Email etiquette for customer service is one of the crucial skills you should learn if you want to be the best customer service virtual assistant. Because 64% of small businesses use email marketing to reach their customers. And, 74% of millennials regard email as the most personal channel to communicate with brands.

You can see that both the business and customers agree that emails are the preferred communication mode. Therefore, you can expect that your job description will entail using emails to create and maintain relationships with your client’s customers.

In that case, today’s discussion is about preparing you for what awaits you as a customer service virtual assistant.

Email Etiquette for Customer Service

 

Why Do You Need to Follow Email Etiquette for Customer Service?

Did you know that it will cost you anywhere from 5 to 25 times more to acquire a new customer than retain an existing one? Let that sink in for some time.

If you are not yet convinced, maybe the finding of a study by Bain & Company will change that. The company, which is responsible for developing the net promoter score found that increasing customer retention rates by 5% could result in a 25% to 95% profit increase.

Email etiquette for customer service is one of the vital ways to retain your client’s existing customers. It sends a message of business accountability and professionalism. It also helps clear any nagging issues a customer may have with how things are done in your client’s business.

So, here is some email etiquette to observe as a virtual assistant.

Avoid Sending Unnecessary Emails

The worst mistake you would make is assuming things about your customer. Not everyone is thrilled and looking forward to your very many emails. Customers already have to deal with numerous marketing emails that they did not even subscribe to in the first place.

Therefore, if not careful, your email may find its way into the customer’s spam box even if the customer had subscribed to your communications. Learn to be patient and give your customers time to digest the last information you shared with them.

In this regard, there is no harm in restricting non-official customer emails to one in a month. That is not unless there is something urgent. Or the customer triggers the email communication themselves.

Email Etiquette for Customer Service

 

Always Make Sure You Have Answered the Question

Do you remember the last time you contacted any business customer service department? You will notice a pattern when you communicate with the customer service reps. For example, it is when you have a pressing issue, inquiry, or complaint you want to be handled.

You can now understand why about 52.7% of customers consider having to explain issues repeatedly as the most annoying thing about interacting with customer support teams. Another 32.7% are not thrilled about getting automated replies from service bots that may not provide a solution to your question.

The bottom line is that customers are always looking forward to solution-oriented replies from the customer service department. Therefore, anything short of this will leave the customer unsatisfied and probably frustrated.

Therefore, before sending that reply, please take a few minutes to skim over it again. Have you answered or provided a solution to the issues addressed by the customer?

Pay Attention to the Subject Line

Email subject line research reveals that about 64% of email recipients decide whether to open an email based on its subject line. Another 33% of email recipients open emails because they have catchy subject lines. Furthermore, 69% of email recipients will classify an email as spam after reading the subject line.

The worst mistake you would make when writing a customer service email is to leave the subject line blank. It does not also look good when you include non-professional subject lines.

The golden rule of writing a catchy email subject line is that it should be brief and address the main point of your message. It would help if you tailored it to the specific message being delivered. For example, “Apologies for the order mix-up.”

Email Etiquette for Customer Service

 

Keep Emails Brief

Please never forget that a single customer may receive over a hundred emails daily. Therefore, you do not want to be the one boring them with long hard-to-read emails. Customers tend to blocklist senders who they notice have a pattern of sending lengthy emails.

Always be straightforward with your email communications. Also, it would help if you used short paragraphs and bullet points to make the message easier to read.

Keep it Professional and Friendly

Even if you are replying to an angry customer email, never forget to include a personalized salutation in your mail. For example, “Dear Ms. Angela.” Such a simple salutation could be the ice breaker you need to start a friendly conversation with the angry customer.

As a customer service virtual assistant, you want to instill goodwill and trust in your clients. Being polite and maintaining tact in your email communication will help clear doubts in the reader’s mind.

On the other hand, you can never compromise on professionalism in your communications. That includes ensuring you are using proper grammar when communicating with the customers.

Be Responsive

Do you remember the last time you emailed a customer service team and never received a timely reply? How did that leave you feeling? Customers consider it rude and unprofessional when you don’t reply to their customer service emails.

When you don’t respond, there is a higher likelihood that many of your customers will stop doing business with you because of unresponsiveness in your customer service.

Statistics reveal that over 83% of customers feel more loyal to brands that respond to and resolve their complaints. In addition, 90% of customers rate an “immediate” response as crucial when they have a customer service question. 60% of customers define “immediate” as 10 minutes or less.

Email Etiquette for Customer Service

 

Do You Want to Learn More Email Etiquette for Customer Service?

There is more email etiquette for customer service we are ready to share with you. You can get them all hassle-free by joining our Royal VA community. There is no better place to learn the tricks of this trade than in this community.

 

 

Did you know that targeting the best niches for a virtual assistant business could earn you a six-figure in this industry? There are virtual assistants already earning that much from the comfort of their homes. And all they did was identify the competitive niches in the virtual assistant industry and take advantage of those opportunities.

Do you remember the first time you became a virtual assistant? Do you remember feeling stuck trying to find clients with little experience or skills? It almost felt like an impossible task to score clients, but eventually, you got a hold of it.

