Elance

Update: Elance has merged with oDesk to form Upwork, the world’s largest freelance marketplace. Be sure to check out our full Upwork review or this post for a big list of Upwork alternatives.

Elance.com is one of the world’s largest communities of freelance employees and people looking to hire them. Since their beginning in 1999, Elance has grown to a network of over 2,000,000 contract professionals.

elance reviewThe company is based in Mountain View, California, but connects workers and employees from every corner of the globe. For virtually any kind of job you need done, you can find someone to do it on Elance.

Among the service providers are a growing number of virtual assistants. You’ll find a wide selection in this category, including full-service virtual assistant companies overseas, independent contractors, and even stay-at-home moms in the US earning a part-time income online.

elance reviewIf you don’t have an Elance.com account, it is easy to create one. When I signed up, there was a one-time $10 fee. After that, Elance is free for employers. (They make money by taking a fee from your payments to contractors.)

There are several benefits of using Elance to find a virtual assistant:

  1. You can post your exact job requirements, interview candidates, and hire someone with a good expectation of what you’ll get. This is not always possible with other virtual assistant companies.
  2. You can use the built-in Elance feedback system to read reviews about virtual assistant service providers, and leave feedback of your own once the job is done.
  3. You can use their conflict resolution process if there are ever any disputes over the quality or delivery of the work contracted. If you hire a freelance virtual assistant outside the Elance community, you don’t have this recourse.

Elance Review

Elance.com is primarily known for one-time projects, but is also a good resource for ongoing work like virtual assistance. If you find a provider you like, you can hire them again and again, or set up a longer-term arrangement, but it’s nice that you don’t have any long-term obligation upfront.

elance headquarters
Hanging out at Elance headquarters

The quality and cost of virtual assistants can vary greatly, so be sure to check out the feedback of each provider and see what other employers are saying about them. You’ll want to look for someone with a long history of positive reviews. Does their reputation justify their price?

I’ve had some success googling the provider as well, because sometimes their Elance portfolio doesn’t tell the whole story. Since many VAs maintain accounts on multiple sites under the same name, you can check their profiles on oDesk and other sites too.

Have you had any experience with Elance in general, or with Elance virtual assistants specifically? If so, please share it here.

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6 Glaring Signs It’s Time to Hire a Virtual Assistant

Deena Anreise, the Marketing Manager for Prialto, contributed this post.

Take it away, Deena!

**********

Everyone needs help from time to time, especially small business owners. But how do you know when it’s time to hire help from a virtual assistant?

Nick’s Notes: My answer: “When the pain of inaction becomes too great.” 

1.“I Got This.”

Have you fallen into the trap of similarly ambitious entrepreneurs and small business owners who believe that they, and they alone, hold the keys to getting everything done well and on time? Most likely, your thought process swings back-and-forth between “If I work hard enough and fast enough, I can get it all done,” and “No one can get it done better or faster than I can.”

Nick’s Notes: Guilty. Chris Ducker calls this “Superhero Syndrome.”

Typically, you find yourself at a stalemate with yourself and your business’s forward progress. And somewhere in the back of your mind is a voice telling you that ending the stalemate is not only crucial to the growth and success of your business, but essential for your health and the health of your business.

2. More Admin Than Agile

How often do you deal with emails, phone calls, expense reports, invoicing, travel arrangements, scheduling, data entry, client prospecting, and other routine administrative tasks yourself?

If the answer is “more than I’d like to” or “more than I handle high-value business growth tasks” then it’s time to outsource your repeatable, ongoing admin needs to a virtual assistant.

Doing so is inherently growth-oriented, since when entrepreneurs spend the majority of their time doing repetitive tasks, they fail to grow their business. All the best minds in business and statistics report that 80% of your time should be spent on high-value business growth tasks.

Nick’s Notes: That would be an interesting metric to track during my next time audit. I’m probably not anywhere close to that 80% mark, but getting better all the time.

3. Ain’t No Rest For The…Executive

Do you regularly put in 10 to 16 hour days in an effort to keep up with all the work on your plate, yet still fall behind? Do you consistently work weekends and nights? Are you stressed out about your lack of work-life balance?

