AMF Typing Services celebrates 14 years in business, 1st April 2015.

 

http://www.amftyping.co.za

 

 

What is a Virtual Assistant?

Being a Virtual Assistant is about running your own business. Owning your own business, you are not working for someone else. You are not an employee, therefore, you do not use a CV, instead you use a company profile, your website, Linked in, Facebook etc.

You are a business owner, your own boss. You do not work for clients, you work with clients, you do not work for other VAs, you subcontract to other VAs or you can work as an associate in a multi VA practice.

 

 

I find a lot of people who want to become Virtual Assistants actually have no idea what a Virtual Assistant is and what we do. We are service companies; we offer our skills and experiences to clients. We work as any business does but we have to do our own bookkeeping, administration, marketing, advertising, networking, fixing our own office equipment etc. We run our business like every other small business, doing the same tasks.

 

If you would like more information about Virtual Assistants in South Africa please contact me at amftyping@mweb.co.za or alison@amftypinh.co.za

Definition of a Virtual Assistant, from: AMF Typing Services

A Virtual Assistant is a person who works for many clients, providing office administration tasks, communicates with clients via telephone, email, Skype; we may never meet our clients face to face.

A person who works independently from his/her own virtual office.

An office administration person, with at least 10 years of office experience as a PA/Secretary or Office Manager.

A person who can work alone.

A person with exceptional time management and prioritisation skills.

Someone who can run an office and liaise with clients on an ongoing basis.

Someone with a bit of management experience can learn quickly and who is at ease with software.

We have to be pro-active and assertive, and friendly.

Virtual Assistants are Business Owners, who run their own companies, do their own marketing, networking, bookkeeping etc.

Becoming a Virtual Assistant is a career choice within a worldwide industry.

 

 

NEW: Weekly Post - Questions and Answers

Question subject: Reaching Deadlines

Question: How do I reach deadlines?

 

Answer: You can reach deadlines by knowing how long tasks take and what is involved with doing them. Do practice runs before you open your business, experiment with how long it takes you to do the tasks you are going to offer. Know how long it takes you to transcribe a 1 hour file, how long it takes to type up 20 pages of basic copy typing, know how long it takes you to set up Facebook for a new client. Run examples and note down how long tasks take. 

When you feel a deadline is not reachable, negotiate, you will be doing the work, so only you will know how long it takes to complete. It is up to you as a business owner to tell your client ‘this deadline is unreal’ and to explain what is involved within the job. Many clients have no idea how long a particular job will take. They will give you very unreasonable deadlines. Only you know what you are capable of and what your limits are. This is often a problem with Transcription, the clients do not know how long it actually takes to transcribe and often the deadlines are tight but it is up to you, as you are doing the job to negotiate this with the client, not the client to set this deadline for you. Simply explain what is involved.

I would love to have your comments if you feel you would like to comment, please do, as I would like to put your answers with your contact details onto my blog, it gives you a bit of exposure. amftyping@mweb.co.za or alison@amftyping.co.za

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Question subject: Motivation

 

 
 

Question: What keeps you motivated while running your own business?

 

Answer: What keeps me motivated is knowing that my marketing is working and has kept on working since I started my business. Every time I have an enquiry about my business I can see that my business details are out there and being seen. It is motivating for me to get up every day and come to work as I love my job and I never know what each day will bring, every day in my job is different.

 

I would love to have your comments if you feel you would like to comment, please do, as I would like to put your answers with your contact details onto my blog, it gives you a bit of exposure. amftyping@mweb.co.za or Alison@amftyping.co.za

 

 

VA Tips & Tricks Blogging Challenge 2014 - G is for Growing your Business

Everybody and everything needs to grow and so your company needs to grow. It is through continual marketing, advertising and networking that your business will grow. You can’t just open up your business and start to work; it does not work like that, ‘You have to do the work to get the work’. Marketing, advertising and networking is always going to be a major part of the life of your business.

