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Want To Spend More Time On Your Writing And Tired Of Doing It All? A Virtual Assistant Can Help

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Sometimes you need specific help for your situation
Indie authors often have an edge of control freakery … well, I do! I like being in control and I enjoy pretty much all aspects of being an author entrepreneur.
VA support
But I hit a wall about 18 months ago, and I definitely needed some help, so I started looking for a virtual assistant to help me.
I had a few varied experiences and learned some lessons, and then Alexandra Amorreached out to me with some brilliant suggestions for how she could help.
Alexandra is a children's author, but she is also a fantastic virtual assistant for me and a number of other authors. I trust her to help me with key tasks in my author business, and she even suggests things that I may not have thought of.
Alexandra Amor
Alexandra Amor
Today, Alexandra explains how a VA can help authors.
Joanna has previously talked about the advantages for authors of having a Virtual Assistant (VA), most recently in her podcast episode with Chris Ducker. I've been Joanna's VA for almost a year, so I asked her if I could chime in and address some common concerns I hear from authors about working with a VA.

For those who aren't aware, VAs are independent contractors, like editors and graphic designers, who provide support from their home offices using online tools.

The rise of the internet in the 1990s made this type of career possible, and it has only become easier in the ensuing decades for VAs to share information and support their clients remotely. VAs sometimes specialize in working with a certain niche of clients (e.g., Life Coaches or Real Estate Agents) but many are generally skilled and can work with almost any type of business. VAs are always responsible for the infrastructure they use to do their work (i.e., computer, basic software programs like Word and Excel, internet connection etc.) and they almost always work for more than one client at a time, just as editors and graphic designers do.
You may not have reached the tipping point yet where you feel you need some virtual support. But I certainly hope that one day your books will be so successful that you will! Whether your need is current, or if you're envisioning what your business will look like when you're a wildly successful author, let's jump in and see if I can alleviate some of your concerns and questions about hiring this type of support.

Author Concern #1: I can't afford a VA

Joanna often says that she prefers the term ‘indie author' as opposed to ‘self-published author' because authors don't actually work in isolation. It's a team effort to get your books published, involving cover designers, editors and more. Working with a VA is a perfect example of this. At some point in your author business, it's not going to be possible, or advantageous, for you to do absolutely everything yourself. But unlike hiring a full-time, or part-time, employee, you can hire a VA for very specific tasks, within a specific budget that you set. A VA will work as few or as many hours as you need her to. It's an economical solution for many solopreneurs, including authors.
Before you start looking for a VA, I recommend you have a clear idea about what your budget is. You will find it easier to set your budget if you know what it is you want your VA to do for you. (Below I cover how to figure both these things out.)
While we're talking about your budget, let's talk about rates for virtual help. (Keep in mind that you always get what you pay for.) You'll pay from US$10 to $15/hour for general administrative or transcription help, for someone who is probably based in India or the Philippines. If you want someone experienced and technologically skilled, who has an entrepreneurial mindset themselves, and who is genuinely interested in your success, you'll pay between US$30 and $60/hour.
The belief that you have to do it all, all by yourself, is not true. And it's equally untrue that you'll need to invest thousands of dollars a month into getting some help. It's not an either-or proposition.
(I also think there's much to be said for the mental clutter that is cleaned up when you've got someone helping you, even if it's for one hour a week. By delegating some tasks, your brain is freed up to focus on your creativity.)

Author Concern #2: It's simpler to do these things myself

Delegating is tough. I get it. Your author business is precious to you and it is difficult to imagine anyone else doing things as quickly, easily and with as much care as you do them. However, as an independent author you also know that there are advantages to not being an expert at everything. You have probably recognized that you don't need to be a book cover designer, a copyeditor, or a bookkeeper in order to write and sell great books. You can outsource those specific tasks to others who are skilled in these areas.
However, even knowing this, a hurdle that authors often face when hiring a VA is this; initially, it can take longer to explain how you want something done than to just do it yourself. So the danger is remaining stuck in a form of superhero syndrome and continuing to try to do everything yourself.
Deal with this concern by thinking about your long-term strategy. You probably want to build a business that will support you for years to come. Invest some time in showing your new VA how you like things done and from then on you won't have to even think about that task. Also, consider that even though the VA you hire may be very skilled, she still needs to figure out the way you want things done. At the beginning of the working relationship, a little patience will be required, but it will be rewarded.