Nick’s Notes: Hmm, editing this post on a Saturday afternoon…

At this point, it’s not even necessary to explain why answering “yes” to any of the above questions is a sure sign that you are in desperate need of cost-effective administrative help. It should be obvious that you need to spend more time on your core business instead of dealing with admin tasks and putting out fires all week long.

4. Big Ideas Never See The Light Of Day

What ever happened to that exciting new project or that big idea you were so jazzed about several months ago? Wait…has it already been a year since you swore you’d put that plan into motion?

Your valuable, limited time goes up in smoke when you’re buried in busy work. Ambitious small business owners are a goldmine of great ideas. Don’t put off projects that could dramatically impact your business because you’re overwhelmed by administrative tasks.

Nick’s Notes: This is the biggest one for me. It’s the realization that no one else is going to move these new projects and ideas forward except for me. And sometimes that means freeing up some hours to get ’em rolling.

5. No New Revenue

It’s a terrible feeling to know that you are missing out on sales opportunities because your client and prospect database isn’t up-to-date. You likely kick yourself on a daily basis thinking about all the lead nurturing you could be doing if only your email lists were current and segmented properly according to where contacts fall in your sales pipeline.

Data entry into your CRM is a painstaking task, so many of us “accidentally” keep forgetting to sit down and hack away at it. But the next time you miss a deadline to follow-up with a lead, remember this article…and get busy finding a virtual assistant that can help you pull your business forward by consistently getting you in front of the right prospects at the right time.

6. Small Budget With Huge Ambitions

Hiring a virtual assistant beats hiring an in-house administrative assistant when you’re on a small budget, because it’s cost-effective.

There’s no (or low) overhead associated with hiring a virtual assistant due to the fact that there’s no need to provide them with employer wage deductions, vacation pay, health insurance, office space, furnishings, or equipment. Those savings alone are incredibly appealing. What’s more, you won’t need to deal with daunting HR paperwork or training and management.

Nick’s Notes: You’re probably still going to spent some time on training. 

Most small businesses can’t afford to pay the necessary costs associated with hiring an in-house administrative assistant. If you live in a metropolitan area like the San Francisco Bay Area, you’ll quickly find that virtual assistants cost significantly less than a regular employee. Plus, it can be very difficult to find an in-house assistant who can afford to work just a few hours a day for you.

Summary

OK, be honest. Are you guilty of any of the “tell-tale signs” above?

Instead of asking yourself “why hire a virtual assistant,” maybe the better question to answer is “why not hire a virtual assistant?”

Check out this cool decision-tree infographic at the Prialto blog for more on how to choose the right virtual assistant for your needs.

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Contemporary VA

Contemporary VA is a (primarily) American virtual assistant company, based in Pittsburgh, PA. The company was founded in 2002 and has grown to provide remote administrative support for clients across the US, Canada, and now the UK as well.

ContemporaryVA (CVA) uses a diverse team of qualified work-from-home VAs to support their clients. Customers trend toward coaches, consultants, and online entrepreneurs, but CVA is serving a growing number offline businesses as well.

Hiring

contemporary va reviewOne thing that sets the company apart is their rigorous screening process. As you might imagine, any legitimate job that allows the freedom and flexibility to work from home is in high demand.

Beyond the detailed application, prospective VAs are asked to complete a skills test and several sample tasks that might be common in their job. The company can monitor the results of these tasks, along with how long they took to complete and the tools the candidate employed.

Once hired, Contemporary VA virtual assistants are essentially in apprentice-mode for a minimum of 60 days. That means they are assisting with work behind the scenes, but aren’t yet directly interacting with clients. During this time, the new hires are receiving ongoing training and their deliverables are constantly evaluated by senior team members to ensure quality.

For prospective clients, the benefit is not being assigned to a rookie VA on her first day on the job.

Contemporary VAs also sign exclusivity agreements, meaning even if they’re part-time employees, they won’t be off on Elance or trying to get other VA clients on the side.

Service Plans

I had the opportunity to speak with Jennifer, the General Manager of CVA, and she was gracious enough to explain to me how it all worked. The company assigns VAs based the skills required and time zone proximity to the client.

ContemporaryVA has two levels of client service: Gold and Platinum.

