Virtual Assistant Kathy Kodl of Kodl Consulting in Olathe, Kansas, shines at creating comprehensive office procedures for her clients and helping them stay on top of every aspect of managing the business. Here's how she does it.

MI: Kathy, let's start with your telling us something about your background prior to becoming a Virtual Assistant.

KK: I have an extensive background in managing business process, technology education and business operations in both retail and service environments. I’ve led the development and roll out of computer-based training programs for management, sales, human resources, customer service, and business processes. Over the years I’ve created and implemented training programs for many of the most popular computer software programs, including Microsoft Office, many proprietary software applications, and soft skills. I enjoy working with small, fast growing companies.

I began my corporate career in operations management with Businessland, Inc. and Productivity Point International. Later, as a training director and project manager for CompEd Solutions, a division of National Seminars Group, I developed numerous technology and management training programs focusing on Microsoft Office applications, customer service, and business process training. Before moving to a ‘virtual’ career, I was Director of Business Processes and a training manager for All Bases Covered, Inc., where I helped develop and deliver a national program for recruitment and end-user training on technology, management, business process, and sales.

MI: How and when did you make the transition from working in a traditional office setting to working virtually?

KK: After traveling an average of 22 days per month for the vast majority of 15 years, I decided it was time to ‘get a life!’ I didn’t even know what day to put out the trash! Fortunately, my last corporate management position supported my desire to work virtually around 50% of the time. But eventually, I threw out my business suits and started my virtual consulting career. That was 6 years ago and I absolutely love it!

MI: What services do you provide for clients?

KK: I like to focus on building a solid operational foundation that clients can build on successfully, with or without my on-going support. For fast growing businesses, I work to establish standardized documentation, company policies, training and marketing materials. For small businesses, I handle anything from creating job descriptions to conducting the actual recruiting, screening and the initial interview process. Equally key to the success of any business is documenting office procedures to ensure that the business can function when a key employee is absent or resigns. I also specialize in QuickBooks set up and bookkeeping.

MI: How do you handle assisting with financial services for clients when there are receipts and possibly other physical documents involved?

KK: Most clients do send me a monthly package of receipts, bank statements and other documentation because I maintain their financial files. But most critical documents, like bank statements, can be accessed via the web. More and more companies are moving to web-based or email billing systems. I typically receive that documentation electronically. So there’s a lot less paper to deal with. With QuickBooks Online, both the client and I have access to the financials. For example, I can set up a check run to pay vendors and then the client can log in to print the checks. With billing and collection, invoices are sent via email and you can set up a merchant account for credit card payments so that funds are deposited automatically to the client’s account.

MI: It sounds like you have a passion for setting up processes and systems. How do you get started with something like this for a new client?

KK: I typically start with a short meeting to get a feel for the current state of their business and what the short/long term operational goals are. If my expertise is a good match for the client then we develop a plan to move forward.

MI: Another interesting service you mentioned is helping with recruitment. How does that work?

KK: I’ve done everything from develop the job description to post the job, place ads in local publications, recruit through my own network of contacts, screen resumes, conduct interviews and check references. Beyond recruiting, I’ve developed marketing materials for use in sales meetings. Team Leaders and Brokers typically don’t want to spend time creating meeting handouts!

MI: Is there an example you can share of how you worked with a client to bring on new personnel?

KK: The most challenging experience was in documenting the daily routine and step-by-steps of a real estate office manager who gave her broker only 5 days to replace her. I documented her ‘all encompassing’ job before she left and ran the office virtually until they found a replacement. I trained that individual ‘virtually’ using GoToMyPC and was available to answer her questions as she learned each aspect of the position. That’s a great case for why I am a firm believer in documenting administrative roles!

MI: If an agent is starting to build a team and needs assistance pulling that together, how would you help to make that happen?

KK: Communication is critical to setting up a team! Again documenting roles and responsibilities, commission structures, sole and shared expenses, and expectations should be done up front when you’re in growth mode.

MI: For agents new to the idea of working with a Virtual Assistant, what are some things to be aware of as they get started?

KK: It’s important to find a virtual assistant that you communicate easily with. Be sure their availability and turn around time is going to satisfy your needs. Also be sure they have the skill set to handle the tasks you want to outsource. That means you have to know what the job entails! If you put some serious thought into what you want to outsource it will be to your advantage when you select the right VA.

MI: Kathy, thanks for some great insight into the possibilities for working virtually and being such a great example of it!

KK: My pleasure!

EDITOR'S NOTE: I've personally known Kathy for about three years and over that time she has done a marvelous job as my "virtual bookkeeper" for two of my companies and is also my "Virtual Chief Operations Officer" for one of them as well.

To learn more about Kathy and her services just send her an email at kkodl@sbcglobal.net or call her at 913-634-3421.

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.