July 28, 2007

Interview #4 - Kathie Thomas - Virtual Assistant

Kathie Thomas has been in the Virtual Assistant industry for over 10 years. With the popularity of 4-Hour Work Week, I thought it’d be interesting to get Kathie’s point of view both from becoming a VA and hiring a VA for your business.

1. For those of us who are unfamiliar with you, could you briefly describe who you are and what you do?

My name is Kathie M. Thomas and I’m founder of the Virtual Assistant Industry in Australia and basically the southern hemisphere. I started my business “A Clayton’s Secretary” (there’s other whole story behind the name) in March 1994, was online in January 1996 and by April was managing a network of women doing what I was doing - providing admin and secretarial support to clients on a remote or virtual basis.

2. Is becoming a virtual assistant for everyone? What type of people usually succeed as a VA?

No, becoming a VA is not for everyone. For starters you need to have the skills. It’s not good enough to have a computer and internet connection. You also need to have experience in working in admin support, and the ability to think quickly and make decisions. Generally those who have been PAs in the corporate world are well placed for this role, but there are also heaps of others who specialise in different areas, i.e. transcriptions, translations, desktop publishing, research, editing, proof reading, database management and the list goes on and on. And if you don’t enjoy your own company, being alone for hours on end, I wouldn’t recommend it. Oh, and having a bit of ‘nouse’ for working out computer problems is a must - otherwise you’re going to be constantly held up waiting for someone to fix your problems - you need to be able to work through them yourself or know how to research the answers.

3. What is the best thing about being a VA?

Being home and in control of my life, my family, being connected to my daughters, doing work I enjoy, not putting up with office politics and crap (can I say that???), not having to fight traffic or catch public transport in peak hour. Do you want more reasons?

4. What do you know now that you wish you knew when you first started out?

I might have set systems up more quickly. I just blundered along for about 3 years before I realised I really didn’t have any system to what I was doing - I was just doing it. And then periodically I would wake up in the morning and think ‘why didn’t I think of that before?’ My mind is always working on and in my business.

5. What is the most effective way for a virtual assistant to promote themselves?

Both online and offline. People forget that the Internet isn’t the only way to get clients - especially if they’re operating virtually. Why ignore half the population, or more than half - those that don’t use the internet daily to find help but still need admin support. So networking is really important. Local business networking groups and online forums and networking groups. Signature blocks are like your business card online - I’m amazed at how many don’t use them if in business. A website, even just one page with a dedicated domain name I feel is important too - people need to be able to find you online. And all the necessary stuff that is relevant such as search engine listings, listing with business and VA directories and so on. It’s important to remain visible.

6. What are some of the toughest things VA have to deal with day to day?

Time management - many struggle with it and perhaps take on more than they can manage. Or lack of focus - I know some who join VA networks, and sit back thinking the work is going to come to them now they’ve joined up, but that’s not true. They need to be pro-active in marketing their business and letting people know they exist and responding to job requests as they come in - not hours or days later as I’ve seen happen. Clients don’t wait around, if a response doesn’t come quickly (they always need something ‘yesterday’ then they’ll move on to the next person. The networks help but they won’t do it all for you. Oh, and taking on work you’re not equipped or trained to do - quickest way to burn the client and get burnt yourself. Many lose confidence and then give up because of this. I have written about this very thing on my blog at A Client Has Asked Me To Do Something I Haven’t Before - Should I?

7. What effect, if any, has Timothy Ferriss’ 4 Hour Work Week had on the VA market? Is it a good time to enter the VA market?

Can’t really say at this stage. My immediate thought is what are people going to do with all the hours they aren’t working? I know a guy who is financially free, under 30 and is bored with his life - he doesn’t know what to do with himself. But I expect the idea is that you generate a passive income and what work needs to be done and which can be delegated would be worth delegating to a VA. Actually technology and changing workstyles mean that VAs are well placed for any business operator. We went through a phase many years ago where admin staff were gradually culled because everyone was getting computers and could do their own work (lol) and then middle management were moved on and then they suddenly realised that there were no ‘workers’ left and had to start outsourcing. The ‘workers’ had moved on from being employees to becoming self-employed and that puts us, the VA, into a perfect position of providing admin support and services. Yes, it is a good time to enter the VA market - I get enquiries via email and phone every single day of the week. Some choose to join my team and others join our chat forum just to get a feel for what the industry is like. The forum is with yahoogroups at http://finance.groups.yahoo.com/group/vaig/join and is free. We have both seasoned and new VAs there, as well as those interested in the industry and keen to learn.

8. For all of the entrepreneurs out there, what are the top reasons why they should stop trying to do everything themselves and hire a virtual assistant?

Money and time. If someone is earning $50 an hour (give or take) and can pay $35 an hour or less for a VA why would they waste their time spending hours doing something they’re not experienced in? Many VAs are trained typists and can type in excess of 80wpm. Many business operators are two-fingered typists at less than 40wpm. You do the math. Some VAs charge more, depending on the services they offer, but again the people who engage their services are usually earning far in excess of that. Why should the client spend 3-4 hours doing something that a VA might get done in less than 2? And then that frees up their time to do stuff that will earn them money and develop their businesses further. Like we often say ‘do what you do best and delegate the rest’.

Thanks Kathie!