Gold

The CVA Gold plan is a pre-paid plan with no minimums and no commitments. It is best for ad hoc projects and for customers who aren’t ready to commit to a VA on an ongoing basis. As a good intro to outsourcing, the rate for this plan is a flat $35 an hour.

Gold clients are assigned a dedicated project manager, but the actual work may be carried out by another VA, depending on availability.

Platinum

The Contemporary VA Platinum plan is an ongoing “retainer” service, where clients have a minimum of 20 hours a month worth of work to outsource. The rates for this plan range from $21 to $25 an hour, depending on how many hours a month you need.

For example, a 20-hour plan would be $500 a month ($25/hr), and a full-time VA would be $3360 a month ($21/hr). Obviously the rates are higher than what you’d find in India or the Philippines, but are quite competitive among similar US virtual assistant companies.

Platinum clients have a dedicated virtual assistant, and after 3 months, the company will even train a backup at their expense for when your primary VA is out sick or on vacation.

Delegation Education

I recently went through their free 21-day email course on how to delegate effectively. It’s super detailed but definitely worth the read if you’re new to outsourcing and working with virtual assistants.

I just signed up via the opt-in box on their homepage.

Have you worked with Contemporary VA? If so, please leave a quick review of your experience below to help others with their decision-making process.

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TaskUs

TaskUs is a “boutique” outsourcing company in the Philippines, with a sales office in Los Angeles. The company has grown from 5 employees in 2008, to over 400 today, all working out of a dedicated office space in Manila.

The story goes that co-founders Bryce Maddock and Jaspar Weir tested virtual staff from several countries around the world before concluding that workers from the Philippines were the best. Impressed by the passion and high level of service, they decided to set up shop for their new company there.

Services

TaskUs is aimed at mid-sized companies looking to leverage the cost benefits of outsourcing. The primary clients are start-ups, tech companies, and ecommerce stores.

TaskUs allows firms to scale up rapidly, bringing on dedicated teams of workers in a short time, who embed themselves in your company’s culture like virtual employees. The focus is skilled computer-based work, like photo-editing or product feed management, but outsourced team members can also perform customer support functions, data verification, and even content creation.

TaskUs Intro Video

This made laugh.

https://www.youtube.com/watch?v=yjG1IbHU7iI

The company will bid on project-based work, but the majority of clients opt for full-time workers on a long-term engagement.

The facility in the Philippines is staffed with on-site management and company directors, so you know your employees are being kept accountable. And unlike the home-based VAs who may disappear for days on end when there’s a power outage, TaskUs has backup generators and transportation in place so your business stays online.

Plans and Pricing

When I spoke with TaskUs, I couldn’t nail down a price range for their services, only that their rates vary by the skills you require and the number of employees you need. I interpreted that as if you’re looking for the absolute bargain basement virtual employee, this is not the place. But then, the $2.50/hr people you might find on oDesk often come with hidden costs as well.

Ultimately the value comes from getting consistent quality work done at an affordable price, and not having to deal with the headaches of the hiring process yourself. Here’s an excellent write-up on PandoDaily about how TaskUs has kind of become Silicon Valley’s secret weapon for growth.

TaskUs Alternatives

Check out Prialto or VA Staffer for a couple alternatives to TaskUs in the Philippines.

Your Turn

Have you worked with TaskUs? If so, please share a quick review of your experience below and help others with their decision.

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Outsourcing Things Done

Outsourcing Things Done is a virtual assistant company in the Philippines. Founded in 2009, the company has positioned themselves as a premium entry in the market.

Outsourcing Things Done VAs are available in a few different areas of expertise including general administrative skills, customer service, and real estate. In fact, the parent company of Outsourcing Things Done specializes in creating websites for real estate agents so it makes sense they would have virtual assistants familiar with business.

outsourcing things done reviewAnother company that focuses on real estate virtual assistants is My OutDesk.

One thing that sets OTD apart from the competition is that their VAs work from a professional office environment rather than from their homes. The downside, as you might expect, is this increases the cost substantially. (But it looks like a very nice office based on the video below!)

Services

Outsourcing Things Done offers three levels of VA service, imaginatively called Level 1, Level 2, and Level 3. There’s not much information I could find on what exactly these three levels mean, but they get more expensive the higher you go so I’ll assume it pertains to the VA’s experience and expertise.

