Now that you have set up shop as a virtual assistant, you need to put it in writing. There are several documents you need to write if you want to have a successful VA practice. Here are some:

1. Business Plan
2. Marketing Plan and Calendar
3. Vision and Mission Statements
4. Client Contract detailing policies and procedures
5. Contract for Sub-Contractors, if you use them

You and your clients should have a clear understanding of what is expected from each party and what deadlines are required. Put it in writing and include your availability by phone and email.

What else do you think you need to have in writing as a virtual assistant?

Recently someone searched here for information about whether or not to post their support hours on their website.  So I wanted to provide some information about that.

Often, especially when a virtual assistant first starts their business, they may feel the need to work at all hours - late into the night and on weekends. Of course that's the beauty of working for yourself - you can work those hours if you choose and take the more traditional hours to spend with your family.

However, do you want your clients thinking they can call you at 2 pm on a Saturday or email you at midnight and get a response at 6 am? Though you want your clients to feel that you are available, you need to set some guidelines as to when you are available and make sure all your clients are aware of this.

So I suggest you determine set hours that you are available for phone calls and make it clear when you will return emails. By clearly setting specific hours you work on client projects, your clients will know when you are available and appreciate that. And you won't feel pressured to be up till midnight finishing a project since your clients know your work day ends at 5 pm.

One note of caution: as virtual assistants we may have clients in more than one time zone. Make it clear what hours you work in your time zone and be sure clients in different time zones are aware of the time difference.

Yes, let your clients know your available hours. Post your hours on your website and include it in your contract. Both you and your clients will appreciate it.

Defining your target market can be challenging, especially when starting your virtual assistant business.  But you may have been a VA for a while now and just realized you don't have a clearly defined target market. Now's the time to narrow your target so you can aim your marketing materials at a specific market.

Think about your current and past clients. What do they have in common? Are the majority women business owners? Do you find the majority are life coaches or in another specific industry? What about your values and beliefs? What are they and do your clients share those values and beliefs?

Now you can begin to define your target market based on the types of clients you've already worked with. Look for prospects that share your values and beliefs.

How did you define your target market?

Let us help you define your target market. Contact us for a free 30-minute VA coaching call.

When I first started working as a virtual assistant and had just the one client, time management wasn't much of an issue. When the client clled or emailed requesting a task to be done, I could immediately jump right on it and within minutes or an hour, depending on the task, I could let the client know the task was complete.

As my client base grew to two, three and more, it was still fairly easy to immediately handle an incoming task. Not only were clients impressed by the quick turn around time, they now had the expectation that anytime they called or emailed, their task would get done - immediately.

Now, I do want each of my clients to feel special and important. They need to know that when they send me a task it will get done in a timely manner. But is it realistic that each task will always be done immediately? Of course not! The expectations I set at the beginning of my business were not realistic and did not allow for the growth to 20 plus clients. Time management now became an issue. Imagine if even six clients called or emailed within a fifteen-minute period and requested a task and they each needed it within the hour! What if I was already in the middle of handling an urgent task needed within the hour? It just is not feasible to think that each client could get their task handled immediately.

As my business has grown, I've adjusted my work flow procedures and my client's expectations. They still expect a timely response and quick turn around. It's just a more realistic expectation. Instead of having to learn this the hard way for yourselves, here are suggestions, based on my experience, for effective time management and setting realistic expectations.

1. Decide early on what your working hours will be and include the information in your contract. Recently my clients were informed that my working hours are 10-12 am and 1-4 pm (PST) Monday through Thursday and that Fridays are for administrative tasks. This allows me one day to handling billing and bookkeeping and prepare the plan for the following week. This helps me be more productive.

2. Create an email policy and inform your clients. I just instituted a new email policy as follows: Another step in effectively managing my time is to respond to emails at 10 am, 1 pm and 3:30 pm. Should your matter require more immediate attention, please call my cell (XXX) xxx-xxxx. Thank you for your understanding.

3. Make sure you clearly inform your clients of your turn around time. My clients know I will respond within 24 hours to their request, excluding weekends. My response will indicate when I expect their project or task to be completed. If for any reason it becomes necessary to extend the timeframe, let the client know as soon as possible.

I recently informed my clients of my new work flow procedures and timely responses to emails and other requests. Each has responded in a positive manner, understanding the need for managing time effectively and still promptly handling their projects.  Some of their responses are:  "Love the new schedule!  Thanks for letting me know." "I certainly will honor your new schedule and hours."

What have you done to manage your time effectively and how do you set realistic expectations?