Realty Times: How To Find A Virtual Assistant When You Need REAL Help!

December 1, 1999

How To Find A Virtual Assistant When You Need REAL Help!
by Michael J. Russer

Dear Mr. Internet:
As my business grows I seem to have less time to devote to developing and implementing new marketing strategies. Is there some way the Internet can help me with this?
Rick Miner
Coldwell Banker Bain Associates
Seattle, WA

Dear Rick:

You betcha! In fact, help is just a few milliseconds away. Thanks to the Internet, there is a whole new category of talent available to you called "Virtual Assistants" (sometimes also referred to as virtual consultants).

Let's say you need someone to help you with a new e-mail marketing campaign that involves targeting the recipients, creating the content, building the list, executing the ongoing mailing, and measuring results.

Now imagine you could hire the former Marketing Director of a Fortune 1000 company who has "retired" to start raising her family. However, she has the time, talent, and willingness to take on challenging projects from the comfort of her home over the Net, and at a price far below her previous salary! So, where do you find these virtual godsends?

Have Modem, Will Telecommute...

Well, if you limit your search to just your community, you will probably be disappointed --or pay too much. If, like the example above, the job/project you have in mind does not require physical proximity, then you have the whole world open to you.

Before you start looking for and hiring these digital gunslingers, it is important that you are very clear about the following issues:

Job Description - when working with someone at a distance, you don't have the luxury of being vague or general about what needs to get done. You are much better off being very explicit and exact (in writing) about what needs to be accomplished.
Position vs. Project - does the job require someone who will work with you on an ongoing basis or just on a project by project basis?
Proximity - is it important that your virtual assistant be located in a particular geographical region? Will face-to-face meetings occasionally be needed? These requirements can severely limit your search.
Autonomy - most virtual assistants are used to working autonomously. The question is: are you ready to let someone take a project and run with it, without the ability to hover over them?
Benchmarks & Milestones - since with a virtual assistant you will not have arbitrary access to work in progress, it is important that you layout specific expected timelines, benchmarks, and milestones for any work that needs to be completed. Remember, it can be difficult to work through misunderstandings with someone who is 2,000 miles away.
Fees - know what fee range you are willing to pay

The above is a good start, but of course there is more to consider. Such as what kind of computer and software do they need to have, what kind of Internet access, etc.. Fortunately, most of the online resources below allow you to screen for these kinds of requirements.

Your Virtual Assistant Marketplace

As you might expect, there are a number of online resources that cater to matching up virtual assistants with prospective employers:

StaffCentrix - has a listing of Virtual Assistants in 56 different experience categories including REALTOR support. They have a free matching service that allows you to be very specific and comprehensive regarding your needs. This site is also a wealth of information about the how, what, and whys of using virtual assistants.
AssistU.com - not as well laid out as StaffCentrix above, but does have a comprehensive matching service as well (once you find it!) that includes screening for people who specialize in helping real estate professionals.
FreeAgent.com - much more of a real "Dot Com" company (i.e. has a "commercial" feel to it), this site is a good one to check out for project oriented jobs, rather than those requiring ongoing assistance.
IVAA - International Virtual Assistance Association. This group is has set up standards (theirs...) for telecommuters who want to become certified Virtual Assistants. This appears to be a "work in progress" as it appears they have relatively few members currently.

Your Virtual Organization

Virtual Assistants, along with the very rich online means to connect and communicate with them (see the "Let's Do Virtual Lunch" Ask Mr. Internet! article for October 1999), form the foundation of your burgeoning online "Virtual Organization".

Imagine running your business through the Internet using high powered talent from all over the world. You save time (it's all done in Net speed and you eliminate many needless meetings), money (virtual assistants are independent contractors), and effort (virtual assistants don't require high level management). This is exactly how I run my company, working quite effectively with people I have never even met!

Virtual Assistants broaden the possibilities for your business in ways that are just not possible in traditional modes of doing business. A warm and cozy thought indeed when you think about all your competitors who haven't quite figured it out yet!

Online newsletters, often called "e-zines" are truly one of the most incredible information resources on the Net. Most of them are free, and the best part is that you don't have to go looking for information, it comes to you on a regular basis via e-mail.

There are many thousands of e-zines currently published and the following indexes are great tools to find the ones that you are most interested in, typically categorized by topic. First there is EZine Search which bills itself as the "World's Ultimate e-Magazine Database". Another good one is EZine Seek as well. If you decide to publish your own e-zine, both of these sites offer advice on to how to get started and build a credible readership which could turn into an important marketing tool.

I am often asked how I can stay on top of the Internet so well given my very booked speaking schedule, writing deadlines, and major projects that I'm responsible for (including being a dad who faithfully reads "Harry Potter" to his kids every night he's home!). E-zines play a critical part in keeping me informed with minimal effort --and they can do the same for you!