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The VA Toolbook

A guide to launching your VA business

The Virtual Assistant Mastery Course , The Kick-Start Your VA Business , and The VA Toolbook are Copyright to VACT Limited 2017No part of these materials may be reproduced or transmitted to a third party, via the internet or any other form of communication, in any form or by any means, electronic or mechanical,

including photocopying, recording or by any information storage or retrieval system, without prior written permission from VACT Limited. Last Updated Mach 2017

The VA Mastery Course Toolbook

How to Get the Most Out of This Toolbook If you have ever tried to garden without the appropriate tools I imagine you’ve found it a little tricky and certainly very messy.

Used with skill, tools are extraordinary devices that allow us to make life easy.

This is a book of coaching tools that you may find any or all of them useful during your coaching course. They've all been proven to make life easier in some way.

There is no 'right' order to using the tools - you can dip in and try out the ones that interest you, you can do the whole lot back to front, or you can use it to protect your table from coffee rings.

Your coach may direct you towards different tools during your time with VACT, if appropriate, and you can adapt any of them to be a better fit with your goals. We suggest that you experiment with each tool at least once during the course, with an open mind curious to find new experiences and outcomes happening in your life.

What happens next?

You have received this toolbook before the course starts. This is so you can familiarise yourself with the contents and do some work beforehand. The first email will deal with vision and purpose.

Please note that, some of the tasks in this VA Toolbook, will not be relevant to you just now, unless you have already launched your VA business and are ready or are mow working with clients.

Therefore, when they are relevant to you, complete the tasks within this VA Toolbook to help and assisting you in developing yourself, your skills and your client management.

So, for now, enjoy the journey!




Your Future: Vision and Purpose

What do you really want?

Create your future reality now.

This is where it all starts, if you don’t know where you want to go it doesn’t matter much which route you take. Clarity of vision can make the difference between just-a-life and an extra-ordinary life.

A strong vision inspires you; it makes sense of where you are today and why you do what you do. When the going gets tough, a strong vision will support you through the challenges.

Who are you?

Exercise 1:

Write a description of you, of who you are, what makes you unique and original? What do people love about you? What are you enthusiastic or passionate about? What qualities do you have that make you unique? What is your personal style? If your best friend were to describe you – what would they say? Describe yourself in the space below.

Exercise 2:

If you were brave, who would you be? It could be “you”, someone famous who you feel inspired by and represents who you would be if you were brave, or someone person you know.




In other words, what would being brave as this person allows you to accomplish that you may feel you cannot at the moment?

Exercise 3:

If you could cut down the above descriptions into one (or two) power word or words– what would that those words be? This description will make you shine from within, make you laugh out loud.

This is the word (maybe more than one) that describes the essence of you. This description of yourself makes you feel excited, proud and delighted - a magnet for all that you choose, someone who lives and breathes 'attraction'

Chosen ‘Power Word’:

The word you choose is going to be your theme for this coaching course. Write down your power word and post it where you can see it every day.




Exercise 4:

If you were to live your life as this person from now on – how would you do things differently? Ask yourself – what actions would this person take? Describe how life would then be different for you.

Now that you know who you want to be, what you want to do to increase you success will fall naturally out of your vision. It's time to name your objectives for your coaching course, and to identify what you want to accomplish. Have as many or as few as you like.

Over the time of the course I wish to accomplish the following objectives:




Why are you going into business as a Virtual Assistant – what is it you want to create / achieve and why?

Exercise 5: Creating Your Vision

Imagine you are now running your VA business.

THE VISION is an end point, which takes note of how, you operate today and of whether you are heading in the right direction. It should be the first step of any business plan. It is important to know where you are heading, if you don’t it doesn’t matter which way you are going. You must have an intention so that you do not appear to be adlibbing each day!

What specifically do you want to see yourself achieving in your business?




Please write a day in your life of your business in a chosen day in the future. (Stated in the positive!!) What DO you see, hear and feel etc. when you have it – talk about your vision as if it is now as it MUST be in the PRESENT TENSE? Make it REALLY compelling. Success has to be something you want as much as your need to breathe. It is as if you have stepped into that future moment and you can experience it and are talking out loud what you see, are hearing and are feeling. A vision described in this way creates the equivalent of a memory it is that powerful.




