15 Down-to-Earth – & Usable! – Tips to Becoming a Real Estate (or a Regular) Virtual Assistant!

Before I even begin with the 15 tips, I have to tell you something that you absolutely, positively must have to be a successful VA...

Now, don’t stop reading already…thinking this profession is not for you. You don’t have to be Bill Gates by ANY stretch of the imagination. BUT, you DO need to be comfortable using a computer, various computer programs (basic Microsoft Office) and the Internet. And, if you’re not super comfortable with one aspect or another or feel a bit “out of touch,” you MUST be willing to educate yourself. Bottom line. [If you don’t think your computer skills are up-to-par, check out Brainbench (Affordable and offer a HUGE variety of courses!)]

What can you do until you sharpen your computer skills? Bulk mailings! REALTORS® need help with this BADLY and ALL THE TIME!!!

So, let’s start with our checklist. Again, this is to help you evaluate if being a VA is really do-able for you and what you need to do to get started. I also need to tell you that my life mantra is: Simplify. Don’t make this process harder than it needs to be. Do your research, ask questions, etc., but keep it real and do-able.

Tip #1: Honestly evaluate your internal reality.

You must be honest with yourself (the success of your business truly depends on this one important aspect). It is imperative that you – and your spouse/partner – answer these questions truthfully:

• Do you have the “comfortable” computer skills it will take?
• Are you a self-motivated person?
• Do you have the discipline it will take to sit down – at home – and work everyday? (Think about all the distractions you’ll have…the t.v. shows, that “one more load” of laundry, the great book you’ve been reading, etc.)
• Do you have the discipline it will take to NOT work (i.e. check your e-mail or messages all evening and all weekend)? Trust me…I’ve learned this personally… “just one more e-mail” turns into two more hours of work and an evening of family time lost. Will you be able to shut the door (and lock it if you have to!) to take time to spend with your family? After all, isn’t that one of the main reasons you wanted to work from home in the first place…to be with, and there for, your family? [NOTE: The start-up phase of your business may be the exception to this one.]
• Do you have your family’s support behind you? Your husband and children must truly understand what this will be like (especially at first). Paychecks will probably not be regular and you will probably be putting in long hours. Is everyone willing to sacrifice for the long-term payoff?
• Are you organized? Can you multi-task and be flexible while still getting things done?
• Do you understand that you will be isolated? No more chats at the copy machine or a co-worker popping into your office for a heart-to-heart…you’re alone – in your office – at your house.
• Are you an honest, trustworthy and conscientious person? The success of your business will depend on the fact that you are…if you’re not, you’re a goner. Don’t even get started.
• Are you willing to work really hard during the start-up phase? Sometimes 14 hours a day and weekends?
• Do you enjoy helping people? And, can you deal with various personalities?
• Are you always willing to learn more and continue improving your professional skills?
• Do you realize that you will be doing your work during your children’s naptimes, early in the morning or late at night, or while your children are at school or a Mother’s Day Out program? This is not a way to get a free ride to stay at home…it takes work!

Tip #2: Write down the marketable skills you have that you can use to start, build & run a successful VA business.

I’m a former elementary school and computer class teacher (I also worked as an education director at a professional organization). So, I thought about all the things I had ever done throughout my various jobs that made me marketable...training I had, things I was proficient doing…things that maybe other people couldn’t do very well. That’s what I used to form my list of services. That’s what you need to do, too, so you can see if you have enough to offer. I’ll bet the farm that you’ll have a TON of things on your list…

Here are some categories/ideas to help you get YOUR list of services started…

• Data entry
• Answer phones – Customer service (client can forward phone lines to you)
• Message management (voicemail and e-mail)
• Reminder services (daily task lists or “To Do” lists)
• Scheduling (managing client’s calendar; coordinating and confirming appointments)
• Bookkeeping
• Bill paying
• Bulk mailing
• Order supplies (can all be done online and delivered)
• Newsletter distribution (hard copy and online)
• Event planning
• Marketing (from creation to printing – see my VA Toolbox for printing services that do it all online and deliver!)
• Concierge services
• Outsourcing specialist (finding VAs to do variety of projects for the client)
• Spreadsheet/database creation (using Excel or even ACT)
• Spreadsheet/database upkeep
• Database management
• Word processing (using Word, etc.)
• Creating simple flyers and brochures (using Word, Publisher, etc.)
• Graphic design (using PageMaker, InDesign, etc.)
• Desktop publishing
• Research (traditional or online)
• Proofing
• Editing
• Writing (ghostwriting, technical writing, creative, etc.)
• Website upkeep/maintenance
• Website design
• Medical transcription
• Legal transcription

