Time and again, it has been said that nothing is constant in this world but change. And with the advent of technology, this has become increasingly true to date. To say that technology in the last two decades has grown is an understatement and at its current rate likened to the speed of light, it is showing no indication that it is anywhere near done. Because of this fact, it can safely be said that no one was born a techie – defined as a person who is an expert in or enthusiastic about technology since technology in itself is dynamic. However, this ever evolving element of our lives has given us no choice but to adapt and move towards being techies as it has had a profound effect on all aspects of life including how we interact with our world. Now, almost everything is mobile and paperless from bank transactions, education and learning, shopping, communication, business and processes and not adapting to these changes may cause us to be stuck in a way of doing things that technology could have improved in terms of efficiency and productivity if we only let it.

In the realm of virtual assistance, which is primarily technology-based, dependent on a computer and an Internet connection, technology is a way of life in itself. But as partners to small to medium scale businesses, being technology savvy takes on a whole new level.

As VAs, we get to handle most of the back-end operations of our clients’ businesses as well as manage a lot of personal matters in terms of organizing calendars and financials and with such a wide and varied work scope, technology sure does come in handy whether you are an experienced VA; a seasoned veteran in a previous field or a first time employee – virtual or otherwise.

The younger generation are admittedly more technology-savvy perhaps because they were exposed to it more than the earlier generations but they do not have a monopoly of tech-savvyness as the older generations have slowly but surely followed suit because of the need to stay connected and develop individual capacities.

Laine, part of 2013’s graduating class, joined The Help almost a year ago for her first real job and she acknowledges that her interest in anything online and the urge to explore everything she finds in it has indeed helped her in adjusting to VA life. She adds that because she loves to explore online applications and software, she got used to it and discovered tricks in using these applications which allowed her to fast-track her immersion into the world of virtual assistance because she did not have to be trained in the basics and instead jumped to being trained on more complicated features of applications and the specifics of tools VAs use; making training and eventually, tasks time efficient.

Yoli, on the other hand, a veteran in the field of writing and the corporate world definitely enjoys being tech-savvy because it allows her to understand the language of the web which according to her, is very helpful in case of glitches which most often than not, also have their answers on the Internet. Secondly, she uses technology to communicate with friends and writing colleagues around the world and allows brainstorming easily and economically through web-based applications. It is also a big factor for a writer like her because she gets to use writer-friendly applications that can help avoid distractions and  puts notes and documents in one place hence, increases productivity.

Most of the tasks handled by virtual assistants involve managing the client and their business’ websites, social media content, mobile applications, newsletters, smart phones, quick response links as well as shared infrastructure and cloud documents and softwares including blogs, webinars and video calls and tutorials. All of these are technology-enabled and would need a savvy VA to handle and master with flying colors. Plus the fact that at times, VAs also serve as the alter ego of their clients and as such, they have to be well-versed in the different technologies available in the market that will make clients’ businesses grow and prosper.  Also being able to give clients their personal opinion of the software or application in terms of functionality is a big plus for a VA.

Being tech savvy has these succeeding advantages:

1)      Being a techie can simplify daily life as you get to use technology to be more productive, efficient and accurate. In case of unfamiliar tasks, a regular employee can search for resources on the Internet or ask more experienced employees. The techie also searches for resources but upon learning of an application that she can use for the task, does not stop there and instead, digs deeper and discovers the full functionality of the application to the task on hand and for future tasks. We are then given the means to get work done faster through technology and producing more means more money or income.

2)      Being technology-savvy opens doors we have not imagined possible and allows mobility and flexibility. Decades ago, we may never have imagined being able to work through our phones or being able to exchange messages in real time but these and many more are present realities. We now get through tasks both online and through mobile phones making management of tasks, appointment, dates a lot easier than they were before, even away from our desks. Client calls can be done in the comfort of our home offices and we can even see the other party across hundreds of miles through video calls and conferencing. These were deemed impossible before but are now a reality, providing a window of what the future has in store for us.

3)      By embracing technology, you make yourself more valuable. Because efficiency and productivity are such big terms in this world and age, being familiar with anything and everything that can make you more efficient and productive in the eyes of clients, makes you more valuable. The battlefield of business has shifted to the virtual world as the global market has become accessible with its reach a whole range wider through technology. The employee who is tech-savvy is an added asset because they do not only understand technology but is able to use it and base informed decisions on it; therefore, making way for the successful completion of projects.

With virtual assistants easily able to access necessary information and make quick reactions to their various needs, clients can better manage their businesses and focus more on inspiring and captivating their target markets and managing global decentralized networks and leverage the competitive arena of their respective businesses.

