2007 VIRTUAL OFFICE MANAGEMENT UPDATE

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2007VIRTUAL OFFICE MANAGEMENTUPDATE

• by Michelle Ulrich

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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

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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)

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Existing California schools Offering a VA
Program

• Grossmont College
• Mira Costa Community College
• Palomar Community College
• Riverside Community College
• Santa Rosa Junior College

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New California schools since last year (2006)

• American River College
• Sacramento City College
• San Mateo had a program 2 years ago and
  interested in trying again
• Sierra College fall 2007
• Shasta College fall 2007
• Mt. San Jacinto 2008
• Saddleback College 2008

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All schools nationwide

• Arapahoe Community College, Colorado (adult ed)
• Brookhaven Community College, Dallas, Texas
• Harford Community College, Maryland
• Manchester Community College, Connecticut
• Owens Community College, Ohio
• Red Deer College in Edmonton, Alberta, Canada
• Wake Tech Community College, North Carolina

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New, More Rigorous Certificate Programs

• 27 units versus previous 17 units
• More emphasis on adults transitioning from
  industry to business owner mentality
• More emphasis on business education, less on
  entry level
• More emphasis on higher level certificate, AA and
  AS degrees

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27 unit Curriculums at Sierra College

• Enhanced Certificate
• Administrative

• AA Degree
• Website Management

• AS Degree
• Technology - Virtual Help Desk

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Core Competency Classes
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.

• Creating a Virtual Office
• Marketing The Virtual Office
• Managing The Virtual Office

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COURSE Creating the Virtual Office 3 Units

• This course is set up to assess the students
  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

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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

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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

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COURSE Virtual Assistant Occupational Work
Experience Internship, 3 units

• 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.

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New Virtual Office Professional Administrative
Certificate Model Program

• Core Competencies 18 units
• Bus 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

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Virtual Office Professional Administrative
Specialties

• Plus 9 Additional Units From the Following
• CIS 12 Using Voice Recognition Software, 3 units
• CIS 67 Foundation for Creating Web Pages, 3 units
• CIS 80 Spreadsheets in a Business Environment, 3
  units
• CIS 90 Database Management, 3 units
• CIS 95 Internship in Computer Information
  Systems, .5-3 units
• CIS 100 Creating Dynamic Business Presentations,
  3 units
• CIS 105 Managing Information using Outlook, 3
  units
• CIS 127 Creating Web Pages, 3 units
• CIS 137 Managing a Successful Web Project, 3
  units
• Bus 8 Computerized Accounting for
  Windows, 3 units
• Bus 85 Introduction to Oral Communications,
  3 units
• Bus 86 Written Communications for Business,
  3 units
• Bus 122 Marketing in the Digital Age, 3 units

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New Virtual Office Professional Website
ManagementModel Program

• Core Competencies 18 units
• Bus 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

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Virtual Office Professional Website Management
Specialties

• Plus 9 Additional Units From the Following
• CIS 50 Applying Computer Software, 3 units
• CIS 70 Word Processing Beyond the Basics , 3
  units
• CIS 90 Database Management , 3 units
• CIS 95 Internship in Computer Information
  Systems, .5-3 units
• Bus 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 unit
• Art/Des. 85 Web Design , 3 units

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New Virtual Office Professional Technical
SupportModel Program

• Core Competencies 18 units
• Bus 52/CIS 52 Creating a Virtual Office, 3
  units
• Bus 54/CIS 54 Managing a Virtual Office, 3
  units
• CST 040 Networking Fundamentals, 3 units
• CIS 115 Software Configuration
  Troubleshooting, 3 units
• CST 045 Installing, Configuring
  Administering a MS Client OS, 3 units
• CST 050 Installing, Configuring
  Administering a Secure Windows Server,
  3 units

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Virtual Office Professional Technical Support
Specialties

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

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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)

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

• Stress Management in the Workplace
• Managing Organizational Change
• Conflict Resolution
• Attitude in the Workplace
• Customer Service in the Workplace
• Decision Making and Problem Solving
• Team Building
• Communicating with People
• Time Management
• Foundational Essentials Values and Ethics
• Special Topics in Computer Technology Computer
  Basics

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Areas of Specialty

• Accounting and Bookkeeping
• e-Commerce (shopping cart support)
• Graphic design
• Insurance
• Marketing
• Medical
• Real estate
• Web design and maintenance

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What Happens After Certification and Graduation?

• Subcontracting possibilities
• Franchisee options
• Build-it-Yourself business options
• Coaching and Mentoring options

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Trends in Virtual Assistance

• Virtual Bankruptcy specialty
• Virtual Assistant franchise options now available
  via www.Cybertaryfranchise.com
• 17,500 conversion for existing VA
  businesses
• 22,500 new VAs without a business

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New curriculum to investigate bridge with
other departments

• Real estate virtual assistants
• Insurance for virtual assistants
• Legal Bankruptcy for virtual assistants
• And many others

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Marketing tools and tips for instructors

• On campus
• Department webpage
• School website
• School newsletter
• School newspaper
• Share night/Open house with other instructors
• Career Center

• Off Campus
• Chambers of Commerce
• Leads groups
• Online Social networking sites like MySpace,
  FastPitchNetworking, LinkedIn, etc.

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Class structure options

• 16-week
• 18-week

• 8-week
• (first or second)
• 12-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.

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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 Assistants 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

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Software list Top 10 list for each specialty

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

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

• GoToMyPC
• QuickBooks
• WinZip

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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

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Members of the Committee

• Michelle 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