Sample List of General Services:

Administrative Services:

Database Services:

E-Mail Services:

Check, sort, respond to (when appropriate) and discuss/summarize client’s e-mails with him/her (using GoToMyPC)

Desktop Publishing Services:

Event Services:

Marketing Services:

Personal Services:

Telephone Services:

Set up an 800 number – very professional – for client’s company where each team member has an extension that can ring to each at his/her particular location/number (use great services like Gotvmail Communications or FreedomVoice Systems)

• Schedule appointments and showings for the agent
• Database creation/management (many agents use Top Producer…become familiar with that…gold mine for your business!!!)
• Coordinate/follow-up on feedback from showings the agents do or from those showings on the properties they have listed
• Create listing presentations (using PowerPoint, etc.)
• Create and place advertisements in newspapers, magazines and other real estate-related publications on a regular schedule; Also, TRACK the ads for the agent so they know what’s working/what’s not!
• MLS input and upkeep (changes) on agent’s listings (create CMAs – comparative market analysis; do MLS searches – Multiple Listing Service)

  ***For this one you need to be aware of local/state rules and laws regarding doing these tasks. The agent you’re working with will know whether or not you need a license to help her with these things*** Just ask what unlicensed assistants are able to do. Or, you could do what I did…I got my real estate license so I could offer more services to my clients (who were located in Texas). Want to know what’s involved in getting your license in your state? Click Here and find your state’s website to locate your state’s licensing requirements.

• Upkeep their website(s) (i.e. listing information on houses they have listed; enhance their listings on Realtor.com – this means add more features…easy to do and is all done online; Add/enhance virtual tours (easy to do)
• Marketing (I’ve read/seen great things about the RAINMAKER E-CENTRAL® by Gooder Group; They offer a training course for VAs on their great automated drip e-mail marketing system and bring clients to you through their website)
• Create marketing pieces: “Just Listed” or “Just Sold” postcards; Other marketing pieces to be sent out to what they call their “farm area” (i.e. all their contacts) for lead generation; Newsletters; FSBO (For Sale By Owner) pieces; Expired listing letters/packages
• Create online marketing pieces: birthday/anniversary cards; e-mail newsletters; webmercials; e-zines
• Send out mailings to their “farm area” (announcements, promotions, neighborhood notices, thank you notes, etc.)
• Send out birthday and/or anniversary cards
• Prepare materials for agent’s open houses
• Prepare relocation packages
• Create CD tours of the homes they have listed (using virtual tours they hire to have done)
• Listing Coordination (HUGE!):

  ~ Clerical duties from the time the agent gets the listing until that property goes under contract (things like: communicate with sellers by e-mail or phone – whatever they prefer – regarding showings, feedback from showings, etc.; get sellers what they need – like your agents listing plan,etc.)***Each agent has things he/she does for his/her sellers…you just do it for the agent!

  ~ All support activities (phone calls, computer work, etc. – specific to that agent) throughout the listing period

• Transaction Coordination (HUGE, HUGE, HUGE!):

  ~ Check out SettlementRoom (this service maintains an online “file” regarding process of the transaction so everyone can log in and see what’s going on, what’s still needed, etc.)

  ~ Clerical support and services from the time the house goes under contact until the house closes (i.e. “the papers are signed and the house is officially SOLD!). Things like: computer work, phone calls to seller, setting up appointments with inspectors, repair people, etc.)

  ~ Follow-up and communication with title company, mortgage company, other agent involved in the transaction, sellers/buyers, etc.…everything that needs to be done to keep things moving forward and get the property closed!

