What Goes in Your VA Marketing Package?

January 24th, 2012 by Leisa
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Reprinted by permission from WAH Adventures.  All rights reserved.

Understanding Virtual Assisting – Part 6 – What Will You Put in Your VA Marketing Package?

If you have been following this series, then you’ll recall that to date we have discussed what a VA is; how to decide which services to offer; whether or not to become certified; how much equipment is needed; and how to structure your VA practice.  Now the question is, what materials will you put in your VA marketing package?

First of all, what is a marketing package?  A marketing package includes marketing materials for both online and offline marketing that you will want to use to introduce your business to potential clients.

A good marketing package may be mailed to a client via postal mail or emailed as a WinZip file or electronic folder.  A typical offline marketing package may appear to be a glossy pocket folder with your company name and logo and contain a business card, letter of introduction, brochure, flyer, recent press release, and a copy of the last company newsletter.  Large multi-VA practices might even want to include a white paper or recent case study as well as an annual report.

While these marketing packages can be impressive, they can also become expensive.  The cost of designing, printing, and mailing all of these out does not come cheap.

Again, I am going to give you the same advice as I did with your equipment list.  Don’t over do it.  Start small and build.  Please don’t price yourself out of business.

Here is my advice.  All you really need is a web site for online marketing and a business card for offline marketing.  Really.  That is all you really need.  Now, that might not be all you want, but that is all you need.

On your web site, you should have five pages: Home, About Us, Contact Us, Services, and Blog.  You can list your services under Services just like you would in an offline brochure.  You may also introduce your company  with similar language to a sales letter in About Us with contact information appearing under Contact Us.  Put samples of your work under Services or you may want to create a separate Portfolio page.

Just starting out, you won’t have an online newsletter.  You may want to write a press release, and send it to your local newspaper or online to one of the many online press release sites such as PRWeb.  You could even put a copy of your press release saved as a PDF somewhere on your web site.  I would recommend the home page in the left side bar.

Also, if you could barter your services or volunteer your services to collect one or two testimonials to place on your web site–perfect.  This will also boost your credibility.  Place the testimonials in text boxes on your web site or somewhere in the sidebars.  I would recommend doing this on both the home page and in the Portfolio or Services page.

You may also create a signature file in your web site.  This way whenever you reply to an email, your name along with your title and company name will automatically appear in the email.  You can even include your company logo with your email signature file and make it look more like an e-business card.  For offline business cards, Vistaprint has the some of the best prices.

Again, all you really need is a business card and a web site.  Why is this?  The answer is simple, but please don’t misunderstand what I am about to say.  Until you develop an online presence and have accummulated at least six-months’ expertice, you won’t really have much to write about, tweet about or video about.  Therefore, people are less likely to want to hear what you have to say, because they have never heard of you.

However, do not let that discourage you.  Instead use this to become more determined than ever to get out there and get experience and learn this industry!  Look for opportunities to sub-contract under other VAs, volunteer or barter your services.  You can do this!

In future articles, I will be talking to you about how to name your company (if you haven’t already), how to market your services, and how to promote your web site.

As always, feel free to ask questions.

Leisa Good is the owner, VA, and “Diva of Done”™ at GBS Virtual Office Solutions. She opened her virtual assistant practice part-time in 2006 when it was then named Gemstone Business Solutions. In 2008 her VA practice became full-time, and in 2011 the name was changed to its current name. Recently, she has added VA coaching to her services. She lives in the beautiful Shenandoah Valley and within walking distance of the famous Shenandoah River.  Leisa’s Blog

What will you put in your VA marketing package?

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Posted in business planning, marketing, virtual assistance

How Should a VA Business Be Structured?

January 16th, 2012 by Leisa
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Reprinted by permission from WAH Adventures.  All rights reserved.

Understanding Virtual Assisting – Part 5 – How Will You Structure Your VA Practice?

If you have been following this series, then you’ll recall that to date we have discussed: what a VA is and does; how to decide which services to offer; whether or not to become certified; and how much equipment is needed.  Now the next question is, how will you structure your VA practice?

The good news is that there are only two “structures” or practice models in which to choose.  There is the solo-VA practice and the multi-VA practice.  While the definitions themselves aren’t difficult to understand, there are pros and cons to both.  However, the practice model you choose will determine how you write your business plan and your contingency plan.