You need to grow your client database to bring in enough work to make a profit. Businesses must run making profits otherwise what is the point. Your rates need to be enough that they cover your expenses and that there is a bit left over for profit. You don’t want to just break-even you need to make profits to survive. If you charge low rates and you won’t be in business for long. Often VAs think that if they charge low rates they will draw in many clients, do you want the types of clients that go for the low rates or do you want the type of client that pays you well and appreciates what you and they become regular clients and they know you are a valuable resource to them.

As we grow we need to make sure that our advertising material grows with us. Update your material often, don’t just send out the same advert over and over, create something new each time, maybe boast about a new product you learnt, or a new client you have just got, advertise a new skill you have just learnt, maybe you have joined a new group advertise it., you could interest others to join that group. Send advertisements out regularly.

The same with your website change it often, your website should not look the same today as when you started out, your website grows with you, keep it fresh, updated and keep up with current website trends. If you add new content to your site send out an advert advertising it, send out on your social media platforms and invite people to your site to check it out.

Our businesses have to grow for us to achieve anything, the same as we need to keep up with technology, technology changes all the time, so do we, never let your business go stagnant no matter how busy you are, keep it fresh and ongoing.

I don’t need to advertise for clients, but I do need to advertise to show that I am still in business. Your business name must always be out there to be seen.

VA Tips & Tricks Blogging Challenge 2014 - G is for Good News

As VAs the best thing we can receive is good news. Often good news comes in the form of a new client. We spent weeks doing marketing and advertising and then one day the phone rings and someone is enquiring about virtual assistant services. As you answer the phone and you are asked can you assist, the first thing you do is panic, and I think every VA does this the first few times, till you get used to it.

 

This is when you have to come across as being very confident and you need to know what you are talking about. As the client asks you can you assist, you can start to ask questions about what the client requires you to do. Ask as many questions that come into your head. What you can do to be prepared for this by having a list of questions ready by you for that ‘just in case a client calls time’. Have a list of questions ready for the services that you are going to offer so that you ask the right questions. When you have asked all your questions start to get to know the client, ask them about what they do, what is their company called, do they have a company website, ask can they send you a company brochure.

 

Show interest in the client and not just at the task at hand. Be enthusiastic and let it show it in your voice. Clients love a friendly approach, it shows that you have confidence in what you are doing and offering. Don’t be shy to offer the client advice if you think your advice can help them further. Have a one minute speech on hand to explain what a virtual assistant does and how we can assist clients. Don’t make it any longer than 1 minute as phone calls cost money, you don’t want to preach about the industry, but, you do want to get the point across how we can assist the client.

Once you get your first client usually many follow. It is just getting that one client to call. If you have done all your marketing and advertising, been out networking and networking online you should hear good news soon.

'Good news is rare these days, and every glittering ounce of it should be cherished and hoarded and worshipped and fondled like a priceless diamond.'

Hunter S. Thompson

How will you manage your business whilst on holiday?

By Dee Matheson

It’s that wonderful time of year again here in South Africa, winter has started, it’s cold in the morning and evening but during the day the weather on the Highveld is fantastic, blue skies and lots of sunshine. What more can you ask for? The kids are getting excited about the July holidays and all your plans are made for that vacation you’ve been saving so hard for. 

Now here’s the dilemma, what to do with your business while on that well deserved holiday? You can’t close the doors, you need the money and you also don’t want to let your clients down.  It’s only human to stress about this when you are supposed to have a relaxing time with your family. Some business owners have very understanding clients and communicate with them regularly and have created a good relationship when it comes to taking leave but what if you’re not that lucky and don’t have the backup support to allow you to take time off? Or do you make the fatal mistake of either not taking a holiday at all and disappointing the family or trying to work whilst away?

Here are some tips to help you enjoy your holiday this year:

·        Take care of the majority of work before you go away. Make sure whatever can be completed prior to departure is done and dusted and let your clients know that all the tasks or jobs taken aboard have been completed. Plan ahead and get help if you need it to get the job done.

·        Communicate with your regular clients or customers and let them know that you’ll be on leave and when you’ll be back. Don’t leave them in the dark because it’s Murphy’s law that when you’re not available, that’s when they want you the most.