REALTORS® always have ideas on what they SHOULD BE doing marketing-wise and otherwise. But they just never have the time to do it because they’re out listing and selling houses. That’s why they need YOU! So they can keep doing what they’re good at and what has a good ROI (return on investment) for them…and you’ll take care of the rest!

What do you WANT to do?

Maybe some of the things you listed (that you are able to do) are not things you WANT to do. Maybe you HATE working with databases (i.e. ACT, Excel, etc.). Well then, cross that off. Don’t do database creation, upkeep, etc. ***Unless, you want to list that as a skill as you are trying to start and build your business. That’s what I did…I did things, at first, that were not my favorite because I wanted to start bringing in money and getting clients (which leads to word-of-mouth).

Then, build…build your abilities, build your client list, build your business.

Then, fine-tune. Is there something that maybe you don’t enjoy or don’t want to offer anymore…then don’t offer it. Now you have the padding to pick and choose and be more selective. After all, you are your own boss. Don’t do things you dread. Simplify.

Research/find your niche (your TARGET market):

Why is it important to figure out your target market NOW? Because you need to start thinking like your perspective clients – as my coach says, “You have to enter the conversation your prospect is already having in his or her mind.” That way you can address his needs, his doubts…you can be the answer he’s been looking for! Your marketing – from day one – must answer any need, doubt, question, concern he has.

As I’ve told you, when I first entered the VA world, my niche was real estate. As you can see above, there are a WIDE VARIETY of things you can do.

As you’re writing your list, you need to remember this…the most common industries that are currently using VAs the most are…

Start thinking about how you can apply your knowledge and skills to help business owners in these fields (or another field you might have a lead in). Do some research…read up…maybe even get some training! For research on real estate VA work, visit places like www.ePowerNews.com, www.IVAA.org, www.REVANetwork.com.

Feeling a little overwhelmed and “down”?…PLEASE don’t! You might just need a little bit of training to help you “get a handle” on some of this. Also, when I became a VA, I got into it gradually. I kept my full-time job, but nights and weekends I did my research, my start-up activities and even started helping one or two clients until I felt comfortable giving up my steady paycheck.

How ‘bout some training alternatives? (I’m not recommending one over the other here, but am simply providing information…):

General training and computer skills:

Brainbench
Affordable – offer a HUGE variety of courses!

Real Estate-Specific Training Courses:

CyberStarVA
I am familiar with the people who run this program. Allen Hainge and Kim Hughes are very well-respected. I have no doubt this is an excellent and thorough program.

REVA Network (Real Estate Virtual Assistant Network)
They offer discovery sessions for VAs, teleconferences, forums…and even a directory you can list yourself in.

Gooder Group
You can be trained on Gooder Group’s outstanding RAINMAKER E-CENTRAL® plug-in online marketing system. This marketing/lead generation system is very popular among REALTORS®. Gooder Group also promotes you – on their site and elsewhere – as one of their Rainmaker-trained VAs!

General VA Training/Coaching:

Virtual Assistance U
They offer all kinds of training, coaching and referrals. Less expensive and I’ve heard they’re good. I’ve read a lot about Janet Jordan (the owner). She’s a smart lady!

Virtual Assistance U is offering the following Real Estate Class: Introduction to RE Virtual Assistance: Come and learn the skill set required and the resources available as a REVA. Learn to attract the top producing REALTORS® to your VA practice. Time: 3 hours ~ Cost - $30

Once you complete this training program, you receive the GVA (Graduate Virtual Assistants) certification.

AssistU
They offer training, coaching and refer you to clients. It’s expensive, but I’ve heard and read they’re really good!

Assist U offers the CMVA (Certified Master Virtual Assistant) or the CPVA (Certified Professional Virtual Assistant) certifications after successful completion of their training programs.

VA Certification or Accreditation Programs:

IVAA
(Offer the CVA – Certified Virtual Assistant certification)

VA Certification
(Offer the PVA – Professional Virtual Assistant or the MVA – Master Virtual Assistant certifications)

Canadian Virtual Assistant Connection
(Offer the CCVA – Certified Canadian Virtual Assistant certification)

Tip #3: Do you have the proper equipment and home working environment?