The Virtual Assistant’s Assessment

Overview

The VACT Virtual Assistant’s Assessment has been designed to support you in creating the best possible business for you by you. It will give you the opportunity to really examine and play to your areas of strength and upgrade in your less strong areas.

Aims

To give you the opportunity to:

Self-test yourself and your business against seven key success areas Identify strategies and action plans to improve your scores giving you a

stronger foundation to your business Reassess how your strengths have changed during the course Build for the future by creating an on-going upgrade routine.

So How Does This Work?

This Assessment is a tool for you to use on an on-going basis within your business.

Each time you go through the Assessment be totally honest with yourself, and let the questions be meaningful for you and your business.

If you find that at the moment a question doesn’t seem to apply to you, then ignore it for now, but commit to consider and look at it again next time you score yourself.

You can use the Assessment like a blue print for your practice and you will discover as you and your VA business develops and grows that the meaning to you of some of the questions will change. That is a good sign, so don’t panic!

This is a tool, not a game, although you can stretch yourself by playing it like a game if you want! So, please do not try and race to get straight 5’s in every area as soon as possible. The idea is that the Assessment will help you identify your natural strengths and the areas where you need to work a little harder, or arrange for help from elsewhere.

To begin with, you might think of creating strategies and action plans to improve any of your scores which are less than 3, or you could do some of those mixed in with some 3s or 4s which you would like to move up to 4s and 5s.




Throughout the course we shall be asking you how you have got on in improving your scores and will ask you to share what has worked for you so that others may benefit from your experience (and when someone else is sharing, you will benefit from theirs!).

As your business evolves, go back to the assessment and start from scratch. Let the questions be triggers for you to think about how you could take you and your business to the next level.

You will probably find as a result that your scores change completely – GREAT! That means you are ready to take action to evolve - enjoy!

Systems

No, Never Yes, Always

My filing system works for me so that I can retrieve ANYTHING within seconds............................................ 1 2 3 4 5

My diary system is so fantastic that it will never let me down............................................................................... 1 2 3 4 5

I have separate daily and monthly diary systems for regular tasks................................................................... 1 2 3 4 5

My early warning system for low supplies of my own stationery and that of my clients works perfectly so that I never run out of anything..........................................................................

1 2 3 4 5

My client billing records for itemised bills are as detailed as they can be……………………………………………… 1 2 3 4 5

My time management system is so accurate that I NEVER over-promise and under-deliver......................... 1 2 3 4 5

I have a reliable resources database to source requests from clients quickly and at the right price.....……………. 1 2 3 4 5

I have a procedure flow chart for every task…................ 1 2 3 4 5

I can always guarantee I am completely up to date with everything…................................................................... 1 2 3 4 5

My systems allow me to be responsive rather than reactive........................................................................... 1 2 3 4 5




Skills


I am more efficient and organised than my clients.... 1 2 3 4 5

I have a great word processing speed....................... 1 2 3 4 5

How efficiently can I use the software applications my clients need me to use?.................................................. 1 2 3 4 5

How spread sheet savvy am I?....................................... 1 2 3 4 5

How confident am I at using and managing email?......... 1 2 3 4 5

How good am I at using contact databases e.g. Outlook?........ 1 2 3 4 5

How quickly could I update my clients’ website if they requested it?.................................................................... 1 2 3 4 5

I have a fabulous writing style?....................................... 1 2 3 4 5

I am as proficient and trained as I want to be in all areas......... 1 2 3 4 5

I have identified how I will keep my abilities and skills on the leading edge........................................................ 1 2 3 4 5

Equipment


I have the most up to date computer equipment.... 1 2 3 4 5

My photocopier is of excellent quality and regularly serviced.... 1 2 3 4 5

My scanner is of excellent quality, interfacing properly with my P.C. and regularly serviced.............................. 1 2 3 4 5

My fax machine 100% reliable ...................................... 1 2 3 4 5

All my equipment has 24 hour on site service agreements ........ 1 2 3 4 5

All of my office equipment is leased so that I can constantly update to the latest technology .................... 1 2 3 4 5

My telephone system allows me to differentiate between calls on different numbers so that I can answer redirected client calls appropriately………….