Right now, you should aim to earn six figures because it is doable. Here are the niches that will propel you to the six-figure reality.

Best Niches for a Virtual Assistant Business

 

Social Media Management

Social media has become a source of competitive advantage for businesses in modern digital times. Small businesses now realize they can leverage social media to compete with the larger established businesses.

They reckon the power of social media in driving potential customers through the sales funnel. Businesses use social media platforms to generate new leads and manage customer relationships.

Moreover, small businesses are keen to take advantage of the power of social media marketing. They consider it a cost-effective and more result-oriented approach compared to traditional marketing.

As you have imagined, rarely will the business owners have the time to do all this. They don’t have enough time in their schedule to develop and manage the business’s social media accounts to achieve these benefits. They have to delegate such tasks to a skilled virtual assistant like yourself.

Unfortunately, there are not enough skilled social media manager virtual assistants who can enable a business to achieve such benefits. The current demand for these experts has made this field of specialization a lucrative one.

An analysis of virtual social media assistant salaries by ZipRecruiter shows that some individuals earn as much as $85,000 per year. Their data also shows a large percentage of individuals in this field are making about $47,500 per year.

Project Management

Project management virtual assistant is one of the fields with the fewest takers. That has effectively made it one of the most lucrative virtual assistant fields.

There is a good reason for this. Being a project management virtual assistant entails challenging tasks and requires specific skills. The skills include being conversant with certain project management software. Your ability to plan, monitor, and assess the progress of projects will be put to the test.

Best Niches for a Virtual Assistant Business

 

Web Development

Do you possess skills in HTML, javascript, CSS, and other programming languages? You could use these skills to earn more as a virtual assistant. Your skills place you in a unique niche for businesses searching for web development experts.

Your web development skills are an asset for businesses looking to create and manage their website, develop an e-commerce site, create landing pages, and system integrations. You will be glad to know that such services are paid for on a contractual basis. Therefore, it is possible to score a good deal from your clients.

Online Marketing Manager

Marketing is one of the lucrative professions. It takes a special talent and skill to develop a creative way of developing brand awareness and convincing people to buy your product and services.

Currently, the marketing focus has shifted to online platforms. Businesses want someone who can be able to reach a large number of target customers online. Online marketing is expansive in areas such as;

  •         Content marketing
  •         Email marketing
  •         YouTube marketing
  •         SEO marketing

Your marketability in this niche will depend on your ability to utilize the internet to generate leads and convert them into sales. If you get hired by a consultant, your YouTube marketing skills will be put to the test. They will require you to help them edit their raw videos and make them SEO friendly.

You can also expand your online marketing niche to include Amazon virtual assistants. You could be responsible for managing the Amazon seller’s account. You will be performing tasks such as product listing, responding to customer inquiries, and processing customer orders. You will also be tasked with developing content to help market the listed products.

Best Niches for a Virtual Assistant Business

 

Travel Planning

When was the last time you went on a holiday, especially outside the country? Did you know that only 11% of Americans have been to 10 or more countries across the globe? Are you among the lucky few?

You would think that lack of finances would be the major reason why so few people in such a large country have traveled to over ten countries. However, you will be surprised to learn that the logistics involved in traveling to other countries is one of the top reasons. For example, where do you stay or visit when you travel to Jamaica?

How do you plan for a summer vacation for the whole family to a new travel destination? The logistics involved make most people abandon the whole idea.

Not anymore. The emergence of travel agents has changed the whole dynamics of traveling and vacations. Instead of your clients having to worry about travel destinations and travel arrangements, you will be doing that for them.

Businesses will also hire you to be making travel arrangements for their employees and executives. That includes making reservations for them in all the facilities they will need to access during their travel.

Best Niches for a Virtual Assistant Business

 

More Tips for Best Niches for a Virtual Assistant Business

There is more to the best niches for a virtual assistant. There are even more tips on how you can attain and sustain a six-figure earning from your virtual assistant business. Therefore, you have all the reasons to miss more discussion on this and other issues on how to grow your virtual assistant business. Join the Royal VA Community and become part of the discussion.

Congratulations on your new gig as a social media virtual assistant. You could not have chosen a better and more exciting field of specialization as a virtual assistant. Now, you can use your skills and passion for socializing with others to earn some money.

You now have an opportunity to work with clients who will expect you to build a social media presence for their brands. They will expect you to take advantage of the various social media platforms to increase their brand recognition.

They will also need your expertise to help them use social media to generate new leads and creatively market their products and services.

social media virtual assistant

 

Why Do You Need Social Media Tools?

Such is a question best answered if we discuss the specific tasks you will be performing for your clients as a social media virtual assistant. Those tasks include:

  • Creating a client’s social media profile
  •  Interacting with audiences on various social media channels
  • Developing high-quality, engaging content
  • Scheduling posts
  • Creating and managing social media campaigns

From the look of things, these are quite a lot of tasks to handle in a few hours. And there is a possibility they may increase depending on each client’s needs. Now imagine that you are serving several clients who want you to perform these similar tasks repeatedly.