Your practice model will also determine your tax structure as well as what you name your business.  For example, multi-VA practices have been known to use words such as “staffing” or “hub” in the business name.

Obviously, the simplest structure of the two would be the solo-VA practice.  In the common vernacular of the day, you would be considered a freelancer.  As far as the IRS is concerned, you would be considered a sole proprietor.  Your taxes would be filed under your social security number—just as if you were working a regular job.  Even while operating a business under your own name as a freelancer, you would need to apply for a local business license.  While you can use your own personal checking account, the IRS prefers that you open a separate checking account for business.

If you did choose to operate under a business name other than your own name, you would still need to apply for a business license at your local county courthouse.  However, since you are operating under a different name other than your own, this license would allow you to operate under a DBA (Doing Business As) account.  This would be your “fictitious” or business name.  When you open your business checking account at your local bank, you would sign your checks using your full name, writing DBA (doesn’t have to be case sensitive) below your signature, and then your business name below DBA.

Now, to become a multi-VA practice you will need to apply for an EIN or Federal Employer Identification Number.  You will also need to fill out tax forms for each of your “employees” or if they are operating as ICs (Independent Contractors) then you will need to remember to file a 1099 for each employee—regardless of whether they earned over $600 annually.  Legally, you don’t have to send them a 1099 if they made under $600 for the year, but it doesn’t count against you if you do.  Also, you never want to trigger any kind of tax audit.

You will also need to have everyone in your multi-VA practice sign a legally binding contract either identifying himself/herself as either an employee or an independent contractor with terms and conditions spelled out.  My advice on this one: Hire an accountant and an attorney.

While a multi-VA practice may seem like a hassle, the main “pro” is you will make more money.  Not only will you be able to handle more work from more clients, but you will be able to “take a cut” from everyone who works under you.  The main “con” is that you are responsible to the client if anyone makes a mistake or leaves the project.

In a solo-VA practice, you probably won’t be able to handle more than five to ten clients at a time.  Therefore, the “con” is you won’t make as much money.  Then again, you won’t have all of the paperwork or responsibilities as the multi-VA practice.  That said, you probably will want to set up a network of other VAs or freelancers who offer services that you don’t.  This way you will have a good referral network setup either to refer clients or to work jointly with other VAs on given projects.

Can’t decide whether to make your VA practice a solo-VA practice or a multi-VA practice?  Go solo first and learn the ropes.  Even consider sub-contracting your services under other VAs while you learn the industry.  Always remember, it has to feel right to you.  After all, it is your practice.

In upcoming issues, we will be discussing how to choose a business name, financing your VA practice, and transferring from a full-time job into your VA practice.  As always, I am here to answer questions or you can visit my web site.

Leisa Good is the owner, VA, and “Diva of Done”™ at GBS Virtual Office Solutions. She opened her virtual assistant practice part-time in 2006 when it was then named Gemstone Business Solutions. In 2008 her VA practice became full-time, and in 2011 the name was changed to its current name. Recently, she has added VA coaching to her services. She lives in the beautiful Shenandoah Valley and within walking distance of the famous Shenandoah River.  Leisa’s Blog

Posted in Business Research

How Much Equipment Does a VA Really Need?

January 5th, 2012 by Leisa
4

Reprinted by permission from WAH Adventures.  All rights reserved.

Understanding Virtual Assisting – Part 4 – What Equipment Will I Need to Get Started

If you’ve been following this series, then you’ll recall that the last two articles focused on certifications to receive and what services to offer.  Now  it is time to discuss what equipment you will need to open and maintain your virtual assistant practice.

Obviously, some of your equipment will be based on what services you plan to offer.  One of the biggest mistakes that future virtual assistants make  when deciding upon their equipment, is they buy too much.  They overspend.  You don’t need an elaborate list of equipment and software to impress  the client.

The client will probably be more impressed with your ability to curb your spending, look for creative options, and assist them with cutting  their own expenses and wasteful spending.  If the client insists on equipment or software that you don’t have and can’t afford, they can purchase it  for your use.  If they can’t purchase it, then find clients who are willing to use what you have.

