The Road to Going Virtual · Lesson 1: A Virtual What? (Virtual Assistance in Plain English) Back in 2007 when I started my Virtual Assistant business, the term Virtual Assistant

The Road to Going Virtual

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THE ROAD TO

GOING VIRTUAL

2ND EDITION

Everything you need from START to FINISH to build a

PROFITABLE Virtual Assistant business.

AUTHOR: TRENA V. STUBBS Edited by: Gminski Stubbs and Rachel Tyson

www.theroadtogoingvirtual.com


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THE ROAD TO GOING VIRTUAL

Everything you need from START to FINISH to build a PROFITABLE Virtual

Assistant business.

Copyright © 2018 Apex Virtual Academy & Trena V. Stubbs

Edited by Gminski Stubbs and Rachel Tyson

ALL RIGHTS RESERVED

No part of this guide may be translated, reproduced or transmitted in any form

whatsoever; electronic, or mechanical including photocopying or by any informational

storage or retrieval system without expressed written, dated and signed permission from

the authors.

Cover designed by Apex Virtual Solutions (www.apexassisting.com)

Printed in the USA

DISCLAIMER AND/OR LEGAL NOTICES

The information presented herein represents the views of the author as of the date of

publication. Because of the rate with which conditions change, the author reserves the

rights to alter and update their opinions based on the new conditions.

This report is for informational purposes only and the author does not accept any

responsibilities for any liabilities resulting from the use of this information. While every

attempt has been made to verify the information provided here, the author and her

resellers and affiliates cannot assume any responsibility for errors, inaccuracies, or

omissions. Any slights of people or organizations are unintentional.

The author, organizations or individuals involved make no claim to your personal

success.


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ACKNOWLEDGEMENTS

Thanks to everyone on the AVS Global Group team that helped me. Special thanks to Rachel

Tyson and my husband, Gminski Stubbs for providing amazing editing and proofing support.


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TABLE OF CONTENTS

SECTION PAGE

PHASE ONE: A VIRTUAL FOUNDATION ...................................................................................................................................... 4

THE HISTORY OF THE VIRTUAL ASSISTANT .............................................................................................................................. 9

BENEFITS OF THE VIRTUAL ASSISTANT .....................................................................................................................................13

NECESSARY SKILLS FOR A VIRTUAL ASSISTANT ...................................................................................................................19

PHASE TWO: SETTING UP A VIRTUAL BUSINESS ..................................................................................................................29

EXPLORING 12 VIRTUAL NICHE SERVICES ...............................................................................................................................33

BASIC BUSINESS SKILLS ASSESSMENT WORKSHEET ...........................................................................................................47

SETTING UP YOUR HOME OFFICE ...............................................................................................................................................57

START UP COSTS WORKSHEET .....................................................................................................................................................59

A BUSINESS PLAN FOR YOUR VIRTUAL ASSISTANT COMPANY .....................................................................................78

PHASE THREE: DOWN TO BUSINESS ....................................................................................................................................... 106

PRICING, BILLING, AND COLLECTIONS .................................................................................................................................. 116

MARKETING YOUR VIRTUAL ASSISTANT BUSINESS ......................................................................................................... 134

SMALL BUSINESS BOOKKEEPING ............................................................................................................................................. 177

PHASE FOUR: BRINGING IN THE BUSINESS ......................................................................................................................... 182

CONDUCTING A SALES CONSULTATION .............................................................................................................................. 182

FACE TO FACE MEETINGS ............................................................................................................................................................ 186

WRITING A BUSINESS WINNING PROPOSAL ...................................................................................................................... 190

VIRTUAL ASSISTANT TOOLBOX ................................................................................................................................................. 247

ANSWER KEY ..................................................................................................................................................................................... 273

ABOUT THE AUTHOR ................................................................................................................................................................... 276


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PHASE ONE: A VIRTUAL FOUNDATION

Lesson 1: A Virtual What? (Virtual Assistance in Plain English)

Back in 2007 when I started my Virtual Assistant business, the term Virtual Assistant still

raised eyebrows and caused weird stares. People had either never heard of it or they

weren’t sure how a Virtual Assistant could support small business owners remotely. The

concept to most made no sense and they were having no parts of it.

