It’s Virtually Done (IVD) Blog

In mid-June I gave a speech at the International Association of Administrative Professionals (IAAP), Portland Chapter, about virtual assistance. It was invigorating talking about what I do and how I got where I am.

My topic was Being Your Own Boss. I talked about how my background, how I discovered virtual assistance and the training that I received. I didn’t have to tell them about the benefits of being a VA (more independence, working from home, casual attire, etc.).

But I didn’t just talk about what’s great about it. I mentioned the struggles such as getting clients in the beginning. I even shared my marketing plan, everything that I did to get my business off the ground. They were curious about who works with VAs and the type of work that I do.

I imagine that they were surprised when I showed them the software tools that I use the most because these weren’t tools that I knew when I got started. We crunched some numbers too so I could show them about what they could earn, but also reminded them that they would have to pay more in taxes, and they would have to think about how medical benefits would be paid.

Lastly, I discussed what I think the qualities are of a good VA, many attributes that I think my audience shared. But I challenged them to ask themselves if they felt comfortable “selling themselves,” which entrepreneurs must be able to do. I added that I think “sticktoitiveness” is one of the most important qualities that a VA must possess, or any entrepreneur for that matter.

The time passed too quickly, but I was grateful for the opportunity to share what a wonderful career virtual assisting can be.

Here’s a great segment that appeared on the Today Show on May 24, 2007 about virtual assistance.

http://video.msn.com/v/us/msnbc.htm?g=fda5aec6-5250-43c2-936f-dfac1ec2033d&f=05&fg=rss

Congrats to VA Karen Reddick!

Recently, I was contacted by someone who read one of my old ezines (from 2005) posted on my website. She took the time to write, so I decided to repost my ezine here with her different perspective added below it:

 From September 2005:

Do you want an extended warranty with that?

I had been thinking about getting a laptop (notebook) for nearly 2 years and finally I could justify the purchase. I researched the issue, saw a “good deal,” and checked it out. After sleeping on it for a couple of nights, I was ready to buy.

I chose the accessories carefully: compact mouse, flash drive, and a padded notebook carrier. When the helpful sales associate was inputting my order, I was anticipating his question: “Would you like an extended warranty with that?” I gave him a firm “no.”

I don’t remember the exact figures, but there were at least 3 choices of different years and dollar amount combinations. You’ve been there, and don’t you get the idea that you have to make the decision right there and then?

With car rental companies, I give them an automatic “no” to decline all of the extra insurance they offer even though I’ve been threatened with “you’ll owe us the money, not your insurance company,” and “don’t forget how large your deductible is.” I’m thinking that an extended warranty is a form of insurance anyway, isn’t it?

The last time we bought a TV, we researched the issue like we were buying a car. They are that complicated these days, and there are so many choices. Out of fear we bought the maximum amount of extended warranty. When we had a problem with the TV, what we needed wasn’t covered by the extended warranty, but had to be handled by the manufacturer. It got me wondering what was actually covered by the warranty anyway. But I digress…back to the notebook.

Why did I say “no” to the extended warranty with such confidence? I’m not confident, really; I’m taking a calculated risk that makes financial sense and here’s why:

1. Extended warranties are how retailers make their money.
2. I have a manufacturer’s warranty for 1 year.
3. This is a spare computer so I don’t need the loaner that retailer is offering (and charging me for).
4. I wasn’t comfortable that the retailer, rather than the manufacturer, was going to do the repairs. If they could do it, couldn’t anyone?

Now let’s do some math. What do we think that the chances are that I will need to have this notebook professionally repaired (out of house) in the next 3 years (my estimation of its useful life)? Being conservative, let’s say 20%. And let’s say that the repair will cost $250 (25% of the cost of the notebook).

With a 20% chance of a $250 repair, the amount that I should be willing to pay for insurance (a.k.a. extended warranty) is $50 (.20 x $250 = $50). The retailer was going to charge about $185 for a 3 year warranty. I wasn’t willing to pay that much.

I figure that I’ve saved myself a lot of headaches, too, by not having to battle with the warranty company when whatever is wrong with my notebook is not covered for some reason. I’m on my own, and I know it. Maybe I’ll regret it for one product or another, but over time, I will save money.

And knowing that there isn’t an extended warranty with this notebook, I’m taking VERY GOOD care of my notebook.

 Comment from Lynn G. May 2007:

I was reading your Ezines and had to comment on this article, as I normally don’t comment on other people’s thoughts.   On computers, I think an extended warranty is worth the cost.   I have had a number of laptops that I had an extended warranty where the motherboard went before the 3 years were up.   Due to the costs of motherboards being more than the computer itself, the computer was replaced.  Under the majority of extended warranties the computer will be replaced before repairing it.   I have found this most beneficial because if you get the computer replaced you end up getting the most up to date computer with ALL the up to date programs, plus all the new bells and whistles.   The only advice is whenever taking in for repair, ALWAYS backup your files and in particular the PST (Outlook) or email data.   The best I have found out there for an extended warranty is with Best Buy.   This is JMHO.

 

I’ve been away, but it is time to come back. During the first quarter of 2007, I had my 3 busiest and most successful months. It was great! But something needed to give, and it was my blog. Then I determined that I had new subscribers, and I felt like I was letting them down, so here I am.

Last December I announced that I was going to speak at a local chapter of IAAP (International Association of Administrative Professionals) in January. The weather had other plans, and the meeting was cancelled due to ice.

The meeting has been rescheduled for June 13th. The topic is Being Your Own Boss: Today’s Virtual Assistant. To register and more information, go here: http://www.iaap-otc.org/index.htm. If you’re local to the Portland Metropolitan area, I’d love to see you there!

I was asked to speak at our local community college about virtual assistance. The small class called Office Systems and Procedures has a text book that mentions virtual assistance as a career option, and they wanted to hear from someone working in the field. I was tickled to tell them about being a VA and answer their questions. We’ve arrived! And if you aren’t convinced, there’s a novel with a virtual assistant as its heroine too (“Highland Fling” by Katie Fforde).

I didn’t think that I would like working for a client with other VAs, but I was wrong.

You know how it is popular in school to work in teams? I used to dread that. I would be the person taking on most of the work, and other team members would “skate.” Sometimes it was difficult to get team consensus.

I wasn’t eager to work on a VA team, but a year ago I received an opportunity that I couldn’t pass up. And before too long I was on another VA team, and I love it. Here are the advantages:

Someone to call for advice to mutually support the client

• Built in back up for when there are emergencies, illnesses, or vacations
• It’s like having an office team without the office
• Cross training of duties
• Brainstorming of ideas for finding the smartest solutions

VA teams are a good idea from the client’s point of view as well for all of the same reasons. When there is too much work, additional VAs become a necessity.

I’ve had a few wise clients who are all on the same page, the page that says, “Document the procedures that you do for me.” That shows wisdom because it makes sure that there is agreement on how tasks should be handled, and ensures that there’s documentation on how to do things should the VA become unavailable.