Here are my recommendations for what you need for a good, workable VA home office:

• Pentium computer (Windows 98, 2000 or XP)
• Minimum of 32 MB of RAM
• Minimum of 1 gigabyte of hard drive space
• Cable or high-speed Internet connection
• Internet Explorer, Netscape, Firefox or Opera internet browsers
• Microsoft Office Suite
• Current/updated virus protection
• Good printer
• Fax (or eFax...I do not use a “real” fax machine…I only use eFax! Check it out and sign up for a free 30-day trial…it’s really cool!)
• Speakers for your computer
• System backup (Norton Ghost; Online backup or downloadable backup system of some type)
• Business/office phone (with headset and speaker phone)
• A space that provides you with the most optimal, productive work environment for YOU (For me that means that I need an organized, inviting and comfortable space.)

Tip #4: Think about your budget.

Expenses:
Based on what we talked about in Tip #3 regarding proper equipment and work environment, what expenses are you going to have to set up your business? Also, remember that you’re going to have to pay your own taxes (self-employed) and insurance (I discuss this more in the next section). Once you arrive at the setup estimate, then you move onto thinking about income.

To start my business, I cashed in one of my ROTH IRAs. It was worth about $2500. I already had a good computer system…so that really helped. But, I had to purchase a laser printer (I ended up getting a really nice one that is a printer, copier, scanner). I also had to create a better home office/working environment...the folding card table that my computer was sitting on just wouldn’t do the job!

I’m a really organized person, so I needed a work station that felt like “work” to me. And so I had that built (btw - a very inexpensive build). I also purchased 2 file cabinets and some other organization tools and office supplies. ***Remember, as a VA (self-employed), you’re allowed to write off these items. That’s HUGE!*** We’re getting to the tax aspect in just a minute…I just couldn’t wait to tell you that.

Now, onto income…

Income:
How much do you need to make each year to make this work? As I told you earlier, I started my VA business (laid the groundwork) before I actually quit my steady paycheck job. I’m not a big risk taker…so that was more comfortable for me. I’m also married, so I had my husband’s income and insurance as “back up.”

At any rate, according to the Alliance for Virtual Businesses, the average VA made $39,452 in 2003. Remember, though, your first year may not be that much. Is this truly do-able for you and your family? You also need to keep in mind taxes, insurance, etc…that’s all your responsibility now…(we’re getting to that topic in just a minute.).

“Float” time:
Do you have any money in savings to tide you over until your business really kicks into gear? To be honest with you, we didn’t have much. That’s why I worked nights and weekends laying the groundwork and starting my VA business. You have to realize that the start-up phase is not easy…you get discouraged…not much money is coming in…you feel overwhelmed.

REALISTICALLY, how long can you “float” until things get up and running? If your answer is one or two months, you need to re-think this. Try doing what I did…do your research, lay the groundwork, start marketing and obtaining clients…before you quit your steady paycheck job. There will then come a point where you’ll just take the plunge and go full-time into your VA business and say BYE-BYE to your commute and your boss…and HELLO to your own business and your family!

Tip #5: Consider insurance and benefits.

Just to give you an idea…I did a quick search online and found that, for a family of four, monthly health insurance premiums in my area can run from a monthly premium of $151/month (with a $10,000 yearly deductible) up to $1243/month (with a $250 yearly deductible). Blue Cross Blue Shield’s (PPO) monthly premium was $546 (with a yearly deductible of $1,000). Again, this was just a quick search and was specific to my area…but I wanted to give you an idea…you’d need to research your own area, etc. Also ask your insurance agent about liability insurance for your business…if this is a concern to you.

And, say goodbye to paid vacation days. When you’re a VA, if you’re not working, you’re not making money. Finally, you need to consider liability insurance (as a small business owner), especially if you are a sole proprietor (when your business and personal assets are together)...talk to your insurance agent about your particular situation.

Tip #6: Think about taxes and other business considerations.

1. Tell him/her what you’re doing…ask for input/ideas. Many accountants and tax specialists are self-employed and have great ideas for you!

