Following is the recap from the #smbiz Twitter chat on Virtual Assistants for small business. Special guests were @mmangen @virtualraven @dawntrenee @tara_nelson.
@smbiz Q1 Explain what a virtual assistant is and why they can benefit a small business? #smbiz
@mmangen Q1: A VA is basically a “freelancer” and can benefit a business by managing tasks that owners are not passionate about #smbiz
@VirtualRaven Q1 As VAs our passion and expertise is doing the “sit work” which enables small biz owners to do the “leg work”. #smbiz
@dawntrenee Q1 VA’s are here to help businesses grow and prosper w/o having to pay payroll #smbiz
@mmangen Q1: Virtual Assistants can help leverage a business owner’s time to handle the “mundane” and non income producting activities #smbiz
@dawntrenee Q1 VA’s become an expert in their area so you don’t have to #smbiz
@VirtualRaven Q1 VAs are entrepreneurs–highly skilled n our profession & able 2 have a powerful impact on the productivity of clients we work w/ #smbiz
@OfficeSME @smbiz Q1 A professional without all the strings! No overhead, no expensive benefits or taxes to pay, no downtime to fill… #smbiz
@smbiz Q2 What kinds of projects can a virtual assistant work on for a small business? #smbiz
@mmangen Q2: Projects: Bookkeeping, Social Media Mgmt, Blogging, Email mgmt, Financial Reporting, Website mgmt, are a few examples #smbiz
@dawntrenee Q2 There are many areas a VA can cover Phones, Emails, Organizing, Scheduling, Social Networking, Website Mgmt, Cart Mgmt #smbiz
@Tara_Nelson Q2 VAs can do ANYTHING remotely, in wide array of niches - The goal is to create #smbiz
@Tara_Nelson Q2 #smbiz can create an entire virtual team encompassing many business needs!
@VirtualRaven @billbudgets Q2 will answer what different types of things we can do–but as a hint: we do admin, net mrktg, accounting and books #smbiz
@VirtualRaven Q2 VAs are also great for seasonal work, proposals, product launches, event coordination, staff shortages, research & plan buildin #smbiz
@OfficeSME @smbiz Q2 Word processing, invoicing, spreadsheet management and creation, time management, it’s really a personal partnership… #smbiz
@mmangen Q2: VAs can also send out thank you cards, handle mailings, book travel arrangements, tickets, etc. #smbiz
@billbudgets In what ways would it be beneficial for me to have a VA monitor my fb/twitter accounts? #smbiz
@VirtualRaven Q2 The key to discovering all that a VA can do for u is to build a relationship w/ urVA that has skills to meet your immediate needs #smbiz
@dawntrenee @billbudgets #1 Reason: It gives you back that time to run your business, #smbiz
@VirtualRaven @billbudgets to truly engage with ur target audience u need 2 use tools that a VA is trained in to get the most from Twitter/FB #smbiz
@billbudgets @dawntrenee Aren’t these avenues of marketing more relationship based? How do you supplement/justify having a VA build the relat.? #smbiz
@dawntrenee @billbudgets By having a VA do the business of social networking, it allows you the time to be social #smbiz
@smbiz Q3 How does a small business owner search for a virtual asst., especially if they need help 4 specific industry? #smbiz
@Tara_Nelson Q3 While there are many VA directories available, Twitter is an amazing resource! #smbiz
@mmangen Q3: An interview should be part of it. Though many skills will transfer easily between diff industries. #smbiz
@mmangen Q3: There are, however, some industries that require advanced knowledge. If VA has core skills, be open to training. #smbiz
@VirtualRaven Q3 keyword search the type of va u need-social marketing virtual assistant, internet marketing virtual assistant, personal assistant #smbiz
@VirtualRaven Q3 post ur need for a virtual assistant on Twitter, FB, LinkedIn & ur blog-u will get responses & referrals 4 VAs that fit ur needs #smbiz
@OfficeSME @smbiz Q3 the VACOC, VA4U.com, even a simple google search for ‘virtual assistant (and what ever they need)’ , and word of mouth #smbiz
@cparasmo Can you provide an example of a VA org? #smbiz
@MediaCollective Q3 go to VA networks and social sites, view profiles for listed skills, see if VA works in Niche or Trade = quicker uptake #smbiz
@mmangen @cparasmo yes, IVAA.org, VANetworking.com AssistU.com all VA directories #smbiz
@VirtualRaven @cparasmo Leading networking sites for locating your Virtual Assist –>VA Networking, VACOC, VA Forums, VA Classroom, and IVAA #smbiz
@smbiz Q4 Virtual assistants R not employees, so what kinds of rules should be followed on both sides? #smbiz
@mmangen Q4: Biz owner should send 1099 at year end if payments are $600+ and v #smbiz
