VOIP is the newest technology for transmitting voice messages over the Internet Protocol (IP) networks. Internet telephony as it is called converts the analog voice signal to the digital signals and translates the signal into IP packets. The steps are reversed at the recipient’s end.This simple procedure has turned out to be extremely beneficial to the companies across the world. It has reduced the cost of calls made through public switched telephone network (PSTN) manifold. Interaction with the international customers and clients is now at a mere cost of the internet.

VOIP has become a boon for the virtual assistants. Since virtual assistants work from a remote office their interaction with clients is a major expense. And many virtual assistants are individuals working from home trying to curtail maximum business expenses. Thus, VOIP has given a new dimension to communication especially in the virtual assistant industry.

Another reason why UK and Australian businesses find Indian virtual assistants convenient is the lesser difference between the time zones.  Though the time zones differ, the difference is not as much as the difference between United States of America and India.

In this competitive and close world India has successfully maintained its identity as outsourcing hub. The rise in the number of Indian virtual assistants truly signifies that no recession would stop the business spirit of this nation.

Virtual assistance is the best savior from recession especially for the small scale enterprises. It reduces company’s costs manifold. The company only pays for the work on time or project basis. Thus a lot can be saved without spending on the full time salary. The virtual assistant’s services are used and retained as and when requirement arises. The social security benefits given to the employee are also not given to the virtual assistant.

During this year’s recession many individuals have lost their jobs. Many of them are open for a flexible work from home career like virtual assistance. The rates thus being offered in the market for virtual assistants have also lowered down.

The variety of services offered by the virtual assistants is also an important consideration. They are no longer limited to the administrative services. Internet marketing, blogging, accounting, travel research, event planning and numerous other services are offered by these professionals. Thus a judicious choice of a virtual assistant offering a plethora of services is the ultimate solution for the recession blues of a business.

This is especially true for the virtual assistance business because virtual assistants and clients might not be able to meet each other. Thus both need to be cautious while doing business.

Many virtual assistants who start their new business are eager and desperate to get clients. Cons take advantage of this situation and ask for amount in order to give work. Any virtual entity that asks for money in order to get work is a scam in disguise. These cons now portray a very sophisticated front. Thus virtual assistants need to be careful.

Similarly clients also need to stay alert to recognize that their virtual assistant is genuine. Virtual assistants asking for an advance payment without showing the sample work could not be trusted. Testimonials of other clients or previous experience of the virtual assistant is essential to be checked.

Few preliminary background checks help both the entities. A formal written contract should be signed with the virtual assistant. Such steps are essential to safeguard your business from the scams of the virtual world.

Virtual assistants should maintain honesty while dealing with prospects, clients and colleagues. A high standard of behaviour with different business entities is necessary. He/she should value all clients equally. Professionalism in work and behaviour both is important. All the client information should be handled with strict confidentiality. It should not be used for personal profits.

A virtual assistant should not undertake any project beyond his/her capabilities. Instead a suitable virtual assistant should be suggested for such work. Similarly skills and abilities should not be misrepresented. Willingness to learn and upgrade one’s knowledge and skills is critical to virtual assistant’s business.  Knowingly one must never indulge in any unethical practice.

Ethical business is responsibility of both the virtual assistant as well as the client. Proper background checks and monitoring at regular intervals is essential for ethical business practices.

Ambitious careers make it difficult for the people to concentrate on the family lives. Work life balance becomes easy when at least one person in the family works from home. Thus there seems to be an upsurge in the work from home professionals. Many individuals choose to do internet researching, data entry, web designing etc. Among all these work from home options, virtual assistance is the most challenging and lucrative.

The work demands professional attitude. The profession also calls for strict adherence to deadlines. The virtual assistant is best evaluated by the administrative experience he/she carries before starting the business. The mental faculties thus get a feel of working in the real corporate world.