2. Ask about what expenses should you keep track of – what can you write off? (This has been HUGE for me.)

3. Ask how/what is the best way to for YOU to pay your income taxes now that you’re self-employed? Are you structured enough to take about ¼ out of each check to save up and pay your income taxes once a year? Or, do you need to pay them quarterly? [I have my husband withhold more from his checks than he used to…that REALLY worked well for us this year. I know some people don’t like the government “using” their money…but that way it doesn’t sneak up on me. Then, too, all the money I’ve saved each year doesn’t have to go towards my taxes…because they’re already paid! In fact, we actually got some BACK this year! And I had made more money than ever!]

4. Ask if there’s anything you need to be aware of for your area/state regarding having a home-based business? Any zoning/licensing laws? What’s the best entity structure (sole proprietor, corporation, LLC, etc.) for your situation?

Tip #7: You need to have business goals.

Bplans by Palo Alto Software Products
(I need to tell you that I just purchased their Business Plan Pro 2006 and Marketing Plan Pro software. Outstanding! It's really cool, useful and easy to use.)

Sample Business Plans

Bulletproof Business Plans

Entrepreneur.com: Creating Your Business Plan

…I didn’t write a business plan when I started my VA business. Gasp! When I sat down and wrote out my marketable skills and list of services (Tip #2), I also wrote down my 10 business goals. I had goals rather than a formal business plan…and that worked for me. I try to update them every quarter and have them hanging on my magnet board in my office so I see them and read them many times each day.

Goal #1: I want to make $XXX,XXX per year.

Goal #2: I want to have X number of clients by X date.

Goal #3: I want to work XX hours per week during my first year (remember, start-up year takes more work and longer days).

Goal #4: I want to work XX hours per week by my second year.

Goal #5: I will have obtained my real estate license by X date.

Goal #6: By X date, I want my business to offer only ghostwriting, editing and proofing services.

Goal #7: I want to volunteer X number of hours at my child’s school each week. (I included a few of my family goals here because they related to why I was staying home…)

Etc…you get the idea…

Tip #8: Get to know some of the most common VA tools – like those in My VA Toolbox. Then, create your own toolbox.

Tip #9: Create your marketing pieces – especially your website.

Then, if you’re in my boat, you can do one of two things:

1. Have your website built and find a place to have it hosted (a service like Register.com or others are inexpensive hosts).
Having someone build your site might be a little more costly than you’d like…unless you’re one of those lucky people who’s related to or knows a “web person!”

OR

2. Build it yourself using a site builder service (made for those of us who have NO html skills). You put in your info and they do the rest! Services like:

eBizWebpages.com

Site Build It!

(This service is a bit more costly – but not astronomical. They are the only all-in-one site-building, site-hosting, and site-marketing product that makes it easy for you to build a professional, popular, and profitable website.)

And many others…

There are also easy-to-use software programs (such as FrontPage and DreamWeaver) that allow you to easily create your site and then plug it into your host. Many times your phone or Internet service provider offers you free web space as part of what you pay for. Use that and forward your site name to that…talk about cost-effective!

You’ll also probably want to create some type of flyer, brochure or other piece (that can be PDF'd so it can be e-mailed) that lists all of your services and your contact information. You may need these pieces for marketing campaigns you do down the road.

In ALL your marketing pieces (including your website), you need to:

• Tell the client why she needs you
• Be the answer to her problems
• Elaborate on all your excellent services and skills
• Mention how extremely reasonable your rates are
• Provide your background and/or education
• Include your contact information (name, phone, e-mail, website)

***Bonus Hint***
You look much more professional to your clients if you have an e-mail address that “you own” and that matches your URL for your website. For example, if your business name is Your Virtual Answer, your website URL should be www.YourVirtualAnswer.com and your e-mail address should be YourFirstName@YourVirtualAnswer.com. (I actually have my e-mail set up to forward – through GoDaddy because they're the registrar of my URL – to my main e-mail address I have through my Internet service provider. I have about 9 POP3 accounts set up in my Outlook…most of them are forwarded for free through GoDaddy.) Need to know how to set up POP3 accounts in Outlook? Click Here

Tip #10: Time to DO some MARKETING and NETWORKING

I’m not “salesy” or pushy AT ALL so marketing is not my forte. But, I can tell you the key I’ve used to build my business – bar none – WORD-OF-MOUTH! And, WOM from two sources:

1. Think about all the people you know, all the people your spouse knows, people from work, from church, from school…tell people what you’re doing…and when you tell them, tell them WELL. Explain what a VA is, what services your offer and the benefits! Get your spiel down!