Entrepreneurs often find it hard to trust someone they’ve never seen with information

they hold valuable to their business. Think about it from their perspective, there’s this

company or individual that will help them complete tasks for their business and you

never meet them face to face, but you give them access to your pride and joy. Sounds

crazy when you read it out loud right, lol? If you are going to enter this industry, it’s

important that you learn how to confidently explain what you offer to prospective

buyers and this guide will help you gain the knowledge you need to propel forward.

The term virtual supports the fact that you’re working remotely by using various forms

of technology such as computer, phone, fax, email and the Internet to communicate and

exchange information with clients.

The term Virtual Assistant may have a different meaning depending on the person you

ask. In fact, most people think that it only applies to the role of a work from home

secretary or administrative person.


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According to Wikipedia, a Virtual Assistant is someone that is generally self-employed

providing professional administrative, technical and/or creative (social) assistance to

clients remotely from a home office. Because Virtual Assistants are independent

contractors rather than employees, their clients are not responsible for any employee-

related taxes, insurance or benefits. Clients also avoid the logistical problem of providing

extra office space, equipment or supplies.

One of the great perks of being a virtual service provider is that your clients can be

located anywhere in the world. By using various types of technology, a Virtual Assistant

can literally go global.

A Virtual Assistant can run his or her business in a variety of ways. Here are some of the

most common:

They can work independently and provide services directly to several clients.

They can work as a freelancer and have only one large client.

They can work as a contractor or subcontractor to other Virtual Assistant

companies.

Does a Virtual Assistant Have to Work from Home?

A Virtual Assistant does not have to work from a home office location. Virtual only

means to work remotely. More and more Virtual Assistants are opening actual office

locations so that they have a quiet place to work and can get away from being home

every day.

So, the question now is; are they still Virtual Assistants? I say yes, they can still be

considered a Virtual Assistant because they are still working at their chosen location

which is not that of the client’s.

How Large is the Industry? As of 2017, records indicated that there are approximately 25,000 to 35,000 Virtual

Assistants worldwide. This number is constantly growing as people are trying to find


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creative ways of earning revenue. The days of traditional employment seem less

appealing as technology becomes more advanced and people more open minded.

The Truth About Being a Virtual Assistant

It is required that you have a developed set of skills to be a Virtual Assistant.

This is necessary to be able to provide a professional service to your potential

clients.

You will be a Sales Person or Marketer first and a Virtual Assistant second if

you want to build a successful business.

You will be required to leave your home at some point, especially if you are

going to work locally. Local prospects generally want to meet initially before

moving forward.

It does take a certain level of commitment and drive. Business doesn’t just

flow in when you start your business.

Myths About Virtual Assistants

The higher the rate, the better the Virtual Assistant.

A Virtual Assistant must have a home office. Not really, you can have an office

outside of your home, it’s all about personal preference.

All Virtual Assistants are business owners.

A Virtual Assistant shouldn’t have to be trained by their client. There may be

times that your client wants you to learn a new tool or system that you’re not

familiar with.

U.S. Virtual Assistants are better than Offshore VAs. It’s all about preference

and what the client needs and expects.


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Pros and Cons of the Virtual Assistant Industry

PROS CONS

Financial Independence You’re in Control

Job Security - No one can ever fire you Longer work hours

You set the rules More Freedom

Lower startup costs Increased responsibility

Little to no commute time Increased Liabilities

Flexible work hours No guarantees

You’re in Control

You create your own work environment

Qualities of a Good VA

The following are traits that a good Virtual Assistant usually possesses:

Honesty

Consistency

Open-Mindedness

Assertive

Great Time Management Skills

Quick Ability to Learn

Organized

Resourceful


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NOTES:

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Lesson 2: THE HISTORY OF THE VIRTUAL ASSISTANT

The Origin

Because the Virtual Assistant Industry is still a fairly new concept, there is very limited

information and statistics around its history. Although there are discrepancies as to who

founded the VA industry, the one thing that can be agreed on is that there are several

pioneers in the industry that played a key role in developing and marketing the concept

of Virtual Assistance.

