MI: Dianna,
how long have you been a VA, and what
prompted you to establish your own VA
business?
DG: I have been
a part-time VA since 1996. I went full time
about three years ago. My husband was in the
Military for over 20 years, and we traveled
the U.S. and overseas which made it
difficult for me to cultivate a career.
While we were stationed in Germany I began
creating resumés for soldiers and their
family members that were leaving the
Military. When we returned stateside I
continued my business part-time while
working a full-time corporate job. I
continued to build my VA business until I
was confident that I could make it without
the “outside” job.
MI: Tell us
a bit more about your administrative
background and other experience prior to
becoming a VA.
DG: I have held
positions as an administrative assistant,
executive secretary, technical advisor,
network administrator and webmaster. I was
directly responsible for the purchase and
installation of new personal computers and
software, developed websites for various
agencies associated with the State of
Georgia, assisted with employee development:
wrote classified job advertisements,
screened resumés, conducted interviews,
wrote job descriptions, and set up a system
for employee evaluations. I also created and
wrote a monthly newsletter, designed
business cards, flyers, posters and
brochures.
MI: How does
that experience translate into providing
services as a VA?
DG: I conduct
many of the same services for my VA clients
as I did for my clients in the corporate
world. The only difference is that business
is handled virtually. With today’s
technology I don’t think there is anything
that I can’t do virtually that I did for my
"brick and mortar" business.
For example, I have a
retainer client that was very unorganized in
the beginning of our partnership. She had no
files to speak of; just bits of paper here
and there, consistently missed her deadlines
and never followed up on leads because she
could never find her contact information.
She dumped everything
in a couple of large boxes and mailed them
to me. From these boxes I created files, a
database, setup Outlook directories and
calendaring. She is very happy with the
result. The challenge now is to keep her
organized, LOL.
MI: At what
point did you begin providing support in the
real estate field?
DG: I responded
to a RFP from IVAA. It turned out the RFP
was from a REALTOR®. When she interviewed me
she asked a series of questions such as,
what sort of “real estate” software I was
proficient in, how often I had conducted
“drip campaigns”, etc. I had no idea what
she was talking about. I had assumed that
REALTORS® used the same programs as everyone
else.
I did not win the RFP,
but my interest was certainly piqued. I
began surfing the net to find whatever
information I could about assisting real
estate professionals. It was a bit
overwhelming to learn how “involved” it was
but I love a new challenge and decided to
find some training.
I enrolled in a 12 week
REVA Training Course which gave me the tools
I needed to get started. Before I even
finished the course I won an RFP from a Real
Estate Virtual Assistant that needed help. I
gained much knowledge and experience from
working with her. From there I was able to
obtain my own clients.
MI: What is
your primary focus or niche in working with
REALTORS® as a VA?
DG: Marketing! I
believe in “specializing”, and web design
and desktop publishing are naturals for me.
I was able to make a smooth transition from
VA to REVA. Some of the programs I use are
PageMaker and Publisher. I love using Imprev
which is an online marketing tool that I use
to create various personalized CDs, property
cards, web commercials, virtual tours and
slide shows. I earned my Webmaster
certification from Troy State University in
2000. I specialize in creating sites for
small business, entrepreneurs and Real
Estate Professionals.
Although I feel I am
definitely a "people person," I am also a big
nerd - I can work for hours on a website and
get totally lost in the work that I am
doing. I love the creative energy that comes
from doing something I love.
I also offer word
processing, calendar management, appointment
handling, reminder services, travel
arrangements, check/respond to emails,
invitation mailing, RSVP Tracking,
arrangement of floral, catering setup, event
signage to direct guests, thank you gifts,
thank you letters and event follow-up.
MI: It
sounds like web design and web site work is
where your passion lies. Please tell us more
specifically the kind of work involved in
providing web support to REALTORS®.
DG: These
services can include writing and editing
copy for the content of the site, creating a
biography, adding audio or video messages,
adding maps, a real estate glossary,
favorite links, and FSBO resources. I create
online newsletters, research and write copy
for school information, relocation, mortgage
information, neighborhood profiles,
utilities, weather and climate, crime
statistics, shopping and recreation
resources. Working on websites also involves
editing photos, adding forms for visitors to
use to request information, CMA request
forms, and creating a FAQ page.
MI: Suppose
a client came to you as he was just
beginning to pull his website together. How
would you help him achieve this?
DG: I begin by
looking at their website. I need to see how
their website is setup and if it is set up
to capture leads. Visitors should be able to
request reports or CMAs. I am looking for:
1. Who is the primary target? 2. What is the
value of the service they offer? 3. Do they
separate themselves from the crowd?
Content is extremely
important. The site should reflect the
specialty of the agent, whether it is beach
homes, condos or historical homes. There
should be request forms for various reports
such as relocation packages and requests for
CMAs.
MI: Some
agents have custom websites and others use
template sites targeted to real estate. From
a VA perspective, what differences are there
in providing support for each?
DG: Most of the
template websites are already designed. You
can choose from a variety of templates but
there is not a lot of manipulation of the
“theme” that can be done. It is basically
working on and adding content. Template
sites can be created much faster than a
custom site which will reduce significantly
the amount of design time, therefore saving
on the overall price of your site. Template
sites are usually database driven and all
content is stored in an online database.
These sites usually include database driven
marketing and operational tools that you
would otherwise have to purchase from a
third party vendor. The downside is that it
is difficult to standout from all of the
other real estate template websites.
MI: Besides
developing the content for a website and
updating information, what are some related
services that you provide for your clients?
DG: We maximize
the site to capture leads, and ensure that
the content is rich in keywords to make it
easy for search engines to pick up. I also
am experienced in setting up email drip
campaigns for clients.
MI: If a
client wants to use drip campaigns, but
doesn’t quite know where to start, can you
help with that?
DG: I certainly
can. Email drip campaigns are a great way of
marketing to prospective clients without
making phone calls or visiting in person.
Each campaign can have an unlimited number
of messages, each timed to be sent any
number of days as far out as you would like.
There are many different kinds of campaigns
that can be developed, and these can also
run simultaneously. The campaign can be
educational such as for first-time buyers,
etc.
Although I do have a
template type system setup, I customize the
templates for each client to show off the
personality of the agent.
MI: As you
continue to build your business and work
with clients, what aspect of providing
virtual assistance do you find most
rewarding?
DG: When the
client finally “gets” that my one and only
goal is to help them make their business
successful. They then begin to feel good
about our partnership. Just like any other
relationship it takes time to get to know
one another, likes, dislikes, and work
style.
The clients’ time is
valuable and they should spend it on doing
what they do best, selling and cultivating
new clients, and leave everything else to a
VA!
MI: Dianna,
your enthusiasm for what you do is evident.
Thanks for taking the time to share your
experiences with our readers.
DG: Thank you
Michael, I appreciate your great
contributions to the Virtual Assistance
industry.
To learn more about Dianna and her services
just send her an email at
dianna@southsoundlane.com or call her at
866-811-5350.
Always remember to do a thorough
due-diligence before hiring any kind of
assistant. This interview is part of an ongoing
series of VA profiles designed to help you find
the perfect VA or VA team to help you get
organized, profitable, and in control of your
business.