1 2 3 4 5

I have a quality headset that is perfect for me ................ 1 2 3 4 5




I have reliable, cheap telephone providers....................... 1 2 3 4 5

I back up all my systems daily and I give my clients the tools or know how to do the same........................ 1 2 3 4 5

Service Standards


I have set up a monthly meeting with each of my clients to identify how they view my service and how I can add extra-ordinary value...........................................

1 2 3 4 5

I have a full ‘menu’ of all my services so that clients can see what is on offer........................................... 1 2 3 4 5

I have established and published service standards that I can guarantee to deliver................................................... 1 2 3 4 5

I have clear and understandable charges for different work that I publish in advance for clients.......................... 1 2 3 4 5

I know how each of my clients wants work presented to them and I always get it right.............................. 1 2 3 4 5

My work is always of the highest quality, thorough and complete before my client receives it....................... 1 2 3 4 5

I am totally committed to client confidentiality and have an agreement that binds me to this.......... 1 2 3 4 5

I keep an up to date C.V. or resume to give clients to demonstrate my level of experience…………................. 1 2 3 4 5

I always respond to clients within my agreed service response times.......................................................... 1 2 3 4 5

I always make the effort to tune into my clients’ wants, needs and moods...................................................... 1 2 3 4 5




Client Relations

To what extent am I a ‘safe pair of hands’ for my clients?...............................................................................How often do I add value by being innovative and/or upgrading my clients systems with their blessing?............................................................................I always do not just what is asked but also something extra too......................................................................................I think ahead from my clients' perspective to anticipate their needs........................................................................My clients can honestly describe me as professional, warm and friendly........................................................................I am genuinely interested in my clients’ business………......I immediately instil trust and calm in my clients…..............I am sensitive to my clients' feelings about their business and their protectiveness over it..........................................I always take responsibility for what I do............................The client is always right, even if sometimes I have to steer them...................................................................................

No, never Yes, always

1 2 3 4 5

1 2 3 4 5

1 2 3 4 5

1 2 3 4 5

1 2 3 4 51 2 3 4 51 2 3 4 5

1 2 3 4 51 2 3 4 5

1 2 3 4 5




Business Standards

I have a clear vision for my practice......... ...........................I have strong boundaries in place for my business and me..I tell my clients what these boundaries are………................I value my business and myself...........................................I choose my clients.............................................................I love working with each of my clients…..............................I have a network of colleagues to whom I regularly talk to keep me on the leading edge of my profession.................How significantly do I invest in self-care?............................My financial systems are fantastic.......................................My business thrills me ......................................................

No, never Yes, always1 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 5

1 2 3 4 5

1 2 3 4 51 2 3 4 51 2 3 4 5




Contingency Plans

I have perfect back up when I am on holiday or ill..............I always over-respond to problems....................................I am responsive to unusual or exceptional client crises or requests – I am flexible………............................................I am open to ‘just in time’ learning....................................I always let a client know my fees in advance for extra work.................................................................................I have ‘associate’ VA's who I trust to be able to pass work and clients on to when required……………........................I would meet clients face to face if they wanted to…………I would support my client with non-business related work if they wanted me to............................................................I have identified what would be a business disaster scenario for me and I know how I would deal with it……… I have plentiful reserves of everything!................................

No, never Yes, always1 2 3 4 51 2 3 4 5

1 2 3 4 5

1 2 3 4 5

1 2 3 4 5

1 2 3 4 51 2 3 4 5

1 2 3 4 5

1 2 3 4 51 2 3 4 5




The Virtual Assistant’s Skills Audit

Overview

This is where you can audit which skills you have already and identify what skills you may want to build on or source to make your business truly successful.

