What I Wish I Knew Before Becoming a Virtual Assistant

I've been a virtual assistant for over 7 years. It's been a crazy ride. Many times when I tell people what I do, I get a quizzical look and "What is that?"

Maybe you are also wondering the same thing.

I started out pre-pandemic, which actually worked out very well for me, since when everyone was forced to work remotely, I was already doing so! Nothing much changed in my normal routine working at home, just when I had to venture outside of my place!

What is a virtual assistant?

A Virtual Assistant is a strategic partner who works remotely to support any business needing assistant. I personally specialize in supporting busy executives and entrepreneurs that need help in order to grow their organizations. I focus on executive-level support - handling complex logistics to allow my clients to focus on the big picture.

Like what?

For me, that looks like executive-level support, which includes:

• complex calendar management
• board meeting preparation
• corporate travel coordination
• high-level communications
• plus routine tasks like scheduling meetings and handing social media posting

I've been doing this so long it's like second nature to me, but if you are wondering if this is something that you could or may want to do, I want to help you avoid some of the potential mistakes you might make along the way (because I've made several!).

Here are 7 things I wish I knew before I became a virtual assistant:

1. The Isolation of Remote Work

Working from home might seem really enticing. You roll out of bed and get to work, right? On some days, yes. On other days I work from a coffee shop or quiet library. While I do have regular Zoom meetings with clients, they are short and brief, so I don't spend a lot of time interacting with real people in person during my normal work day. Maybe this sounds glorious to you?

Honestly, as an introvert, it can be really nice at times. However, I have noticed that if I don't make specific time to interact with other people socially in person my mental health can take a short dive.

Also, you don't feel as connected as you would with an in-person team. Yes, I do have Zoom calls and even just casual Zoom "chats" to say hello to team members and clients sometimes, but truthfully it's not the same as meeting staff in a room and sharing a coffee and snacks together.

There are some days I wish I could just head into the office and see some of my remote team face to face. In order to combat this, I make sure to proactively schedule time weekly to meet up in person with other people, whether it's a local social group, class, or just a casual get together with friends. I can't emphasize how important this is, because a balanced remote worker is a highly engaged and effective partner.

I can't emphasize how important this is, because even introverts like me can hole themselves up inside for too long to their detriment, as I discovered during the pandemic. We are social beings and need regular in-person connection with others.

2. Not Every Client is a Great Fit

I have several current clients I really enjoy working with. We make a great team! There have been a couple over the years that I have had an initial conversation with that didn't pan out and a few that I have worked with for a short time (1-2 months) before we both realized that it wasn't a good fit.

That's ok!

For various reasons, clients might not work out, but you just need to find the right client for you.

One time I started work with a client who was referred by a current client (which is the best way to get clients!). This client turned out to not be a great fit for me because he wasn't able (or willing) to make time to meet regularly. I have since learned that I need regular short meetings to touch base with clients in order to work most effectively and do my best work. These meetings are not lengthy, but they do need to be with predictable regularity as I have found it helps me ask pertinent questions quickly and make sure I am up to date with projects and other activities that I need to know about.

I now know that if a client can't make time for this, then they won't be a good match for working with me. My ability to provide proactive, executive-level support is directly tied to a predictable communication cadence. Without it, I can't anticipate needs or keep a pulse on the business, which limits my ability to deliver the high-impact assistance expected by my clients.

I wish I had realized this sooner because I always felt a little bad when a client did not work out. The most important thing is to be honest about your skills and needs upfront and ask for clients to be transparent in return. This will help save you time in the long run.

3. The Importance of Contracts

Having a basic contract ready for each client is vital. This way both of you know what the expectations are.

A few things to keep in mind - the contract is to help protect you and your client. This is where you can set expectations and help your clients understand the scope of your work. Be sure to include the basics important items like, your working hours, notice period for time off, rate expectations and increases, and a confidentiality clause. It is highly recommended to have a lawyer review your contract ahead of time before sending it out to a client.

4. Setting Boundaries

Because I work remotely, I am often able to move my schedule around quickly and can work early morning and late evening if needed. Since my schedule is somewhat flexible, I have discovered that it is really important to establish clear boundaries for yourself so clients know my availability and so I don't overwork myself.

For example, there was a time I used to check emails and respond on the weekends, I think this was because I was new at this type of work and anxious about doing a good job and not losing any clients. But now, I make sure to just focus on doing my work efficiently and expediently during my normal work hours, as outlined in my contract.

I consistently receive positive feedback on my work ethic and delivery. This is most likely because I prioritize my own downtime (which is SO important!). A healthy, engaged VA provides consistently better support, so I structure my schedule to ensure I have time for focused work and personal rejuvenation. This commitment to boundaries ultimately benefits my clients.

5. Establish Systems

As my business grew over the years, I learned a lot about how to organize details when working remotely. It took a lot of trial and error to come up with clear systems for myself to use in order to keep track of everything. When I started with my first client, I kind of just took notes everywhere - on a small notebook, in my Apple notes, on my stickies. It wasn't great or effective.

I realized that I need to have clear, organized systems, especially as I gained new clients, in order to keep track of each client's information, remember due dates for reports, submissions, or meeting notes, and retain vital details about each client in case I needed to refer to something I didn't use often.

Today, I use Todoist to keep track of all tasks, due dates, and submissions for each client. I use Wave to send out and keep track of personal invoices for each client.

Even if you currently have only have one client, start with the end in mind - in case you do increase your client load. Start out be setting up a clear, simple system for keeping track of everything so that nothing falls through the cracks.

6. Proactive Work (and Accepting Mistakes)

Starting with a new client will always be challenging. I get a teeny bit nervous on each discovery call and when starting out with a new client. I need to learn their system and company, their likes and dislikes, the most important parts of their business. All of this takes time to learn and adapt to - but don't be afraid to get in there and be proactive!

I've found that clients appreciate me being proactive and jumping in to do things as much as I can and learning on the go. Diving right in and taking charge will be the best way for you to learn and grow quickly with a new client.

Don't be afraid to ask questions at the beginning and take copious notes to help you as you move forward. Also, don't be afraid of making mistakes sometimes. Obviously, we want to avoid making mistakes, but inevitably you will from time to time (because you're human!), so roll with it and try your best the next time.

7. Rate Anxiety and What to Charge

If I'll be very honest, setting and raising rates still causes me a little bit of (or a lot of!) anxiety. I want to charge fairly for myself and I don't want to lose clients.

This has been one of the greatest learning curves for me, for sure. From the beginning, I wish I knew that I need to price myself fairly according to my skills and the market rate AND also not to be afraid to raise rates as my skills and knowledge increased along the way. I am not naturally inclined to "put myself out there" so this has been challenging.

I wish I would have done a bit of research ahead of time, had a plan for rates and growth, and been more proactive about "putting myself out there" to find new clients and gain new experience in order to grow my business and adjust my rates as I moved forward. Looking back, I think I waited too long to raise rates to reflect my skills (out of fear and also a bit of imposter syndrome).

Don't do what I did!

Despite the challenges and bumps along the way, I have really enjoyed growing my little business and developing my skills as a virtual assistant. There are so many possibilities and types of virtual assistant jobs out there that can fit your particular skill set and background.

Did any of these points resonate with you? Let me know in the comments! If you are a non-profit leader or small business owner, visit my services pages to see how I help executive teams thrive! (Or forward this to a friend in need!)