Apart from the competitive challenge profession also gives immense work flexibility. Flexibility in terms of both, the style of working as well as working hours is possible. As long as the person delivers on time he/she is free to choose the work timing. An absence of higher management gives the freedom of work and sense of ownership. Many virtual assistants work as a team but the relationship among them is not too hierarchical.

There are different opinions on whether a virtual assistant needs to be certified. Majority think that experience is core to virtual assistants. The richness of administrative experience plays a crucial role in hiring a virtual assistant. Performance and self motivation are detrimental which cannot be instilled through trainings and certifications.

There is a group of thought which mandates a virtual assistant to be certified. They think that certification adds to the capabilities of a virtual assistant. It inculcates professionalism in the aspiring virtual assistants. They believe that such certifications teach the basics to the service providers who in return deliver their best.

There are different types of certifications for virtual assistants. It ranges from preliminary to advanced levels. Professionals serious about starting their virtual assistance business can take up the advanced level certifications. Most of these are available online. One can complete the certifications along with the current occupation.

A virtual assistant provides a host of services to its clients. Trainings at regular intervals surely help in keeping up with the latest trends in the particular field. For example- a virtual assistant providing recruitment services can take up training in the same. This would help him keep abreast of the evolving technologies and trends in recruitment. Again not compulsory, such trainings add value to the performance of virtual assistants.

Ultimately trainings and certifications of a virtual assistant are a matter of personal choice. The services provided are also an important consideration. If a virtual assistant serves in a very dynamic field, continuous trainings upgrades the standards of his/her services. At the same time, mundane administrative tasks can be performed without professional trainings and certifications.

Virtual assistants work from a remote location. Thus meeting in person is not always possible. Use of technology enables to remove this communication barrier. There are different ways of holding business meetings with virtual assistants via the net.

Web conferencing is an asset for holding meetings with the individual at a distant location. It is useful in conducting Live presentations or group meetings over the net.   Two or more users can log at a particular time and can set up a very convenient online conversation. The amount of money this medium saves is incredible.

Video conferencing via internet is another option for conducting meetings with virtual assistants. A simple webcam is used to interact. One can see the other person via webcam. This visual arrangement enhances the experience of communication.
Apart from these typical media used for holding business meetings, different communication modes can be effectively used for information sharing. Emails, instant messengers, voice over instant messengers and telephones are simple to use.

The client and virtual assistant both benefit from a written agreement. Thus a specific contract should always be signed in before getting into business.

There are different types of contracts you can sign with a virtual assistant. A suitable contract can be entered into depending on the nature of work.

Hourly contracts

Virtual assistants are paid on per hour basis. This contract is beneficial when the client wants to outsource some work either once or occasionally.

Pre project contracts

When the client needs a virtual assistant for one project or per project basis, this contract is a good option. The scope of the work, estimated time for project completion, costs and other terms (if any) should be defined before entering into contract.

Retainer contracts

The client can also pay a retainer to the virtual assistant. This is especially useful if one wants to maintain a long term relationship. In this type of contract, type of services provided and number of hours should be clearly defined. This is beneficial for the virtual assistant as he/she is assured of a steady income every month. The clients also benefit as they know virtual assistant will be available for specific number of hours.

Virtual assistants work from a distant location. Therefore selecting a virtual assistant needs meticulous judgements. It is important to check the basic infrastructure available with them.

Following is a checklist of the basics of a virtual assistant office-

PC/ laptop

Luxury of a time, computers are a necessity today. One computer per person should be available.

Internet connection/ broadband

The virtual presence of the virtual assistant is seen only through the net. Most of the computers in a virtual assistant’s office should have a net connection.

Telephones

In the era of the internet, telephones have still retained their importance. One telephone is mandatory in a virtual assistant’s office.

Work space

Most of the virtual assistants work from their home offices. They can also work from a shared office or an exclusive office. A definite work place also gives a postal address in case important documents are to be posted to them.

Fax

Fax machine at the work place is an added advantage for the business.

Apart from above basic requirements the virtual assistant can have many office luxuries. They can add to the convenience of work. But the professionalism of work does not necessitate them.