Luckily, you have the technology to help make things simpler for you. Here is when you need the power of social media tools to help you perform these tasks efficiently and for less time.

Here are some of the tools you can use in your social media virtual assistant gig.

HootSuite

Remember how we said you will manage various social media accounts for a client? How will you keep tabs on each account to ensure all audiences are engaged?

HootSuite is the answer to this question. The tool enables you to integrate all your social media accounts into a single dashboard. Imagine accessing all the client’s social media accounts in one click? Isn’t your job becoming more exciting by the minute?

Once you have all the accounts integrated, it becomes easier to manage their profiles, event, pages, and any groups you may have created. Moreover, you can now create, schedule, and track posts across multiple social media platforms from your HootSuite dashboard.

social media virtual assistant

 

Canva

By now, you should know that images and videos attract more engagement on social media than plain text. That is why you need to be more interested in posts that come with memes or videos. Developing such graphical content requires the use of tools such as Canva.

Canva is a graphic design platform that allows you to make various types of visual content. The graphical content you can create using this tool includes promotional materials, banners, posters, GIFs, videos, images, and covers. It is also one of the simplest tools to use as it contains ready-to-use templates and formats.

A simple definition of Canva would be a tool that enables everyone to be a designer. Imagine that it even contains a database of photos, stickers, animated elements, and fonts that you need in designing your social media graphics. Even better, it is available as a free version that contains more than the basic tools you need for your design project.

Buffer

Do you expect to be waking up every day and creating daily posts for all your social media management clients? Of course not. You will be setting aside one or two days to create posts that you will post on the clients’ social media channels for a month. Also, no one expects you to be manually posting the posts you have created daily.

Buffer is the social media management tool to do that for you. It allows you to schedule your content and post it when your target audience is online. That helps increase your content’s engagement with the client’s target audience. The tool contains three essential features.

  • Buffer publish- it provides for the multichannel posting and a social media content calendar
  • Buffer reply- it allows you to manage interaction with the audiences
  •  Buffer analyze- it provides insightful market reports and analytics. You can use it to set up customized templates for monitoring your marketing KPIs.

Sprout Social

As you grow in your new social media virtual assistant gig, you will start dealing with clients who have larger businesses. Therefore, you will need tools to perform complex tasks associated with your business.

Sprout Social is one of those tools. It allows you to connect the business with its users and improve communication between them. The tools permit automated content posting, engagement, and analytical capabilities on social media channels. You can rely on this tool to perform the following tasks on a largescale basis.

  • Content planning- it allows you to map content themes and optimize the content you post on the social media networks
  • Campaign management- in case you are running a social media campaign, you can use it to monitor, prioritize, collaborate and respond to all messages from a single inbox
  • SproutSocial Analytics- enables you to receive customized reports related to your social media campaign performance.

BuzzSumo

If you want to increase engagement on your social media posts, you must find content that interests your target audiences. That is one of the toughest ask for a social media virtual assistant. How do you find content that will always be attractive to your target audience?

BuzzSumo is a content marketing tool that can make it easier to find the right content for your audience. It does this by analyzing numerous content and providing comprehensive data that helps you know what to post. Therefore, it contains features such as.

  • Content insights- it enables you to search for content that is popular on all social media networks
  • BuzzSumo’s influential search- provides you with insight into what influential people are sharing; hence easier to know when to use them for your promotions
  • Query- you can use BuzzSumo to notify you when content is published containing a particular keyword of interest to you.
  • Competitive analysis- BuzzSummo offers you a sneak peek into what your competitors are doing. You can use it to know when your competitors are mentioned and by whom.

social media virtual assistant

 

Other Tools You Should Use as a Social Media Virtual Assistant

Numerous tools can improve your competence and efficiency as a social media virtual assistant. We cannot discuss them all here. However, there is a place you can learn about them all, including how to use these tools.

Sign up and become a member of the Royal VA Community. Here, you will know all the tools to improve how you help your clients.

Are you wondering how to start a virtual assistant business 2022? Joining the virtual assistant industry sets you on a path to the freedom of being your own boss. You will be joining a wider gig and freelance work industry that has proved vital in the current digital world.

The importance of this industry was evident to a larger extent during the COVID-19 pandemic. The rate of hiring virtual assistants increased by 41% in 2020 compared to 2019. The spark in demand for remote employees was attributable to the strict lock-down measure introduced by governments during the pandemic.

The demand for virtual assistants continues to rise. Companies have realized that they can save huge amounts of labor costs through virtual assistants. Therefore, you made the right decision by wanting to become a virtual assistant. Now, let’s discuss how you can start your virtual assistant business.

How to Start a Virtual Assistant Business 2022

 

Step 1 Understand What it Means to Be a Virtual Assistant

You may already know who is a virtual assistant, but if you’ve forgotten, let me remind you. A virtual assistant (VA) is an independent contractor who provides remote services to businesses and professionals who need support with their business, special event, or projects.