Author Concern #3: What exactly should I get a VA to do for me?

It's possible you feel overwhelmed with the number of tasks involved in running your author business. It's a slippery slope where you can find that you are spending far too much time administering and not enough time writing. And yet, that overwhelm can lead to paralysis when it comes to figuring out what to delegate.
Here's my favorite tip for tackling this: For one week, keep a piece of paper on your desk in plain sight and within easy reach (or use your favorite electronic tool for making lists).

Every time you find yourself doing something you either a) don't like doing and/or consistently avoid or b) know doesn't need your direct involvement, write it down.

(Most people who do this exercise find that at the end of the week the list is far longer than they expected.)
At the end of the week, take a look at your list. Do you notice any patterns? Are the tasks mostly focused in one or two areas? (e.g., social media or behind-the-scenes technical jobs.) Or are they general administrative type chores? Armed with this information, you can now specifically look for virtual help in the area of your greatest need. Now you know both what you need help with and what kind of skills you need in the person who's going to be helping you.
(Not all VAs are created equal, so giving some thought to what kind of support you need before you go searching for help is important.)

If you're still struggling with the idea of what a VA can do for you, here are some specific examples from my own practice:

– Formatting HTML newsletters
– Formatting books for Smashwords
– Research about the business side of being an author (e.g., how Street Teams work, how to market a book in a foreign language, podcasts that might be a good fit to have you as a guest, etc.)
– Scouting for bloggers to send book review requests to
– Pitching to those bloggers and tracking responses
– Formatting (and perhaps light editing) of blog posts, or organizing content
– Managing your Street Team Facebook group (posing questions to keep the group engaged, answering questions, sharing upcoming news, etc.)
– Creating box sets in Scrivener from individual novels
– Moving works translated into a foreign language from Word into Scrivener
– Scheduling tweets and Facebook posts (ones that don't require your direct input or engagement with your audience)
– Transcribing audio interviews or notes
– For non-fiction authors, VAs can do an enormous number of tasks around webinars or other training you offer (e.g., planning and booking the event, scheduling guests, managing registration lists, dealing with the back-end technology, creating and proofing slide decks, sending out advance information packages to the trainees, and then sending out follow-up information to the trainees, etc.)

Author Concern #4: How do I find a Virtual Assistant?

As with hiring any freelancer, personal recommendations are usually the best place to start. Does anyone in your author circles have a VA they can recommend? Can you put a shout out on KBoards asking for recommendations?
There are several Virtual Assistant organizations, usually based on the country where the VAs are located. Do a Google search for “Virtual Assistant [your country]” and you'll find these organizations. Once you're there, you can then do a search by the specific skill(s) you're looking for and the site will offer a list of names, usually with links to the VAs' individual websites.
When you've got a few names that look promising, be sure to interview several potential candidates so that you can get a sense of both the skills they have on offer and how their personality is going to fit with yours. Your working relationship with the VA will hopefully be long-term so you want to make sure it's the right fit.

Bonus Tip #1: Start Small

I always recommend to authors that they begin to work with a VA by agreeing to a couple of smaller tasks or projects and then building from there. Rushing in and assigning too much, too fast, usually leads to conflict and fractures in the relationship. Starting small achieves two really important things; it begins to build trust, and it creates a testing ground to ensure the two of you are a good fit.
Ideally as the first few small projects begin and end, you'll start to trust that your VA knows what they're doing and can follow instructions and complete the project at the agreed time and in a way that makes you happy. As well, your VA will begin to learn how you work and what matters to you. It's just as important that you are a good fit for your VA, as she is with you.

