How to Get Things Done In Your VA Business

How to Get Things Done In Your VA Business

Does your to-do list seem to be never-ending in your Virtual Assistant business?

Whether you are trying to get your VA business off the ground, full with great clients, or somewhere in between, the task list sometimes just seems to get bigger.

One of the things that many VAs I know struggle with is setting goals.

I remember when someone taught me to set goals ‘way back when’. They taught me to have a 10 year goal, a 5 year goal and so on. I found it totally overwhelming to set a goal that far away – let alone figuring out what I needed to do to reach it.

I started setting short-term goals instead. Of course they are connected to the long term vision I have for my business, but I find that setting short-term goals helps keep things much more in focus for me. And maybe it can for you too.

Because you can get so many more things done in your VA business when you set a goal, and then put the action steps in place to do it. Here’s how:

We’ll use the example of finishing your website (it’s a big thing with so many VAs, that it keeps them stuck!)

1. Define the big goal.

Write down what it is you want to accomplish. Launch website. That’s it. Step 1 done!

2. Identify the action steps to reach the big goal.

Here’s where the work happens. Write down every single thing you need to do to reach that big goal. There are lots of steps for this goal – make sure you write down all of them – domain name, host, theme, pages, content, images, graphics/logo, etc.

3. Break those steps into actionable tasks that you can do every day.

By breaking your activities into small tasks, you can fit something in every single day to help you reach your goal. Choosing your domain name can be one. Buying it can be another. Choosing a theme. Deciding on pages. Creating an image. Calling graphics contact about logo. Small activities that take 15 to 20 minutes a day.

4. Create a checklist with your daily tasks.

Putting things together in a checklist can help you organize the order in which you need to get things done. And it helps you to assign deadlines to the things that you need to do. And of course, you get to check things off as you do them – is there any better sense of accomplishment?

5. Assign the daily tasks into your calendar.

When you have broken down your tasks to a small chunk of time, you can do a little bit every single day – instead of trying to work on it for 2 hours on a Sunday night, you can do 15 minutes every single day, and accomplish much more in less time.

6. Complete your small daily task every day.

You will find yourself moving closer to your goal every single day when you are focusing on it daily. And if you do miss one day, you are only 15 minutes ‘behind’. Not like if you miss that 2 hour block on a Sunday night!

7. Reach your goal!

It really is that simple. The easier you make things for yourself, the easier it will be to set and reach goals.

And I promise you when you take this approach of task and time management, you will get more done.

Whatever you need to do, use these steps and see just how well it can work for you!

If you need help with time management and other business tips, look no further than your VA community! An annual membership in CAVA is the answer. CAVA is a professional association for Virtual Assistants in Canada. We provide community, visibility, resources, connections, training, client opportunities and so much more. Check out our full list of benefits here: https://canadianava.org/join-cava/

About the Author: Tracey D’Aviero is a Virtual Assistant Coach, Trainer, Speaker and Author. After operating a busy VA business of her own since 1996, Tracey began teaching others to run their VA businesses in 2010 through Your VA Mentor. In 2016 she purchased the CAVA and GAVA VA associations and now teaches and coaches VAs exclusively. She has a vast amount of experience working in many different industries which helps her to offer her students and coaching clients a unique perspective and sound advice. She is a proud advocate of the Virtual Assistant industry. Learn more about Tracey’s journey in the VA industry here.

What Is Keeping Your VA Business Stuck?

If your VA business is not where you want it to be, what is making you struggle? Figure that out by reading below.

How do you feel when you think about your VA business?

Do you feel like a success? Are you proud to talk about how it’s going?

A lot of Virtual Assistants – no matter what stage of their business they are in –  are not happy. In fact, they are struggling, and they don’t know why.

Or they just fly by the seat of their pants, and then they wonder why they are not successful.

I hear from VAs like that every day. Is that you?

When I ask them how their business is going, I get a lot of the same responses:

  • It’s hard.
  • I don’t know where to find clients.
  • I am not making enough money.
  • I’m stuck on a business name.
  • I can’t start marketing until my website is ready.
  • I’m still working on my logo.
  • I’m no good at networking in person.

Some of these problems are just excuses to not start (that happens very often with new VAs!)

Some of them are simply decisions you have to make – you must learn to be brave!

And some of them are valid issues that you need to get help with, if you can’t move forward yourself.

I often challenge the excuses that VAs use to not start or grow their business.

It’s my job as a coach to help push you through the fear that you have around being a business owner and experiencing success.

I had to have someone push me through my fears and insecurities too. It’s not fun, but it does work.

So I ask these VAs what their plan is. Often they don’t have a plan, and that’s the whole problem.

Are you making excuses? or do you just need a little push?

If any of those protests above sound like you, here is my advice:

It’s hard.

Yep, it is. Being a VA means being a business owner, and that’s not always easy. Usually the reason it’s so hard is that you don’t have a strategy in place to market your business, to find clients, and to manage the work with them. That’s really all you need to do. Treat your VA business like a business, act like a business owner and you will find it much easier.