A virtual assistant role is customizable depending on the following factors:

  •         The skills you possess
  •         The services you want to provide
  •         The hours you want to be working
  •         Where do you prefer to work

You do not need to have prior experience to be able to start a virtual assistant business. You can learn some of the skills while on the job. However, there are some important things you need to do first when starting a virtual assistant business.

Step 2 Define the Services You Will Offer in Your Business

The list of services you can offer as a virtual assistant is exhaustive. But you cannot be a jack of all trades in this sector. Therefore you have to settle on the skills you want to provide so that you can start focusing early enough.

In making this decision, it is important to take note of your current skills. What skills do you possess, and what services can they help you offer remotely? Those are the skills you will develop a plan to monetize. Some of the services you can provide include social media management, administrative services, project management, content production, e-commerce, and financial services.

How to Start a Virtual Assistant Business 2022

 

Step 3 Develop a Business Plan for Your VA Business

You are on a path to becoming an entrepreneur. Therefore, you have to lay the right foundations for your business. Creating a business plan is the first step to having a strong foundation for your business. It will serve as a roadmap for your business and a future point of reference when making strategic decisions.

It does not have to be a complex one. However, it should include important details such as:

  •         Name of our business
  •         The services you will offer
  •         Your main competitors
  •         Your preferred hourly charge
  •         Capital required
  •         Your target market
  •         Your marketing plan

Step 4 Invest in Tools of Trade

Remember, you will be working remotely, which means you will have to rely on technology for your hardware and software solutions. Among the basic requirements you will need for your VA business startup include:

  •         Computer and internet connection
  •         Time tracking software
  •         Invoicing and accounting software
  •         Project management software

Step 5 Create a Website for Your VA Business

Creating an attractive website is the first step to marketing your VA business. A large percentage of your target customers are online. Therefore, having a website will enable you to reach many of your target customers.

A website will also make it easier for your customer to find you and communicate with you whenever they need your services. However, if you do not have the budget, you may skip this step.

Step 6 Market Your Business

It is hard to score clients in a virtual assistant business unless you are ready to put in the marketing effort. Consider this as the first step to implementing your business plan. You do not have to go crazy in the first stages because your starting capital may be limited.

You can focus most of your marketing efforts on social media and referrals for a start. You can use social media platforms to reach a large number of your target audience. For example, you can create a LinkedIn profile and optimize it. Having a LinkedIn profile will allow you to interact with professionals and businesses who are a large part of your target customers.

How to Start a Virtual Assistant Business 2022

 

Step 7 Take a VA Course to Learn the Basics

You may be skilled in your field yet lack the basic knowledge of running a virtual assistant business successfully. For example, how do you convince customers to entrust you with their projects? What is the best software to use for your VA business? You can learn these details by taking a VA course. The courses are available online for an affordable fee.

Learn More Tips to Start a Virtual Assistant Business 2022

Remember how we talked about finding someone who can mentor you as you start and manage your VA business above? That is the type of mentorship you’ll get after joining Royal VA Academy. We will support you with more tips to make your business successful.

 

Have you ever asked yourself what communication problems do virtual assistants encounter? Effective communication will make your business more competitive. A survey on business communication found that firms with effective communication and support programs are 3.5 times more likely to be competitive than their rivals.

The study also found that over 70% of the employees considered firms with better communication more organized.

Effective communication has a more prominent role in the virtual assistant industry. It is a vital cog in facilitating the relationship between a virtual assistant and clients. However, communication is still one of the main challenges faced in the virtual assistant industry.

Therefore, as a virtual assistant, you ought to know the communication challenges that may arise in your work so you can be prepared to tackle them.

Communication Problems Do Virtual Assistants Encounter

 

Lack of Communication Skills

Communication is both an art and science. Therefore, you need the right skills to conduct business communication effectively. Your clients are interested in your written and oral communication abilities.

Clients expect administrative virtual assistants to correspond with the business’s customers. Your client will expect you to help them create and sustain meaningful relationships with the customers. Therefore, as you would imagine, your communication skills will be put to a real test.

Your communication skills as a virtual assistant will also determine your relationship with your clients. One way to be effective is to shorten your response time. No client is willing to entrust their projects to an unresponsive VA. How will they know about the progress of their project and whether you are going to deliver?

Time Difference

Everyone in the virtual assistant industry has the technology to thank for the ability to work remotely with people from all corners of the world. However, while technology has managed to make the world a small global village, the issue of time remains a mystery. The world may be smaller, but the time zones remain different.

The time differences may be a barrier for certain clients to maintain productive working relationships with you. There are projects your clients may want to be hands-on. Therefore, it becomes a challenge if the client cannot reach you immediately to offer directives or feedback on the projects.

On the other hand, some clients like to develop a relationship with their virtual assistants by keeping in touch regularly. When you have a 12-hour or more time zone difference, that becomes a challenge. It may be even harder for you to attend some of the team meetings.

Communication Problems Do Virtual Assistants Encounter

 

Cultural Differences

Cultural differences may present a huge barrier to effective communication with your clients. Cultural beliefs and attitudes towards authority may trigger this challenge.

