Striking a Balance: How to Set Boundaries as a Virtual Assistant

In the world of remote work, the role of a Virtual Assistant (VA) offers incredible flexibility and freedom. However, like any profession, it comes with its own set of challenges, one of the most significant being the need to establish clear boundaries. Setting boundaries as a VA is not just about drawing lines; it's about maintaining a harmonious work-life balance. Lets chat about the art of boundary-setting ensuring you achieve peak productivity without burning out.

1. Define Your Work Hours: Every VA should establish a set schedule to avoid work seeping into personal life. Clearly communicate your working hours to your clients and colleagues, and stick to them as closely as possible. Remember, a well-defined work schedule is your passport to work-life balance.

   *Tip: Use a colorful, eye-catching calendar or planner to highlight your working hours, ensuring everyone is on the same page.

2. Create a Dedicated Workspace: Even in the virtual world, your workspace matters. Designate a specific area in your home for work. When you're in this space, you're in "work mode." When you step away, you're off the clock. Make it fun with vibrant desk accessories, playful sticky notes or motivational posters.

3. Set Communication Boundaries: Establish rules for communication channels. Inform clients and colleagues about your preferred means of communication (email, chat, video calls) and the times when you're available to respond. Don't hesitate to mute notifications during non-working hours.

   *Tip: Consider using a virtual "Do Not Disturb" sign (a quirky graphic or GIF) on your chat apps to signal when you're unavailable.

4. Prioritize Tasks and Set Limits: Effective time management is key to success. Prioritize tasks using a system that works for you, such as the Eisenhower Matrix. Be realistic about your workload, and don't overcommit. Remember, quality always trumps quantity.

5. Learn to Say "No" Politely: As a VA, you might be a go-to person for many tasks. But it's crucial to recognize your limits. Politely declining additional work when you're at capacity is a sign of professionalism, not weakness. Suggest an alternative timeline or resource.

   *Tip: Use a humorous GIF or meme when declining extra tasks to maintain a friendly tone when appropriate.

6. Take Regular Breaks: Stepping away from your desk is not just advisable; it's essential. Set a timer for regular breaks, and use this time to recharge. Incorporate playful activities, like a quick dance session or a puzzle game, to refresh your mind. Maybe even a quick walk around the block.

7. Set Boundaries with Family and Friends: Working from home can blur the lines between work and personal life. Communicate with family and friends about your working hours, and ask for their support in respecting those boundaries. A friendly reminder on your door or desk can serve as a playful visual cue.

8. Invest in Self-Care: Remember that your well-being is essential. Dedicate time for self-care activities that rejuvenate you. Whether it's a relaxing bath, a good book, or a hobby, make self-care a non-negotiable part of your routine.

9. Reflect and Adjust: Periodically evaluate your boundaries to ensure they're still effective. Life evolves, and so should your boundaries. Reflect on what's working and what needs adjustment, then make the necessary changes with a playful spirit of adaptation.

It’s a Balancing Act - Setting boundaries as a Virtual Assistant is not a rigid practice but rather a delightful dance between your professional commitments and your personal life. By defining your work hours, communicating effectively, and infusing some fun into the process, you'll master the art of balancing work and life. Remember, boundaries aren't restrictions; they're the pillars that support your productivity and well-being in the virtual world.

Looking to get started as a Virtual Assistant but not sure where to start? Schedule a free consultation and we will help you get on your way to success!

How to Get Started as a Virtual Assistant

Now that you know more about being a Virtual Assistant, let's chat about how to get started. There are many different paths that you can take to find Virtual Assistant work, and trust us, there is plenty of work to go around! 

Before you apply

Before you begin applying for jobs, it's important to take these key steps:

• Update your resume: Having an up-to-date resume is one of the best tools when looking to apply for jobs. Spend some time researching industry standards, the relevant skills needed for the jobs you are interested in, and what might have changed about the job search industry since the last time you updated your resume. You can even get a professional review of your resume on sites like Indeed. 

• Take an analysis of your skills and experience: Do you have enough skills and experience to be hireable as a Virtual Assistant? There are many entry-level positions out there, but it can be worth your time to strengthen your knowledge of common platforms and tools that VAs work with. 

