Executive Virtual Assistance, Marketing Support & Online Business Management

I was asked by a fellow blogger a few months ago to do an interview by email. I never heard back from her and the interview didn’t appear on her blog. No biggie. But I ran back across it today while in digital clean-up mode and wondered what to do with it. I’d put a lot of thought into my answers and didn’t want to just throw them out. Then I thought: why not post it myself? It’s still an interview and quite relevant to this blog.

Since first answering the blogger’s questions, I’ve added my own virtual assistants. So “I” and “me” has more officially become “we” and “us”. I’ve edited my answers where it makes a difference. But philosophically nothing has changed.

How would you describe your job to some one who has no idea about it at all?

First of all, I have to stress that my description will differ from that of any other virtual assistant you might ask. There are similarities between virtual assistants, but we are all unique. My answer is also that of a US-based assistant. On behalf of my clients, I work with other VAs, as well as virtual assistance agencies both inside and outside the US.

Virtual assistance is both a challenging and rewarding endeavor. In my practice, I support a small number of clients on a monthly retainer basis, as their go-to administrative resource. I become an important part of their business team, interacting with clients, colleagues, suppliers and even other family members. I keep things running smoothly and help them stay on track, so that they’re free to do the vital things that produce their income.  I often coordinate among other team members and vendors, such as web designers, business agents, and even other virtual assistants.

What are the challenges you typically face in your job? How do you deal with them? Feel free to share any actual examples when you accomplished something by swimming against the tide.

Unlike an assistant, I’m not an employee and must take care not to behave or function like one. I run my own business and pay my own taxes. My clients are my business’ customers, not my employers. This is a fine line to walk at times – definitely one of the key challenges. I’ve learned to set clear boundaries and define the ground rules from the very beginning. I make it clear that I’m not “on call” and do have standard operating procedures and turnaround times. My policies are spelled out in my contract, which clients must read and sign off on before we begin working together.

Sometimes people won’t understand or accept the difference no matter how clearly explained. Over time, due to some negative experiences, I’ve developed a consultation process that pretty well screens these folks out. For example, a prospective client who approached me via Twitter became irate at having to wait four days for a free phone consult and at having to fill out a questionnaire ahead of time. She blasted me in several emails, saying she would never have clients jump through such hoops to work with her! It was quite obvious we weren’t a fit, my screening process worked, and very little time was wasted. Life is too short and my time is money! If you look around at the experienced, reputable VAs and VA teams or agencies, they all have established processes to follow and forms to fill out if you are serious about working with them. It greatly increases the odds of a good match, and saves so much time and grief for all concerned.

Another big challenge is helping clients to delegate. Most of mine have never had an assistant at all, much less a virtual one. They’re used to doing everything themselves, so I have to gradually educate and guide them through the process. Once they catch on though, it’s wonderful. They’re so happy to have a right-hand to rely on. It’s freeing for them – and for me. What a great feeling to have someone trust you to get things accomplished in your own way.

How do you deal with work-life conflicts and maintain a balance?

Work-life balance. Hmmm, still working on that one! Like any dedicated professional and entrepreneur, I tend to let it take over my life. Sometimes it takes a loved one to nudge me out of work mode and take a break. When there’s room for more clients, I increase marketing efforts. When there’s plenty of business – or even too much – I’m busy just keeping up. The great thing is, when a family member needs me or there’s something special that I want to go do during normal business hours, I’m free to do it. No permission required. I may have to make up for lost time to meet deadlines, but it’s in my control. Very satisfying.

I also make sure to observe national holidays, schedule occasional days off, and take some vacation. The past two Christmas seasons, I closed for two full weeks. Clients are usually taking time off from their businesses or jobs around that time too, so it works out well.

What motivates you to focus on work? Is it a formula, a person, a book or a philosophy?

It’s mostly internal. I can’t stand to not be doing something productive. My parents also instilled a strong work ethic in me. If you want something, you work for it. Things are not handed to you and you’re not “owed” anything. The entrepreneurial – or at least independent – spirit seems to run strongly in my family too, from all sides. To name just a few: carpenter, preacher, dairy farmer, shop owner. All humble pursuits too, which I’m proud of. We don’t crave riches. Security, reasonable comfort, time with family and to appreciate life. Although it would be nice to have enough money someday to give freely of it, too.

What are the three things you avoid when you are working?

Loud noises, interruptions by others (sometimes hubby is home), and especially the phone. Sounds odd to some, but if I answer the phone every time it rings I will never get any client work done. People learn to leave messages, which are checked and responded to regularly. Once I’m in client work mode, I try to minimize all distractions.

Is there anything special you would like to share with the readers of this blog?

That we met each other through Twitter. I find online social media to be one of the best connectors and relationship builders ever, in our busy lives. I’ve met people I never would have otherwise. Some have become clients and some friends. I’ve become closer to distant colleagues – and discovered new local ones that I had no idea were in my own backyard. I can keep in better touch with remote family members. Social media also promotes cultural understanding and brings us closer together. Pretty awesome stuff. Thank you so much.

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