Cultural differences may create challenges at the beginning of a relationship with the client. For example, most clients like to foster an element of teamwork among their VA teams. Clients will go the extra mile of making their virtual assistants feel a part of the team by maintaining cordial relationships with the team members. However, cultural differences may sometimes prove a barrier to achieving this goal with some virtual assistants.

For example, a study published in Harvard Business Review claimed that Chinese employees usually portray an attitude of respect towards authority and find it hard to adapt to the egalitarian and open-door management approaches common in Western countries. Therefore, it will take some time before such a virtual assistant learns how to address the client in a more relaxed tone.

Language Barrier

Language differences may be a barrier to effective communication in the virtual assistant industry. It is one of the reasons some clients shy away from hiring virtual assistants from overseas. It is mainly a challenge where the virtual assistant has not achieved proficiency in English.

Sometimes, the accent may become a challenge when video conferencing with a client. The problem is even bigger when one party has connection problems on their end. It becomes harder to get the point home within a reasonable time. Therefore, some clients may decide that it will not work for them and decide to hire a domestic virtual assistant.

The language barrier issues could also be a problem when dealing with your client’s customers. If you are a virtual administrative assistant, sometimes your client may task you with the responsibility of communicating with the customers.

That may pose a challenge if your English is not fluent as it may create a bad impression on the customers. Therefore, most clients will want to be sure the virtual assistant they hire is proficient in both spoken and written English.

Communication Problems Do Virtual Assistants Encounter

 

Start Dealing with Communication Challenges Now

You should be encouraged to know that the above communication challenges are easy to overcome. A majority of these challenges can be overcome, especially through training. Deal with this challenge head-on by joining the Royal VA Academy. One of the best experts in the industry will mentor you in the community.

 

Did you know there are some types of automation tools that will help you grow your virtual assistant business? The reality that every virtual assistant needs to contend with is that the industry is becoming increasingly competitive. More people are looking to enter the field and make a name for themselves as successful virtual assistants.

That’s why it’s important to find ways to remain relevant in such a competitive field.

Improving efficiency in your virtual assistant business is vital to achieving a competitive advantage in this industry. You can achieve this by automating your systems. Automation will enable you to take advantage of the most precious resource as a virtual assistant, time. It is the secret to doing more for less time.

Here are tools you can use to streamline your work processes.

types of automation tools

 

1. Communication Tools

The vital component connecting clients to their virtual assistants is communication. It enables you to develop trust with your clients without physically meeting them. Communication also makes it possible for a client to hire virtual assistants from any corner of the globe and still manage to get things done.

With this in mind, you can understand why automating your communication helps you achieve a competitive edge. It enables your clients to get in touch with you when the need arises. It also gives them the confidence they need to trust you with their projects. Among the communication tools, you can use include.

Slack: it is one of the most communication tools in this industry. Slack enables you to build separate channels for various team members or individual clients. You can chat more as a group without spending much time like email.

Zoom: the platform has overtaken Skype as the preferred tool for video conferencing. It has become popular for integrating messaging with live streams during meetings.

2. Social Media Management Tools

You cannot survive in the virtual assistant business without having a strong presence on social media. These platforms are crucial in securing new clients and maintaining good relationships with your industry networks. These tools help you schedule your posts, measure the performance of your social media campaigns and engage with your followers.

Hootsuite: the social media management tool that helps you manage multiple social media accounts. You can utilize Hootsuite for scheduling and managing content on all your social media platforms.

Sprout Social: it is a popular tool among virtual assistants looking to implement competitive social media strategies. Sprout Social enables you to provide timely responses on all your social media platforms.

types of automation tools

Source: Hootsuite

3. Project Management

Like every virtual assistant, your dream is to score as many clients as possible. Therefore, you need some organization to effectively manage all these clients and your staff. You can organize your business by using automated project management tools. The common project management tools include:

Zapier: it is a preferred tool among virtual assistants as it allows you to connect various apps and services. Zapier enables you to share data and information from all these apps to improve your task efficiency.

Asana: the tool is designed to enable you to collaborate and share ideas with your clients and employees. Asana is a useful tool when managing projects where teams are involved.

Other vital project management tools include:

4. Schedule Management

Having a schedule that your clients and staff know about is another way to organize your business. Some tools that may help with this include:

Doodle: this tool is a great option when you want to speed up your scheduling process. Doodle automatically sorts through your calendar and suggests available dates and times in your schedule. It also integrates with common calendars such as Google and Office 365. Others include

  • Calendly
  • Float
  • World time buddy

5. Accounting and Bookkeeping

As long as you’re working, it is expected you will get paid and pay staff members assisting you with tasks. Therefore, you need to automate accounting and bookkeeping to relieve you of the tedious administrative tasks. Some tools that may help you include:

QuickBooks: you can utilize QuickBooks to track your expenses, generate client invoices and quotations, and generate financial reports. You can also integrate it with your bank account to keep track of your income and expenses.

HoneyBook: it can help you achieve your accounting and project management objectives. HoneyBook contains both project management and invoicing features.

Wave: a free online accounting software that you can use to create payroll, invoicing, and store client credit cards. You can also use Wave to track your income and expenses.