@mmangen Q4: (opps) cont - if payments are $600+ and VA is not incorporated #smbiz
@EdgeVA Q4 Virtual Assistants should not agree to work a set # of hours at a set time each day - this may classify them as an employee #smbiz
@mmangen Q4: Virtual Assistants are also business owners, not employees therefore responsible to manage their own workload/calendar. #smbiz
@Tara_Nelson Q4 Contracts are helpful, but open communication & being like-minded is very important in a VA/ #smbiz
@VirtualRaven Q4 Employees are monitored and trained by you, we work independently for you and train ourselves-we are your trusted partners #smbiz
@SternalMrktg For Q4 are there places to get contracts that a small business can use w/ VA? #smbiz
@MediaCollective @SternalPR agree like minded/ compatable work styles + agreements/Contracts define expectations & hlp 2 protect both parties #smbiz
@mmangen @SternalMrktg most VA’s will already have their own contracts. I’m not sure if there is a “standard” place to get one though. #smbiz
@VirtualRaven Q4 i think clients appreciate a contract, it shows that you are thorough & committed to your career, u didn’t become a VA yesterday #smbiz
@smbiz Q5 What are some best practices for virtual assistant project mgmt so #smbiz know they’re getting good ROI?
@Tara_Nelson Q5 Status reports & metric analysis are useful. #smbiz
@VirtualRaven Q5 Apps such as BaseCamp and the free CreativePro Office will allow u to delegate your tasks, share files, monitor milestones & time #smbiz
@mmangen Q5: If biz owner has limit of hours on a project, it should be stated up front. Use Proj Mgmt software. Try to limit emails. #smbiz
@EdgeVA Q5 Easy to read and accessible task reports that summarize weekly activities are helpful #smbiz
@BizCoachDeb Q5 - l like most of those reports, tracking, etc., to be online, accessible all the time #smbiz
@OfficeSME @smbiz Q5 Outline where they are before you start. Then communicate what you are doing along the way. Show them the money! #smbiz
@VirtualRaven Q5 Google Analytics and competitive research will let u know if u r progressing with ur VA & getting the results u want & deserve #smbiz
@smbiz Q6 How can companies bring VA closer into company projects when VA is not in office? #smbiz
@mmangen Q6: Clearly outlining the goals of the company, how VA can assist in growth. Possibly profit-sharing on results. #smbiz
@Tara_Nelson Q6 Utilizing collaboration software & conference calls are great tools for uniting #smbiz & VAs
@VirtualRaven Q6 GoToMeetings and WebOffice allow you to share documents, speak/listen and collaborate with members of your team remotely #smbiz
@mmangen Q6: Also, have VA fully understand what the most profitable areas are for the company. Outline desired goals. #smbiz
@VirtualRaven Q6 Include your VA in all company meetings, I am the designated note taker that way I am certain of everyone’s focus & needs #smbiz
@BizCoachDeb Q6 -the better researched their tools, the more I trust ability - if they’re using same as me, trust ensues #smbiz
@EdgeVA Q6 involvement in company emails, copied on email marketing campaigns, invitation to teleconferences - involve your VA #smbiz
@VirtualRaven @helpbusinesses I do not bill in incrementes but I do let a client know that talks over 5 min-will be billed, #smbiz
@OfficeSME @smbiz Q6 That’s easy! Phone, Web conference, and Project management software make it easy (and green) to work remotely… #smbiz
@smbizQ 6.5 How do you monitor work and hours spent when someone’s not in the office? #smbiz
@Tara_Nelson Q 6.5 Again, collaboration software & status reports help monitor workflow. #smbiz
@mmangen Q6.5: Most business owners will have a general idea of expected time. If biz owner does not have exp on task, that may be different #smbiz
@VirtualRaven I send my clients a weekly report and I use Freshbooks to track all my time, the clients have a login & can go in & check time. #smbiz
@EdgeVA Q6.5 Some great time tracking programs, many that work with PM and accounting software (Freshbooks for example) #smbiz
@VirtualRaven Q6.5 I send my clients a weekly report and I use Freshbooks to track all my time, clients have a login & can go in & check time. #smbiz
@SternalMrktg Q6 I often use Instant Msg with clients to ask them quick questions but not to have to get into a conversation. #smbiz
@YourGoToGuy @SternalPR Q6.5 One way to monitor a VA is by work performed, or better yet, value of task performed. #smbiz
@smbiz Q7 What kinds of costs R associated with hiring a virtual assistant? #smbiz (or how much they get paid?)
