Common Mistakes New VAs Make (and How to Avoid Them!) | VA for Course Creators

Steer clear of these common newbie VA mistakes!

You’ve decided to enter the wonderful world of virtual assisting - WELCOME!!! 

Becoming a VA can be an exciting and rewarding experience, as it offers flexibility and the chance to work with your dream clients.

But if you jump in without an expert to guide you, just know that self-employment and business ownership come with a set of challenges you’d do well to know beforehand.

Steer clear of these common pitfalls to lead the most fulfilling business possible!

Not defining your niche or service offering

Offering a wide array of services might sound like the way to go, right? You might be thinking going this route will make you more marketable to more people. 

While there’s something to be said about the positive side of versatility¹, lack of focus can create confusion for both you and your clients. 

Especially in the beginning when you will be trying to carve your own space out in the industry.

⚡Try this instead: Take time to identify your strengths and areas of interest. Research where there’s demand like social media management, customer service, or executive assistance. Narrow down to 2-3 main services that align with your skill set and interest and start positioning yourself as an expert in those areas. 

Underestimating the importance of communication

Ever heard of the game “Telephone?” It’s where one person says a phrase or sentence to another person, then that person relays the message to the next person. And so on and so on. 

By the time the message gets to the last person in line, it’s often completely different from how it started out!

Needless to say, clear communication is essential in virtual work. Many new VAs might over-promise, under-communicate, or fail to set expectations, leading to misunderstandings and frustration on both ends. 

Poor communication is one of the quickest ways to lose a client’s trust.

⚡Try this instead: Start by being clear about your availability, deliverables, and timelines. Set up regular check-ins, provide progress updates, and don’t be afraid to ask for clarification if you don’t understand a task. Good communication also includes active listening. 

Take the time to understand the client’s needs fully so you can anticipate any potential issues and resolve them proactively.

Not setting boundaries with clients

A common issue for new VAs is the lack of boundaries. Many feel compelled to respond to emails immediately, work outside of agreed hours, or take on extra work without proper compensation - all to please the client. 

However, this approach will quickly lead to burnout.

⚡Try this instead: Set clear expectations from the beginning. Communicate your working hours and response time for emails or messages, and stick to them. Use tools like time-tracking software or project management systems to keep tasks organized and transparent. Politely but firmly remind clients of agreed boundaries if they begin to overstep (you can do it!).

Not taking contracts seriously

New VAs sometimes skip contracts to “simplify” the onboarding process, especially if they’re working with friends or small businesses. 

But without a clear contract, it’s easy to run into issues like late payments, scope creep (when you end up doing way more work than what was agreed on), and other misunderstandings.

⚡Try this instead: Always use a contract, no matter the client or project size. Contracts protect both you and the client by clearly defining expectations, deadlines, payment terms, confidentiality, and any other relevant aspects. Platforms like HelloSign and DocuSign, allow you to create and sign contracts quickly.

Neglecting to track finances and invoices

Keeping track of finances is vital for any business, yet many new VAs fall short in this area. They might forget to invoice on time or struggle with tracking expenses, which can lead to cash flow issues and unnecessary stress.

⚡Try this instead: Establish a streamlined system for invoicing and expense tracking from day one. Use accounting software like QuickBooks, FreshBooks, or Wave to manage invoices and expenses easily. Set reminders for invoicing and follow up promptly on unpaid invoices. 

Taking on too many clients too quickly

In the excitement of starting out, it’s tempting to accept every project that comes your way - I totally get it! But overloading yourself with clients can lead to a decline in the quality of your work, increased stress, and even burnout.

⚡Try this instead: Start slow and set a realistic client load that matches your availability. As you gain experience and learn to manage your time better, you can consider increasing your workload. 

Remember, quality work will lead to satisfied clients who return and refer others, whereas subpar work due to overcommitment can damage your reputation just as you’re getting started!

Underpricing your services

It’s so easy to underprice your services, which often boils down to a lack of confidence or fear of turning away potential clients. 

Charging too little, however, can affect how clients perceive your value and make it hard for you to earn a sustainable income.

⚡Try this instead: Research industry standards for VA services and set your rates accordingly. Consider factors like experience, skills, and niche when determining your prices. 

Don’t be afraid to start at a modest rate if you’re new, but plan for incremental increases as you gain more experience and skills. Pricing your services fairly will attract the right clients who value your work and are willing to pay for the quality you bring.

Ignoring professional development

Virtual assistance is a competitive field, and many VAs overlook the need for ongoing learning. Ignoring skill development can quickly make your services obsolete as the industry evolves.

⚡Try this instead: Dedicate time each month for learning. Set aside a small budget for online courses, workshops, or certifications in areas that are relevant to your service offerings then implement what you’ve learned!

Not asking for feedback

Some new VAs are hesitant to ask for feedback, either out of fear of criticism or simply because it doesn’t occur to them. 

Don’t be one of these people!

Feedback from tested and reputable sources encourages growth and improvement, especially early on in your VA career.

⚡Try this instead: Ask your clients for feedback regularly, especially after completing important projects. Be open to constructive criticism and use it as a way to improve your skills. 

Positive feedback can also serve as a testimonial for your portfolio, which can help attract future clients.

Skipping self-care

Starting out as a VA might mean working odd hours, handling multiple clients, and navigating a steep learning curve, which can be exhausting. Many new VAs sacrifice self-care, leading to stress and burnout that can quickly make the job unsustainable.

⚡Try this instead: Make self-care a priority, not an afterthought. Schedule regular breaks, manage your workload, and maintain a healthy work-life balance. Check out our tips to achieving and maintaining work-life balance here!

Remember, you can’t serve your clients effectively if you’re constantly drained. Exercise, proper sleep, and relaxation activities are not luxuries but essential aspects of maintaining productivity and focus.

There are so many opportunities ahead of you in virtual assisting, and avoiding these common pitfalls will help you build a solid foundation for your VA business.

✨ If you’re ready to learn even more about starting your VA business, be sure to check out our free mini-course here!

Remember, the key to long-term success as a VA is to approach each project professionally, stay adaptable, and continuously strive for improvement. Keep these tips in mind, and you’ll be well on your way to a fulfilling and thriving VA business.

References

1. Business-money.com - Embracing Versatility: The key to thriving in today’s business landscape