Sunday, July 5, 2009

Virtual Assistance for Small Business

With over 70% of the economic experts expecting a last quarter uptick in the economy, now is the perfect time to start preparing for the extra business. I am a big fan of using virtual assistants to help build out my team during peak seasons. This is an especially useful business strategy in today’s market place. One of the best lessons a recession can teach us is that in many circumstances variable costs beat fixed costs any day. To survive the feast or famine rollercoaster of entrepreneurship, you need to make sure your expenses mimic those same ups and downs.

Benefits of Virtual Assistants

Adding virtual assistants to your workforce is a terrific way to turn a traditionally “fixed” expense, like payroll, into a more cash flow friendly variable expense. Let me explain how it would work. For example, most business advisers suggest that payroll expenses should average 20-30% of your sales. This would mean that when sales are flush at $250,000/month that translates into payroll expenses of $50-75,000. When sales hit a downturn at only $50,000/month, your payroll would then move back to a more manageable, $10-15,000. As a business owner, how closely you adhere to this ratio means the difference between bleeding red and staying in the black.

Additional Benefits Include:

1. No payroll taxes or employee benefit expenses
2. No “on site” office space requirements
3. No costly training programs when hiring experienced VA’s
4. No long term commitment
5. No morale draining lay offs during slow seasons

Understanding the Relationship

When considering virtual assistants to help manage business tasks, there are a couple considerations to keep in mind. For starters, they are not your employee but independent contactors. This means they will most likely have other tasks and deadlines on their schedule while they are working for you. READ: They are on their clock- not yours. Make sure you are respectful of time constraints and provide as much advanced notice of tasks, deadlines, and special circumstances as possible. As with many business relationships, communication is critical. You can’t blame a virtual assistant for not living up to your expectations if you never made those expectations clear. In other words, don’t just say you need something “right away”, make sure you define “right away” as within two hours.

Getting Started

I also think it is wise to start slowly when building a new relationship with a virtual assistant. For example, instead of requesting that they create a new website for you, start by having them update your blog template first. As each task is completed satisfactorily, and communication strengthens, you can then proceed to larger and more complex tasks. Also, be sure to discuss with potential VA’s their strengths and weaknesses to ensure the best experience possible. If you are in the real estate field, consider searching for VA’s with backgrounds in real estate. If you an entrepreneur looking for marketing help, be sure to search for VA’s with a background in marketing or who are currently active in social media.

If you have never considered hiring a virtual assistant to build out your team, I strongly suggest taking a second look. As technology continues to advance and better networking platforms are built, virtual work relationships will only become even easier. A couple great places to start your search for virtual help include,,, or a simple “virtual assistant” search on Google.
Written by: Heather Nolte

1 comment:

  1. Without doubt Virtual Assistants are the way to go, with limited resources and fluctuating income streams facing the majority of SMBs having a flexible and responsive resource is the best option.

    We, VirtalJobCoach have taken the same approach, providing Virtual resources to Career Coaches, Outplacement Organizations and Individuals alike with our service at

    Keep up the good work and let us know how we can help.

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