
You and Scott certainly have your hands full with so many tasks and projects. There are so many hats in your business fashion statement. It can be a challenge to juggle them all but great time management skills are a bonus.
During your brainstorming process, it may help to track and record every task/activity for 3-5 days, how much time was spent on each, any interruptions, additions of time and if it is a low or high payoff activity (the revenue generators). At the end of the tracking session, review the line items and you will be able to have a little more clarity on your day and how your time is spent. From this point, you are able to define what items/projects can be outsourced.
Yes, I am a VA who also delegates, which enables me to have more time to focus on my core genius, business development, blogging and other high priority client management. I must practice what I preach.
We are both here if you have any other questions! :]
Have a wonderful New England style weekend…. for me, that would be a giant Maine lobster.