Did you know...

You don’t need to do and be everything in your business?

You can focus on the things you love and not stress over the rest?

You can receive support in your business ventures?

But how…

Many business owners struggle to complete all that needs to be done in a day; the paperwork, the document formatting, the scheduling. And let’s not forget about those things you know you should be doing, but haven’t: Your newsletter, social media, marketing materials, follow-ups, the list could go on…

You cannot handle it all.

Most entrepreneurs don’t like to hear that. Maybe right now you think you can, but to strategically and successfully grow your business, you need to focus on your passion. Let the other aspects of your day, the things that are holding you back from your full potential, be handled by a Virtual Assistant. If it’s not your forte, why not pass it on to someone who loves to take on those tasks that you know you dread, as opposed to frustrating yourself trying to figure it out? If you need some help getting to this spot, we can get you there.

That is where we come to the rescue.

At Dynamic Virtual Solutions, we work together with our clients to provide support and clarity for small to medium sized businesses. By cultivating relationships with our clients, we work with them to achieve business success, efficiency, and credibility. With a wide range of administrative and design services, we are here to help ease the stress in your workday.

About Emily

Founder of Dynamic Virtual Solutions, Emily Christopherson, originally comes from a small town farming community, and has now planted her roots just north of Calgary, Alberta Canada. Her background includes experience and education in Administration with certification in both Office Administration and Virtual Assisting. Her background and education also includes graphic design, holding the Graphic Design certificate through SAIT in Calgary, Alberta.

Latest on the Blog

When to Hire a VA as You Grow Your Business

On April 4, 2017, I had the opportunity to be on a panel discussion with two other amazing women, Cameo Delisle (an expert social media manager) of Cameo Delisle Consulting, and Retta McLeod (a fantastic bookkeeper) of RLM Business Services. The panel discussion was based around the topic of “When To Hire: How to Build Your Team As You Grow Your Business.” I had the privilege to be surrounded by a group of heart-centered women that are part of the eWomenNetwork – a supportive group of women entrepreneurs that I have been a member of for six years.

As a speaker on the panel, my goal was to clearly explain my role as a Virtual Assistant and to answer a number of questions regarding when to hire a virtual assistant to grow your business. Now, I do not claim to know absolutely everything about the Virtual Assistant industry, and some VA’s would answer these questions differently than me, but I wanted to share my thoughts based on the questions that were asked. Here are the questions, as well as my answers, from that panel discussion.

Question 1: When should I hire a Virtual Assistant?

There is no set timeframe across all businesses that dictate when you need to hire a VA. Every business is unique and different. It’s not some hard and fast rule that by day 90 of your business, you must have a Virtual Assistant. Some entrepreneurs choose to hire a VA before they even start their business, to have someone to help launch their business; while others hire a VA one month down the road, 6 months down the road, or two years (or more) down the road. The common denominator when it comes down to hiring a Virtual Assistant is when you have reached the point of overwhelm. You may have been there (or are there) and not only is that a major issue in your business, it is also hard on you personally, professionally, and emotionally.

So what is this point of overwhelm? Well, one of the best ways to describe this is if you find that you are bogged down with repetitive tasks, or you’re not able to keep up with your incoming emails, phone calls, and daily administrative tasks. If you find that you are no longer focusing on what you love to do in your business, that is also a huge indication that you should start looking for some help. If you’re still not sure if you have reached this point, then consider this tip: At the end of each day (or throughout the day), take note of all of the things you did throughout the day. Do this for at least three days and you will start to discover what is taking up your day, and how much of it you could pass off to a reliable assistant.

Most, if not all of us, started our business wearing all of the hats. We were the founder, the CEO, the marketer, the bookkeeper, the social media manager, the appointment booker, the CCM (Chief Coffee Maker), the event coordinator, the website manager, and much more. In order to scale your business, hiring help is essential. No one makes it all on their own.

Question 2: What can a VA take off my plate and what is the first thing I should delegate?

This is dependent on each business. Make sure you have a conversation with your VA (or potential VA) before you assume what services they offer. Each VA comes with a unique set of skills, and although a lot of skills overlap across the industry, you will want to make sure their services match up with what you are looking for. Connection with the right VA is also important. Most Virtual Assistants will be working alongside you in your business, so you will want to make sure you get along and see a relationship building with the person you are looking to hire. You can usually tell by the first conversation or two that you have with your potential VA if they are the right fit.

For example, if you are a speaker, you may be looking for a VA who can arrange speaking engagements, travel arrangements, hotel accommodations, venue research, etc. However, if you are a realtor, you may be looking for a VA who knows how to update website listings, can create new property posters, update your social media, etc.

