What is a Virtual Assistant? What do you do?

I am asked this question a LOT! Although a career as a Virtual Assistant is becoming more common, people still kind of wonder about the VA’s who perform common office tasks from home. Well, I wasn’t too sure myself at first. I actually was going to just write resumes, but when I looked online for a way to market that service, I came across the term “Virtual Assistant”. I asked the same question I’ve answered so many times since then. “What in the world is a Virtual Assistant?”

There are some canned definitions floating around on the Internet, but basically, a Virtual Assistant helps businesses, entrepreneurs, or just plain busy people, remotely. This assistance can be by fax, email, or phone. Many people also use shared website docs, like on Google. Using a web-based phone service, such as Skype, adds another dimension. With technology becoming more innovative every day, there are always new ways for a Virtual Assistant to help the client with word processing, appointment management, correspondence management, remote computer maintenance, transcription, accounts payable and receivable, bookkeeping, marketing assistance, gift services, event planning…well, you get the idea. Other than doing your filing for you, a Virtual Assistant can help you with most anything. Actually, why do you want to keep all those documents in hard copy? Why not try digital archives of your important documents? You can fit zillions of them on a flash drive or other backup device.

Not sure how to do that? You don’t need to know. Your Virtual Assistant does it for you. Actually, there are a lot of things you don’t need to know. Why would you want to spend your time learning how to do things that can be delegated? Wouldn’t your time be better spent on working with your current customers and finding new ones? Your business will grow much faster and more efficiently if you work within your strengths. Don’t try to be an expert at everything. Delegate, turn it over, outsource it…whatever you want to call it. Experience the freedom! You get your life back!

Who, What, When, Why, Where…The Who

No, I don’t mean the rock band. I don’t mean Horton, the Who, either.

I am asked very often, “Who needs a Virtual Assistant?” Or, “Who are your clients?”

I can think of very few people who cannot take advantage of the benefits of having a Virtual Assistant. Let me offer a few scenarios.

The Butcher, The Baker and The Candlestick Maker – As busy as they are, none of the three have time to write newspaper ads, design next week’s coupon, answer emails, respond to letters and inquiries, keep track of inventory, place orders, or send out invoices. The Virtual Assistants at Brookwater Group can handle all of these important areas, and for all three of these busy guys!

Wynken, Blynken and Nod – These three guys have one of the busiest “Sleep Shops” around. But they want to find new products for their shop that are not ordinarily available. You know, real goose down comforters, authentic Egyptian cotton bedding, and other really scrumptious products. We have Internet research experts that can not only find the products, but find the best prices for the sleepy trio as well.

So, enough for the fairy tales. Virtual Assistance may have seemed like a fairy tale a few years ago, but with today’s technology, there’s not much that can’t be handled virtually. Did you know that many working moms also use Virtual Assistants? It’s so time consuming to send in materials for rebates, get the kids signed up for soccer, cheerleading, music lessons, play practice… A virtual assistant keeps the family’s cell phone numbers on file, and delivers text reminders: don’t forget basketball practice, library books are due, book reports are due, don’t forget lunch money today. They can also pay bills, put together a menu for the book club next week, and on and on it goes, right moms?

Try thinking outside the box. How much is your peace of mind worth? Would it be good for your health to delegate a few of your most time consuming chores to someone who can be trusted to do it well? Birthday cards, gift selection, ordering flea treatment for the pets at a discount? How about ordering Valentines gifts to arrive at your house in the next week or so, instead of you running to the store the night before, because you just haven’t had time? We also keep a file of everyone’s size, favorite color, etc. We’ll be sure you know when their favorites are on sale!

If you’d just like to talk to someone about it to get an idea of how it works, that’s available at no cost. We even have a toll free number, so NO cost or obligation. Let’s talk!

Brochure Tips

Do you currently use generic brochures with a place at the bottom for your label or stamp? Have you received one of these brochures with the label or stamp crooked? Look professional? Not really!

A Virtual Assistant who has experience in graphic design can help you to create an effective brochure that goes beyond the generic template. Your brochure will really be your brochure, with your color scheme, your logo, professional photos and images instead of clip art, and text that reflects the things that set you apart from the businesses that still use generic brochures.

Before our clients’ brochures are sent off to the printer, there are some questions we ask them.

Does this brochure stand alone? Will people understand what is being presented without needing additional information, or is the purpose to get them to ask for more information?

What is the desired “first impression”? Casual, formal, fun, serious, alarming? Think carefully about how you want a person to feel after spending the first 5 seconds scanning the brochure.

What is its purpose? Selling, informing, call to action? The purpose plays a huge part in the design.

How will it be used? Will it be a Leave-Behind after meeting a potential customer? Are you hoping someone will pick it up while waiting in line at the bank? Is it meant to be a response to inquiries for more information? Will it be part of a direct mail package? Is it a selling tool to be used during a sales pitch?

In one short sentence, what is the topic or message?

It’s very important to answer these questions BEFORE presenting your new brochure to your customers or clients. Trust this job to your Virtual Assistant to be sure your information is targeted correctly and designed distinctly.

Julie Mockerman
Brookwater Group
www.BrookwaterGroup.com

Oh, the Freedom and Payoffs

I am so fortunate to work from home! Being a Virtual Assistant is one of the most fulfilling things I have ever done. The variety keeps it interesting, and I love the freedom to work around the life that invariably happens to each of us. Yesterday, my daughter called from school to tell me she had slipped on the ice during recess and needed a dry pair of pants delivered to her locker. “Just put it in my locker, Mom, don’t let anyone see you!” Because I am my own boss, I was able to complete the stealth mission within 30 minutes.

If you or someone you know has a computer and a good set of skills, I would love to help them begin their own position as a Virtual Assistant. Because there are a lot of scams and overpriced programs out there in cyberspace right now, it’s important to be careful to choose someone who will really give you the help you need.

I have put together a course that typically takes 20 weeks to complete. It can be done at your convenience by Internet and conference calls. I make available all the forms that I use, all the marketing ideas that have paid off for me, the necessary skills and how to develop them further if you’ve a mind to, plus the best software, hardware and Internet sites to use for maximum speed and results.

One of the toughest questions I had to answer in the beginning was, “How much do you charge?” We’ll go over that, too.

Nobody’s daughter should have to sit in wet pants all day!

Envelope sizes and dimensions

Planning a mailing? With the many options, it is sometimes difficult to decide on paper and envelope size. Following are some popular envelope sizes and their dimensions.

Format Dimensions
A2 4 3/8 × 5 3/4
A6 4 3/4 × 6 1/2
A7 5 1/4 × 7 1/4
No. 6 3/4 3 5/8 × 6 1/2
No. 9 3 7/8 × 8 7/8
No. 10 4 1/8 × 9 1/2

Of course, we are happy to discuss the finer details of successful mailings. Try our new TOLL FREE number – 888-593-9994 (phone or fax)