As stated earlier, the VA industry is very new, but work-at-home secretaries have existed

since the 1980s. At that time, technology wasn’t advanced enough for the industry to be

completely virtual. The whole virtual phenomenon broke out with the introduction of

the World Wide Web.

The History of the Administrative Assistant:

The VA’s Fraternal Twin

From the Renaissance period until the late 19th century, men involved in daily

correspondence assumed the title of secretary or clerk. With time, like many titles, the

term applied to a variety of functions. This led to compound titles to specify the various

types of secretarial work including:

Secretary of State

General Secretary

Financial Secretary


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In 1870 Sir Isaac Pitman founded a school that allowed students to become writers to

"professional and commercial men." Originally, this school was only for male students.

In the 1880s, with the invention of the typewriter, more women began to enter the

secretarial field. Since World War I, the role of secretary had been primarily associated

with men. By the 1930s, fewer men were entering the field of secretaries.

To promote professionalism amongst United States secretaries, the National Secretaries

Association was created in 1942. Today, this organization is known as the International

Association of Administrative Professionals (IAAP). The organization developed the

first standardized form of testing for office workers called the Certified Professional

Secretaries Examination (CPS). It was first administered in 1951.

In 1952, Mary Barrett, President of the National Secretaries Association, C. King

Woodbridge, President of Dictaphone Corporation, and American businessman Harry F.

Klemfuss created a special Secretary's Day holiday to recognize the hard work of the

staff in the office. The holiday caught on and the fourth week of April is now celebrated

in offices all over the world. It has been renamed "Administrative Professional's Week"

to highlight the increased responsibility of today's secretary and other administrative

workers and to avoid embarrassment to those who believe that "secretary" refers only to

women or to unskilled workers.

Many annual award competitions seek to recognize the importance of secretaries within

organizations, including The Best Secretary on Tyneside Award organized by Pitman

Training in the North East of England.

Other Popular Terms for a Secretary

Assistant

Administrator

Office Manager

Clerical Assistant

Executive Secretary

Personal Assistant

Clerk

Receptionist

Company Secretary

Executive Assistant

Management Assistant


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Departmental Secretary

General Secretary

Administrative Assistant

Traditional Tasks of a Secretary

Note taking

Answering incoming phone calls

Creating letters

Filing

Data entry

Online research

Email management

Calendar management

A Modern Day Virtual Assistant

Virtual Assistants are modern day Administrative Assistants and then some. Most often a

great Virtual Assistant has the skill sets of a traditional administrative assistant with the

added benefit of being very internet and tech savvy; often possessing skills in website

design, graphic design and online marketing to name a few.

Being a Virtual Assistant offers so many opportunities regarding the type and level of

services provided. Virtual Assistants utilize today’s technology to deliver services and to

effectively communicate with their clients remotely.

Virtual Assistants come from a variety of backgrounds, but most have several years of

real (onsite, non-virtual) office experience in the areas of: administrative, executive, legal,

real estate or management.

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History of the Virtual Assistant Timeline

YEAR EVENT

1870 Sir Isaac Pitman founded a school where students could learn short hand

writing. This school was originally for men.

1880 With the invention of the typewriter, more women began to enter the field.

Since World War I, the role of the secretary had been primarily dominated by

men. By 1930, fewer men were entering the secretarial industry.

1942 To promote professionalism throughout the United States, the National

Secretaries Association was created. Today’s organization is known as the

International Association of Administrative Professionals (IAAP). This

organization developed the first standardized test for office workers called

the Certified Professional Secretaries Examination (CPS). It was first

administered in 1951.

1952 Mary Barrett, President of the National Secretaries Association, C. King,

President of Dictaphone Corporation, and American businessman Harry F.

Klemfuss created a special Secretary’s Day holiday to recognize the hard work

of the staff in the office. The holiday caught on and during the fourth week of

April it’s celebrated in offices all over the world. It has been renamed

“Administrative Professional’s Week” to highlight the increased responsibility

of today’s secretary and other administrative workers.

1981 Association of Business Support Services International (ABSSI: formerly known

as the National Association of Secretarial Services) is founded.