The many possibilities opened by technology can be daunting for a non-techie, much more to a non-techie VA but the good thing about technology is it is right there at your fingertips. You just have to have an open mind and the willingness to give it a shot by simply knowing how to maximise your resources and the results could spell the difference. Besides, with each passing day and month, the non-techie VA will notice her skills exponentially multiplying and in a virtual world such as hers, this has come to be expected so she really has no choice but to learn as fast as she can. After all, technology is a reality and it is here to stay. There is no escaping it. Technology and the wealth of knowledge it unfolds is literally a click away, bringing a world of endless possibilities closer and giving us a tool to manoeuvre the virtual world to become valuable virtual assistants.

Tech savvyness is just the first in a list to get into this industry but to be a successful virtual assistant, you need to combine it with communication – oral, written and non-verbal cues; proactivity – to clients, to superiors and to team members and compassion and empathy for your team and the business of your clients – all these we will explore in succeeding articles and together, let us discover the world of virtual assistance.

 

 Written by: Kathrine E.- The Help

 

The importance of time has been underlined by the abundance of quotes seeking to emphasize its value like time is money which is especially true in the context of business. The more time you give into it, the more possibility of making money. It may not always convert to these, but the possibility is there. The same is true in the world of virtual assistance as time for clients is agreed upon and billed.

Many might think that time management should not be an issue in the world of virtual assistance because most VAs work at home as long as they have a computer and a high-speed Internet. However, this takes a complicated twist once the intricacies of VA work is considered – the multiple tasks for multiple clients from varied locations and time zones in one nine-hour shift can translate into stress of extreme levels for the VA. It is then in this context that time management becomes the key to working around these multiples.

Without time management skills, a VA can get swamped and overwhelmed, prompting overtime work which could lead to burn out if done all the time despite the higher take-home pay. Clients on the other hand might not appreciate having to pay extra and may deem you inefficient in such a case as clients in general would want to maximize the VA’s shift by giving tasks that they think is enough to occupy the allotted time.

Here are two reasons why time management is extremely important:

1)  Time management leads to success. Efficiency and productivity have become the measurement of performance and to be efficient and productive, you must be able to do more, and turn in top quality work outputs. With proper time management, you develop the discipline to prioritize and plan according to what is urgent and focus on these tasks, without losing momentum thereby increasing work quality.

2) Time management reduces stress. Because time management gives you a clear idea of the day, week, even the month ahead,  it reduces the feeling of being rushed; of having a lot to do and not much time to do them. With the luxury of time, the requirements of the job as well as any eventuality can be addressed without the urge to be frustrated. With reduced stress, you get the chance to learn more, hone skills, gain more experience and stand out and be more of an asset than you already are.

By  managing time properly, a virtual assistant can become more successful without the stress. It allows you to work smarter but not necessarily less harder. And these advantages of time management do not just stop there. They multiply and affect not only your work but the other aspects of your life as you get to devout more time for family, friends and enjoyment.

The client in return gets an efficient VA who manages the admin side of his business seamlessly, comes up with high-quality work outputs and becomes someone he can depend on. He does not only get his money’s worth but also gets to enjoy other aspect of his life with reduced stress, courtesy of his  good time manager virtual assistant.

In a world of multiples – tasks, cultures, time zones, stress – all we can ever do is manage our resources — including time. And with the many tools that we can use out there, it is now more than ever that we can manage our times most. We as virtual assistants must take advantage of that chance. Time they say is life. Live it. Work smart and give yourself the chance to breathe and manage stress better. Once you do, multiple will merely be a number – one you can easily manage like the rest of your tasks. After all, a VA is also a talented juggler.

Written by Kathrine E. – The Help

Delving into something that is totally new to you can be both exciting and scary. It can be scary because you have no idea what to expect and no idea what you should do exactly thereby increasing the fear of committing mistakes and human beings do not want to commit mistakes in general. But at the same time, it is exciting for exactly the same reasons. The fact that you do not have any idea what to expect and what exactly you need to do allows you to stretch your wings, widen your horizons and challenge yourself to learn-learn fast, and to grow.

Among the most important things that a new virtual assistant would do well to learn is the value of structure and following detailed instructions.

Wikipedia defines structure as a fundamental, tangible or intangible notion referring to the recognition, observation, nature and permanence of patterns and relationships of entities. As such, it serves as guide or reference in doing things and is present and necessary across all industries and jobs, albeit of varying degree depending on the nature of the company and its business.

