2007VIRTUAL OFFICE MANAGEMENT

UPDATE

by Michelle Ulrich

What is a VA?

“A Virtual Assistant (VA) is an independent entrepreneur providing administrative, creative and/or technical services. Utilizing advanced technological modes of communication and data delivery, a professional VA assists clients in his/her area of expertise from his/her own office on a contractual basis.“

Source: the International Virtual Assistants Association web page: www.ivaa.org

Defining in greater detail between a Generalist Virtual Assistant and a Specialist

Generalist Virtual Assistant (i.e. Remote office manager performing multiple services)

Specialist (i.e. niche service: graphic or web design, ezines or niche target market: Real Estate VA, Insurance, Life Coaches, etc. single service)

Existing California schools Offering a VA Program

Grossmont CollegeMira Costa Community CollegePalomar Community CollegeRiverside Community CollegeSanta Rosa Junior College

New California schools since last year (2006)

American River CollegeSacramento City CollegeSan Mateo had a program 2 years ago and interested in trying againSierra College – fall 2007Shasta College – fall 2007Mt. San Jacinto – 2008Saddleback College – 2008

All schools nationwide

Arapahoe Community College, Colorado (adult ed)

Brookhaven Community College, Dallas, TexasHarford Community College, MarylandManchester Community College, ConnecticutOwens Community College, OhioRed Deer College in Edmonton, Alberta, CanadaWake Tech Community College, North Carolina

New, More Rigorous Certificate Programs

27 units versus previous 17 unitsMore emphasis on adults transitioning from

industry to business owner mentalityMore emphasis on business education,

less on entry levelMore emphasis on higher level certificate,

AA and AS degrees

27 unit Curriculums at Sierra College

AA Degree Website

Management

AS Degree Technology - Virtual

Help Desk

Enhanced Certificate Administrative

Core Competency Classes

Creating a Virtual Office

Marketing The Virtual Office

Managing The Virtual Office

Creating and Managing a Virtual Office has been broken out into two different classes to better prepare the student in his/her successful pursuit of a thriving business.

COURSE: Creating the Virtual Office 3 Units

This course is set up to assess the student’s successful ability to work in a virtual environment, customize his/her work space, evaluate software/hardware, and more through:

Self-assessments, personality profiling

Self-discovery, hidden talents, passions

Creating the perfect working environment

Initial business start up options

COURSE: Marketing the Virtual Office 3 Units

Identify and evaluate various techniques to secure employment as a virtual assistant.

Topics include: Networking – online and offline Virtual interviews Website development Marketing resources

COURSE: Managing the Virtual Office 3 Units

Managing The Virtual Office is for both the clients and the Virtual Assistant

Time management

Project management

Powerful planning skills

Building systems

Setting goals and objectives

Managing clients, a team and work

Staying focused

Supervised employment of students

Extends classroom learning to the job site and relates to the students' educational or occupational goal

Students will acquire new knowledge, skills, and abilities to prepare for a career in their chosen field.

COURSE: Virtual Assistant Occupational Work Experience Internship, 3 units

New Virtual Office Professional – Administrative Certificate

Model Program

Core Competencies – 18 unitsBus 52/CIS 52 Creating a Virtual Office, 3 units

Bus 53/CIS 53 Marketing a Virtual Office, 3 units

Bus 54/CIS 54 Managing a Virtual Office, 3 units

CIS 70 Word Processing Beyond the Basics, 3 units

Bus 84 Introduction to Business Writing Skills, 3 units

Bus 140 Small Business Management, 3 units

Virtual Office Professional – Administrative Specialties

Plus 9 Additional Units From the Following:

CIS 12 Using Voice Recognition Software, 3 unitsCIS 67 Foundation for Creating Web Pages, 3 unitsCIS 80 Spreadsheets in a Business Environment, 3 unitsCIS 90 Database Management, 3 unitsCIS 95 Internship in Computer Information Systems, .5-3 unitsCIS 100 Creating Dynamic Business Presentations, 3 unitsCIS 105 Managing Information using Outlook, 3 unitsCIS 127 Creating Web Pages, 3 unitsCIS 137 Managing a Successful Web Project, 3 unitsBus 8 Computerized Accounting for Windows, 3 unitsBus 85 Introduction to Oral Communications, 3 unitsBus 86 Written Communications for Business, 3 unitsBus 122 Marketing in the Digital Age, 3 units

New Virtual Office Professional – Website Management

Model Program

Core Competencies – 18 unitsBus 52/CIS 52 Creating a Virtual Office, 3 units

Bus 53/CIS 53 Marketing a Virtual Office, 3 units

Bus 54/CIS 54 Managing a Virtual Office, 3 units

CIS 67 Foundation for Creating Web Pages, 3 units

CIS 127 Creating Web Pages, 3 units

CIS 137 Managing a Successful Web Project, 3 units

Virtual Office Professional – Website Management

SpecialtiesPlus 9 Additional Units From the Following:

CIS 50 Applying Computer Software, 3 unitsCIS 70 Word Processing Beyond the Basics , 3 units CIS 90 Database Management , 3 unitsCIS 95 Internship in Computer Information Systems, .5-3 unitsBus 86 Written Communications for Business , 3 units Bus 122 Marketing in the Digital Age , 3 units Bus 140 Small Business Management , 3 units Art/Des. 60 Graphic Design: Principles and Process , 3 units Art/Des. 61 Computer Production for Graphic Design , 3 units Art/Des. 66 Business Practices for the Applied Arts, 1 unitArt/Des. 85 Web Design , 3 units

New Virtual Office Professional –Technical Support

Model Program

Core Competencies – 18 unitsBus 52/CIS 52 Creating a Virtual Office, 3 unitsBus 54/CIS 54 Managing a Virtual Office, 3 unitsCST 040 Networking Fundamentals, 3 unitsCIS 115 Software Configuration & Troubleshooting, 3 units CST 045 Installing, Configuring & Administering a MS Client OS, 3 unitsCST 050 Installing, Configuring & Administering a Secure

Windows Server, 3 units

Virtual Office Professional – Technical Support Specialties

Plus 9 Additional Units From the Following:CST 025Personal Computer Configuration and Repair, 3 units CIS 45 Help Desk Concepts, 3 unitsCIS 80 Spreadsheets in a Business Environment, 3 units CIS 90 Database Management, 3 unitsCIS 95 Internship in Computer Information Systems, .5-3 unitsCIS 105 Managing Information using Outlook, 3 unitsCST 041Home Technology Integration, 3 units CST 056Managing a Windows Network Environment, 3 units CST 055Supporting a Network Infrastructure , 3 units CST 060Implementing and Administering Directory Services, 3 units CST 071Wireless Networking and Security, 3 units

Other Possible Electives

Word Processing, Core and Expert

Access DBMS

Microsoft Excel, Core and Expert

Computerized Accounting

Applied Accounting/Bookkeeping

Workplace skills (10 classes at .5 units each)

Internship for the Virtual Assistant (new course)

Workplace Success Series

Stress Management in the WorkplaceManaging Organizational ChangeConflict ResolutionAttitude in the WorkplaceCustomer Service in the WorkplaceDecision Making and Problem SolvingTeam BuildingCommunicating with PeopleTime ManagementFoundational Essentials: Values and EthicsSpecial Topics in Computer Technology – Computer Basics

Each of the ten classes is 0.5 units and can also be considered as an independent Customer Service Academy Certificate

Areas of Specialty

Accounting and Bookkeepinge-Commerce (shopping cart support)Graphic designInsuranceMarketingMedicalReal estateWeb design and maintenance

What Happens After Certification and Graduation?