Aims

To give you an opportunity to:

Audit where you are now in terms of the skills you will require. Start acquiring or sourcing those skills you feel you have to have but are

missing. Realise that you don’t have to do everything yourself.

Before you audit yourself.....

Just remember it is not necessary to have all the skills yourself. If there are certain areas in which you have no experience or know that you dread, and then think about how else you could source these skills. Maybe pay a bookkeeper; hire a virtual assistant etc etc.

Here is a short assessment to take. If you score less than 3 in any areas start taking action now to improve your score to at least a 3.

For those scores of 3, assess how vital this skill is to your business – if you think it is important then again, start taking action to improve your score. Ultimately you are aiming to have scores of at least 4 in all the areas as soon as you are able.

Go through the assessment test and answer the questions as honestly as you can,

For any which you have scored less than 3, immediately create an action plan to improve your score.

Now start working on all 3’s and 4’s to increase your score, choosing some easy ones first maybe to give you some quick wins!




I am flexible to changing demands..........................I am good at delegating...........................................I am willing to ask for support.................................I always complete one task before moving on to thenext one..................................................................I can separate my work and personal life...............I have a clear purpose...........................................I have a clear vision...............................................I am well organised...............................................I am good at email management..........................I am effective at paperwork..................................I am happy with my telephone style…….............I am happy with my writing style…......................I am a great communicator.................................I am good at keeping track of my accounts........I understand cash flows and P & L accounts.....I am good at managing electronic information....I know how to project manage.............................How would I rate my ability to use all the technologyI require?..............................................................I have the physical space to expand……..............I have the mental space to grow..................My diet is healthy.........................................I put myself first............................................I have a great exercise regime.....................I plan well.....................................................I am committed to my own personal developmentMy community is strong................................I am good at prioritising................................I am good at blowing my own trumpet……..I am confident in myself...............................I am going to be a success…………………

Not at all TotallyNever Always

1 2 3 4 51 2 3 4 51 2 3 4 5

1 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 51 2 3 4 5




The Pros & Cons of Virtual Working

Overview

Virtual working is going to be one of the most significant forces changing our social structure in the early part of this century.

It completely changes the dynamics within communities and family units. Individuals can choose when they have their free time and how they use it, and they have more of it because they are much more effective when they are working.

However, there is no doubt that those working virtually are faced with different challenges in their new workplace to those many of us are familiar with in the traditional setting; at the same time they have the opportunity to be empowered to choose how they live their lives.

The definition between ‘work and play’ can become blurred and the opportunities that this new paradigm offers are infinite. However, with any change there can be pain – and so we will look at ways to make the move to virtual working easy and effortless.

Key Points

1. Choosing to work virtually is a conscious decision. The trick behind making it work for you is to get to the bottom of why you want to work this way – and then turning those reasons into a practical reality.

2. Working virtually is not just about you; it affects those around you too. Some may find it difficult to come to terms with the idea that you really are working because this new way is so different from what they are used to. Also, as you start to reap the rewards of working towards personal fulfilment, friends and family may find it hard to understand how you can be so content and fulfilled – but they will soon want to know your secret!

3. Getting the basic building blocks in place – understanding your core beliefs, motivators etc – is a crucial part of being successful in your new life. Take time to work on these.

4. There are downsides to virtual working. You are on your own, so you do not have the light hearted coffee breaks, the light hearted banter, and the colleague at the next desk with whom you can talk through an issue or the Technical Department to call on when your computer crashes.

The upside is that you choose who you work with, so creating your own firm community is a very important success factor. Keep your antennae tuned all the time for people who interest you, intrigue you, or sound like they would be really useful to




know – and keep in touch with them; you’ll be amazed what unexpected opportunities appear.

The Pros and Cons of Virtual and Traditional Working

Virtual Working

PROS CONS

Be able to live the life you want Silence whenever you want it You work in your environment Personal timetable Work when it suits your body

clock Convenience Choose who you work with More effective No need to conform before

getting the job underway (dress, protocols etc)

Have to create a community No esprit or camaraderie ‘on tap’ No personal support No wind down time (i.e.

commuting time)

Traditional Working

PROS CONS

Ready made communityColleagues to share withCoffee breaks and friendly chatClear job definition

Office politicsCommutingEating poorlyWorking with people you wouldn’t choose toSocialising because you have toPredefined working hoursNeed to conform






The wheel of life Getting an accurate picture of your present

balance

What do you want, short term & long term?