Other accounting tools you can employ include:

  • Xero
  • FreshBooks
  • Hurdlr

types of automation tools

 

What Other Types of Automation Tools Can I Use?

There are other types of automation tools to grow your virtual assistant business. Join the Royal VA Community to learn about these tools. Our members are also always willing to answer your questions.

 

Are you wondering how to avoid low season as a virtual assistant? You’re on the right track. Being a virtual assistant has its ups and downs. One of the downsides is that there are some slower seasons where you will have to contend with the reality of fewer or no jobs. You may have noticed this pattern if you have been in the game for more than a year.

In most cases, the low season comes in summer from May to September. It is the perfect time for most entrepreneurs to take time off and go on holiday. Others take time to reorganize their processes because business is probably slow for them too. Whichever the reason, you will find that most clients will take things slow in terms of the projects they want you to handle.

However, being idle is not something you want as a virtual assistant. Therefore, here are some tips on things you can do to at least keep the engines running during such slower seasons.

How to Avoid Low Season as a Virtual Assistant

 

Update Your Portfolio, Website, and Socials 

You ought to understand that no matter the season, there will always be clients looking to hire a virtual assistant. Therefore, you need to ensure that you are a favorite to capture these opportunities when they arise. That means you have to galvanize your VA portfolio, your website, and other social media platforms you use to seek clients. Remember, you’re doing all this to prepare yourself to strike when the opportunity arises.

Therefore, if there are changes you ever wanted to make to your portfolio to make it more competitive, now is your chance. With some of your clients taking a break, you will have ample time on your hands. You can use this time to add your value as a virtual assistant. Here is a sample of positive changes you can make to improve your chances of attracting new clients.

  • Update your bio
  • Add more client testimonials on your website and portfolios
  • Achieve SEO compatibility in your Instagram
  • Reorganize your services
  • Refresh your work samples

Automate Your Systems

One of the main reasons why you are experiencing a shortage of jobs is because you have not been attracting enough clients along the way. Maybe you have not been generating enough leads or are not doing enough to convert these leads. Automation will help you solve this challenge.

Searching and converting a new lead is not something you need to do manually as a virtual assistant. Instead, you should have systems to do it for you automatically behind the scenes. A tool like Dubsado is an all-in-one business management tool that will enable you to perform all the CRM required in capturing and retaining clients. To some extent, it is your digital virtual assistant that will help you perform tasks such as:

  • Capture leads
  • Create proposal
  • Automation of client onboarding process
  • Scheduling client calls
  • Automated workflows
  • Send invoices
  • Create questionnaires
  • Time tracking

Such a system will help you remain competitive without doing the heavy lifting. Dubsado will help you streamline your business process to ensure a constant flow of clients and projects.

How to Avoid Low Season as a Virtual Assistant

 

Improve Your Client Experience

Customer referrals are the best and most cost-effective form of attracting new clients for a virtual assistant. Such customers come with some degree of appreciation for your work. They may already have seen samples of your work from the client who referred them.

However, this does not happen without you putting in the effort. Your current clients must first appreciate working with you for them to feel confident referring you to their friends or business partner. For example, what kind of relationship do you have with your current customers?

Automating your systems would go a long way in helping you develop better relationships with your clients. Having the right systems ensures a smooth onboarding process with your client. That includes a personalized welcome email that makes the customer feel appreciated. Moreover, it allows you to send your clients newsletters that keep them updated on your services and any other critical communications that may help improve your working relationship with the client.

Buff up your Skills

There is always something new to learn as a virtual assistant. For example, if you are a social media virtual assistant, the level of skills you need is limitless. Not everyone acquires all these skills at once. You can continue learning and enhancing your skills with time.

Enhancing your skills makes you more marketable. It places you in a better position to secure more clients who appreciate your level of expertise. Growing your skills is also good for your portfolio and allows you to upload better work samples.

How to Avoid Low Season as a Virtual Assistant

 

Are You Still Wondering How to Avoid Low Season as a Virtual Assistant? 

The worst mistake you would make is waiting to tackle the low season without a plan. But sometimes, we all have that moment when we run out of better options. However, you do not have to face a similar dilemma. All you need to do is join the Royal VA Community. Here you will access open discussion about how to avoid low season as a virtual assistant.

By becoming a certified virtual assistant, you’ll win more high-paying clients. This is what some virtual assistants think. As a result, many VAs face the dilemma of becoming certified or working without certification.

On the one hand, there are people of the idea that you need certification to improve your chances of getting more clients and improve your rankings as a virtual assistant. On the other hand, there are those of the opinion that you do not need certification to score clients or be good at what you do.

In all fairness, all these arguments make sense. All the arguments hold water. In some instances, you will find clients who will demand certifications for the skills or courses you claim to have pursued. However, as you may have noticed, working as a virtual assistant, most clients prefer you send them a portfolio that includes a sample of your previous jobs.

So, which way is best. Let’s find out here as we weigh in on the discussion.

certified virtual assistant

 

 

It is Not a Must to Become a Certified Virtual Assistant

Let no one scare you into finding certification as a virtual assistant. It is not a requirement for you to succeed as a virtual assistant. Here are some reasons why.