Subcontracting possibilities

Franchisee options

‘Build-it-Yourself’ business options

Coaching and Mentoring options

Trends in Virtual Assistance

Virtual Bankruptcy specialtyVirtual Assistant franchise options now available via www.Cybertaryfranchise.com$17,500 conversion for existing VA

businesses$22,500 new VAs without a business

New curriculum to investigate & bridge with

other departmentsReal estate virtual assistantsInsurance for virtual assistantsLegal – Bankruptcy for virtual assistantsAnd many others

Marketing tools and tips for instructors

On campusDepartment webpageSchool websiteSchool newsletterSchool newspaperShare night/Open house with other instructorsCareer Center

Off CampusChambers of CommerceLeads groupsOnline Social networking sites like MySpace, FastPitchNetworking, LinkedIn, etc.

Class structure options8-week (first or second)

12-week

16-week18-week

Examples: One campus offers traditional 16-weeks on campus courses at various times of the day as patterns emerge (i.e. time popularity and/or least students on campus) and adjust accordingly.• 3-unit courses offered twice a week• Evening courses are offered once per week

• Saturday and Sunday courses• Professional students tend to take evening, Saturday and Sunday courses to enhance their computer skills or courses that will give them a degree. • Sunday courses are more toward computer programmers. This is a very popular day of the week for programmers.

Book list for instructors to choose from (30+ on list to

date)• 1001 Ways to Market Your Services• Be the Ultimate Assistant• Desktop Production Time Standards• Entrepreneurial Freedom: How to Start and Grow a

Profitable Virtual Assistance Practice• Ethics in Business• Free Agent Nation: The Future of Working for

Yourself• From Entrepreneur to Infopreneur• Get Clients Now!• Getting Business to Come to You• Growing Your Business• How to Incorporate : A Handbook for Entrepreneurs

and Professionals• How to Price Graphic Design and DTP Services• How to Start a Home-Based Secretarial Services

Business• Industry Production Standards• Making Money with Your Computer at Home• Northern California Hourly Rates• Organizing Your Home Business• Powerful Planning Skills: Envisioning the Future and

Making it Happen• Secrets of Self-Employment

• Start Your Own e-Business: Your Step-by-Step Guide to Success

• Telecommute! Go to Work Without Leaving Home

• The 2-Second Commute: Join the Exploding Ranks of Freelance Virtual Assistants

• The Administrative Professional, Technology & Procedures, 13th ed

• The Business Startup Checklist and Planning Guide

• The Home Office Planner: Hundreds of Great Ideas for Your Workspace

• The Home Office Solution• The Virtual Assistant’s Guide to Marketing• The Virtual Office Survival Handbook• Values-Driven Business: How to Change the

World, Make Money and Have Fun• Virtual Assistant, The Series: Become a Highly

Successful, Sought After VA• Work Naked: Eight Essential Principals for Peak

Performance in the Virtual Workplace• Working Smarter from Home : Your Day-Your

Way

Software list – Top 10 list for each specialty

Microsoft Office Pro 2007• Access 2007• Communicator 2007• Excel 2007• InfoPath 2007• Outlook 2007• PowerPoint 2007• Publisher 2007• Word 2007

Adobe CS3 Premium for Windows• Acrobat 8.0 • Dreamweaver• Firefox• Fireworks• Flash • Illustrator• InDesign• Photoshop

• GoToMyPC • QuickBooks• WinZip

An aside…

Online courses are exploding

at Santa Rosa Junior College We began in 1996 with our first online course In Spring 2005, 166 online sections served 2,751

students Today, we cannot offer enough online courses

Students are excited about working from home and are attracted to the VA program

Members of the CommitteeMichelle Ulrich, Shasta College; The Virtual Nation, Citrus Heights, CA, Chair

Carole Bennett, Santa Rosa Junior College

Judy Dolan, Palomar College

Cyndi Dunn, Sierra College

Roietta Fulgham, American River College

Janet Lehr, Riverside Community College

Valdivia Odemaris, Santa Monica College

Kam Vento, Lassen Community College