The Goals Table

Maximise the time you have today.

Explore the Present

Create positive energy and mental control.

Awareness


The Wheel of Life

This tool has 2 functions

First, it helps you to identify which areas of your life are causing you to have difficulty, to experience stress, where you are not getting the support of the universe, where you are out of flow.

Second, when you have identified these areas, you are encouraged to make your wheel bigger, so that the ride is easier and you don't have to work so hard to get where you want to go.




Here's how to make the wheel of life work:

Divide your life into 8 different sections (you can use the sections 1 - 8 on the Goals Table, or you can substitute them for ones that mean more to you).

On the central dotted line in each segment of the wheel of life, record the level that you are currently living each section of your life. 1/10 is really lousy, 10/10 marks a perfect present! The centre of the circle represents 1/10, the outer rim 10/10.

Join the dots together - it will make a rough circle.

This is the wheel that your life runs on. How smooth is the ride?

What are the major bumps, the chunks out of your wheel?

What will you put into action that will begin to draw that part of your wheel outwards?

Move to the Goals Table, and create some goals that will make your wheel bigger, and the ride smoother.




The Goals TableMake these big enough to stretch you outside what you currently consider to be possible.You may replace the sections to suit you…

SECTION SHORT TERM LONG TERM

What do I want? What do I want?

FAMILY & SOCIALRELATIONSHIPS

ME TIME

PERSONAL DEVELOPMENT

HEALTH

BUSINESS

ENVIRONMENT

FINANCIAL

SPIRITUAL




Explore the Present

Strategizing the Easy Way

How often does everything go according to plan? How much energy goes when you have to force things to go according to

plan?

When you have a clear vision, you can go out there and make it happen.

Or, you can take the stress out of your work, and attract your vision to you, by doing all you can to make the most of the increased opportunities that you begin to see.

Here is a strategy that makes the most of what the present moment is offering you, so that you can take the opportunities that answer your vision, even if you had not planned for them to come up.

This strategy is very simple, and is effective however big your vision is. Using this, you begin to work with what is already naturally occurring for you, rather than trying to force things to fit with how you think they should be happening.

Harness Energy to work for you

Why do this the hard way? Why would 'creation' not step up and support you creating the future?

This strategy makes the most of coincidental happenings that help you to check that you're on the right track - it helps you to work with synchronicity.

Remember:

If you need a surge of adrenaline, or to feel pushed, in order to perform and realise your goals, then this is not for you.

This way of creating something bigger than you is much easier, though it will require you to be open to making the most of the opportunities that come your way.

You will have to stretch, to break through your resistance or fear, and some of your small actions will represent a major triumph for you over your fears.

If you are focussing on your own evolution, rather than the end result of your work, then you will find this process rewarding, and may get better results than you imagined.




How it works:

Using the worksheet on the next page:

1. Make a list of all the opportunities that today brings (this includes quiet time, time for yourself, time for personal development and training, as well as the different professional opportunities of your business. If you have a particular area of your life or business that you want to focus on, what opportunities do you have to focus on that?)

2. Prioritise the list (what feels right?).

3. With the top 3 priorities, list 5 easy actions that you can take that will allow this opportunity to blossom.

4. Take all 15 actions today.

5. Rest - you have done enough to bring your vision to you.

Looking after Number 1

Will you choose to make your body into a miracle machine?

Have you ever focussed yourself totally on your health?

Relax for a moment and ponder the question:

If you put your Self first, what changes would you make to your day that would nurture and support you being your best?

Please. Make your coach’s job easier, and your creative work sustainable, by treating yourself with respect and love. Eat well, drink plenty of water, have a balanced life. After all, the creative work - business - you are doing is not your life.




