5 Critical Mistakes Newbie VAs Make (and How to Avoid Them!)
Today, I want to share some valuable insights with all the new virtual assistants out there or those struggling to get or retain clients. In this post, I will discuss five common mistakes I frequently observe among VAs. As an online business manager (OBM) who has worked with teams of various sizes, I've helped my clients find the perfect VAs, and I've also been through the hiring and onboarding process myself. Trust me when I say that you don't want to make these mistakes.
You can either watch the video here or keep reading below:
Before becoming an OBM, I worked as a virtual assistant, which gives me a unique perspective on both sides of the equation. I genuinely care about your success as a VA, and I'm here to help you achieve your goals.
Furthermore, I'm passionate about making our clients' lives as easy as possible. After all, it's our job as assistants, managers, and team members to simplify their work and enhance their overall experience. Additionally, I believe in improving the industry as a whole. By learning from these mistakes early on, we can positively impact the virtual assistant, OBM, and other done-for-you service provider space. Let's overcome the negative stigma associated with hiring VAs and strive for continuous improvement, benefiting our clients and the industry at large.
Mistake #1: Lack of Communication
Effective communication is vital in any client-VA relationship. Clients value timely and clear communication, just as you should expect the same from them. Failing to respond to client queries or leaving them hanging for an extended period can lead to misunderstandings and frustration. Imagine a situation where you disappear for a week without any communication. Your client would have no idea if you're okay or if something unfortunate happened. It's essential to establish communication standards from the start, ensuring your clients know when and how to expect your responses. While you don't need to reply instantly, promptly addressing their inquiries within a reasonable timeframe shows professionalism and reliability.
Mistake #2: Missing Deadlines
As a virtual assistant, meeting deadlines is crucial. Your ability to hold yourself accountable and complete tasks on time is a fundamental skill in working with clients. Failure to do so not only jeopardizes your relationship with clients but also reflects poorly on your work ethic. Of course, unforeseen circumstances or personal emergencies can arise. In such cases, communication becomes paramount. Inform your client immediately if you're unable to meet a deadline and provide an alternative plan. To stay on track, consider using task management tools like Asana to prioritize and manage your workload efficiently.
Mistake #3: Lack of Organizational Systems
Organizational skills are invaluable for any virtual service provider. Establishing effective organizational systems ensures that you can handle multiple tasks efficiently and avoid missing important deadlines. These systems should encompass tasks, projects, files, clients, and calls. As mentioned earlier, I highly recommend using Asana or similar project management tools to streamline your workflow and stay organized. Digital tools offer flexibility and ease of use, minimizing the chances of forgetting or losing important information.
Mistake #4: Absence of a Payment System
One surprisingly common mistake is not having a streamlined payment system in place. Making it easy for clients to pay you is essential for maintaining a healthy business relationship. Set up a payment system well in advance, allowing clients to effortlessly make a payment. Avoid inconveniencing them by requiring unnecessary account information or having unclear payment terms. Consider using platforms like PayPal, Stripe, or other invoicing tools to facilitate smooth and secure transactions. Clearly communicate your payment expectations to clients, including the preferred payment method and due dates. By establishing a reliable payment system, you'll not only ensure your financial stability but also demonstrate professionalism and trustworthiness to your clients.
Mistake #5: Not Following Instructions
Moving on to the fifth mistake, it's something that can be quite frustrating and requires a firm reminder. When applying to jobs, it's imperative not to rush the process and pay close attention to the instructions provided. As a virtual assistant or service provider, your ability to follow instructions with precision is paramount.
Reading and understanding instructions thoroughly is crucial. Take the time to carefully review the job posting, absorbing every detail. Don't allow yourself to make the wrong first impression by hastily applying due to a busy schedule or a desire to apply to as many jobs as possible. To increase your chances of securing the job, dedicate ample time to this task.
Make it a habit to read the entire job posting multiple times before submitting your application. By doing so, you ensure that you have a comprehensive understanding of the requirements and expectations. If the instructions specify emailing the employer, make sure to adhere to that guideline and avoid direct messaging them instead. Demonstrating your ability to follow instructions precisely portrays professionalism and reliability.
Remember, attention to detail is a highly valued trait for any virtual assistant. By taking the necessary time and effort to read and follow instructions meticulously, you significantly enhance your chances of success in securing the job and building a strong professional reputation.
By avoiding these common mistakes and adopting best practices, you'll set yourself up for success as a virtual assistant. Remember, being a virtual assistant is not just about completing tasks but also building strong relationships with your clients and constantly improving your skills. Strive for open communication, meet deadlines consistently, establish efficient organizational systems, streamline your payment processes, and practice your attention to detail. By doing so, you'll differentiate yourself in the industry and become a highly sought-after virtual assistant.
I hope these tips help you on your journey as a virtual assistant. If you have any questions or need further guidance, feel free to reach out. Wishing you all the best in your journey!