1992 Administrative Professionals begin telecommuting and a few begin

contracting their services out to small business owners.

1996 The term Virtual Assistant was coined, and this new profession began to take

shape.


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Lesson 3: Benefits of the Virtual Assistant

A lot of small business owners can’t seem to understand how a Virtual Assistant can

benefit their business. All they can see is the cost of hiring or partnering with a Virtual

Assistant; and in most cases the rates alone will scare them off.

It’s the Virtual Assistant’s job to show the prospective client how they could be an asset.

You must convince them that working with you, if done properly, could be cost efficient,

time efficient and put them in a better position for increasing their revenue. It’s

sometimes hard for business owners to see that trying to wear every hat in their

business can be counterproductive. But you must find a strategic and non-combative

way to let them know that while they are at their desk doing data entry or proofing

content, their competitors are networking, creating new offers and closing new business.

Below are some ways that a client could benefit from using a Virtual Assistant.

The benefits of using a Virtual Assistant are:

1) There is no need for a small business owner to provide office space, equipment

or supplies because Virtual Assistants use their own resources. This is a great

selling tool for prospects that don’t have a brick and mortar location. A Virtual

Assistant makes it possible for them to have a support team without changing

the dynamics of their business.

2) A business owner can allow Virtual Assistants to perform their administrative,

tech, social media or day to day tasks so that they have the time needed to take

care of other revenue generating activities like:


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a. Following up with prospects

b. Face to face marketing or networking

c. Creating new products or services

d. Servicing their current clients or customers

e. Strategic planning

f. Prospect consultations

3) A Virtual Assistant is only paid for the time they spend working on an actual task

or project. With a VA, the business owner isn’t paying for coffee breaks or lunch,

so you get a lot of value for your buck.

4) Virtual Assistants are independent which eliminates payroll taxes, vacation pay,

healthcare benefits, worker’s compensation, sick days and other employee related

expenses.

5) Using a Virtual Assistant allows business owners to keep their projects on

schedule.

6) A small business owner that can effectively delegate to their Virtual Assistant can

drastically decrease their work load. This is a great benefit for small business

owners that are looking to free up more time for family and friends.

7) The business avoids the need to hire multiple employees to complete various

tasks. Most Virtual Assistants have a variety of different skill sets.

8) A Virtual Assistant is an entrepreneur that possesses various strengths and areas

of expertise. Virtual Assistants are service providers much like most of their

clients. Who better to help those clients than another business owner with similar

goals? You’d be surprised at the ideas around marketing and problem solving

that a VA could offer. Ideas that the client may not have thought of. Two heads

in most cases are better than one.

9) Virtual Assistants are great for seasonal companies that often hire temps. Why is

this so? Well when using a Temp Agency, there’s no guarantee that you’ll be able

to always get the same person. So, every year the business owner must re-train a

new person. Using a Virtual Assistant will prevent this redundancy and time


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wasted. The Virtual Assistant keeps the business owner’s information on file so

when they’re ready to resume work, they can pick up where they left off.

NOTES:

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Workbook Preview (Workbook Sold Separately)

Building a Virtual Assistant Practice: Lessons 1-3 Quiz

1. What is a Virtual Assistant?

a. An employee that telecommutes

b. A seasonal worker

c. An independent contractor or business owner

2. What are the traditional tasks of a secretary?

a. Data entry

b. Note taking

c. Answering incoming calls

d. All of the above

3. The Virtual Assistant Industry is believed to have begun in 1932.

a. True

b. False

4. What is the estimated number of Virtual Assistants worldwide?

_______________________________________________________

5. Which is a positive and negative point regarding becoming a Virtual

Assistant?

a. You’re in control

b. Longer work hours

c. Lower start up costs

6. Virtual Assistants will never have to leave their home for business purposes.

a. True

b. False

7. Which is not a quality of a good Virtual Assistant?

a. Honesty

Documents

The Road to Going Virtual · Lesson 1: A Virtual What? (Virtual Assistance in Plain English) Back in 2007 when I started my Virtual Assistant business, the term Virtual Assistant