·        Have a support system in place and if you don’t know of anyone, get yourself a Virtual Assistant to ‘run’ your business whilst you’re away. Let her have all the necessary emails, contact information and current work that’s not been finalised yet. She can be your go-to person and handle things for you and also liaise with clients on your behalf so that they don’t feel stranded. Currently I’m doing this for an influential client who is overseas and it’s working like a charm. My client still feels in control of her business even though she is not in this country.

·        Be available for any emergencies. Again, this is where your Virtual Assistant comes to the fore and she will be able to assess if there is any need to contact you.  She will very likely be quite capable of handling the situation herself and only contact you if the situation absolutely warrants it.  If you still feel it’s necessary while you’re away, set a time to speak to your Virtual Assistant and run through any important issues and the outcome thereof. She will be your right-hand person and has your business interest at heart. Remember, if your clients are kept satisfied, she will be happy too because she knows she will get paid and is pleasing her client, that is you, at the same time. There is no better reassurance than having a satisfied client and a job well done for both parties. 

·        And the last but not least point, RELAX and enjoy the time that you’re away. You have now done everything in your power to make sure that all your ducks are in a row. You deserve that much needed break!

If you need support and are looking for that perfect back up Virtual Assistant, contact Dee Matheson on dmatheson@worldonline.co.za or look at my website on www.dfm-virtualassistant.co.za

 

How will you manage your business whilst on holiday?

How will you manage your business whilst on holiday?

By Dee Matheson

It’s that wonderful time of year again here in South Africa, winter has started, it’s cold in the morning and evening but during the day the weather on the Highveld is fantastic, blue skies and lots of sunshine. What more can you ask for? The kids are getting excited about the July holidays and all your plans are made for that vacation you’ve been saving so hard for. 

Now here’s the dilemma, what to do with your business while on that well deserved holiday? You can’t close the doors, you need the money and you also don’t want to let your clients down.  It’s only human to stress about this when you are supposed to have a relaxing time with your family. Some business owners have very understanding clients and communicate with them regularly and have created a good relationship when it comes to taking leave but what if you’re not that lucky and don’t have the backup support to allow you to take time off? Or do you make the fatal mistake of either not taking a holiday at all and disappointing the family or trying to work whilst away?

Here are some tips to help you enjoy your holiday this year:

·         Take care of the majority of work before you go away. Make sure whatever can be completed prior to departure is done and dusted and let your clients know that all the tasks or jobs taken aboard have been completed. Plan ahead and get help if you need it to get the job done.

 

·         Communicate with your regular clients or customers and let them know that you’ll be on leave and when you’ll be back. Don’t leave them in the dark because it’s Murphy’s law that when you’re not available, that’s when they want you the most.

 

·         Have a support system in place and if you don’t know of anyone, get yourself a Virtual Assistant to ‘run’ your business whilst you’re away. Let her have all the necessary emails, contact information and current work that’s not been finalised yet. She can be your go-to person and handle things for you and also liaise with clients on your behalf so that they don’t feel stranded. Currently I’m doing this for an influential client who is overseas and it’s working like a charm. My client still feels in control of her business even though she is not in this country.

 

·         Be available for any emergencies. Again, this is where your Virtual Assistant comes to the fore and she will be able to assess if there is any need to contact you.  She will very likely be quite capable of handling the situation herself and only contact you if the situation absolutely warrants it.  If you still feel it’s necessary while you’re away, set a time to speak to your Virtual Assistant and run through any important issues and the outcome thereof. She will be your right-hand person and has your business interest at heart. Remember, if your clients are kept satisfied, she will be happy too because she knows she will get paid and is pleasing her client, that is you, at the same time. There is no better reassurance than having a satisfied client and a job well done for both parties.

 

·         And the last but not least point, RELAX and enjoy the time that you’re away. You have now done everything in your power to make sure that all your ducks are in a row. You deserve that much needed break!

If you need support and are looking for that perfect back up Virtual Assistant, contact Dee Matheson on dmatheson@worldonline.co.za or look at my website on www.dfm-virtualassistant.co.za