Outsourcing Things Done Intro Video

Plans and Pricing

The rates start at $1200 a month and go up from there, which is definitely on the high side for virtual assistant companies in the Philippines. Every plan is a for a full-time virtual employee; there doesn’t appear to be any on-demand or part-time options available.

This is also known as a “staff leasing” business model. Based on your job description, the company will actively recruit a team member that fits your needs. They rely heavily on videos, both from you and the candidates, to ensure a good professional fit.

Beyond the monthly fee, OTD charges a $995 set up fee. There are a few companies charging these kinds of fees but not many.

If your VA requires special software — even Microsoft Office — there’s an additional charge for that. Do you need them to print and scan documents? There’s an extra charge for that. Do you need them to work during US business hours? There’s an extra charge for that.

I understand every business has certain costs and needs to make a profit but reading through their pricing menu just seems like a nickle-and-dime upcharge frenzy.

To help you monitor productivity, Outsourcing Things Done has installed special seat and screen cams. This will help you verify your virtual assistant is present and working when they say they are.

Outsourcing Things Done Alternatives

Take a look at VA Staffer or Prialto as potential considerations in addition to OTD.

Your Turn

Have you worked with Outsourcing Things Done? If so, please share a quick review of your experience below to help others with their decision.

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dailyPA

DailyPA is a task-based virtual assistant company serving the UK and European markets. The business was founded in London in  2012, and utilizes an all-UK staff of professionally trained virtual assistants.

dailypa reviewWhen you lead a busy life as most people do, dailyPA.co.uk can help with the things on your to-do list. The DailyPA team has a wealth of administrative, business, and technical experience. They specialize in tasks like reservations, events, scheduling, diary management, entertainment bookings, client research and more.

DailyPA is a monthly subscription service that starts at £89 pounds per month for 3 hours worth of tasks. A 9 hour plan is £259 a month, while the “Pro” plan clocks in at £499 for 18 hours. The mid-tier, “Exec” plan is the most popular.

A general guideline is that the tasks should take around 15 minutes, but dailyPA does afford you the flexibility to offload more in-depth tasks. The time will simply be accrued and charged against your total for the month.

At these rates, dailyPA is quite expensive relative to other services on the market. If you want to go overseas, Efficise currently offers 30 tasks for $45, and in the US, Fancy Hands will do 15 for $45. For that reason, their rates seem pretty high. On an hourly basis, they’re charging approximately £30 an hour across all plans (roughly $48/hour at today’s exchange rate!).

In the UK, the nearest alternative would be Time etc, although they operate more on a “virtual employee” model rather than this team-based by-the-task model.

The site is beautifully designed and they make sure to tout the UK regulations they abide by when it comes to privacy and data security. From an employer’s perspective, you’re not liable for any additional payroll tax burden or paperwork when you contract with dailyPA.

With dailyPA.co.uk you can cancel your agreement with them any time you want. There are no joining fees, commitment fees and no long term contracts. Plus, they guarantee the quality of each task that they complete for you, and if you feel they could have done a better job, they will address the issue free of charge.

Each plan comes with a dedicated point of contact. Clients delegate tasks to dailyPA via telephone, email, text, or Skype.

Have you worked with dailyPA? If so, please leave a quick review below to help others with their decision.

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My Biggest Outsourcing “Wins” of the Year

Happy New Year!

This is a weird time of year for me.

On the one hand, I know New Year’s Resolutions are dumb. I mean, if something is worth changing, it’s worth changing now — not waiting for some arbitrary flip of the calendar, right?

But it’s hard not to get caught up in all the “fresh start” talk, and at the very least reflect on what went well for the last 12 months and where you might have opportunities for improvement.

In that spirit, I want to share few things that went well for me last year outsourcing-wise, and a few areas I’m still struggling with.

First up, the wins.

My dedicated assistant Karla from OkayRelax has been doing a great job with the research, data entry, and even website updating tasks I send her way.

One example was when the Virtual Assistant Assistant site switched over from http to https last year, I had to go through and update all of the images to https. It wasn’t the most difficult task in the world, but it was time-consuming, and she nailed it.