Daily Worksheet Explore the Present

Take several copies of this, use this strategy every day

Today’s opportunities:

Priorities top 3 opportunities: Easy actions (30 minutes max)1. 1

2345

2. 12345

3. 12345

Daily Care – Look after number 1 1234

Daily Care

Looking after number 11. Mental Rest

2: Emotional health:3: Physical health:4: Healthy eating:

5: Water to drink:




Awareness

The Key to Personal Evolution

How much time and energy do you lose through slack mental control?

Loss of mental or emotional control shows up in lots of ways - most of us have our own personal energy sucks, for example:

Procrastinating - playing old mental records that help us avoid showing our true potential

Mental dramas - the time-consuming arguments, battles, discussions, imagined injustices that help to solidify our limited ideas, and keep us small

Fighting with others - real or imagined

Getting stuck in a spiral of negative thought

Attachment to pipe-dreaming/magical thinking that helps us to escape from the opportunities that are presenting right now

Justifying the ways that we have designed to keep us firmly in our past, or even ill (unwritten letters, draining finances, unhealthy environments, poor self-care, draining relationships)

Self-criticism

Worry

We have a choice about whether to continue these 'losing games' that we play with ourselves. What would be possible if we chose to get our energy from healthier sources, such as joy, vitality, effortlessness, or other qualities that we value?

If you want to get to a position of choice and move beyond these energy sucks, there are some very simple ways to help yourself. The 2 exercises that follow have worked for those that practice them for thousands of years and we recommend that you spend 15 minutes every day doing one or more of the exercises.

For both the exercises, you will need a chair, and a 'no entry' sign on the door. It doesn't matter if your environment is noisy - in fact, this can be a bonus.




Body Awareness

Sit comfortably and close your eyes.

You are going to become aware of certain sensations in your body that you are feeling

…..become aware of the feeling of your finger resting….of the pressure of your arms where they are resting….of your feet pressing against the ground….of your hair on your scalp….of your clothes as they touch your skin on your shoulders.…neck…knees…..buttocks…shoes.…Now become aware of your sitting posture…don't change it, just become aware of it. …Feel the heat or cold of the atmosphere around you.

Go through the exercise again….your back….your right hand…your neck…your thighs…your forearms.

You may focus on these or other parts of your body - the important thing is that you get the feel, the sensation of each part, that you feel it for a second or two and then move to another part of the body.

Sounds Awareness

Sit comfortably and close your eyes. Begin to hear the different sounds around you -

~ cars….birds…people…wind….rain…insects…clocks….whatever you can hear around you.

Keep bringing your mind back to the sounds that you can hear. Begin to deepen your listening. You may begin to hear different sounds together, or different parts to the

same sounds, different tones and pitches, different depths.

As your mind is distracted, gently bring it back to focus on the sounds around you.After 10 minutes, bring your attention back to your body, open your eyes, stretch and continue your day.

As you become practised in these exercises, you may increase the time that you spend doing them, starting with 5 minutes, and increasing up to 20 minutes.

How do these exercises work?




Occasionally you may experience total concentration for part of the time that you are sitting.

The important part is the acknowledgement that your mind has wandered, and gently bringing it back to focus. Far from chastising yourself about being unable to focus, and giving up, this is really about acceptance of what your mind naturally does, and practice on lightly directing it back to a (fairly uninteresting, let's be honest) point of concentration. You cannot do these exercises wrong - if you are feeling particularly distracted one day, and you find your mind wanders a lot in the exercise, that's fine.

Whenever you notice it, bring your mind back to the focus. It is the noticing that is important, then bringing your mind back to focus, not how long you can focus, or the quality of your exercise.

That's all. You can deepen these exercises, and you will find your self-acceptance growing in leaps and bounds (so long as you are not judging yourself during the exercises). Naturally, as you get to know your mind better, and are freed from any self-criticism, your life will effortlessly change. You don't have to do anything else.

END

Note: If you have any questions relating to this VA Toolbook please contact your dedicated VA Trainer in the first instance or HQ on email [email protected]



mailto:[email protected]

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