Bonus Tip #2: Communication is Key

In her interview with Chris Ducker, Joanna mentions that she and I share several documents on Google Drive so that we're both always aware of what's going on and what our expectations are. You can keep a shared spreadsheet to track your VA's billable hours, so you always know exactly where you are in terms of your budget. Another great idea is to keep a document with the list of projects the VA is working on, in priority order, so that things don't get forgotten about and so that you both know what your VA is supposed to be working on at any given time. Meeting regularly on the telephone or Skype/FaceTime keeps the communication flowing and also helps to grow your relationship.

I hope this helps any authors who are considering hiring a VA. If you have any questions about any of what I've mentioned above, or want more information, please leave a comment below.

You can also learn more at my website.
Alexandra Amor:
     

View Comments

  • Indeed! There are a lot of benefits to hiring some virtual help for busy authors. Furthermore, Alexandra, it looks like you have an awesome job! It's something I've thought of getting into myself if I knew how to find clients and market my skills.
    • Thanks Connie! It is an awesome job.
      If you want to learn more about how to market yourself as a VA, there are online workshops and other training venues that will teach you how to do that.
      Choosing a niche is a powerful strategy - when you are marketing to one 'industry' it's easier to learn the language and to know what those people need in a VA. And, as Joanna mentioned above, then you can speak to your target audience in their language and anticipate what support they need. ;-)
    • In terms of finding clients, I can speak for what Alexandra did. She has been part of my community for a while - so find authors you would like to work with. She heard me mention on my podcast that I needed help and was drowning in work - and then she sent me an email with a document of things she could possibly do for me. So a really proactive approach with a demonstrated knowledge of what I need and how she could help with concrete examples. We got on skype and went from there. I would have deleted the email without that list of things she thought she could help with, based on her knowledge of my platform and what I write. That kind of intimate knowledge of an author is what I was looking for in a VA.
  • Fantastic post, thank you! The timing couldn't be better, as I've grown to the point where I'll need to hire a VA soon. I appreciate all the wonderful tips!
  • I've worked with Alexandra for years, I can't say enough good things about her and if you ever get a chance to work with her you won't regret it. Happy Writing!
  • Excellent information here Alexandra. I work as an author assistant (a VA for authors only) and I love what I do. Many authors though do have those questions on affordability and you are right, starting out small is hugely helpful for authors when getting used to working with a VA. It helps build trust between the author and assistant. I've added your article to my author assistant resource page, thank you so much!
  • I actually just recently gave up on finding an author assistant after having 3 potentials flake out on me - assistants that had come recommended.
    • Oh dear, Carla. I am sorry to hear that. It can take some time (and a few false starts) to find a good fit with a VA.
      I offer a complimentary 30 minute Skype conversation with authors who are looking for support. It's a good way for both parties to get a preliminary sense of whether we think we would make a good team. If you'd like to have one of those calls with me you can use the link to my website (above) and go to the Contact page for more info.
      All the best,
      Alexandra
  • Thanks for posting this, Joanna! And, thanks for writing it Alexandra! As a VA doing work for an author right now, it was fantastic to stumble across this post. Great examples of way someone can use a VA, too! :)
    • Nice to meet you virtually, Taylor! And I'm happy you found the article useful. ;-)
  • Great post, Joanna and Alexandria!