Below is a basic list of equipment you will need for your virtual assistant practice.  You probably already have most of it:

  • Personal computer or laptop with at least a 1 GHz Pentium P4 processor and a minimum of 1GB or RAM with sound card speakers
  • Updated browser of your choice (Internet Explorer, Firefox, Opera, Safari are the most common)
  • Printer compatible with PC (one with a scanner and copier is best)
  • Wireless, DSL or Cable Modem connection to the Internet (Comcast, Cox, Verizon)
  • Windows XP/Windows Vista/Windows 7 – (Mac users will want OS X or what is recommended)
  • Email account (recommend having one other than a gmail account)
  • Eternal hard drive backup or an online backup (Carbonite.com)
  • Anti-virus software (Avast, Norton)
  • Anti-malware prevention software (Malwarebytes)
  • Gmail account to use Google Docs and manage mutiple projects and clients
  • Dropbox.com (free account) to share larger documents
  • Cell phone or free Skype.com account (landlines are also welcome)
  • Paper, pens, and a few office supplies

Please note that there are other service providers other than the ones listed above in parenthesis.  I didn’t want to overwhelm you with choices, but you can also check with other friends or online workers to see what they are using.

Fax machines and all other equipment are optional.  Also make sure that you have a comfortable chair and are in an area of the house where you can actually work without distractions.

Accounting software, graphic software, and everything else can be added later.  This is unless you plan on offering accounting and or graphics as your primary services.

In future articles, we’ll also discuss marketing materials.  However, I will go ahead and inform you that you can survive and thrive with a simple web site, business cards, and three FREE social media accounts (Twitter, LinkedIn, and Facebook).

As you can see, it really doesn’t take an excessive amount of equipment to get started in your virtual assistant practice.  The good news is that most if not all of these items will become tax write-offs for your business.

In summary, my advice is to start small, make a profit, and continue to invest in your equipment, your training, and your marketing.  A low overhead will cause a lot less stress for both you and your future virtual assistant practice.  Nothing is worse than to try to concentrate on growing a business with several maxed-out credit cards constantly on your mind.

Good luck, and I am always available for questions.

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Posted in business planning, technology, virtual assistance

3 Challenges for the Serious Business Owner in 2012

January 5th, 2012 by Leisa
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Happy New Year!  Happy 2012!

As the two faces of the Roman god, Janus, look both to the future with one face and to the past with the other face—let us do the same.  My challenge to your business is to have three things that you leave behind and three things that you do to plan your business success.

Things to leave behind are projects or work that you are not passionate about.  There are just too many other opportunities to find work that is a “fit” for you.  You rob the world of your unique talents and skills when you chose the wrong work.  If you struggle with procrastination, this is probably why.

Another item to leave behind are clients that drain your energy and do not respect you or do not pay well.  Time to get your energy back and your wealth back too.

Lastly, stop wallowing in mistakes and failures.  Use them to learn what NOT to do next time or what to do differently.

Now for the things that you need to “take with you” in 2012 are setting realistic goals for your business, re-evaluating last year’s marketing plans, and striving for a better work/life balance.

What are realistic goals?  They are the ones which you have to stretch a little to reach, but they are reachable and measurable.  They can be broken down into smaller goals.  Most of us know deep down what is realistic and not realistic.

Also, don’t forget to see where you are in your business’ marketing.  The only time you ever stop marketing is when you don’t want any more clients.  So, look at what worked and what didn’t work.

And finally, the one all of us freelancer, self-employed types struggle with is work/life balance.  Have at least one day off a week.  Get away from your computer!  You’ll be amazed at how good and refreshed you will feel.

Again, Happy New Year!

Are there other things you’d like to leave behind in 2012?  Are there other things you’d like to achieve in 2010?

You know a good VA can always help you achieve those realistic goals, marketing goals, and perfect work/life balance.  Consider adding one to your success equation for 2012.  We at this blog and GBS Virtual Office Solutions stand ready to help.

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Posted in business planning, motivation, virtual assistance

And the Series Continues…

December 22nd, 2011 by Leisa
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As you probably know by now, I am also a featured writer at WAH Adventures.  And if you don’t know about WAH Adventures and all of its great work-at-home resources then I would invite you to definitely go, visit, and sign up.  Don’t forget to sign up for the holiday giveaway.

Without any further ado, here is my third article:

Understanding Virtual Assisting – Part 3 – Do I Need to Become Certified?

