Ask the Master Newsletter Archives

Welcome to the previous editions of the Ask the Master newsletter. On your left you will find links to tips and the how to’s of running a Virtual Assistant practice. We hope you enjoy your stay and if you have a question you’d like answered send it to submission@vatp.ca.

Getting Clients and Getting Technical

I have been receiving questions and having conversations lately around getting clients in addition to some technical stuff. So let's Ask the Master…

Quite often when we are starting out we find ourselves taking on work that is not ideal or did not turn out the way we planned. Do not be discouraged by this! It is part of the learning curve and provides you with an opportunity to not only gain experience but also clarity on what it is you really do and do not want to do. That is not to say you take anything and everything but be open to stretching and experimenting with the "right fit".

Part of your obligation to both your clients and your business is to make sure your computer is operating at peak performance and safe from viruses. Make computer maintenance part of your routine.

Warmly,
Mary-Lou Ashton
Master Virtual Assistant

Questions In This Edition
(Click on the links to go to that question.)

• Where do I start looking for clients?
• What about doing on-site work?
• How can I target my niche?
• What computer maintenance is recommended?
• What is the best format to send email?
  

I usually recommend you start locally and expand out from there. The reason being that you will more likely know people locally and it is where you can network most efficiently. Connect with your Chamber of Commerce or Board of Trade. However before joining attend at least two meetings to see if it is the right fit for you and that you will benefit from the membership. Also check to see what other networking groups are offered in your area.

Another good place to start is with other business owners that your clients may use their services, such as bookkeepers, accountants or print shops. It can be advantageous to develop relationships with these people in order to obtain referrals.

Remember that all the people you meet, while they may not be potential clients for you, have their own network of people who may be potential clients!

I personally did some on-site work in the beginning and I know of other VA's who have and/or are doing the same. I believe this decision is a matter of choice however there are a few issues that you should consider. You need to decide if this is the best use of your time depending on the travel involved and if you want to be known in your community for doing on-site work. Is it worth your while? Is it a temporary arrangement to get the client set up and organized or is it a more permanent arrangement? If it is temporary what are the time frames involved? What tasks are required to be done on-site and can they be done virtually? Consider if the client is resistant to technology and where the long-term relationship may take you. Will you gain experience that you might otherwise not have the opportunity to do? Is this the right thing for you??

Get involved in their community! Find out what associations, conferences, conventions, newsletters, magazines or services cater to that industry. Become an expert in their field and a resource for them.

Back up your data at least weekly and do a full system back up every six months. Archive your emails every six months and once a year go in and clean your files of any old documents. Clear your browser's cache of all temporary Internet files, empty recycle bins, and defrag your computer monthly. Run Windows update and update your Microsoft products monthly as well. Scan your computer for viruses and update your definitions at least weekly. It is also a good idea to go in on occasion and clean out your cookies if you have them turned on.

There are three options available for sending email, plain text, HTML and Rich Text format. I always recommend you use plain text for sending messages as it is the simplest form and lessens the chance of recipients having problems reading the content. Some people have their computers set so they can only receive plain text for this reason. Because HTML and RTF have additional formatting applied to them and with the wide variety of email programs, operating systems and computer settings there is a greater chance of corruption or misinterpretation. When using RTF this can also interfere with attachments, such as arriving as .dat files that cannot be opened. In some cases, such as newsletter HTML is required however try to keep it simple.