Setting Up Shop Virtual Business Copyright © Texas Education Agency, 2012. All rights reserved

Setting Up ShopVirtual Business

Copyright © Texas Education Agency, 2012. All rights reserved

“Copyright and Terms of Service

Copyright © Texas Education Agency. The materials found on this website are copyrighted © and trademarked ™ as the property of the Texas Education Agency and may not be reproduced without the express written permission of the Texas Education Agency, except under the following conditions:

1)Texas public school districts, charter schools, and Education Service Centers may reproduce and use copies of the Materials and Related Materials for the districts’ and schools’ educational use without obtaining permission from the Texas Education Agency;

2) Residents of the state of Texas may reproduce and use copies of the Materials and Related Materials for individual personal use only without obtaining written permission of the Texas Education Agency;

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Private entities or persons located in Texas that are not Texas public school districts or Texas charter schools or any entity, whether public or private, educational or non-educational, located outside the state of Texas MUST obtain written approval from the Texas Education Agency and will be required to enter into a license agreement that may involve the payment of a licensing fee or a royalty fee.

Copyright © Texas Education Agency, 2012. All rights reserved2

What is a Virtual Office?

A virtual office is a combination of services provided by a business through electronic forms of communication and an address other than a traditional office location.

3


Why Virtual?

Main benefit is low overhead costs Flexible hours Can use personal strengths, talents,

and skills Match your strengths and abilities

to a niche market, that is, a specific target market

Can reach a larger market than a traditional business

4Copyright © Texas Education Agency, 2012. All rights reserved

Your Virtual Office Your work space

Handling paperwork, filing options Visitors to the office Employee space

Your assets Office furniture Equipment

Laptop (most important resource)Printer, copier, scanner, or all-in-one

deviceRemovable storage


Your Virtual Office (continued)

Physical room design Functional Measurements

Mail A post office box or alternative that

will accept packages Create a work schedule Consider outsourcing certain tasks Consider using the “Cloud” for

applications that can be shared 6


E-Tools

E-mail

Document viewing software - For pdf files, compressing files, media clips

Word processing software

Graphics and presentation software

Financial software7


The Virtual Assistant

What is a Virtual Assistant? “virtual” meaning on a computer “assistant” provides administrative

support Also known as a “cyber-assistant”

Often they are business owners in their own right, i.e., independent contractors, who support business owners in many ways.


Virtual Assistant Responsibilities

Handling calls Screen and transfer calls

Scheduling appointments Customer service Processing orders Maintaining web site Monthly ad subscriptions Press releases Weekly product/service flyers 9


Virtual Assistants’ Clients

Executives Entrepreneurs

Sales professional

s

Businesses in general


Virtual Assistant Considerations

Laptop a necessity Capability of large file transfers Compatible software Specific job responsibilities

Someone organized and motivated Someone with an aptitude for the job


Virtual Assistant Considerations

(continued) Getting a routine going

Handling communications with clients, mainly email

Paying your assistant (depends upon the type of business) Hourly Salary Commission Flat rate per task


Benefits of Virtual Assistants

… to Clients

Save on healthcare costs

No office space needed

No vacation and sick pay

Increased productivity Increased

sales/revenue Increased customer

satisfaction Increased customer

retention rate

… to the Assistant Work from home Flexible hours Flexible pay depending

upon arrangement Getting to know the details

of a business Increase in self-satisfaction

by contributing to the success of a business


Independent Practice Assignments

Floor Plan Diagram – Using word processing software, students will create a floor plan diagram of what their office would look like if they were beginning an online business, knowing that more than just a laptop may be required. Students should also list somewhere on the diagram the software they would like to have to use in their business.

Virtual Assistant Job Description Newsletter Assignment #2 – Students will research on the Internet to locate three different job descriptions from different companies’ job openings for a


Independent Practice Assignments

(continued) ‘virtual assistant’ and create a newsletter summarizing their findings. They will create a one-page, two-column newsletter that is attractive, easy to read, with separate sections for the definition of a virtual assistant and the three job descriptions. Each section should be identified with separate paragraph headings or subtitles that add creativity to the document.

Gantt Scheduling Chart Assignment #3 – Students will use spreadsheet or other software to create a Gantt chart that shows the amount of time a virtual business owner might spend on tasks as compared to the tasks and time spent by a virtual assistant. Think of all the tasks that may need to be completed by the owner and the virtual assistant and estimate how much time would be required to complete them.


Documents

Setting Up Shop Virtual Business Copyright © Texas Education Agency, 2012. All rights reserved