In virtual assistance, the importance of structure cannot be undermined. It provides a way to handle things; gives your day flow and ensures proper prioritization of things that need to be done. This becomes even more important in the context of virtual assistance because it is a dynamic workplace wherein virtual assistants may do similar tasks for different clients in different times zones in one shift and without structure, things are bound to get chaotic and that will be an understatement.

Here are three reasons why structure is crucial in virtual assistance:

1) Structure makes you efficient. Efficiency is important in any workplace and even more so in a virtual one because you can be competent but without structure, you can’t be efficient. So structure is extremely important as it gives you a guide to which you can base your day, your time and your projects thus giving you clarity, saves you time, encourages you to be productive and more importantly, in a world of projects and time management, reduces work-related stress especially since you know what you need to do, when to do it and how to do it. Should there be necessary changes, you can easily adapt because you have a guide to anchor you. You make the change and once done, go back to the next item on your structure. So with structure, you accomplish more with less unnecessary stress.

2) Structure makes way for quality. Deadlines are not your only problem but it is beating these deadlines without sacrificing the quality and accuracy of your work and you can better do this with structure. Structure in doing your work helps you avoid mistakes like failing to do a task on a particular time it is needed or missing to record an appointment for your client which is easy to do as more often than not, a VA manages multiple client calendars to which entries are not the only concern but also the difference in time zone. So having a structure ensures that you do exactly what you need to do, for whom and when with less mistakes.

3) Structure creates positive impressions of you and your company. An organized virtual assistant emanates a sense of competence and professionalism to clients and creates good impressions. Being structured shows clients that one is detail-oriented, thorough and a careful planner and this is important for virtual assistance companies because many times, the virtual assistant is the sole representative of her company to the client so how she performs is not only a reflection of herself but a mirror of the entire company. You want a pretty reflection and structure can pave the way for you and lead to future opportunities for you the virtual assistant and your company. Chances are, you will get good feedback which in turn will improve your morale and that of your company and lead to more opportunities from satisfied clients.

With structure you are more prepared to face whatever task may be thrown your way and come out efficient with quality work and making positive impressions of yourself and your company to clients.

Following detailed instructions is another important component of organization in the workplace – virtual or otherwise. Instructions are present in almost everything and everywhere – driving, cooking, at school. They lay out what one needs to do and how to do it properly.  In most, they are being given to save lives, for safety, to avoid chaos, for quality and efficiency. Without instructions, many unnecessary effects can take place and this is true in everyday life. The world of virtual assistance is no different.

Much like your answers in an exam are marked wrong if you do not follow instructions, the work you do as a virtual assistant leads to waste of both your time and the client’s money when you do not follow detailed instructions given by the client or your VA Manager. At school, you follow instructions to get a good grade, similarly, at work, you follow instructions to do a good job and in virtual assistance, you bring this to a whole new level because there is no one there physically present to constantly check what you are doing. You have to be clear as to what is expected of you, to avoid mistakes and the consequences these mistakes may lead to. Instructions must be clarified immediately so as to avoid confusion and for a smooth flow of things.

One advantage of following detailed instructions is the fact that it develops discipline. It encourages you to take note of the specific rules required to make a good job and what not to do to be able to do this. It develops in you the ability to follow more complex  instructions and give instructions in return.

Second, following detailed instructions can cultivate confidence and avoid frustration because you know that what you are doing is right because you did exactly as you were told. You are sure to meet or exceed the standard set by your client and get positive feedback which can boost your confidence.

The importance of following detailed instructions is best summarized by a Proverb which says, “Whoever gives heed to instructions prospers.”

These are only two of the basics of organization skills that a newbie virtual assistant must learn. But these will give the newbie much ammunition to better face her virtual world.  After all, the more organized one is, the better virtual assistant she becomes because organization is said to breed success.  That has never been more true than in the world of virtual assistance where multitasking, multi-cultures and multi-time zones are a way of life.

Written by Kathrine E. – The Help

There are industries which require workers to operate in a reverse time clock compared to the rest of the world. The same is true in the field of virtual assistance (VA). In the VA world, you work day, night and anytime in between depending on the needs of your clients and on their time zone.

The VA’s shift hours are agreed upon at the signing of a contract with the client. Changes to these can be initiated by the VA’s manager or upon the request of the client.  The regular 9-5 working hours is ideal and are preferred. Demand for the night shift is higher because most customers are from North America.

This upside down work schedule alone can be stressful both physically and mentally, not to mention other challenges that come up in the virtual workplace.