Another company that helped during that transition was Zen WP, which offers 24/7 WordPress maintenance and support. They also helped clean up a lot of the pesky little bugs that had been floating around the site.

My freelance writer has been a huge help this year, producing content for this site, summarizing my podcast episodes, and now even writing the accompanying blog posts for those episodes.

And while I still go through and do my own final round of edits, I think the PodcastFasttrack podcast editing service I’ve been working with has still been a net time saver.

For my book project last fall, I used the crowdsourced design service DesignCrowd.com. To be fair, some of the designs were pretty awful, but I really liked the end result.

And finally, I’ve been loving the results and automation behind the robo-investing service called Betterment.

It’s not direct business outsourcing in the traditional sense, but with each dollar I invest, I’m essentially “hiring” thousands of workers — and getting to share in the fruits of their labor.

So what flopped? And what’s next?

There were a couple things that didn’t go so well. For example, I wanted to hire a freelance marketing specialist to help me drive more traffic to my sites, but haven’t heard from him in months. Back to the drawing board on that one.

On the horizon, I have some more website technical stuff I could use help with, and perhaps some graphic design, video creation, and even advertising sales as well.

But mostly I’m the bottleneck. There are a ton of projects I’d love to tackle but am stuck in “maintenance mode” and have a hard time finding time for “growth mode.”

For the new year, I haven’t set any resolutions or 12-month goals. Instead, I’m trying to focus on shorter-term “sprint” goals and mini-habits.

For example, a shorter term goal I have is to add a subnavigation menu to one of my sites to make it easier to access relevant archive content.

An example of a mini-habit would be doing at least one proactive thing in my business before checking email or social media.

Another mini-habit I like is doing 1 push-up. It’s super easy to check the box, and once you’re down on the floor, you’ll probably do a few more.

Your Turn

What about you? What worked well last year?

What’s on the top of your list to delegate this year?

Cheers to working ON your business rather than IN it in 2017!

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Team Double-Click

Team Double-Click is a remote staffing agency, specializing in American “cloud-based” virtual assistants. The Colorado-based company was founded by Jim and Gayle Buske way back in 2000. (I believe “cloud-based” is the new preferred way to say the VAs work from their homes, rather than from a centralized office.)

team doubleclick reviewYour virtual administrative assistant is an off-site resource for your business. He or she can help with a broad range of computer-related tasks such as proofreading, bookkeeping, article writing, and data entry. Team Double-Click VAs also can make travel arrangements, assist with real estate transactions, prepare newsletters, and help with your customer service.

Team Double-Click offers two levels of service: Hourly Hire and Direct Placement.

With Hourly Hire, you contract with Team Double-Click on an on-demand hourly basis. They help monitor and manage your virtual assistant for you. In theory it makes sense to leverage their expertise in this way, but my guess is you’ll end up paying a higher rate and possibly have an extra layer of complexity in your relationship with your VA.

With Direct Placement, the company matches you up with one of their virtual assistants for free. Maybe the VAs are the ones paying for this matchmaking service?

Either way, this arrangement works similar to Virtual Staff Finder and some of the other recruiting services, except for US virtual assistants. From a network of nearly 100,000 VAs, they pre-screen the candidates and present a short list for you to interview. Then you select the winner and begin working with them and paying them directly as an independent contractor.

If you want to learn more about Team Double-Click, be sure to mention referral code VAA247 to take advantage of any special offers that might be available.

The only mention of pricing I could find gives only a range of $15 to $75 an hour. Quite a spread!

I’m generally not a fan of having to download, print, sign, fax/scan any pdf document, but that appears to be the only way to sign up for the service. They also want to collect your credit card information from the very onset.

In the Hourly Hire agreement pdf, a rate table is included. An entry level VA is quoted at $29.81 an hour, which definitely puts them on the higher end of the spectrum globally, but on par with other US-based virtual assistant companies.

As an alternative, you might try your hand at finding a freelance VA to meet your needs.

Have you worked with Team Double-Click? If so, please share your experience below and help others make with their research.

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Workaholics4Hire

Workaholics4Hire is a private outsourcing marketplace, “staffed” by more than 25,000 work-from-home freelancers. The Ottawa, Canada company was founded by Sylvie Fortin in 1999. Any business that’s been around that long must be doing something right.

