When you have more than 2 contractors who are working with you and working with your clients, who are depending on you to provide their livelihood; you have a Multi-VA business.
For the past 5 years, I have been managing my Multi-VA company, AnotherME. I didn’t start out with the intention of growing a Multi-VA business. Originally I had a business partner, and we shared all of the business tasks like marketing, bookkeeping and client sales; along with sharing the client workload. When we both recognized that the business had grown and our goals for the business were not the same… it was time to dissolve the partnership. (that’s another topic for a blog!)
The first thing you need is a good… no, make that a great bookkeeper. Once I gave up the tedious task of billing, collecting and paying all the contractors – I was free to start generating new business and working with my client base. I still have control. I see every timesheet, every invoice and sign all the checks that go out! I get monthly reports from my bookkeeper and we email the QuickBooks file back and forth. So I always have an up-to- date copy! As a business owner, you have to make that leap and get over your fear of losing control!
If you are just starting out and have a few contractors, now is the time to develop some basic systems, processes and forms that you can use on a regular basis. These will become your foundation as you grow your business.
Forms – Create a client information sheet, a VA checklist for client tasks, a Contractor Service Agreement and a Client Service Agreement. Don’t feel pressured to spend a lot of money. There are many resources online for Service Agreements and contracts. Find something that works for you, but expect to make changes as your business grows.
Systems/Processes – I recommend you start out right with Quickbooks for your invoicing, tracking and payments. You can get a copy of QuickBooks at Costco or Sam’s Club. We also use a time sheet system called EZtime by TimeRewards. This was recommended by my CPA because it ‘syncs up’ the time sheets and the work descriptions with Quickbooks. (easy payments, easy invoicing…all in one place) There are several other systems out there – FreshBooks, BaseCamp,etc. Just find a bookkeeping system that will scale and grow with your business. If you have to pay a little right now – it’s worth it in the end. It will be less hassle when you upgrade or outgrow the “freebie”.
Communication is the KEY to managing your Multi-VA contractors and your clients. I recommend emailing, calling or IM’ing with your contractors at least once a week. That communication will help you develop good relationships and give you insights into your contractor’s abilities …and loyalties. I stay in touch on a regular basis with all of my VA’s. They can call or email me anytime with questions, problems (business and personal) or ideas. They are free to communicate with the bookkeeper when they have questions about payments or need help with the Time sheet system. The bookkeeper also communicates with the contractors if she has questions about their time sheets! We work as a team. With 14 VA’s scattered throughout the US, I started doing conference calls with my team. We use FreeConferenceCall.com and everyone dials in. It’s just another way to communicate and develop your Multi-VA team.
Create a Virtual Assistant profile of the type of contractor you want to hire in your business. Just like an employer creates a job description or a recruiter has an “ideal candidate profile”. This is critical. Too many chiefs and not enough Indians will cause problems down the road.
And the last, but most important tip – be prepared to change. And then change again! You’ll find that once you get it all figured out, your business will start growing; and then you’ll have to change. And that’s a good thing! Having your own Multi-VA business and managing (working with) a team of professional women is rewarding and worthwhile! I wouldn’t have it any other way!
Written by Patty Keller
EMAIL Patty.
Patty Patty Keller, owner and founder of AnotherME, a Multi-VA practice; with 14 VA’s located in 7 states and supporting real estate professionals around the country. She is also a Senior Manager with SendOutCards.com.
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