Balancing Work and Family – A Success Story

Dawn Goldberg is a Virtual Angel (that’s a special kind of Virtual Assistant), and she is successfully balancing work and family in her home business. A former English teacher, Dawn also writes well, and she has lots of enthusiasm for her job. I interviewed Dawn to ask her about being a VA and how she manages to do the work/family balancing act. I hope you enjoy my interview with Dawn:
1. Why did you decide to become a VA? Tell us about the process – what did you do to prepare?

A few years ago, I had been playing around with the idea of starting my own business for some time, partly because I’m a stay-at-home mom, and partly because I liked the idea of owning my own business, setting my own hours, choosing with whom I work, etc.

I was reading the book by Cheryl Richardson, Take Time For Your Life (really trying to get some balance into my life), and in the book she mentions virtual assistants as a way for someone to get help. I was intrigued and researched it further. Cheryl noted AssistU in the reference section, and that was the first place I went.

As I read more about it and investigated their website, I became really excited. As I can get excited about a lot of ideas (interior decorating, etc), I put the idea on hold for a few days. When I came back to it, I was still really excited about it, and I decided to go for it and apply to AssistU for their training program.

The training program was 20 weeks and pretty intense. The only down-side was that it was pretty expensive – about $2300 at the time. However, after completing it and seeing what I got out of it, I think it was well worth it. The program, of course, talked about the logistics of being a virtual assistant: communicating virtually and even long-distance, what equipment you should have, invoicing, pricing structure. More importantly, it really got me started on the process of setting up my own business – registering, coming up with a name, doing a business plan (complete with a marketing plan), developing marketing materials (brochure, marketing letters, etc.). We even talked about dealing with clients – the good and the bad, finding your ideal client, dealing with problems, etc.

It was an invaluable program, and I really feel that I have the tools for any business, not just a VA business. Since then, I’ve started a second company, Write Well U, to help people become stronger writers.

2. What background did you have that prepared you to be a VA?
A long time ago in a galaxy far away, I was an English teacher. When my husband and I relocated from Texas to Maryland in August, there were no available teaching positions. I got a position at Johns Hopkins in the vice provost’s office as an administrative assistant. After my first daughter was born, and I stayed home with her, I did a variety of things: part-time website design, customer service work, teaching English as a second language, as well as participating in my local MOMS (Moms Offering Moms Support) Club.

3. How did you find clients? How do you know when you have enough clients? Do you feel you are “successful.” If not, what level of work would you like in order to feel that you are successful?
The AssistU Registry is a tremendous asset. I’ve probably gotten half of my clients from the Registry. The other half have all come word-of-mouth or through networking. I’m an active member of my local chamber of commerce and eWomen Network chapter. I’m driven by connections, so reaching out to others is natural for me.

As far as knowing if I have enough clients, I surveyed my life and determined how many hours I could work. That helped me determine how many clients I could work with. Of course, it’s not always that easy. I constantly refine my time management strategy. I take care of myself and try very hard to carve out time for just me. Sometimes I’m successful; other times I’m not.

For me, success means that I’m happy. As I said above, connection is key for me. If my relationships with my clients are deep and connected, and we’re doing cool stuff, then I’m one happy VA.

4. How do you determine what to charge?
I used a fee formula from the AssistU Virtual Training Program. I took into account all business expenses, including items like medical insurance, self-employment taxes, and professional development, number of hours I wanted to work.

5. What is a typical week like? How much of your week do you work? Do you set aside certain times for work?
Boy, I don’t have typical weeks. When I first started out as a VA, my younger daughter was 2 ½ years old. My schedule varied with preschool, kindergarten, activities… I have never had strict, regular office hours. Now that my children are older, I still maintain that flexibility. I work anywhere from four to nine hours a day, depending on my schedule, client priorities, plans, etc. Some days I work while they’re in school full time. Other times, I might play during the school hours and work in the evening or on weekends.

Every Sunday night or Monday morning, I plan out my week according to tasks and project due dates. I have a pretty good idea every day what needs to get done as well as the time I have available to do it.

6. How do you deal with family issues, emergencies, events during the day? In other words, how do you balance work and family?
I really do try to plan, as I said above. Knowing what has to be done and the time I have to do it in helps me prioritize. If something extra comes up, I know whether I can fit it in, or if I have to say no to something else. Time doesn’t just appear, so there may need to be trade-offs. I’ve learned I can’t say yes to everything. I’ve also learned that I don’t have to answer right away.

The biggest thing I do is what I call “follow the energy.” If I don’t feel like I could possibly work and be productive, I leave my office. Otherwise, anything I would do would take forever and the resulting product probably wouldn’t be that good. On the other hand, if it’s 10 o’clock at night, and I didn’t plan on working, but I’m rocking and ready to go, then I head to my office.

Checking in with myself helps balance my natural tendency to try to get it all done. Now.

Finally, an old client, a former doctor who worked in emergency rooms, rightly told me that it wasn’t a true emergency if blood, broken bones, or death wasn’t involved. That does tend to give one a more realistic view. The world probably will not end if something doesn’t get done this second.

7. What is your favorite part about being a VA?
Working with really amazing people. Being part of their lives and their businesses. Being valued for what I do and being a trusted partner.

8. What is your least favorite part of being a VA?
Sitting on hold with airlines to make travel reservations. That’s my little joke. I tell people that sitting on hold is NOT why I became a VA, although sometimes I do that for my clients. It’s more about what I’m able to accomplish for my clients so that they can go out and do what they’re amazing at.

9. What advice would you give to someone who wants to be a VA if the person has children/family responsibilities?
Get support. If you have to fight an unsupportive spouse who thinks you’re just playing, you’re fighting an uphill battle. Create boundaries. When you’re working, you’re not available for the kids or spouse to come in and chat about their day. Take care of yourself. You’re no good to your clients or your family if you’re a harried wreck, trying to manage everything and be the perfect mom and perfect VA.

10. How long do you plan to work as a VA (how many years)? If you weren’t a VA, what would you like to be doing (other than lounging on some tropical island sipping Mai Tai’s)?
I’m one of those oddballs who doesn’t make long-term plans. Over the past several years, I’ve been shown time and time again that life can change in a matter of weeks. I’ll be a VA for a long time coming, but I don’t have a timeline.

Eventually, I’ll be a full-time writer, with many published books.
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I love Dawn’s enthusiasm and her positive energy. I hope her interview was helpful to you. For more information on becoming a virtual assistant, check out my December posts:

My interview with Stacy Brice, founder of AssistU, and
My interview with Cindy Gaffen, VirtuallyFantastic virtual assistant.

Image courtesy: Dawn Goldberg