Fortin explains that the site began as a way to connect small businesses who needed to outsource work with qualified telecommuting contractors. The work-from-home space was filled with scam artists, so there was a unique opportunity to build a network for legitimate home-based freelance work.

workaholics4hire reviewAnd the name? I guess if you had to choose between a lazy freelancer and a workaholic one, you’d probably choose the workaholic, right?

Outsourcing with Workaholics4Hire.com could be a little more straightforward. The company offers three levels of service:

  1. Self Serve
  2. Project Management
  3. Full Service

Self Serve

Self Serve is similar to what you would find on other freelance sites such as oDesk or Elance. You post your job, get bids, interview candidates and select the winner. The difference is that Workaholics4Hire charges $50 per ad, where the other sites are free.

Project Management

With the Project Management service, a Workaholics4Hire Project Facilitator acts as a manager and liaison between you and your outsourced workers.

This is a more hands-off solution, and could be a good alternative for first-time outsourcers. You get a Facilitator who helps plan your projects, recruit the best talent, and manage the process start to finish.

For this service Workaholics4Hire charges a monthly fee, ranging from $500 a month to $3500 a month on top of whatever contractor fees are incurred, depending on how many hours a day you need your Project Manager to work. Again, it’s not cheap, but it relieves you from having to perform these duties (although now you’ll have to manage the Project Manager), and it’s definitely more affordable than bringing someone in in-house to do the same job.

Full Service

Workaholics4Hire “Full Service” option is the consulting arm of the business. For $500 you get an hour long strategy session with Fortin, a recording of the session, and a detailed written action plan report.

Customer Support

They also offer outsourced customer support, where they essentially become your customer service department for a flat monthly fee. It can be a cost-effective solution when compared with an in-house team, and certainly cheaper in the long run than neglecting customer service altogether.

Conclusions

I’m a bit of a cheapskate and a control-freak, so the pricing models and the idea of adding another layer of management don’t really appeal to me. But then again, I’ve been outsourcing for many years and have developed a certain comfort with it. I can definitely see where Workaholics4Hire’s services would be valuable for first-timers, especially larger companies with larger budgets.

What do you think? If you have worked with Workaholics4Hire, please share a quick review of your experience here and help others with their decision.

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Virtual Assistant Talent

Virtual Assistant Talent is well-known virtual assistant company in the Philippines. The firm was founded in 2010 by John Davern, Jr., a human resources professional and real estate investor.

The company specializes in helping busy entrepreneurs maximize their time with affordable overseas virtual assistants.  Virtual Assistant Talent VAs can take care of a wide variety of tasks, including accounting, customer service, marketing, graphic design, and more.

virtual assistant talent reviewTwo basic services are offered: Virtual Assistant Staffing Service Subscription (say that 3 times fast!) and Virtual Assistant Recruitment Service.

With the Service Subscription set-up, Virtual Assistant Talent advertises your position based on your detailed job description, and narrows down the applicant pool to the top 2 or 3 candidates. From there, you interview them just like you would an in-house employee, and choose which one you want to work with.

The rates for this service are very competitive — even for the VA companies in the Philippines — starting at just $4.20 an hour.  They have a range of different packages available based on how many hours you need, and you can get a full-time VA for just $672 a month. The prices go up depending on experience and technical skill required to complete your job.

These virtual employees will be based out of their home-office, but managed by a local HR supervisor. Virtual Assistant Talent handles all the payroll processing and other requirements. They charge a one-time $99 set-up fee to get you started with your Subscription VA.

The other offering is the Recruitment Service.  The benefit of the recruitment service is that the ongoing rates are lower, ranging from $2-4 an hour, which could add up to some long-term cost savings.

Under this set-up, they do the legwork of finding top-tier candidates for your position, and you can interview them to decide on the winner. After that, your relationship with Virtual Assistant Talent is over aside from the 30-day satisfaction guarantee. Your VA will work directly for you as a remote contractor and you’ll pay them directly.

The downside? The Recruitment Service costs $995 upfront. Ouch! This is a rate much higher than what Virtual Staff Finder and Remote Staff Recruit charge for the same service.

Have you worked with Virtual Assistant Talent? If so, please share your experience below and help others with their decision.

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