    In my experience, once you've started working with a VA it's easier to scout others to help along the way. You get a feel for what you're looking for, how to train people; and yes, as Alexandria said, communication is key; I can't stress this enough.
    But also, SPECIFICATION is key as well. Be specific with your tasks, explain them thoroughly; even using a simple screen capture program to record your own "training manual" of videos and screenshots demonstrating how you work and want things done can save a ton of time in the long run.
    As I write this, I'm in the process of scouting for candidates to replace a former VA who wanted a career change. Luckily, I saved all of our previous email correspondences as well as some training vids and screenshots; this will make it easier and save time and money (since every mistake due to lack of proper training can lead to wasted funds). More importantly, it further serves as something even more important that money can't buy: peace of mind!
  • I have a question. What about reading, sharing, and commenting on blog posts? That, I find, is one of the most time-consuming tasks, but one that is necessary to keep building one's own blog community. Thus, continuing to build an audience for your work. But-- wouldn't it be disingenuous to have an assistant do that for you? And how would that even work? You can't share an avatar, to my knowledge... can you? All of social media can be a time-suck. It is, however, important to mingle in the writing community. I don't know. Sometimes it all seems overwhelming, juggling building a brand and still finding time to write.
    • 100% what Joanna said! For personal brands, we write social media posts based on our clients content and curate links of interest for their audience and schedule those. We also add people that RT them a lot to Twitter lists and things like that. However, the responses for a personal brand should be done by the actual person! :)
      (But for tech companies or similar, we "are" the personal touch on Twitter responding to comments - it just depends!)
    • The commenting on blog posts thing for traffic has mainly fallen by the wayside to be replaced by conversations on Twitter, Facebook and other social media. Many bloggers have turned off the comments on blogs altogether. I have considered it for this site - and have done it for my fiction site. In terms of social media, I think someone can schedule content posts but the individual should be doing the personal connections, replies etc.
      • Really? I've had a total different experience. If I don't comment on other people blogs, they don't comment or share my posts. Many, many others have told me the same thing, too. And I also spend time on Twitter and FB, but my main source of traffic comes from blogging. I only wish people would shut comments off. That would be a huge time-saver.
        • Probably your traffic comes from that because that's what you do :) My main traffic sources are Google organic search - from content creation - and then Twitter, StumbleUpon, Pinterest and FB.
  • What if you're looking to become a VA yourself? Is there an organization I should join to get training?
    • Thanks for the question, Celise. There are many places online that offer VA training. If you google 'virtual assistant training' you'll find loads. Be discerning if you're choosing a program - make sure you talk to people who have attended the same training to be sure it's a good fit for you.
      Many countries have a VA association where you'll find information about the field and community support. In Canada, for example, we have the Canadian Association of Virtual Assistants. Google the country you're in + virtual assistant and you'll find those organizations.
      The real challenge, as with any small business, is marketing yourself once you know how to do the work. The national organizations can help with that and there are VAs who also coach those new to the business about how to grow their client roster.
      Good luck!
  • This information will be really helpful for many.Before even I had a mindset that virtual assistants will not be affordable.But my virtual personal assistant in India has helped me a lot in my works with a very reasonable price.
     