I don’t know where to find clients.

Who are your clients? If you have not chosen a target market or industry yet, that’s your first step. Once you decide who you are looking for, you can figure out where to find them. Ask your colleagues if you don’t know. Getting clients means getting in front of the people who need your services, so they can see you. Reach out. Connect.

I am not making enough money.

How much money are you making? Where is it coming from? Do you need to raise your rates? Or do you need more clients? Get specific about what the issue is, so you can put the right plan in place to fix it. If you need to raise your rates, figure out how to tell your current clients. And any new clients you bring in, start them at the new rate. If you need to find new clients, make a plan to do that.

I’m stuck on a business name.

You have a name. Your personal name. Don’t let branding or a business name stop you from starting your business. It’s an excuse, and a bad one at that. If you are ready to serve clients – you have your services chosen, your rates set, a contract to have them fill in, and a means for them to pay you, you can get going. Don’t hang yourself up on this. Get moving.

I can’t start marketing until my website is ready.

This is the same as your business name. You don’t need a website to start having conversations with people. Your website will always be a work in progress. You do need an online presence when you get started but not necessarily a website. Update your LinkedIn profile so it’s current and describes what you do. Start a Facebook page for your business. There you go. You’re online and visible.

I’m still working on my logo.

Most clients will never even notice your logo. I know that’s probably upsetting if that’s your main focus right now but it is so true. Clients want to know two things: what you can do for them, and how much it will cost them. Branding is important, sure, but it should not be a stopping point to getting your business off the ground. Bring in some clients and revenue, and then you can brand to your heart’s content!

I’m no good at networking in person.

Many VAs are introverts. It’s part of our nature, being support professionals. But networking is really just about asking questions and assessing whether you can help someone. That’s not as hard as you think. If you really get paralyzed by networking, you might need to seek help to get better at it. If you really can’t connect with people, you will have difficulty getting clients. Maybe being a subcontractor is a better plan for you.

If you are using any of these reasons (excuses!) to stay stuck in your business, start moving through the issue. Check out the links in this article to get more info.

Success takes planning, and consistent efforts to implement those plans. And it’s great when you can crush those excuses!!

If you just need a little help to push you through what you are stuck on, reach out for a complimentary Cut to the Chase call with me. We will talk about where you are now, where you want to go, and I'll give you my best advice for what your next step should be. Book yours here: www.yourvamentor.com/15-min.

Expanding Your VA Business

keep it safeAs a virtual assistant it’s very easy to fall into the trap of working around the clock and doing everything all on your own. If you’re getting lots of clients and repeat work, that’s fantastic and speaks dividends about your services. How about now using that to your advantage?

Expanding your VA business makes sense on all levels – you’ll have the ability to grow a client base, you’ll have a pool of other VAs to help you on a regular or as-needed basis, and you can slowly make the transition into being more of a manager rather than doing all the work yourself.

Here are a few tips to help you expand your business.

Don’t turn down clients.

If you’re getting so busy that you’re turning down clients, it’s time to expand. Find a VA or two to start which you know provide quality work. Contract work out to them on an as-needed basis. This means that you deal with your clients and they remain your clients at all times, but you sub-contract some of your work out to other virtual assistants. The VA’s deal with you (not the client) at all times and you pay them for their services.

The best way to do this efficiently is to systemize the process right from the start. Set up a simple yet efficient billing system so that you pay subcontractors on the same day each month. Ask your subcontractors to submit invoices to you to help make record keeping easier, and keep track of all assignments so that you can check the accuracy of all hours billed.

It’s also important you keep efficient records of all projects. You can use an online system like Basecamp to help you do this or a simple calendar – it’s really up to you – just make sure that you can easily track all projects.  

Drum up new business.

As you build up a database of VAs who are available to take on new work, start drumming up new business. Market your services online and offline to gain new clients. Use online forums to let business owners know that you’re available. Advertise your services strategically both online and offline. Write and distribute articles on topic with your business. And basically let potential clients know that you and your team can help them with their projects.

A professional, well-laid out website will play an important role in helping you build your business. Include a full FAQ about your business and services. Let clients know that you have a wide pool of assistants that can help with a large number of tasks. And give them a detailed list of all your services. And don’t forget to make contacting you easy – include an email address, postal address and telephone number where possible.

Build up a great team.

The key to making your expansion a success will be a great team working in the background. To do this, ensure that you treat your subcontractors fairly – offer good rates for their services, be respectful and try to give them new projects as regularly as possible.

Communication is also extremely important. Set up a system so that there are no chances for miscommunication. Ask your subcontractors to confirm new projects. Set clear turnaround-times and ask them to notify you in case they can’t meet their deadlines as soon as possible.

Building up your VA business is possible. It’s just a matter of thinking “big” right from the start. Good luck!