I have started working with a new client these past few weeks and I find it takes time to build a good working relationship.

Here are a few tips which might help other VAs to work with new clients:-

• Have a contract which sets out exactly what you will be doing for your client.  Be especially clear regarding time constraints for particular tasks, the business hours you are available and contactable, your rate of pay and preference/s for payment.
• Ask lots of questions.  Be clear about what the client expects from you.  If you are unsure – ask for further detail or explanation.  There is nothing worse than starting a job and getting half way through, then realising you are on the wrong track and need to pull back to start again.  It’s much better to ask questions in the beginning to ensure you understand the task/s you need to perform.
• Be honest.  If a client is overstepping the boundaries  – particularly regarding the time you are available – tell them;  “I am available between 9am and 5pm each day.  Please don’t call me outside of those hours.  You are welcome to email me, but understand that I won’t be checking my emails outside of my business hours”.

• Cut Ties if you need to.  Sometimes the VA/client relationship just does not work.  There can be many reasons for this; personality differences, work ethic differences or unrealistic expectations.  If you are not enjoying your role with a particular client, tell them that you are sorry but it’s just not working for you.  Be honest, and gently let them go.  This will free you up to find a more suitable client.  Your “gut feeling” is often spot-on, so be aware of it and take action when required.

How about you?  If you are a VA, perhaps you might like to leave a comment with a tip for building relationships with new clients.

Fiona

In March next year, the inaugural Australian VA Conference will be held in Melbourne, Australia.

It’s probably unlikely that I will be able to make it, as I have a trip planned to Canberra that month; but I’m sure it will be a fantastic event, and a great way for VAs to mingle and learn from each other.

You can read more about it here at the official blog for the Conference.

Fiona

Time Tracking Software is a topic which frequently gets raised by Virtual Assistants on forums I frequent.

Some VAs favour on-line software – and there are quite a few free options available.

One system I trialled was myHours.com.  This was a very user-friendly application with great reporting facilities – but they often seemed to be off-line for maintenance which was very frustrating if you were working for a client and needed to keep track of time.  It’s hardly worthwhile if you have to resort to pen and paper to keep track of tasks then enter them into the software later!

Now my preferred Time Tracking Software is Time Stamp.  It’s rather basic compared to the bells and whistles you get with myHours, but the thing I like about it is that the programme is downloaded straight to your computer, so there are no problems with the software being “unavailable”.  You can print basic reports to keep for your records, or to give to clients should you need to.  I do legal transcription and find Time Stamp is excellent to keep track of the amount of time I spend typing for my clients.  Once the transcription is completed, I produce an Invoice relating to the time spent for each particular job.  It’s great.

If you use different, free Time Tracking Software in your business, I would love to hear about it – please leave me a comment.

Fiona

Shorthand for Windows software was recently recommended to me by another Virtual Assistant.

I had previously used the Auto Correct options in Word for saving shortcuts when I was typing. The only problem I had with this was finding and backing up the file where the shortcuts were saved to – and a few times I had problems with my computer and ended up losing all my data.

I purchased Shorthand for Windows about a month ago and absolutely love it. It saves me heaps of time in typing repetitive phrases when working for my clients, and the data file is easy to find and back up.

At US$30 per year I think it’s money well spent in the time I save using shortcuts when typing.

Fiona

It’s on again, the Annual Virtual Assistant Industry Survey which is run by Virtual Assistance Chamber of Commerce in the USA.

If you are a Virtual Assistant, be sure to go and fill in the Survey.  It’s quite detailed, and the final report makes for interesting reading.  Remember to enter your details after completing the Survey, so that you will receive a copy of the report once it’s finalised.

Fiona

It’s been a wet winter this year in Western Australia which has resulted in a bumper crop of wildflowers.  These pictures were taken at a friend’s farm in the middle of August.

These pink daisies are Everlastings, sometimes also referred to as Paper Daisies because they rustle when you touch them and almost feel like paper.

This is a Tall Triggerplant (often known by its genus name Stylidium)

Fiona

My blog has been very neglected in recent months.  I was never very happy with the way the blog looked on my previous website – so I’ve done a complete overhaul.  Many thanks to Susan and John from Kerugma Designs for the new look.

You may remember last year that I wrote about advertising.  I started my business in June 2008 and decided that I needed to get my business name out in the market place.

Here is what I learnt from that experience:

• Think about the type of business you have, and put yourself in the shoes of your potential clients/customers.  If you were a customer, where would YOU go looking for information regarding your service?  Or perhaps ask friends for their opinion on where they might seek information if they wanted to use a service like yours.
• I took out a 3 month package in the “Trades and Services” section of my local newspaper which was a mistake.  I would have been better putting that money into 2 or 3 advertisements in the main section of the newspaper.  From those 3 months of advertising – I didn’t receive a single call.  Mostly this section is used by Tradesmen and obviously it works well for them – but not for someone offering secretarial services.
• I invested in Yellow Pages advertising.  I have had several clients this year who have told me they found my number in the Yellow Pages.  For several hundred dollars I have an advertisement in the paper Yellow Pages Directory and also Online.
• Join your local Chamber of Commerce (or whatever Business Groups are available in your area).  Personal networking is excellent advertising.  You get to hand your business card out to plenty of people, make business contacts who might be useful to you in your own business, and generally get a few drinks/nibbles along the way too.
• Invest in a professional logo and good business cards.  If I had my time over again, I would definitely spend the money to get a logo/business cards/stationery designed.  I recently used Aussie Logos and their Gold Package is excellent value.

I hope this information might be helpful to anyone who is either starting up a new business, or thinking about advertising/marketing their existing business.

Please leave a comment if you have other good tips regarding advertising and/or marketing for small businesses.

Fiona