How to Find a VA and How They Help Indie Authors Build their Self-publishing Careers

Headshot of Clare Flynn
Historical novelist Clare Flynn shares her very positive experience of VAs
Lots of indie authors find hiring a virtual assistant (VA) helps them make better use of their time and reach more readers, freeing them up to spend more time doing what they love best, while confident that all the essentials of self-publishing their books – including the many marketing tasks – are taken care of. It’s common practice in the business world – and the business of being an authorpreneur is no different. 
But hiring a VA is not a one-size-fits-all task. Historical novelist Clare Flynn, with a string of successful novels to her name, shares her experience of hiring not one but four VAs (not all at the same time!) and the lessons she has learned from the process. 
Over to Clare…

I am now on my fourth VA since starting my self-publishing career. All have been authors themselves or have specialized in working with authors. I’ve used VAs in the past during my time running my consultancy business but mainly for booking travel, transcribing dictation and preparing presentations. Working with one as an author is a whole different ballgame! Here’s what I’ve learned.

Think carefully about what you want to delegate

Identify the tasks you find time-consuming and tedious or aren’t any good at. Every time doing something takes too much of your time or leaves you feeling frustrated, make a note of it. Make a list. Some things may be one-off tasks and others will be ongoing. Set priorities.

Be clear about the skillset you’re looking for

Do you need someone who understands how to operate mailing lists and build automation sequences? Manage your social media? Edit your videos?  Analyse your Facebook ads? Identify Amazon keywords? Someone with knowledge of WordPress? If the individual lacks specialist knowledge but is smart and willing to learn that can be fine – as long as you are prepared for them to learn on the job.

Make sure the chemistry is right

All the VAs I’ve worked with have been delightful people, but a couple of them just didn’t fit my own operating style. One was rather bossy. I felt as though I was working for her not the other way round. Another was too laid back, so I became exasperated when I had to repeat my instructions and then found they were often misinterpreted. The other two combined competence with patience, enthusiasm and good organisation skills. Authors can be hard to work with (we’re used to working alone) so it’s important that your VA is able to put up with your personal style too!

Be ready to let go

There’s no point in delegating if you’re going to double check and re-do everything – although you’d be wise to do so in the beginning. Let them get on with it. Where the task is something (like emails to readers) that I consider needs to express my “voice” as an author, I get my assistant to draft it then I add“twiddly bits” to reflect my personal style. This takes a few minutes for a task that otherwise would take me ages.

Be patient while your assistant gets up to speed

You each need time to adjust to each other and find a way of working. Tasks may take longer (and hence cost more) while your assistant finds their feet. It can take longer to explain things than to do it yourself – so remind yourself you are doing this for the long term.

Prepare for calls

When I started out I did no preparation before Skypeing my VA. As a result I would ramble on, thinking aloud, contradicting myself – not very helpful to her and a waste of both our time.

Make sure you set expectations and goals clearly

My first VA was highly skilled, but more of a trainer than an assistant. She had me filling in spreadsheets to record my tweets and the Skype calls were coaching sessions. I realised she was creating work for me rather than taking it off my hands. Everything she suggested doing was excellent advice – it just wasn’t what I wanted.

Don’t overwhelm your assistant with too many tasks at once

Work through a prioritised list systematically – don’t tackle too many things at once. Get tasks ticked off the list  before moving onto the next. This is important for the VA as well as you – they want a sense of achievement.

Good communication is vital

A regular Skype call is a good way to review progress. But bear in mind that often VAs are in a different time zone. All of mine have been in the USA and Canada while I’m in the UK. Working with someone in Vancouver when you’re in London requires planning. If you need something done urgently, it might be the middle of their night.
My current VA, Janet, prefers me to give instructions in emails which she transfers into a programme she uses to keep track of her work and her time. That works fine for me as long as we can have an occasional Skype if we need to discuss something in detail. Make sure you’re both happy with whatever system you use.

Start with a trial period

That way you can decide if the fit is right. It has to work for both of you. But don’t rush to judgment too soon – it takes time to adjust to each other.

Ask your VA for ideas

I asked Janet how she thought she could make most difference to me and what particular skills she had. She came back with a number of excellent suggestions I’d never have thought of myself. Among other things, it turns out she’s strong at analysing data and loves doing it. Hurray!

Share key documents and make sure they know and understand your goals

Use Dropbox or Google Drive to create a shared drive containing all key documents so your VA can access these easily. For example cover art, Facebook ads, blurbs, sample reviews, keyword lists.
Share information about your marketing strategy – including your target audience and how you want to communicate with them. If you have a business plan, share that too so your VA can see where their work fits in the greater scheme of things.

Agree fees upfront

Most assistants work on an hourly rate. Check out what it is in advance to make sure it fits your budget. They will charge the prevailing rates in the market where they live – so exchange rates can work for or against you.
Do you want to be billed for the time they spend getting up to speed at the beginning or learning a new skill? If not, you’ll need to make that clear. Or you can look at it as a long term investment. Up to you – but think about it.
I’ve just asked Alexandra (my former VA) and Janet to each tell me the one thing they consider most important in a good author/VA relationship. Both of them highlighted communication – being absolutely clear about what is to be done and by when.