Although tough tests face Virtual Assistants, there are tangible rewards as the field is open to all willing to learn on the job and eager to expand professional horizons armed with an excellent command of the English language. Among these rewards is the increased time spent with families because the commute from home to office is eliminated.

A typical VA day begins with her logging in at her computer at a workstation that may be located in a virtual or an actual office then checking her inbox for new directives or changes in a client’s appointments for the day.  The VA also makes sure telephone messages that came in during her absence are delivered to the client then proceeds to finish any pending work left from the previous shift or on to the next task in the client’s to-do list or project. These tasks can vary from updating a webpage, making several sales calls for the client to researching for an appropriate social media post for the day or week. Trained and alert for clients’ needs, a VA is also requested to make calls to arrange for services such as the creation and production of company brochures or to actually help in solving technical problems at another virtual office.

All these would depend on the customer account the VA is responsible for. What makes it more exciting is the fact that one VA can be doing this for a number of clients over the course of the day’s shift and would have to adjust based on the nature of the client’s business.

Responding effectively and in a timely manner to clients is at the core of every VA’s working day, with the ultimate aim of helping clients in the most organized, competent and efficient way possible .

A VA regularly meets with her managers to keep track of performance, to come up with proposals to improve services, and to evaluate the client-VA work relationship.

In all these, a VA will find time to take a break, perhaps enjoy a cup of coffee to keep her going. Till her shift comes to a close, a VA will continue to prioritize tasks in a typical work shift – may it be day or night.

Written by Yoli P. and edited by Kathrine E. – The Help

February, the month of hearts, is when The Help turns another page.  Now on its 6^th year, time flew for the virtual assistance company started by Astrid Stanek in 2008.

A trained educator, Astrid was on the lookout for work that would give her more time to be with her young children. Being Internet savvy, she visited several job sites and found to her pleasant surprise that work from home opportunities did exist. She decided to continue exploring by creating an Elance (www.elance.com) account to see what was available for a teacher.

Learning on the job, Astrid discovered that virtual assistance was/is fun. People work even when still in pajamas. She landed her first client who was based in Massachusetts; others slowly trickled in. Then came a contract doing data entry for 40 hours per week; it felt like going to work in an office, for eight hours daily, on her own time, she now recalls.

She then landed her first international client, discovered that they can come calling from around the globe. “Being really good at what I do and totally enjoying every part of it,” is Astrid’s mind set.

Appreciating her excellent performance, she was hired and promoted from an Admin Assistant to Executive Assistant, to Head of Operations, to Head of Finance and Operations by several repeat clients.

After these said promotions, Astrid realized that she can’t handle the new responsibilities that came with her promotions and at the same time, handle the increasing number of clients and their demands on her own. She needed to hire virtual assistants to assist her as she takes on bigger responsibilities like managing projects and running offices in different parts of the globe. This need to expand ushered in the birth of The Help, the company.

And expand it did. From Bremerton, a suburb in Washington State, The Help now operates from Singapore and the Philippines. With its growth, The Help makes certain that prospective clients are the right fit. A shared vision of development, of being part of the larger whole, is more important than the income that may be generated by a prospective contract. Compatibility, credibility, trust, and communication are building blocks for The Help.  With these, business has increased by leaps and bounds. The Help progressed as clients who share the same vision did. Learning the hard way, the company has refused lucrative projects that were deemed not a good fit for The Help.

Above all else, employee benefits – a competitive salary scale, social security and health benefits, paid leaves, transportation allowances, along with bonuses, and scholarships for children of staff – are priorities at The Help. They are about motivating and encouraging each team member and providing support to clients. Because of its consistency and performance, Elance has ranked it No 15th  among 9, 755  virtual companies, nationwide.

Astrid, founder and owner of The Help, believes in passing it forward – helping others in small ways such as donations to an orphanage, tuition assistance for a child whose father was laid off, charity work, and sponsorship through charitable organizations.  Anytime business is good, the extra goes to a good cause.

At this day and age, to continuously be a part of the global economy, The Help has to keep growing. “With the right people in my team, it cannot help but expand,” says Astrid.

She also hopes that the legacy she leaves her children and her employees will influence them in the future, guided by her principle of working because you love what you’re doing and not simply because of the money and taking pride in knowing that you are a big part of something; that more than merely contributing, you are important and you belong. “The income or profit is merely the icing on the cake. My hope is when success comes, they remain appreciative, grateful, and helpful,” Astrid says. “Just keep passing the good fortune forward.”

No surprise that The Help began on a February. It’s a company with a lot of heart.

Written by Yoli P. and edited by Kathrine E. – The Help