I realized recently that I don’t have any material published on what it’s like to work with me, specifically.
And it’s important to know, right?
Here is a taste of how I work, and what I prioritize in my work relationships.
What inspired you to become a virtual assistant, particularly for female coaches and small business owners?
I didn’t originally set out to work with coaches, it just seemed to happen organically! I’ve always known what my favourite tasks would be (blog/website maintenance/ email marketing support and social media support, along with some general admin and online research). I chose to work strictly with female business owners because I feel it’s important that women support fellow women. I’m lucky that I get to do that.
Can you describe your typical process when onboarding a new client? What can they expect from you during their first few interactions with you?
Sure! So assuming the consultation call went well and we both feel that we are a good fit, the next step is to sign the contract (which includes my contract, terms and conditions and my data processing agreement). Once signed, I’ll issue an invoice if they’re on retainer. Once that is paid, we will set up password sharing (I use Lastpass) and communication apps.
I also love working with clients on Trello – I find it cuts down on emails and everything is at a glance.
I also like to use WhatsApp for quick communication (like two-factor verification codes, etc) so we will also exchange phone numbers if the client is comfortable doing so.
I set up a folder in Google Drive with their name, and I add them to my Toggl account and my invoicing account.
How do you tailor your services to meet the specific needs of each client?
A large number of my clients need similar tasks done, and often they have a million ideas, which I try to corral into a document or spreadsheet for them. It’s important to keep everything organized before taking action!
If a client wishes to increase their online presence and generate some website traffic, I might create a list of blog post titles, based on their existing content, and try to establish a consistent posting schedule, while using these posts in their social media content.
For clients looking to boost their social media, it’s important to look at what is already in place.
- Are they posting consistently?
- Is the content interesting and engaging?
- Are they ‘stopping the scroll’?
- Are they engaging with others on their social media channels?
This last one is probably the one thing a lot of my clients are not consistent with, so I always ecourage them to spend 15 minutes a day interacting with others, preferably in the morning, before they get distracted by other tasks and meetings.
For those looking for email marketing support, I’m happy to contribute ideas, source images or create them with AI’s help, format and proofread newsletters and schedule them for publishing.
For folks interested in general admin support, I listen to their pain points and look for ways to streamline their existing processes and generate SOPs (standard operating procedures). Having been a VA since 2016, I’ve learned a lot about the most efficient ways to do specific things and I’m always happy to share my knowledge.
What tools or software do you use to manage tasks and communicate with clients?
As I mentioned earlier, I find that project management tools are terrific for virtual collaborations. I’ve worked with Asana, AirTable and Trello – and Trello is by far, my favourite – most of my clients also use it.
For communication, email or Whatsapp are the go-tos, however, there’s something to be said about a 20-minute face-to-face Zoom meeting. Some clients like to have regular meetings and others don’t. It’s all personal preference and I’m flexible.
I should note here that I have all my notifications turned off: email, WhatsApp, Trello, etc. As you can imagine, working with several clients gives way to a lot of communication in various apps, which I find to be very distracting, especially when I’m in client meetings on Zoom. I aim to answer as soon as I am able 🙂
How do you prioritize tasks when working on multiple projects for different clients?
I’ve written a blog in the past about batch-tasking, and I find that it works well for me. If two or three clients need work done in Canva, I’ll group that work together, and work in priority order according the deadlines the clients give me.
The same goes for other types of work – which is pretty easy to manage, given that most of my clients need the same types of work done.
Having most of my clients using the same project management tool (Trello) helps me to quickly switch from one client’s board to another with ease.
Can you share a success story or a project that highlights the impact of your work on a client’s business?
Absolutely. I recently helped a client with revamping her social media content and post schedule. It was not an easy job, given that we’ve been working together for a few years and just like an attic or a basement, old stuff piles up eventually!
She shared many types of content, including helpful tips for her audience, but as I said, those tips had been on repeat for a few years. I suggested to the client that we scrap every tip, and I’d find new ones. She loved the idea, and agreed it was high time we did so. I helped come up with 70 new tips and corresponding blog articles for these posts. I put them into a spreadsheet for her review, and if it was necessary, I swapped a couple out that she wasn’t thrilled with. Then I scheduled all of the posts in SmarterQueue – her social media scheduler.
When I finished that, though, I noticed how messy the posting schedule was and decided it needed cleaning up. I wrangled things back into control by cutting back the frequency of certain categories or posts, and limiting them to her business hours only (they previously were being scheduled from 6 a.m. to 9 p.m. – it was just so much stuff!). I also came up with a little sign-off that we’ve added to all of her posts, so her audience knows who she is talking to and how she can help. It’s all very streamlined and concise, now.
What is your communication style and how often can clients expect to hear from you regarding project updates?
Great question and I believe communication is key in any relationship! I am pretty flexible, so if a client wants regular weekly updates, I’m happy to give them. I also make sure they know how much time is left of their retainer.
How do you handle constructive feedback or changes in project direction from clients?
We’re women, aren’t we allowed to change our minds? LOL
There isn’t one task I do for my clients that I believe I have the final word on – everything is subject to changes, and when I’ve made progress on anything, I always, always, always invite the client to tweak things or change things. In fact, I expect them to make changes.
What are some common misconceptions about working with a virtual assistant that you’d like to clarify?
- We don’t spend all day in coffee shops or coworking facilities. Some do, but I prefer my own home (I adore my office).
- Not all VAs are the same. If you’ve had a bad VA in the past, please don’t let it cloud your judgement – we’re not all bad.
- Also, when you hire a VA, please don’t try to mold them into the kind of VA you wish they were. Unicorn VAs don’t exist!
What qualities do you believe make for a successful partnership between a VA and their client?
Respect, communication and definitely a sense of humour.
We are a team, and if we were in the workplace together, I’d want the same things from my coworkers.
Lastly, what advice would you give to potential clients who are considering hiring a VA for the first time?
It can be a bit scary to trust someone you just met with your business – so consultation calls are key for learning about the process, and seeing if you’re a good fit or not. Go with your gut – it’s what I do when I decide to work with a client 🙂
I have some helpful resources if you’re interested in working with me:
Ready to work together? Let’s chat about your admin needs! Book a call here.