There is no Certification Body for Virtual Assistants 

In most cases, certification is done by a professional body. These bodies usually have their own set of certification requirements, key among them passing a certification exam. Currently, there exists no such professional body for virtual assistants.

What exists are independent training companies that provide certification after finishing a course. For example, Yoast and Hubspot academies provide certification upon completing SEO courses. Therefore, each certification you receive is specific to each skill you gain.

certified virtual assistant

 

There is No Way to Prove Virtual Assistant Certification

As we have mentioned, there is no certification body for virtual assistants. Therefore, there is no defined structure or requirements for virtual assistant certification.

However, you can get individual skill certification from recognized professional bodies. For example, if you want to be a virtual assistant specializing in accounting, take a professional course in accounting. You can pursue the course from a professional body such as ACCA.

Why Specific Skills Certification May be a Good Idea

Just because there is no virtual assistant certification body does not mean you do not need to be a professional virtual assistant. That does not miraculously happen. Professionalism means that you possess certain skills that enable you to be the best at what you do. Therefore, there is no harm in bearing a certificate that attests to your abilities in a specific area.

Certification could be Proof of Your Professionalism

Earlier, we had discussed the need for building a virtual assistant portfolio. Among the things to include in your portfolio is a certification for the various courses you have undertaken. It is another means to improve the attractiveness of your portfolio.

In other cases, some customers prefer certification as proof that you have undertaken a given course. Every customer has their preferences regarding the type of person they want to hire. Therefore, there is no harm in equipping yourself with such a certificate in case you come across such a customer.

certified virtual assistant

 

Take Classes to Enhance Your Skills

Henry Ford once said, “Anyone who stops learning is old, whether at twenty or eighty. Anyone who keeps learning stays young.” Learning should be a lifelong process for everyone. Therefore, never let a learning opportunity pass you.

If possible, take up the initiative of pursuing online courses that will help you enhance your skills. You will be glad to know that most institutions offering these courses keep updating them. Therefore, there will always be something new for you to learn. On the other hand, some of these courses may have the bonus of a certificate at the end. There is no harm in adding this to your list of achievements.

Where to Take a Virtual Assistant Course

Are you looking to improve your credentials as a virtual assistant? You can increase your chances of scoring more clients by improving your skills as a VA. Join the Royal VA Academy to learn at zero cost and increase your skill rating as a virtual assistant.

 

You’ll live to tell tales of success when you become a lifestyle virtual assistant. If you are not aware, lifestyle virtual assistants are becoming commonplace in America today. There are so many people trying to juggle work and home lives.

Therefore, while they may have assistance in their businesses or work, they hope to have the same in their personal lives.

According to a study by researchers at the University of North Carolina, marriages involving workaholics are twice likely to end in divorce. And no, we have not switched to marriage counseling. So many people spend so much time on our jobs that we forget our household chores.

That is why a lifestyle virtual assistant is a solution they are seeking. They need a lifestyle virtual assistant who can help them get the most out of their time. We will reveal more about becoming a lifestyle VA right here.

become a lifestyle virtual assistant

Who is a Lifestyle Virtual Assistant?

The role of a lifestyle virtual assistant is to provide virtual in-person support with a view of helping your clients free up valuable time. They are also referred to as personal PA. When you’re a lifestyle VA, you aim to help clients handle personal/ home-based tasks. Some of the activities you can help them achieve include:

  • Sourcing gifts
  • Personal shopping
  • Calendar management
  • Bill payment
  • Events planning
  • Medical appointments
  • Manage chores

Roles of a Lifestyle Virtual Assistant 

Here are some of the essential tasks you will be performing for your clients once you become a lifestyle virtual assistant.

Track Client Expenses and Pay Bills

Every household incurs its own expenses. If not tracked and managed, the family budget is likely to span out of control. Therefore, clients would want someone to help them prepare family budgets and track expenses.

It is one of the time-consuming tasks the heads of a family have to perform. Therefore, you will find more clients looking for a VA to help them streamline their family expenses. Most importantly, they need someone to help them keep track and pay all their bills on time.

become a lifestyle virtual assistant

 

Calendar and Event Management

Your client may be a busy person, but that does not mean they don’t have a social life. As a lifestyle virtual assistant, your main task is to manage your client’s social and family life. Your job is to help your clients strike a balance between their work and social life.

Therefore, you will manage their social and family calendar, such as medical appointments, including those of their pets. You will also be tasked with the client’s event management, including the logistics.

Performing Online Tasks 

Busy people tend to overspend because they shop for everything almost at the last minute. Thus, they are sometimes forced to pay extra, especially for delivery.

There is where you come in. You can start by performing online research for products and services. Search for businesses offering the products or services your client needs at an affordable price.

Your client may also request you to do online shopping for them. Therefore, you will oversee the ordering process and ensure everything is delivered on time.

Benefits of Being a Lifestyle Virtual Assistant  

You now understand the value you will be adding to your clients. But what do you stand to benefit from being a lifestyle virtual assistant?

