Several aspiring individuals assume they have what it takes to become a Virtual Assistant. However, they always need to learn when or how to start. Before even considering applying for the role, remember that there are several specialties to consider and essential requirements that clients prefer as they hire VAs.
Worry not; virtual assistants, we have you covered. Check out our blogs on different AI tools that virtual assistants should have under their belt and the various types of Virtual Assistants in the current market. Taking part in the virtual industry is a big step; jumping in immediately without knowing how it works and what to focus on will lead to a ton of rejection and wasted opportunities.
Becoming a Virtual Assistant is like applying for any job in the industry today; you must be prepared for the role. Having an idea of the company, client, or niche you are applying for while being backed up with the skills and knowledge of the chosen position.
This blog aims to provide you with an overview of what to expect as an aspiring Virtual Assistant and to touch base with simple tools and equipment you must secure before applying.
Understanding the Role/s of Virtual Assistants
The typical responsibilities of a Virtual Assistant would generally cover the essential administrative tasks in any business or company. Some would include Scheduling, Appointment Setting, Calendar Management, Social Media Engagement, Post/s Upload, Client Relations, etc. Having a working understanding of these tasks would work in your favor.
The essential and non-negotiable skills of a Virtual Assistant consist of Time Management, Effective Communication, and Adaptability. They are non-negotiable since every workspace can benefit from these skills.
For example, if you are delegated several tasks to cover for a specific business or client, managing your time to accomplish them is the bare minimum; communicating with your supervisor and colleagues from across the globe can only be achieved through effective and active communication. Hence, the need for these skills becomes crucial in landing the job.
Essential Tools To Have a Background On As An Aspiring VA
With the variety of tools accessible today through the virtual realm, it’s best to know which tools can work in your favor. Emails and G-suite are no longer the only applications and tools used for businesses today. Luckily, the new tools and systems used by Virtual Assistants can be learned through blogs or videos accessed on YouTube.
Communication Tools:
As a virtual assistant, you can be working for a client or business across the globe, and the only means of communication you have access to are through tools that offer such. Sending emails may take a toll on you and the client or business you work for since the average turnaround time for an email is 24-48 hours.
Slack, Zoom, G-meet, and Microsoft Teams are current communication tools. These tools are self-taught; they work like any messaging application. What you have to master, on the other hand, is how to maximize the features that these tools have to offer. It’s beneficial if you have also mastered the art of communicating professionally through chats and video conferencing.
Project Management Tools:
Not all Virtual Assistants are expected to have mastered project management tools since specific roles focus only on project management as a full-time position. However, having knowledge or access to these tools can work in your favor. You can use these tools to manage your projects and task/s to ensure you aren’t missing out on anything.
Project management tools accessible to Virtual Assistants today include Asana, Monday.com., Trello, and Notion. The great thing about these tools is that they are open to collaboration, which makes it simple to provide access to the entire team. Mastering these tools can also serve as an edge for VAs because every business today has many projects on its plate, and managing them gives you the upper hand.
Files and Cloud Sharing:
If you apply as a Graphic Designer, Social Media Manager, or Content Writer, these tools for Files and Cloud Sharing will be your haven. The biggest challenge for online industries is managing a ton of data or content for their business, and being trained to organize and manage these files is a huge plus.
Google Drive, Dropbox, and Onedrive are the most common File and Cloud Sharing tools in the online world today. Suppose you plan on becoming a bookkeeper, general virtual assistant, or administrative virtual assistant. In that case, these are only some tools you will need to master since they are essential for the role. For other types of virtual assistants, basic knowledge is sufficient.
Time Tracking Tools:
Some clients are comfortable with flexible working hours, especially if they are away from-the-clock regarding the products and services they offer. Yet, some clients have seamless operations through time-tracking tools. Some examples of these tools are Hubstaff, Time Doctor, Clockify, and Toggl.
Mastery of these tools isn’t necessary, but being comfortable with these tools is complementary. Some individuals do not like being micromanaged, while others are more productive if monitored. It’s about what promotes your productivity and what works with you best.
Technical Requirements
Here comes the big guns: What equipment do you need to secure if you are an aspiring virtual assistant? Some individuals over-prepare and try to get the best gadgets and gizmos, yet they aren’t skilled enough to maximize them.
Others do not know what equipment to secure to spearhead their career as Virtual Assistants. Review some Basic Technical Requirements to secure and kickstart your career as an awesome VA!
Reliable Internet Connection:
Clients and businesses require a minimum of at least 10 MBPS to avoid any delay when it comes to the online performance of your device. Some tools and systems needed by who you work for may vary. As a graphic designer or content writer, working with multiple tabs and tools requires more than the bare minimum.
Also, consider the type of provider you plan on getting, and make sure they offer the best connection coupled with affordable prices. It’s also essential to secure a backup since there are instances where your primary provider will undergo maintenance or disconnection.
Computer and Hardware Specifications:
8GB RAM and at least an i5 processor are essential for computer and hardware specifications. Again, with the tools and systems used by the client or business you are working with, optimal performance can only be achieved with the bare minimum.
Noise-canceling headphones and a webcam can also be requested if the client or business you are working for schedules calls and video conferencing as a means of communication. These can also be used for customer service should you be aligned with such a role as a Virtual Assistant.
Comfortable Workspace:
Your performance as a Virtual Assistant can also benefit from the workspace that you create. If you are working from the comfort of your home, creating a space solely focusing on productivity is best. Try to distance yourself from your bedroom or common areas to avoid distractions. Ensure proper lighting and silence your surroundings to optimize your workspace fully.
Additional Considerations
Before jumping into the Virtual Assistant trend, keep everything as you secure a job with businesses, agencies, or clients. Remember that we work to put food on the table and provide for our basic needs. Taking the leap or risk as you apply for a Virtual Assistant position can be rewarding. However, it may also take time. Try to maintain financial stability as you seek projects or employment opportunities.
Building an online presence or beefing up your CV can be advantageous. Clients, businesses, and agencies want to see what you can do before hiring. It also helps to present your strengths through interviews to serve as your edge among other applicants.
Conclusion
Again, being a Virtual Assistant doesn’t mean that you are working from home and that the responsibilities and tasks are different from the corporate industry. It’s practically the same as any form of employment. You must shoot your shot, perform at your best, and provide the necessary skills and performance levels to earn a steady paycheck.
Try your best to learn different tools and techniques. Since the virtual industry has been adapting rapidly to current trends, there are other options than being left behind. Clients, businesses, and agencies want to hire the BEST; make sure you are one of them.
If you are an aspiring Virtual Assistant and know you have what it takes, message us, and let’s discuss it.