5 Tips to Manage Multiple Virtual Assistant Clients

5 Tips to Manage Multiple Virtual Assistant Clients

 

How do you handle more than one client’s work at a time?

Virtual Assistants often work with many clients at the same. It’s a more common model to have many clients than it is to just work with two or three clients (once your business is established of course!).

How do you handle it when everyone needs something at once?

As much as you are your own boss in your business, the clients are really the ones who fill your time on a daily basis.

So how do you handle more than one ‘boss’ at a time?

Simple ... scheduling, clarity and good communication are the three most important things to get right in your VA business, so you can get your clients’ work done, and keep your sanity!

I have often warned VAs of being ‘at the ready’ with their clients – it’s easy to form an employer-employee relationship with someone that you work closely with, and it’s important to guard those boundaries as a partnership instead.

When you work with a lot of different people, they all have different requirements and different schedules and different deadlines.

Here are 5 tips on how to manage multiple clients better in your virtual assistant business:

 

1. Block time in your schedule to work on a client’s work. 

Gather projects that need doing for the same client, and do several of them at once. This way you can concentrate on (and bill) their work during one time period. It’s not necessary to tell a client when you are working on their pieces, ie ‘Thursday from 10 to 11 am’, but you should let them know when you will deliver the completed task/work to them.

2. Be clear with lead time and deadlines.

It’s up to you to make sure that your clients know how much lead time you need for tasks and projects. Once you do, you must hold them to those deadlines and lead times as much as possible, in order to honor the relationships you have with all of your clients. If you have a client who often sends you last minute requests, it can throw off your schedule for all of your other clients, who may be respecting your deadlines. The more prepared your clients are, the better you can manage your whole workload.

3. Schedule production calls weekly.

It’s important to have regular communication with your clients for the ongoing tasks you have in your schedule for them. By having a quick weekly phone call you can work out any details for the upcoming week, and everyone is on the same page. The remainder of communication can take place through email as required, but that personal touch is really important when you work virtually.

4. Protect your boundaries.

Boundaries are very important when you are working as a virtual assistant. You have to be sure that everyone around you (including you!) protects those boundaries, so that you can get the things done that you need to get done, when they need to get done. If you are like me, your time is precious and you want to maximize it. So be sure to set your boundaries for turnaround times, deadlines, phone calls, or whatever else, and stick to them.

5. Be proactive.

When you are not working on a client’s work, you should still be thinking about them. Be sure to let them know this. The production call is great, but be sure to check in with your clients to see if there are other things they need done. It can be a great way to increase your billable time with them, and build a better client relationship. Working with the same types of clients makes this piece easier – what you are doing for one you can also be doing for others.

Good communication, clarity and scheduling will help you to achieve a smooth schedule and you will be able to handle many happy clients every day. And of course, that will make your ‘boss’ (you!) happy too!

While you need to do all of these things, you also have to find great clients to work with. Get a few ideas about how to do that here.  

 

Ten Ways to Improve Your Website Credibility and Why It Matters

Credibility matters. Your website is one of the only connections your prospects have to you. They don’t know if you are trustworthy. They don’t know if you know what you’re talking about. Yet, when you can establish that you’re a credible company and resource, then you’re golden. Why? Because people buy from companies they trust. They recommend them to others. They become loyal customers and visitors.

Here are ten ways to improve your website credibility:

1. Facts and data - Demonstrate your credibility by backing up the claims you make with hard evidence. Cite statistics and data that support your statements.

2. Let your customers do the talking - Testimonials, reviews and endorsements go a long way toward convincing others of your credibility. In addition to strategically placing testimonials, reviews and endorsements on your landing page, consider creating a separate page, too. That way, visitors can click on the ‘testimonials’ page and read all the wonderful things people have to say about you.

3. Simple navigation - If a website is confusing to navigate we tend not to trust the source. However, if your website is streamlined and designed to enhance the visitor’s experience, then prospects can tell you’ve put them first.

4. Clean look - Have you ever landed on a web page that was so cluttered you didn’t know which way to turn? These pages are often littered with advertisements. It seems the only goal is to get you to click on something so they can earn a nickel in PPC revenue. Make sure your website doesn’t give off this vibe, even if your primary source of income is PPC. There are better ways to earn the trust of your prospects and thus earn a click.

5. Quality information - One of the best ways to earn a reputation for credibility is to consistently provide quality content. Share information that matters to your prospects and visitors. Show them why they can trust you. Be a source of information.

6. Quality companies - Represent or endorse companies that make you proud. Whether it’s an affiliate relationship, a partnership or you’re simply trying to provide a benefit, make sure you’re sending customers and prospects to websites and companies that you respect.

7. Organizations and affiliations - Join organizations that have earned credibility and respect. For example, become a member of the Chamber of Commerce. Join DMA if you’re a marketer. When visitors see logos and know you’re a member of a reputable organization, you earn credibility.

8. Win awards - Awards provide instant credibility. Find awards in your industry to apply for and make sure to post any wins and logos on your website.

9. Contact information - Make sure that your contact information is easy to find. In fact, consider placing it in the footer of every web page. Then also create a separate contact information page. IF a prospect or visitor cannot contact you, they'll wonder why you’re hiding.

