1. Setting Up Shop Virtual Business Copyright © Texas Education Agency, 2012. All rights reserved

2. “Copyright and Terms of Service Copyright © Texas Education Agency. The materials found on this website are copyrighted © and trademarked ™ as the property of the Texas Education Agency and may not be reproduced without the express written permission of the Texas Education Agency, except under the following conditions: 1)Texas public school districts, charter schools, and Education Service Centers may reproduce and use copies of the Materials and Related Materials for the districts’ and schools’ educational use without obtaining permission from the Texas Education Agency; 2) Residents of the state of Texas may reproduce and use copies of the Materials and Related Materials for individual personal use only without obtaining written permission of the Texas Education Agency; 3) Any portion reproduced must be reproduced in its entirety and remain unedited, unaltered and unchanged in any way; 4) No monetary charge can be made for the reproduced materials or any document containing them; however, a reasonable charge to cover only the cost of reproduction and distribution may be charged. Private entities or persons located in Texas that are not Texas public school districts or Texas charter schools or any entity, whether public or private, educational or non-educational, located outside the state of Texas MUST obtain written approval from the Texas Education Agency and will be required to enter into a license agreement that may involve the payment of a licensing fee or a royalty fee. Copyright © Texas Education Agency, 2012. All rights reserved 2

3. What is a Virtual Office? A virtual office is a combination of services provided by a business through electronic forms of communication and an address other than a traditional office location. A virtual office is a combination of services provided by a business through electronic forms of communication and an address other than a traditional office location. 3 Copyright © Texas Education Agency, 2012. All rights reserved

4. Why Virtual? Main benefit is low overhead costs Main benefit is low overhead costs Flexible hours Flexible hours Can use personal strengths, talents, and skills Can use personal strengths, talents, and skills Match your strengths and abilities to a niche market, that is, a specific target market Match your strengths and abilities to a niche market, that is, a specific target market Can reach a larger market than a traditional business Can reach a larger market than a traditional business 4 Copyright © Texas Education Agency, 2012. All rights reserved

5. Your Virtual Office Your work space Your work space Handling paperwork, filing options Handling paperwork, filing options Visitors to the office Visitors to the office Employee space Employee space Your assets Your assets Office furniture Office furniture Equipment Equipment Laptop (most important resource) Laptop (most important resource) Printer, copier, scanner, or all-in-one device Printer, copier, scanner, or all-in-one device Removable storage Removable storage 5 Copyright © Texas Education Agency, 2012. All rights reserved

6. Your Virtual Office (continued) Physical room design Physical room design Functional Functional Measurements Measurements Mail Mail A post office box or alternative that will accept packages A post office box or alternative that will accept packages Create a work schedule Create a work schedule Consider outsourcing certain tasks Consider outsourcing certain tasks Consider using the “Cloud” for applications that can be shared Consider using the “Cloud” for applications that can be shared 6 Copyright © Texas Education Agency, 2012. All rights reserved

7. E-Tools E-mail Document viewing software - For pdf files, compressing files, media clips Word processing softwareGraphics and presentation softwareFinancial software 7 Copyright © Texas Education Agency, 2012. All rights reserved

8. The Virtual Assistant What is a Virtual Assistant? What is a Virtual Assistant? “virtual” meaning on a computer “virtual” meaning on a computer “assistant” provides administrative support “assistant” provides administrative support Also known as a “cyber-assistant” Also known as a “cyber-assistant” Often they are business owners in their own right, i.e., independent contractors, who support business owners in many ways. Often they are business owners in their own right, i.e., independent contractors, who support business owners in many ways. 8 Copyright © Texas Education Agency, 2012. All rights reserved

9. Virtual Assistant Responsibilities Handling calls Handling calls Screen and transfer calls Screen and transfer calls Scheduling appointments Scheduling appointments Customer service Customer service Processing orders Processing orders Maintaining web site Maintaining web site Monthly ad subscriptions Monthly ad subscriptions Press releases Press releases Weekly product/service flyers Weekly product/service flyers 9 Copyright © Texas Education Agency, 2012. All rights reserved

10. Virtual Assistants’ Clients ExecutivesEntrepreneurs Sales professionals Businesses in general 10 Copyright © Texas Education Agency, 2012. All rights reserved

11. Virtual Assistant Considerations Laptop a necessity Laptop a necessity Capability of large file transfers Capability of large file transfers Compatible software Compatible software Specific job responsibilities Specific job responsibilities Someone organized and motivated Someone organized and motivated Someone with an aptitude for the job Someone with an aptitude for the job 11 Copyright © Texas Education Agency, 2012. All rights reserved

12. Virtual Assistant Considerations (continued) Getting a routine going Getting a routine going Handling communications with clients, mainly email Handling communications with clients, mainly email Paying your assistant (depends upon the type of business) Paying your assistant (depends upon the type of business) Hourly Hourly Salary Salary Commission Commission Flat rate per task Flat rate per task 12 Copyright © Texas Education Agency, 2012. All rights reserved

13. Benefits of Virtual Assistants … to Clients Save on healthcare costs No office space needed No vacation and sick pay Increased productivity Increased sales/revenue Increased customer satisfaction Increased customer retention rate … to the Assistant Work from home Flexible hours Flexible pay depending upon arrangement Getting to know the details of a business Increase in self-satisfaction by contributing to the success of a business 13 Copyright © Texas Education Agency, 2012. All rights reserved

14. Independent Practice Assignments Floor Plan Diagram – Using word processing software, students will create a floor plan diagram of what their office would look like if they were beginning an online business, knowing that more than just a laptop may be required. Students should also list somewhere on the diagram the software they would like to have to use in their business. Floor Plan Diagram – Using word processing software, students will create a floor plan diagram of what their office would look like if they were beginning an online business, knowing that more than just a laptop may be required. Students should also list somewhere on the diagram the software they would like to have to use in their business. Virtual Assistant Job Description Newsletter Assignment #2 – Students will research on the Internet to locate three different job descriptions from different companies’ job openings for a Virtual Assistant Job Description Newsletter Assignment #2 – Students will research on the Internet to locate three different job descriptions from different companies’ job openings for a 14 Copyright © Texas Education Agency, 2012. All rights reserved

15. Independent Practice Assignments (continued) ‘virtual assistant’ and create a newsletter summarizing their findings. They will create a one-page, two-column newsletter that is attractive, easy to read, with separate sections for the definition of a virtual assistant and the three job descriptions. Each section should be identified with separate paragraph headings or subtitles that add creativity to the document. ‘virtual assistant’ and create a newsletter summarizing their findings. They will create a one-page, two-column newsletter that is attractive, easy to read, with separate sections for the definition of a virtual assistant and the three job descriptions. Each section should be identified with separate paragraph headings or subtitles that add creativity to the document. Gantt Scheduling Chart Assignment #3 – Students will use spreadsheet or other software to create a Gantt chart that shows the amount of time a virtual business owner might spend on tasks as compared to the tasks and time spent by a virtual assistant. Think of all the tasks that may need to be completed by the owner and the virtual assistant and estimate how much time would be required to complete them. Gantt Scheduling Chart Assignment #3 – Students will use spreadsheet or other software to create a Gantt chart that shows the amount of time a virtual business owner might spend on tasks as compared to the tasks and time spent by a virtual assistant. Think of all the tasks that may need to be completed by the owner and the virtual assistant and estimate how much time would be required to complete them. 15 Copyright © Texas Education Agency, 2012. All rights reserved