@mmangen Q7: Expect that most VA’s will require an upfront retainer. Some VA’s charge for extras, make sure you are aware of those as biz ownr #smbiz
@mmangen Q7: Expect to pay more for advanced skills - e.g. bookkeeping, financial reporting. #smbiz
@VirtualRaven Q7 The cost of partnering with a VA is typically the retainer fee only. We don’t charge for our equipment, taxes, or vacation funds! #smbiz
@mmangen Q7: And cheaper is not always better. Higher quality VA’s will charge more per hour. #smbiz
@OfficeSME @smbiz Q7 Average cost according to the VACOC is $35-$40 per hour. Keep in mind an in-house employee costs 2-3 times their salary #smbiz
@VirtualRaven Q7 sometimes you will have to purchase add’l licenses, software or mail-out items that ur VA will need to complete tasks #smbiz
@smbiz Q8 What can small business/entrepreneur do to ensure that nothing goes wrong with the working relationship? #smbiz
@Tara_Nelson Q8 Communication is key in any relationship! Don’t forget to ask for recommendations before partnering. #smbiz
@VirtualRaven Q8 Always treat ur VA w/respect, show ur gratitude, listen 2 suggestions, constructively critique ur VA rather than badgering them #smbiz
@dawntrenee Q8 Make sure that you match with your VA, perosnality, business goals, work ethic #smbiz
@mmangen Q8: decide how often you want/need to touch base. VA should always deliver by deadline. #smbiz
@smbiz Q9 Should small biz/entrepreneurs look for any accreditations or certifications when looking 4 virt. asst.? #smbiz
@VirtualRaven q9 I personal think that VAs that pursue certs are saying “I am serious about my career & I’ve invested in my future with training” #smbiz
@mmangen Q9: I do not believe that certifications are necessary. I came from an upper mgmt position so I know I have skills to serve biz owner #smbiz
@EdgeVA Q9 Accreditations are not standardized or monitored across the industry - but can show dedication on the part of the VA to learning #smbiz
@dawntrenee Q9 I beleive that clients see the certifications as good, but not always necessary #smbiz
@BizCoachDeb Q9 - I’ve had both cert’d and non and notice no difference - it’s all about their abilities and growth #smbiz
@Tara_Nelson Q9 learning does show dedication. Find a VA that couples education w/ experience #smbiz
@SternalMrktg @mmangen What is an SOQ? #smbiz
@mmangen @SternalMrktg SOQ=Summary of Qualifications #smbiz
@smbiz Q10 Any resources you can share for more info about Virtual Assistants for small business? (Feel free to share info/links 2 your sites) #smbiz
@mmangen For great #VATip follow any of the VA’s here as well as @VAForums @VANetworking #smbiz
@mmangen I also have free download on my site with 126 ideas of what can be outsourced (and that’s just a starter!) www.TheVirtualAsst.com #smbiz
