1. Virtual Assistance The Best Kept Secret That Will Save Your Small Biz $1,000’s Janet L. Jordan, MVA, PREVA Master Virtual Assistant www.VirtualAssistanceU.com

2. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. Consider this… What you don't know about Virtual Assistance is costing you a fortune... watch over my shoulder as I reveal the simple steps to get the business knowledge you need to be successful -- on your schedule, without wasting time or money -- even if it's two in the morning

3. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. Overview of the VA industry What’s A Virtual Assistant? What’s A Virtual Assistant? Home based business owner working as an independent contractor Home based business owner working as an independent contractor Highly skilled professional in various administrative support niches Highly skilled professional in various administrative support niches Tech savvy in how to work with you “virtually” via online meeting rooms, fax, internet, intranets, instant messaging Tech savvy in how to work with you “virtually” via online meeting rooms, fax, internet, intranets, instant messaging Teams with you to achieve your goals Teams with you to achieve your goals

4. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. Overview of the VA industry Do I hire a Virtual Assistant? Do I hire a Virtual Assistant? No, you team/partner with a VA who is an independent contractor, not an employee. No, you team/partner with a VA who is an independent contractor, not an employee. Since the VA is not your employee, you don’t pay employer paid taxes for them. Since the VA is not your employee, you don’t pay employer paid taxes for them. The VA only works with you when you need them, not a set number of hours each day like an employee. The VA only works with you when you need them, not a set number of hours each day like an employee.

5. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. The Benefits to a Small Biz What’s in it for me? What’s in it for me? No overhead and employee expenses or taxes No overhead and employee expenses or taxes No employee benefit costs No employee benefit costs Pay only for what you use Pay only for what you use No turnover No turnover No learning curve No learning curve 100% Productivity

6. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. 100% Productivity How does that happen? How does that happen? Employees have lost time due to Dr. appointments, vacation, downtime. Employees have lost time due to Dr. appointments, vacation, downtime. VAs track only the time used on your specific tasks. You don’t pay for appointments, vacations, or downtime VAs track only the time used on your specific tasks. You don’t pay for appointments, vacations, or downtime

7. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. Let’s Compare Your Costs Employee (approximate) Employee (approximate) Salary $36K Salary $36K Taxes $3283 Taxes $3283 Benefits $5785 Benefits $5785 Overhead $2500 Overhead $2500 Overtime, Idle, Bonus & Sick $9000 Overtime, Idle, Bonus & Sick $9000 Intangibles $1200 Intangibles $1200 Total cost $57.75K Virtual Assistant Virtual Assistant $25-50 hr as needed $25-50 hr as needed Taxes $0 Taxes $0 Benefits $0 Benefits $0 Overhead $0 Overhead $0 Overtime, etc. $0 Overtime, etc. $0 Intangibles $0 Intangibles $0 Total cost $25-50 hr as needed

8. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. Let’s compare some more Including all of the overhead, expenses and benefits, what’s it actually costing you instead of $36K? Employee Fulltime Employee Fulltime $57.75K = 100% productivity which is rare. $57.75K = 100% productivity which is rare. $77K = 75% productivity sometimes $77K = 75% productivity sometimes $115.5K = 50% productivity which is more realistic What you’re really paying the $36K employee $115.5K = 50% productivity which is more realistic What you’re really paying the $36K employee VA As needed VA As needed $25-50 an hour $25-50 an hour Usually bill in 15 minute increments Usually bill in 15 minute increments Depending on the complexity of the work Depending on the complexity of the work Only when you need them Only when you need them 100% Productive All of the time 100% Productive All of the time

9. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. What Services Do VAs Perform? Create Forms Create Forms Maintain Databases Maintain Databases Billing Billing Correspondence Correspondence Transcription Transcription Presentations Presentations Feedback Reports Feedback Reports Specifications Specifications Create Databases Create Databases Gift Buying Gift Buying Mass Mailings Mass Mailings Policy & Procedures Policy & Procedures Resumes Resumes Automated Forms Automated Forms Scan Pictures Scan Pictures Postcards Postcards Send Greeting Cards Send Greeting Cards Set Appointments Set Appointments And More… And More…

10. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. What kinds of companies do VAs work with? Alternative Health Care Alternative Health Care Attorneys Attorneys Authors Authors Business Coaches Business Coaches Engineers Engineers Financial Investors Financial Investors Human Resources Human Resources Marketing Consultants Marketing Consultants Professional Organizations Professional Organizations Publishers Publishers Realtors Realtors Small Businesses Small Businesses Trainers Trainers Video Production Companies Video Production Companies Wedding Planners Wedding Planners And more… And more…

11. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. Can A VA Save Me Money? Monthly Results Monthly Results 10 hrs. per week using a VA will recapture one week of every month that has been spent on administrative tasks. 10 hrs. per week using a VA will recapture one week of every month that has been spent on administrative tasks. Annual Results Annual Results Over the year, it amounts to three months/ one quarter of your fiscal year spent on administrative tasks. Over the year, it amounts to three months/ one quarter of your fiscal year spent on administrative tasks.

12. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. Can A VA Save Me Money? If YOUR salary is $100 an hour, that’s $4,000 per week in savings each month and $48,000 for the three month period of time. If YOUR salary is $100 an hour, that’s $4,000 per week in savings each month and $48,000 for the three month period of time. A VA solving these same administrative tasks for $25-50 an hour will cost between $12,000 and $24,000 for the three month period of time. A VA solving these same administrative tasks for $25-50 an hour will cost between $12,000 and $24,000 for the three month period of time.

13. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. What’s the process? The VA will guide you through the process and discuss: Information Gathering/Sharing Information Gathering/Sharing Discuss your business overview along with goals and objectives Discuss your business overview along with goals and objectives How much time do you spend on administrative tasks? How much time do you spend on administrative tasks? Specify the administrative tasks. Specify the administrative tasks. Find out about the VA’s business Find out about the VA’s business Ask for references and samples Ask for references and samples Is this a good fit for you? Is this a good fit for you?

14. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. What’s the process? The VA will then submit a proposal to you for discussion The Proposal – Make changes stage The Proposal – Make changes stage Summary of the prior session Summary of the prior session Scope of the administrative work to be performed Scope of the administrative work to be performed Minimum hours needed estimate Minimum hours needed estimate Hourly rate based on complexity level Hourly rate based on complexity level Expiration date of the proposal/Quote Expiration date of the proposal/Quote

15. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. What’s the process? The VA will prepare an Independent Contractor Agreement that should include the following items: The Agreement The Agreement Tasks Tasks Rate Rate Retainer or Deposit Clause Retainer or Deposit Clause Renewal Frequency Renewal Frequency Termination Clause Termination Clause W9 from the VA W9 from the VA Payment from the Client Payment from the Client Signed Copy for both parties Signed Copy for both parties

16. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. Can I use more than one VA? Many small business owners do use more than one VA to work on large projects or unique specialties. Many small business owners do use more than one VA to work on large projects or unique specialties. When large blocks of time are needed or to support several executives or mobile professionals for one company When large blocks of time are needed or to support several executives or mobile professionals for one company Some people use a different VA in each country they travel to so the VA will be local to the culture for concierge type suggestions. Some people use a different VA in each country they travel to so the VA will be local to the culture for concierge type suggestions.

17. Copyright © 2005 Janet L. Jordan. All worldwide rights reserved. Where can I get more info? Contact me with any questions about the VA industry Janet L. Jordan, MVA, PREVA Master Virtual Assistant Professional Real Estate VA jordan@1VAU.com 361-993-0923 Return to MJE Associates