virtual assistance - the administrative wave of the future

VirtualVirtual Assistance Assistance --

The AdministrativeThe Administrative Wave of the FutureWave of the Future

ldquoVirtualrdquo ndash defined

bull Practicalbull Realisticbull Existing in essence or effect though not in

actual factbull Simulated on a computer or on-line rather

than really existing

Background behind Virtual Assistance

bull 1940rsquos Typewriters become more affordable typing services begin

bull 1970rsquos ndash word processing equipment offers more available services

bull 1980rsquos ndash introduction of personal computers

More affordable technology

bull Brochuresbull Business Cardsbull Newslettersbull Flyers

- Creativity skyrockets as more people can afford to do these things for themselves

Internet Arrives

bull Freelance office supportbull No geographic boundaries

A virtual assistant in Australia could work with a business owner in Topeka Kansas

How Does This Relate to How Does This Relate to Me Me

DOWNSIZINGDOWNSIZING

Downsizing has lead to a Progressive Cycle

bull More people at homebull More people consider starting a businessbull Leads to the hiring of staff hellipbut with limited funds owners look for

alternative ways to accomplish administrative workhellip

Enterhellip Virtual AssistanceWhat is a virtual assistant

An entrepreneur who provides

Administrative servicesTechnical ServicesCreative Services

Bob Jones Business Owner

bull Has a staff of 20 peoplebull Provides a small scale pension plan bull Pays for employeesrsquo health insurancebull Replaces office furniture when it is old or

outdatedbull Throws holiday parties at company

expense

Letrsquoshear it

for Bob

Can Bob Realistically Provide Everything to his staff

What positions do you think

will be affected first

Administrative Staff

Administrative Necessities Continue

bull Maintaining client databasebull Sending out flyers bull Reminder calls for servicesbull Upkeep on the websitebull Proofreading and Editing proposal lettersbull Bookkeeping

What are Bobrsquos enemies

bull Money for healthcarebull Money for pensionsbull Satisfying special medical needs of staffbull Lost productivity during the day bull Personnel Issues

Why do Virtual Assistants appeal to business owners

bull Are only paid for time they workbull No special furniturebull No pension to provide bull No healthcare insurance costsbull No lost productivity with conversations

andor distractions

Letrsquos look at the flip sidehellip

Can anyone use a virtual assistant

Most definitely

Lots of To Dorsquos but donrsquot know where to start

TASK MANAGEMENT

Canrsquot find the right calendar to remind you of appointments

Reminder Services

Reunion Family Event or Attending a Trade Show

Concierge Services

Large Photo or CD Library

Database CreationManagement

Starting a New Business and Need to Market it

Social Media

Need to Promote an Organization

Desktop Publishing

Research Paper or Writing Project

Word Processing

How do Virtual Assistants Work

bull Operate from Homebull Have a website listing servicesbull Are generalists but can specialize in areasbull Work either full time or part time bull Will communicate via telephone email and

will meet in person (depending on location)

How do VArsquos charge for their time

bull Charge per projectbull Charge strictly by the hour

bull Or will accept retainer fees buying ldquochunksrdquo of their time

Payment by Check or Credit Card

Itrsquos About Time Virtual Assistant Services

bull Its about time you called me to assist you

bull Its about the time you save

Services Offered Administrative Creative - EditingProofreading - Desktop Publishing - Adobe Acrobat

- Presentations (PowerPoint) - Word Processing - Microsoft Publisher - Information Processing

Data Processing Database Management

- Contact Management - Mail Merge

Calendar Management- Meeting Planning- Event Planning - Concierge Services- Reminder Services- Scheduling

Services for the Professional SpeakerCoach

bull Mail List Creationbull Labelsbull Flyer Creationbull Invitationsbull Survey Creationbull Evaluation Formsbull Form Letter of Introduction offering Speaking Servicesbull Concierge Services (Air Travel Hotel)bull Negotiation for speaking accommodations room seating av

capabilitiesbull Powerpoint Presentation Slides Handouts

If you donrsquot see it herehellipjust ask

• Virtual Assistance -
• ldquoVirtualrdquo ndash defined
• Background behind Virtual Assistance
• More affordable technology
• Internet Arrives
• How Does This Relate to Me
• Downsizing has lead to a Progressive Cycle
• Enterhellip Virtual Assistance
• Bob Jones Business Owner
• Slide 10
• Can Bob Realistically Provide Everything to his staff
• Administrative Necessities Continue
• What are Bobrsquos enemies
• Why do Virtual Assistants appeal to business owners
• Letrsquos look at the flip sidehellip
• Lots of To Dorsquos but donrsquot know where to start
• Canrsquot find the right calendar to remind you of appointments
• Reunion Family Event or Attending a Trade Show
• Large Photo or CD Library
• Starting a New Business and Need to Market it
• Need to Promote an Organization
• Research Paper or Writing Project
• How do Virtual Assistants Work
• How do VArsquos charge for their time
• Itrsquos About Time Virtual Assistant Services
• Services Offered
• Services for the Professional SpeakerCoach
• Slide 28