:: The Virtual Nation ::

Managing Your Own Virtual Assistance Team
- Part 2

By Patty Benton
www.moretime4u.org

In Part 1, we explored how to find quality Virtual Assistants (VAs), work with them, and ensure quality work is produced on behalf of your client. Part 1 of this article can be viewed at: http://www.virtualvacoach.com/workingwithsubs1.html. This article will continue this discussion and explore the following questions:

How can a subcontracting VA be trusted with another VAs client?
What if a VA that is subcontracted tries to steal the client?
How are subcontracting VAs paid?

How can a subcontracting VA be trusted with another VAs client? What if they try to steal them?

First of all, it is imperative that a contract is written before any subcontracts work begins. That contract should include a non-complete section as well as a confidentiality agreement in it. In addition, it is important that the subcontracting VA is educated on the non-compete and confidentiality agreement verbiage before it is sent to them. The VA should allow the subcontracting VA the opportunity to ask questions so there are no hidden questions or concerns. Once the subcontracting VA has proven themselves (e.g. work ethics, quality of work, quantity of work, etc.) and the relationship proves to be a good fit, the VA may choose to give the subcontracting VA projects that put them in direct contact with the client. However, it is important that they have a similar communication style and they are trustworthy. This will give the client a higher comfort level when working with the subcontracting VA instead of the VA they were used to working with. One way for a VA to keep track of correspondence between the client and subcontracting VA teams is to create an email address for each team member through the VA's company. This email address should be configured to forward all reply emails to the main VA (business owner).

Additionally, the VA should train his/her team to carbon copy him/her on all correspondence that is sent. It will help the VA keep his/her finger on the pulse of the business and know what is happening on each project in a proactive manner, instead of reactive. This is especially important if a client should call them directly with questions and/or concerns.

How are subcontracting VAs paid?

First, it is important to remember that the lead VA is the individual that is responsible for the marketing and negotiations that were completed in process of landing the client. In addition, they are also responsible for the final outcome of the project. There have been several times where the lead VA must fix a project or finish an incomplete project without charging the client, as it would have made the charged time excessive and possibly resulted in a client leaving. Therefore, the lead VA needs to make sure he/she is fairly compensated for the time spent building the relationship with the client and managing the project. Some VAs keep a percentage of each client rate. It is sometimes recommended, at the minimum, that the lead VA keep 25% and 50% for the more difficult clients since they require additional time to be spent on managing the project. Some subcontracting VAs have a set rate they charge other VAs. Typically, this amount is less than what they charge their non-VA clients.

Lead VAs usually factor in the subcontracting VAs rate and bills the client accordingly (with a small profit). For example, if the subcontracting VA charges $25, the lead VA would charge the client at least $35. Another way to figure out the rate to charge is by looking at several factors, such as client rate, the workload of the client, time to manage the project, the skill set the VA needs to have, etc. Once this is determined, the lead VA can set a subcontractor rate. The subcontracting VA decides if he/she wants to take the project at that rate or not.

The other consideration to be made is if the lead VA will be paying the subcontracting VA out-of-pocket or if they will wait to pay the subcontracting VA once the lead VAs client has paid. This scenario depends on the volume of work the lead VA has coming and if they can afford to pay the subcontractor up front. Whatever the case, it is important that this is clearly documented and communicated with the subcontracting VA (e.g. hourly/project rate, when payment will be sent, etc.) It is important for the lead VA to remember, he/she is the VA who has the client. If a subcontracting VA wants to subcontract work under a lead VA, agreeing to his/her terms is a great way to work, especially for new VAs who need a mentor.

The most important thing for the lead VA to remember is that, as a project manager, they are in charge. They need to be sure to set clear boundaries of what is expected from subcontractors, what they can expect from the lead VA, and what the client expects from the project.

Part 3 of our series will explore the question, "If I have too many projects going on, how do I track them?"

You have permission to reprint this article electronically or in print, as long as the text and byline remain unedited. A courtesy copy of your publication would be appreciated.

About the author: Patty Benton is the owner of JERPAT Virtual Assistants and JERPAT Web Design, www.moretime4u.org , which provides affordable administrative and Web design support to coaches, small businesses, religious organizations, and realtors. Additionally, Patty is a coach for new entrepreneurs interested in venturing into the virtual assistance industry that is affordable to all, and she has also written an e-book that takes virtual assistants through the process of setting up their business. Visit her coaching site at http://www.virtualvacoach.com for program details and great business resources. She has also partnered to establish the ministry Acknowledging Christ Together at Work www.actatwork.com . If you would like to receive Patty's articles and other tips in your mailbox every month, you can sign up at http://www.mortime4u.org/home.html.

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