2. Your clients know a lot of people and work with a lot of people. They’ll talk about you…ask them if they know of anyone else who might be interested in your services. This is how I built my business!

Again, as I mentioned…I’m not a marketing, salesy-type person. So, if you’re like me, here are a couple more options for marketing ideas:

1. Join Elance and win work and clients on the world's largest services marketplace. 100,000+ potential clients visit Elance every week. Even if you just join for a few months…I know people who have built their client base using Elance alone!

2. Visit this site…there are a ton of great ideas!

3. There’s a company called REVA Teams. It was founded by Michael Russer, “The Father of the Real Estate VA Movement.” According to their website, if you’re accepted into their company, they’ll find clients for you AND provide you with training. You don’t have to do ANY marketing…they bring clients to you.

Click here to receive my FREE special report entitled – 7 Quick & Easy VA Marketing & Networking Tips! There are some more valuable, PROVEN ideas that have worked for REAL VAs!

Tip #11: Have your independent contractor agreement ready to go.

Want to see a sample of my consulting/IC agreement? Remember, this is just a SAMPLE, I’m not an attorney or anything…and this document is a starting point, not a finished product. You need to make sure that the agreement reflects the relationship between you and your client – each one is unique. Consult the laws of your state regarding requirements affecting independent contractor arrangements. Click Here to See My SAMPLE

Tip #12: You have someone interested! Interview them (and know they’re interviewing you, too)!

You need to set up a phone interview to discuss the options and that potential client’s situation. During this phone call, you need to ask (and then REALLY LISTEN to) the following:

1. How did you hear about me?
It’s always KEY to track your marketing. Keep an official record of where your leads come from so you know what’s working and what’s not.

2. Do you understand what a virtual assistant is? The benefits a VA offers to business owners like you?
[Have your VA definition and list of benefits handy. Dan Gooder Richard, President of Gooder Group, has written a GREAT FAQ article…it's from your potential client’s perspective (i.e. questions your client might have for you, about using your services, etc.). Click here for a copy of that article.]

3. Briefly tell me what you do…explain your business to me.

4. What are you needing help with? How are you overwhelmed?

***As he/she is answering your questions, take notes, ask other questions that pop up…really listen and pay attention. How you can help and your services will start popping into your head automatically…take notes! These are the services that you will include in Addendum A of your agreement with her.***

5. Summarize what she just told you she’s needing help with and/or how she’s overwhelmed. As you are doing that summary, start tossing in how your services fit perfectly into what she’s needing.

6. Ask her what her preferred mode of communication is (but also get all of her contact information so you have it for future reference). Phone, e-mail, fax, voicemail, IM (instant messaging), etc. You need to know this so you can include it in the “Productivity Plan” you’ll be providing to her (I’ll tell you about that in just a minute.)

7. Tell her that you are going to review your notes and what was discussed and come up with a summary (what I call – and now you can call – your “Productivity Plan”) of how you can assist with her business. Tell her that you’ll e-mail or fax (whatever she prefers), within the next XX days, the Productivity Plan, any tools that will be needed and your independent contractor agreement to her for the two of you to go over together.

Tip #13: Type up the Productivity Plan. Include the tools you'll need (that you know of at this point) and fill in your agreement.

• Go, point-by-point, through what was discussed during your conversation with the client and type that up into your Productivity Plan

EXAMPLE:

Client Concern #1:
"I don’t even have time to read all my e-mail, let alone respond!"

My Productivity Solution:
I will provide e-mail services for you (using GoToMyPC to access your computer) by reviewing your business e-mail, sending responses when appropriate or discussing them with you when we speak at least once a day.