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Posted in Business Research, business planning, virtual assistance

Part 2 of My Series Continues

December 16th, 2011 by Leisa
2

For those of you who may not know, I am also a featured writer at WAH Adventures.  And if you don’t know about WAH Adventures and all of its great work-at-home resources then I would invite you to definitely go, visit, and sign up.  Tell the owner, Miranda Grimm, hi for me.

Without any further ado, here is my second article:

Understanding Virtual Assisting – Part 2 – Knowing What Services to Offer

Posted in Business Research

I’m Now a Featured Writer at WAH Adventures

December 16th, 2011 by Leisa
6

I know I have been very bad lately about keeping up my blog.  My bad.  There have been a lot of changes in my business and life which I will be filling you in on.

One of the biggest honors was being asked to write a column on virtual assistance for WAH Adventures.  I’ve known the owner Miranda Grimm, and she is one of the most talented, caring people that I have ever met.

She does such a great job providing work-at-home leads for freelancers as well as those seeking to work for work-at-home companies that provide benefits.  If you haven’t heard of the WAH Adventures blog, then you are missing out on a lot of good leads and resources for working at home.

So, without further ado, here is my first article:

Understanding Virtual Assisting – Part 1 – Getting Started

Posted in Business Research, small businesses, virtual assistance

Update on New Name and Look

September 21st, 2011 by Leisa
26

Just a quick update that there is a good reason why I have not been blogging.

To make a long story short, I have been renaming and branding my web site and trademarking myself.  Remember my most popular post ever:

http://vabizconnection.com/when-should-you-change-your-business-name/

Well, I have taken my own advice and I must say.  It was a great move.  Even though it takes a great deal of paperwork and remarketing to rename a business, it is well worth the effort.  The subject for many more posts to come!

Please check out my new name and new logo.  No, I am not going to upload the logo here, you have to visit the web site,  www.GBSVirtualOfficeSolutions.com to see it.

Click on over there and let me know what you think.  Any thoughts?

Posted in Business Research, business names

Back at It — My Latest Interview

July 6th, 2011 by Leisa
10

You can check out my latest interview at the following link:

http://www.wahadventures.com/2011/07/meet-leisa-good-virtual-assistant-business-owner.html

This is a wonderful blog for anyone seeking information on work-at-home opportunities, businesses, and other opportunities.  I know that owner, Miranda Grimm, and she is a top-notch professional and a very nice person.

 

Posted in Business Research

Happy Fourth of July

July 2nd, 2011 by Leisa
3

Happy Fourth of July from the VA Biz Connection! 

And let’s all be proud to be Americans.  While things are not perfect right now in this country, we still have a lot to be thankful for.  I’m far from perfect myself and haven’t been blogging for a quite a few weeks, but that’s a whole other story.  I’ve been up to quite a bit, which I will be sharing in future posts.

Anyhow, I’ve been doing a personal history lesson this week — just because I love history.  I think it comes from being a Virginian, and being one of the original thirteen colonies (states).  Yes, we sure love our history in Virginia.  Anyone who has ever been to Williamsburg, Jamestown, Alexandria or almost anywhere in the state knows it.  Not to brag, but we did give this country the first five presidents.  But, not to brag!  LOL

While researching the Internet, I ran across an article about the 56 men who signed the Declaration of Independence.  Boy, was I am amazed at what I found.  You can read the original article for yourselves, but again — wow!  Out of these 56 men, 5 were captured by the British and tortured until they died, 12 had their homes ransacked and burned, and 9 died from wounds or war hardships.  Just by signing their names to the Declaration of Independence meant death (traitors were usually hung) if captured.  And sometimes we’re afraid to even sign a petition!

It was their belief in a better form of government and also their belief in a dream.  I have to believe that these beliefs were first and foremost in their minds as they signed that now treasured, historical document.  Even if it meant facing the gallows, which would have happened had America lost the war for Her independence.  The dream was still worth it.

So, this weekend as we drag out the grills and vigorously debate whether charcoal or gas is better; go to watch the fireworks and realize that our poor cat is probably at home going ballistic; and/or go to a Fourth of July mattress sale — be proud to be an American!

Especially, those of us who own our own businesses.  We are living that freedom.  That American Dream.  Also, thank a vet or an active member of the armed services for keeping that dream alive for ALL Americans.

Again, Happy Fourth of July from the VA Biz Connection, Gemstone Business Solutions, and of course, me — Leisa!

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Posted in Business Research, blogging, miscellaneous
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