How to Find a Great VA

I always go by personal recommendation. I found two of mine via other ALLi members and the other two were recommended by one of the VAs herself when she stopped due to changing priorities and a desire to focus on her own writing. A Google search produces a lot of options – but make sure you try them out before committing. There is a lot of trust involved – sharing of log ins etc – so be careful!
Working with a VA can make a huge difference to your productivity, as long as you are prepared to invest time in the relationship.
OVER TO YOU Do you have experience of using a VA? How did it go for you? We’d love to hear about your experience.
#Authors - thinking of using a VA to lighten your #selfpublishing load? Read @clarefly's top tipsCLICK TO TWEET
OTHER USEFUL POSTS FOR AUTHORPRENEURS



3 Responses to How to Find a VA and How They Help Indie Authors Build their Self-publishing Careers

  1. Virginia King August 17, 2017 at 2:57 am # 
    Thanks for this Clare. I’m poised to get some help so your advice is timely. Have you ever given your VAs your passwords and allowed them access to your KDP dashboard/ email service provider etc?
  2. Clare Flynn August 14, 2017 at 4:31 pm # 
    I haven’t heard of MeetEdgar, Helena – now off to find out!!!!
  3. Helena Halme August 10, 2017 at 8:29 pm# 
    I’ve been using MeetEdgar for the past two weeks which has been surprisingly liberating. I have so much more time to get on with writing, and I don’t have to deal with an actual, real, person. 😉

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15 Places to Find Your Next Beta Reader

15 Places to Find Your Next Beta Reader
15 Places to Find Your Next Beta ReaderWhere can I find a beta reader or critique partner?Without doubt, that’s the second most frequent question I receive from writers (right after where do I find a good editor?).
This can be a tough question to answer for the simple reason that a beta reader or critique partner isn’t someone you simply vet and hire, like you would a freelance editor. Rather, this is (ideally) a relationship you build, just as you would build any important friendship.

7 Things to Look for in a Beta Reader

There are several keys to finding the right beta reader (and it is important to find the right one). You want someone who:
1. Enjoys your genre.
2. Understands your intentions for your stories.
3. Likes your stories, in general.
4. Isn’t afraid to tell you what isn’t working.
5. Is an experienced reader and/or writer (both bring important insights to the table).
6. Is reliable and trustworthy.
7. You like–and who likes you in return.
In short, when you’re looking for beta readers, what you’re really looking for is “your kind of people.”

How to Find a Great Beta Reader

Where do you look for these peeps? Local writing groups sometimes offer possibilities. But the Internet is by far your greatest beta reader resource.
Honestly, my best advice is to simply go where writers go (Twitter, Facebook, writing blogs, writing forums) and start making connections. When you find someone who you feel will be a good fit, offer to trade critiques. Eventually, the right person or people will rise to the top (and when they do, make sure you treat them right).
Still, that’s not the kind of answer most writers want. It is, after all, kinda vague–and there’s a lot of time and a little bit of luck involved. So I decided to take this whole game up a notch. I conducted an informal poll (via my daily Writing Question of the Day–#WQOTD–on Facebook and Twitter)
Following is the list of responses I received, in alphabetical order.

Top Recommended Beta Reader and Critique Groups for Writers

Now What Do You Do?

The only one of these sites with which I have any personal experience is Christian Writers, and that was many years ago. You’ll need to do some research (aka, poking around) to discover which site is the right fit for you. Some of the Facebook groups are invitation-only, so if they interest you, you’ll need to submit your application for approval.
Remember, finding a good beta reader is often as much about being a good beta reader yourself as it is anything else. Be prepared to give generously, use wisdom in selecting appropriate groups and partners, and take advantage of this resource to help you polish your writing to the next level.

Wordplayers, tell me your opinion! Do you have a beta reader? If so, where did you find him? Tell me in the comments!

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