Time and Freedom

Compared to other virtual assistants, you will be able to enjoy more freedom as a lifestyle virtual assistant. The freedom comes with the benefit of having more time in your hands. Therefore, you can choose to do this as one of your side hassles.

Some lifestyle VAs take advantage of this time and freedom to secure more clients. You can still be a lifestyle VA to more than one client. All you need is a schedule to ensure you dedicate enough time to each client.

become a lifestyle virtual assistant

 

The Financial Incentive

Being a lifestyle VA is not only fun but financially rewarding too. Like the other VAs, you can set the hourly rate you want to charge your clients. If you have any technical skills like project management and accounting, you have the potential to earn more by performing technical tasks for your clients.

Lifestyle virtual assistant tip: set up your own company. That way, you can hire associates and serve many clients. It also means that clients can hire your company for more than one service.

How to Become a Lifestyle Virtual Assistant

Being a lifestyle virtual assistant takes a slight from the traditional roles of a virtual assistant. Therefore, you need expert training to understand your roles better and how to better relate with your clients. Finding the right trainer to equip you with the skills you need could make all the difference to your success.

start by mastering communication skills. Most of your tasks will entail managing your client’s general social life. That means dealing with people with whom the client has personal relationships. As you would expect, the client would prefer someone who can make them look good.

Also, you need to learn how to develop networks. Remember, lifestyle VAs are still relatively new. Therefore, you need referrals to help you grow your business. Therefore, you have to keep seeking these referrals from your networks of contacts.

become a lifestyle virtual assistant

 

Have you Found a Reputable VA Trainer?

Finding a reputable trainer is the main answer to how to become a lifestyle virtual assistant. You need an expert trainer who understands the skills you need to succeed in this field. Enroll yourself in the Royal VA Academy to gain the skills you need to be a competent lifestyle VA. By enrolling, you become a member of an online community where you can grow the network of contacts you need to find referrals for your new business.

If you’re asking is a virtual assistant business profitable this year, then you’re on the right track. Like any other business, you have to analyze the profitability of being a VA before investing your time and money in it.

And before we go any further, yes, a virtual assistant business is still profitable.

With the right skills and strategy, you can make enough profit to pay your bills, save, and go for a vacation every year. You also need to be aware of a few more things to make your virtual assistant business profitable. Below are a few more factors that will make your VA business as profitable as you’d like.

Is A Virtual Assistant Business Profitable

 

You Need to Treat Your VA Business with Professionalism 

One of the mistakes virtual assistants make is to assume that they can work any time they feel like it. While that is true, you need to treat your job better than you did in your nine to five.

Because in this one, you’re an independent worker and no client is obliged to work with you when they’re not seeing the results. Therefore, you have to be keen to deliver results the desired results all the time.

Here are five ways to treat your virtual assistant business with professionalism:

  • Determine your working hours
  • Eliminate distractions during your working hours
  • Be kind when communicating with your clients. You have to go the extra mile to ensure your clients are satisfied by talking to them.
  • Give yourself holidays. You don’t have to overwork because you own the business.
  • Research how to do tasks before asking your clients how to do it.

Become a Specialist by Taking Courses Online

When starting a virtual assistant business, you may probably not have all the skills you need to be good at the job. Or you may start as a graphic designer and decide to go the content writing path once you figure out what you want to do.

When you figure out what you want to do in the longterm, it would be a great idea to take a course. For example, take a copywriting course if you’ve decided to be a copywriter. Also, take a social media certification course if you’ve decided that social media is your path to success.

Whatever you want to do, find a course that will make clients believe you are the right person for the job. With a certification, you’ll convince clients to pay you more, hence, you’ll earn more profit than a beginner.

Is A Virtual Assistant Business Profitable

 

Register Your Business

As mentioned above, being a VA makes you a business owner. Although you can start without a business name, as you gain experience, it would help if you register your business name.

Here is why:

  • Businesses are likely to pay a higher price when they know they’re dealing with another business.
  • When you’re a registered business, you can claim your expenses as deductions when filing your taxes.
  • Psychologically, you’ll treat your business with more seriousness when it becomes a registered business, hence, earn more profit, and
  • When you’re registered, you can brand and market your business online and attract high ticket clients.

Organize Your Business using Project Management Software

It is no brainer that people want to work with businesses that are more organized. Therefore, you have no option but to be organized if you want your business to be highly profitable.

Some of the software that you can use include Clickup, Dubsado, Honeybook, Mailchimp, and Monday. Some of these work the same so you have to review and choose one that works the best for you.

The benefit of being organized is that once you start working with clients, they’ll want to stay with you longer. Because they can’t imagine leaving an organized system to start doing things on their own.

It will also save you a lot of time that you can use to find clients and attend to the existing ones.

Is A Virtual Assistant Business Profitable

 

Join the Royal VA Academy and Learn More Profitable Strategies

The truth is that there are many more ways to make your business profitable. The ones we’ve discussed here are just a few of them. Learn the other strategies in our Royal VA Academy and be among the top virtual assistants who are running profitable businesses.