Where to find work

Family and Friends

One place that you can start out as a Virtual Assistant is to source family and friends. Chances are someone you know has a small business and needs some extra help. This can be a simple way to find work as a Virtual Assistant, though not every friend or family member makes a good employer. This pathway requires some evaluation if you are willing to risk your relationship with this person for the work experience. You can also ask friends and family for a referral to someone that they know looking for administrative help! 

VA Agency

There are many virtual assistant agencies out in the workforce these days. Some agencies require a detailed and lengthy interview process that can be a turn-off for some. Those without much relevant experience do tend to struggle to be hired by agencies as well. Working with an agency can be a great place to start as you typically have client relationship managers that help to set you up for success, manage the client's expectations, help you troubleshoot issues, and have a lot of experience helping VAs to find the right type of client to work with. Working with an agency is not for everyone, but can be a great place to start.

Upwork

Upwork can be a great place to find clients looking for administrative support. You can apply on the job boards to job listings from professionals and companies looking to hire freelance work and/or create a candidate profile and wait for clients to contact you. Upwork is a reputable place to freelance, but be wary of scams from those looking to pay off the platform. 

Becoming Successful

We will dive deeper into this topic in another post. But the best way to become a successful VA is to work hard, communicate well, ask for feedback from your clients, and stay consistent. 

Certificates and Starter Programs

If you have done a bit of research about becoming a virtual assistant, you have probably come across an online course about learning to be a VA. Some educational institutions offer specialized certificate courses in things like project management, bookkeeping, digital marketing, and other useful skills. These can be great, reputable ways to grow your skills and prepare you for a role as a Virtual Assistant. There are some online courses, created by individuals, that offer great training and skill development for aspiring VAs, but we encourage you to do your research and tread carefully with these!

If you are a current VA, we would love to hear how you got started! If you are an aspiring VA, let us know which of these pathways sounds like the right move for you!

So you want to be a Virtual Assistant?

So you want to be a Virtual Assistant? You’ve heard about the flexibility,  the compensation, and the ability to work from anywhere, but what do you really need to know about being a virtual assistant? Take it from our staff, being a Virtual Assistant is great, but there are some important things to know! 

Administrative Expert

A virtual assistant does not need to know every platform, tool, etc. but they need to have strong administrative skills. If you have never worked in a position with high administrative demands, you might not be a fit just yet for being a virtual assistant. While many virtual assistants also serve as personal assistants for clients, you will be expected to have a strong knowledge of Microsoft and Google products. Your clients will expect you to learn new platforms quickly and be able to maximize your time so that they are receiving the best work for their dollar. 

Boundaries

If you don’t mind working at all hours of the day and night and being on call 24/7, this might not apply to you. However many virtual assistants recognize the importance of boundaries too late in establishing a relationship with a client. Sure emergencies happen, but communicating and holding boundaries is an essential aspect of maintaining work/life balance, and securing longevity in this career field. We will dive deeper into boundaries in another blog post, but for now, just know that boundaries are an essential part of what it takes to be a good virtual assistant. 

Home Office

One of the great things about being a virtual assistant is the ability to work from anywhere. Work while on vacation, at a coffee shop, at your child’s extra-curricular activities, at the public library, etc. However, for client-facing meetings, you will probably still need a dedicated office space at your place of residence that has a strong internet connection, is quiet and free of distractions, and has a professional background. You will also need a laptop or desktop computer for tasks that cannot be completed on a tablet. Just keep this in mind as part of your start-up costs if you don’t have these items already. 

Communication

One of, if not the most essential facet of your role as a virtual assistant is your communication with your client(s). Timely, clear, and thorough communication can make or break a relationship with a client. When a client reaches out with a task or need, it is important to respond back not only with a “message received” type of response but also to communicate when they can expect that task to be completed. We also recommend check-in meetings with a client on a weekly cadence (maybe even bi-weekly or daily depending on the client). If you do not currently have strong communication skills, this might be an area to strengthen before diving into being a virtual assistant. 

If you are a current Virtual Assistant, we would love to hear what you wish you knew before you started! If you are looking to become a Virtual Assistant, stay tuned for more tips and tricks of the trade!