Case Study : Virtual Assisting in Action!
I thought I'd share with you how I work on a day-to-day basis for one of my clients, and show you that your assistant really doesn't need to be in the same office as you!
Who is my client?
Jan Wallen, Turn What You Know Into Cashflow. Jan is a busy speaker, coach and author who doesn't live in the same place as I do - so there's very little chance of us ever having face-to-face contact, yet this doesn't stop me working for her as her assistant.
We've been working together for some time and, even though I do a whole range of jobs for her, some of the more regular work I do is:
* Arranging coaching telecalls with her clients
* Sending out emails on her behalf - I have my own email address through her domain, so I'm easily recognisable to her clients and associates
* Maintaining several databases, one if which is the contact database
* Co-ordinating and maintaining her schedule through a web-based calendar management system
* Preparing and distributing mail outs (snail mail!)
* Researching various topics and/or getting quotes together for services and products
* Keeping my client on track with various projects that are ongoing
* Collating her Ezine material into an Ezine Book
How do we manage this working arrangement?
The main means of contact is via email, in fact we email one another all the time. But we do have a regular weekly telephone call which allows us to get to know one another, and also update each other on what we've been doing, what needs to be done etc.
Each week I prepare an agenda for use during our telephone call and this works out really, really well. It means our telephone calls are productive, we don't miss out any important points, and it helps us to stay on track during the call. Then afterwards I type up the notes of our call and send it to Jan. This forms the basis of my workload for her for the week, and provides the agenda for next week.
We accomplish a lot on these calls, almost like we're meeting in person.
During the week we both use this agenda as a starting point for our work. Jan knows what she has to do, or send me, so that I can do my jobs. I know what she is expecting me to do during the week, and I don't overlook anything.
This agenda is a critical part of our working relationship, and really is a live working document.
What technologies do I use to facilitate my work for my client?
* Email
* Telephone
* Internet-based calendar management system
* File transfer service (for transcription work and exchange of audio files)
* Microsoft Office 2000
I hope that this article has given you an insight into the day-to-day work of a virtual assistant and shows you that I can do just about anything that an in-office PA can do.
Who is my client?
Jan Wallen, Turn What You Know Into Cashflow. Jan is a busy speaker, coach and author who doesn't live in the same place as I do - so there's very little chance of us ever having face-to-face contact, yet this doesn't stop me working for her as her assistant.
We've been working together for some time and, even though I do a whole range of jobs for her, some of the more regular work I do is:
* Arranging coaching telecalls with her clients
* Sending out emails on her behalf - I have my own email address through her domain, so I'm easily recognisable to her clients and associates
* Maintaining several databases, one if which is the contact database
* Co-ordinating and maintaining her schedule through a web-based calendar management system
* Preparing and distributing mail outs (snail mail!)
* Researching various topics and/or getting quotes together for services and products
* Keeping my client on track with various projects that are ongoing
* Collating her Ezine material into an Ezine Book
How do we manage this working arrangement?
The main means of contact is via email, in fact we email one another all the time. But we do have a regular weekly telephone call which allows us to get to know one another, and also update each other on what we've been doing, what needs to be done etc.
Each week I prepare an agenda for use during our telephone call and this works out really, really well. It means our telephone calls are productive, we don't miss out any important points, and it helps us to stay on track during the call. Then afterwards I type up the notes of our call and send it to Jan. This forms the basis of my workload for her for the week, and provides the agenda for next week.
We accomplish a lot on these calls, almost like we're meeting in person.
During the week we both use this agenda as a starting point for our work. Jan knows what she has to do, or send me, so that I can do my jobs. I know what she is expecting me to do during the week, and I don't overlook anything.
This agenda is a critical part of our working relationship, and really is a live working document.
What technologies do I use to facilitate my work for my client?
* Telephone
* Internet-based calendar management system
* File transfer service (for transcription work and exchange of audio files)
* Microsoft Office 2000
I hope that this article has given you an insight into the day-to-day work of a virtual assistant and shows you that I can do just about anything that an in-office PA can do.
posted by Tracey Lawton at
6/28/2006 12:48:00 PM
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