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