Estimated time:
2 hours per week
(Note to you: This will depend on factors unique to that client, her business, how many e-mails she gets, etc.)

• Make it clear what/how you can do for the client
• Make it clear what tools the client needs to provide in order to make the PLAN work
• Include a few testimonials (borrow my general ones about VAs until you get some of your own) at the bottom of each page to keep reminding the client of your value and how smart he/she is to hire you!

You might be asking yourself…What if I don’t know what to provide/do/include in the plan? RESEARCH. Ask those willing to help you. The IVAANet listserve is an absolutely amazing group of VAs…join International Virtual Assistants Association (there are a TON of reasons to join!)…post your question…I bet you’ll get an answer.

Tools:

Throughout the Productivity Plan, you’ve included the tools that will be needed to make the plan work…such as GoToMyPC. List those again in this section. You can say something like:

There are certain tools you will need to provide me to make my services to you as productive as possible. Other tools may be needed as I become more familiar with your business and your needs:

• GoToMyPC (for remote access to your computer so that I can login to your system)
• Access to your online database (login and password information)
• Access to your voicemail system (number and password so that I can check your messages for you)
• Etc…

NOTE: Your client is responsible for paying for these tools (if there’s a fee involved)…like to subscribe to GoToMyPC. That is NOT your responsibility…remind them that they can write it off as a business expense!

Your Independent Contractor Agreement:

Fill in the client’s information, of course. Decide and fill in your available days, hours, etc. And, of course, you’ll need to decide about your…RATE. Don’t just say to yourself…Well, since I made $15/hour at my last job, I’ll just charge $15/hour now…Remember, YOU have to pay your own taxes now, your own expenses, etc.

Here are a few tips/rules about VA rates:

1. Your rate will depend on:

• Services provided (Data entry – maybe $15/hour vs. Graphic design – starting at $40/hour)


• Length of time in the business


• Your area/location

2. You can charge:

• By the hour (I recommend this for most VA services)


• By the project (graphic design, writing, etc.)


• By the page/item (web design, mailings, etc.)


• Meeting/event planning (percentage of the event profit)


• Monthly retainer (some VAs offer a 5-10% discount if a client will guarantee so many hours per month and/or if they’ll pay a monthly retainer – i.e. a set amount)

3. From my research, I found that the average VA who offers a wide variety of services (from data entry and then higher skill-level services) charges between $20-$30 per hour depending on length of time as a VA AND where they’re located. Some say to double what you were making at your last job to account for taxes and expenses.

Tip #14: Send the Productivity Plan and your agreement before the time you said you would.

Set up a time to go over the Productivity Plan and agreement by phone. Then, just before that time, e-mail or fax the plan and agreement to the client. Review the PP together, discuss it, make changes where needed. Then go over the agreement together, discuss it, make changes that are agreeable to both of you.

At this point, one of two things will happen:

#1: The client will be ready to get started ASAP. Great! Send a revised version of the plan and agreement for him/her to sign and send back to you.

#2: The client will need some time to think about it. Tell him that’s fine. Suggest that you’ll call or e-mail him (whatever he prefers) on XXXXday (two days from today) to follow-up. Make sure you make him feel comfortable to call or e-mail you with any questions or concerns in the meantime.

When you do follow-up, begin the conversation with another idea you thought of to improve productivity for him…be proactive!…show him you’re committed to saving him time, $$$ and to helping his business grow and prosper! He won’t be able to refuse…remind him that you have that 60-day probationary clause in your agreement. If he’s not comfortable with the arrangement and/or your performance after 60 days, you can part as friends.

Tip #15: Get everything in place and...
READY, SET, GO!

And, once you’ve helped the client get the tools setup (i.e. GoToMyPC software downloaded onto his system, etc.) and have all the passwords, information and background you need from him…dive in! You’ll have questions, your client will have questions…that’s o.k.!

You BOTH need to clearly communicate your expectations of each other – ask questions – clarify. Build rapport – BUT – don’t be a doormat! You are a business person just like your client and you deserve respect!