Virtual Assistants can take on a wide range of services, but some of the most common services include:

  • Document formatting
  • Email management
  • Phone management
  • Data entry
  • Newsletters
  • Transcription
  • Travel Arrangements
  • Presentation Preparation
  • and much more… (to check out a list of Dynamic Virtual Solutions’ services, click here)

I have found that one of the first things that a business owner will hand over is their newsletter. A good VA will have a conversation with you to determine what your needs are and the best starting point for you.

Question 3: Does it matter where my VA lives and how do I communicate with them?

This may seem like a strange question, but you would be surprised at the amount of times I am asked this. As a VIRTUAL assistant, your VA will be virtual, meaning they can work from anywhere. However, one thing you may want to consider is time zone differences. Although this is definitely not a hard and fast rule (and some VA’s will disagree with me on this point), I personally recommend that you hire someone within a two hour time zone difference of you. The reason I say that is based solely on the fact that I like connecting with my clients on a very regular basis and I want to always be nurturing that business relationship that I have with them. If your VA has a time zone difference of six hours, for example, that will mean you cannot connect with them nearly as often, and that may cause them to not always be up to speed with what is happening in your business. It is all personal preference. If you are simply looking for someone to do the occasional blog post or website update, then the time zone really would not matter.

In regards to communicating with your Virtual Assistant, the majority of your correspondence will be via email. I also recommend that you connect weekly or bi-weekly through phone call, Skype, or Zoom. If you are needing to easily share files with your VA, then I recommend you use Dropbox. It’s a free account and saves so much time when sharing files!

Question 4: Where do I find a VA?

The most common way to find a Virtual Assistant would be through online VA Directories such as VA Classroom, IVAA, or VA Networking.

I personally enjoy finding and meeting new clients at live networking events. If you are a Virtual Assistant and you are reading this, I highly encourage you to attend live networking events in your area to meet new people. This will help establish the ‘know, like, and trust’ factor when you are looking for clients. However, this is not usually where you will find a VA.

Another suggestion is simply to ask around. It is likely that 1 in every 5 people at a networking event either works with a VA or knows someone who does.

An extra tip for YOU:

From the panel discussion, it was made clear that just because you can do everything in your business, doesn’t mean you should AND just because you are busy, doesn’t mean you are being productive. One of the best productivity tools I can recommend for saving you time is Acuity Scheduling. Acuity Scheduling is an online calendar scheduler that helps you easily setup your calendar for people to easily book meetings (whether in person or by phone), you can schedule in team meetings, and simply block off days in your calendar to focus on working ON your business! Pro tip: Still love paper calendars? No problem! Sometimes I have clients who still love their paper calendars (I’ll admit…I do too). So what I recommend is that once a week they take a picture of their calendar, send the picture to me (or their VA) and their VA can update their weekly online calendar.

I had a great time speaking on the panel for the eWomenNetwork on April 4, 2017. If you found these tips useful, or you have any questions, please comment below!

To see a listing our Dynamic Virtual Solutions’ Services, please click here.

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Welcome to Our New Website!

Welcome to Dynamic Virtual Solutions’ new website! We can’t wait to get to get to know you better. Check out the information below to learn about who we are and what we offer:

About Dynamic Virtual Solutions:

Dynamic Virtual Solutions started over five years ago with a specific goal in mind:
To help small business owners relieve stress in their day by providing administrative support. Although we still hold true to that, our vision has expanded to form a relationship with our clients, provide valuable insight, and become a trusted resource for those with whom we work with.

About the Founder:

Founder of Dynamic Virtual Solutions, Emily Christopherson, originally comes from a small town farming community, and has now planted her roots just north of Calgary, Alberta Canada. Her background includes experience and education in Administration with certification in both Office Administration and Virtual Assisting. Her background and education also includes graphic design, holding the Graphic Design certificate through SAIT in Calgary, Alberta.

 

What We Offer:

Dynamic Virtual Solutions offers you peace of mind knowing your administrative tasks are being handled in a reliable fashion. We offer a number of services to save you time and money, so you can expand your business to its full potential.

Administrative Services, Design Services, Social Media Services, And more!…You can check them out here.

We can’t wait to get to know you better! Click here if you would like to sign up for free tips and updates!

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When To Hire: eWomen Event on April 4, 2017

Have you ever when is the best time to hire for your business? Join me on Tuesday, April 4, 2017 as I speak with a panel of amazing women entrepreneurs where we will tell you all the details you need to know for hiring in your business.

Check out more details about the event When To Hire: How to Build Your Team As You Grow Your Business!

 

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