10. Policies and procedures - State your policies and procedures up front. Make sure your statements are easy to find. Communicate your policies whenever appropriate. For example, mention your privacy policy and link to it when people sign up for your email list. Include a page or link on your site where visitors can find your policies. Consider a privacy policy and a guarantee or return policy if you sell products.

Bonus Tip: Finally, make it easy for visitors to find the answers to their questions. Provide a FAQ page and a contact form or customer service system. When you’re completely transparent and up-front about your business, you earn credibility.

 

The Benefits of Being A VA

A VA, if you’re unfamiliar with the acronym, is a virtual assistant. It’s an administrative assistant that works virtually or online. It’s a fantastic career choice for many. Here are just a few of the many benefits to being a VA.

1. Ability to work from home

The choice to become a VA is a great one for many. If you’re a parent or caregiver, it enables you to stay home and earn your pay. Being a virtual assistant means you can work from your computer. You don’t have to go into a formal office. Your clients are managed all online.

Additionally, you can work from anywhere. If you’re heading to the beach for spring break, you can take your work with you. You can work from a coffee shop. You can work from the poolside. You can work while you’re waiting at your child’s dentist office.

2. It’s interesting

There really is no end to the type of work you can do as a virtual assistant. You can offer a broad base of services or a specialty service like transcription. This variety can help keep the job interesting. You won’t suffer from burnout. Likewise you can manage a number of different clients. This provides the ability to learn about a lot of industries and topics.

3. Demand

Virtual administration is a growing industry. As more and more people go into business online there’s an increasing need. Additionally, both individuals and companies are realizing the benefits of outsourcing. It puts you in a prime position to create a business and a career.

4. Low startup requirements

There’s not much required to get started as a VA. You’ll need a computer, a website and the means to market and grow your business. All of this can be managed for just a few hundred dollars. You also don’t need any special degree or certification. While administrative certification is available, if you have the skills you’re ready to get started.

5. You’re the boss

In addition to being able to work from home there are also many other freedoms. For example, you can set your own work hours. If you’re a night owl this means you can work at night when you’re awake and alert. You can also take time off whenever you need to. No more asking the boss for a vacation day or worrying about sick leave. Finally, you also get to choose who you work with. You choose the clients and the projects you’ll take on.

If you’re looking for a full time career or just a little extra money consider becoming a VA. Virtual Assistants are in high demand. You can create the lifestyle you need and want.

 

5 Powerful Mind Success Strategies

Building a business is a fantastic and challenging experience. You can wake up exhilarated to begin your day and go to bed feeling overwhelmed and frustrated. The key to success is to maintain a positive, yes you can do it, mindset.

Easier said than done, right? Here are 5 keys to help you create and sustain a positive mindset so you attain the success you desire.

1. Surround yourself with successful and positive people. The influence people have over our own personal energy is amazing. Moods and attitudes are so easily spread – think about how much of a difference a simple smile from a stranger can make for your day and then magnify it 1000 times to demonstrate the power of positive and successful friends, family and associates. When you have people around you who inspire you, believe in you and want you to succeed, there’s no room for doubts and even when they creep up, they’re quickly swept away.

2. Create a mantra or an affirmation. Repeating positive affirmations has been shown to get people through tough times and to actually help them truly believe what they’re saying.

For example, “I am building a powerful and profitable business.” Many of the most esteemed business professionals have used the same affirmation strategy to attain their success. To find the right affirmations for you, consider writing a quick list of your doubts, insecurities and complaints. These can then be quickly turned into affirmations.

For example, if you write that you’re always feeling disorganized then your affirmation would be, “I am organized and in control.” Repeat your affirmations several times a day and feel the power of positive thinking.

3. Capture negative thoughts. We all have negative thoughts from time to time, however, negative thoughts and emotions can derail us and prevent us from achieving all we desire. Of course catching those negative thoughts takes practice and persistence. When you find yourself thinking negative thoughts or having negative emotions, find a trigger to turn them around. The affirmations mentioned above are a great way to turn the negative into the positive. You can also find quick pick me ups like a favorite song, a walk outside in the fresh air, or some exercise to help improve your mood.

4. Set goals/intentions and then be willing to let it go. The law of attraction says that we attract what we focus on the most. However, desperation, needing your business to be a success, sends mixed messages and a lot of negativity into the universe. Set your goals and intentions and then let them go. A certain amount of faith in yourself and in the power of attraction is necessary. Give it a try.

5. Be grateful. Gratitude is perhaps the single most powerful and positive tool for success. When you’re grateful for all of the wonderful things and people in your life the challenges you face seem significantly less important and are more easily dealt with.

Consider keeping a gratitude journal and make a practice of entering into it daily. That way, when you’re facing challenges a quick peek at all the amazing things in your life will make you feel as if you can tackle anything. Additionally, an attitude of gratitude helps you maintain a positive perspective and to face challenges as opportunities rather than obstacles.

Success is within your reach and with the right attitude you can accomplish anything you set your sights on. Embrace these five powerful mind success strategies and you’ll build a better business and live a happier, more satisfying life.