Determining Your Budget

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Hi, welcome to the podcast that explores virtual assistants, lump business owners to know,

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but may start asking themselves the question, hey, do I need a VA? I'm Rachel Davila, and after

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18 years as a virtual assistant going at a loan, I experienced the steep learning curve from the

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other side of the VA client relationship when I hired my own assistants. Joining me on this podcast

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is a group of friends and colleagues who all have their own take on what busy entrepreneurs need

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to know to find, hire, and work with a virtual assistant and mindfully answer the question,

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hey, do I need a VA? Let's get this episode started.

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Hey, everyone, welcome back to hey, do I need a VA the podcast? We're on episode 7,

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determining your budget and with me is Sydney Hubbard, Brebe V, and Leanne Arimley,

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my Tustico hosts with this wonderful podcast, which we've been getting great reviews on,

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and if you have been listening and would like to leave us a review, you can send us an email or we'd

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love it if you would populate it on your platform review system. But let's get started. So when it

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comes to your budget, I always tell clients, let your budget guide you, but don't let it rule you.

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There should be lots of wiggle room in determining how much you can spend, how many hours that

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looks like and what kind of VA you can utilize that pool of money for. So when considering working

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with someone, it's important to figure out how much money you can comfortably spend a month.

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And then determine based on your handoff list and the tasks that you're looking for,

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we'll kind of VA that is because different VA's charge different rates. So if you have $300,

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you could get 10 hours at $30 an hour or we've got to do that. You know, five hours at $60 an hour.

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So it may feel like you have a lot to hand off and all of it feels urgent,

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but as you're going to find out, there are ways to still get those important projects done

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and still find the right fit for your budget. So, ladies, one thing I do want to mention,

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a VA was never meant to be a low cost option for an employee. Employees get paid by the employer,

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the employer takes on all of the overhead, the taxes, the time off, all that kind of stuff.

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A VA is their own business and they handle their overhead taxes and everything and that

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price gets allotted into their hourly rate or their package or how they charge. So it's going to

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cost differently than an employee. The other thing is a VA hour is different than an employee's hour.

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An employee gets paid whether they're at their desk or they're talking to a co-worker or

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wandering the halls of VA. I don't know about you guys, but they charge by the butt in the chair of

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time they're working on your project. So that's something to consider when looking at your budget

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and looking at the number of hours because a VA hour is different than yours. If a project takes you

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a long time and you hire someone who specializes in that task, it's going to take them less time.

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I don't know about you guys, but I track my time when I start work and I turn my tracker off

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when I'm done working and so it may take me two hours to work on a project but that could be split

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over the whole month. Like in little increments. So those are important things to know ahead of time

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when you're thinking about budget and the amount of hours that you need. But I want to open

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this up to everybody else. What's one thing that you share with clients when you guys start the

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conversation around budgets and how much things are going to cost? Let's start with. We end.

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Okay. One of the things I always tell my clients is no matter what your budget is, let's start with

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something a big pain point but like the very first thing, it doesn't need to be like your whole budget.

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It just let's start with something smaller. Don't panic that you have. I only have five hours

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and I only know let's start with one thing. And then we can move forward from there. So when they're

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budgeting, I try to get them to think through more like I need this done first and then move

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from there when they're figuring out their budget. Yeah. Great. How about you?

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Yes. Similarly, like I always try to explain to clients too that like when we start working together,

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it does take a little bit of an extra time in the beginning to do that get to know you face

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because you want somebody who's going to invest in getting to know what your voice is,

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what your brand feel is, what you like and what you don't, which requires some a little bit

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more back and forth in the beginning that will pay off big times throughout the rest of it because

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you'll have to do less handholding, they'll get a better feel for you, they'll be able to take

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on tasks without extra guidance from you, which will save you time in your budget later. So it's

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a future investment for things that are going to come moving forward because when you pick a virtual

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assistant or somebody that you want to work with, you don't want to just do it as a one-off

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month thing, you want it to be a long lasting growing relationship. So it's a future investment

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in that relationship and that working collaboration that's going to be fostering something good

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for both of you and to start with like, you know, what is something that is feeling really,

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really overwhelming but you can get pieces of it done and if that means like what's most important

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piece if you want to do this month and if you want to get it all done in the first month then it

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might cost you a little bit more but if you want to pace it out maybe there's like we could get this

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chunk on this month and then let's say this piece for next month and let's milestone it out

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so that you can see that it's coming, have a plan for it and down to have a comfort knowing that

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that's coming or knowing that if you have a press for it that maybe it's just a lecture investment

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for a short period to get that pushed out. I love how you called it an investment, you know,

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so often we just think about the task or handing it off but you don't consider

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I'm investing time and energy to get to know vice versa, right? Like the client is getting to know

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the VA, the VA is getting to know the client and there is that time that it takes to build that

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comfort and that trust and to go, oh, I can't hand this off and they're going to do it great

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and not be so caught up in how much is it costing me? Yeah and the investment's on both sides.

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Yeah that way. Sydney how about you? I think that for a while I didn't think that much about

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the client and of them having to figure out like what's their budget like the amount of

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time they would want me to work and I think that what got me thinking more about that was when

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I got into kind of situations with a disorganized client and then it's like a wait like

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like I'm not being paid and so I think I trust that the client will know how to budget

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their business but something that in the future I want to be really working on and like the

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initial interactions with a client is like okay how much are you willing to pay for a VA? Right

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and that means how many hours do you want me to work per month? Because I don't want to have to be

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doing budget work for the client if that's not what they're paying me to do but I think

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definitely having a client think about that if they work already is definitely something that in

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the future I will be very conscious of. Well and I definitely think it's definitely something to

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bring up and those initial conversations right I mean you know in in future episodes we're going

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to talk about interview process and the questions that a VA will ask or that a client needs to

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ask because I know for me like do you have time to do X amount of hours? Do you have the budget

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for X amount of hours right? Do I have space for X amount of hours? So it's definitely should be a

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initial conversation piece before you sign on the line to work with somebody this is my budget this

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is how much I have do you have that time in your practice do you have the budget in your

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interior wallet right? So I think yes definitely good for both sides to know and to communicate

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that the different ways VA's charge can be that that can come into play with how a client

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budget can be best used or what clients look for. I know that when clients come to me and say yeah

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they want me to pay 20 hours up front but we haven't even worked together yet that kind of feels like

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a red flag for me because I feel like there is that getting to know you period and 20 hours a month

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is a long is a lot of time you know per anyone so when it comes to the way you charge

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what do you tell clients like how do you track time how do you charge? So I charge one of two ways

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I have a charge by the hour or I charge by the project but a lot of my work is also

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like dual website if I do it by hour it's the numbers get to be scary it makes more sense

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to do my project is more of a hey this is what you get at the end that being said I also want my

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clients to know that I'm not like hey I'm going to do 15 minutes and then you're going to disappear

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because that doesn't make much sense so for me any new client I asked him to put every

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tanner down of just for one hour you know pay for the first hour and then we work from there

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so that I know they're real that kind of stuff I try people do things in the past

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they take in the work and take it off but I do I definitely do by the hour and then by project

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I'm interested to hear how the reason working on things though because she had a hint earlier

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go for free so there's a couple of ways what we have done in the past is done prepaid for a

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tanner where people pay up front for amount of hours to kind of get ahead of that problem that

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then he was talking about and part I like about that for way of doing it and how we've done it before

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is that clients know how much they're paying they know what they're going to get at the end of that

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they can be tracked and it can be sent to them nobody surprised by large bill at the end of the

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month you kind of set up that expectation I've heard some horror stories from clients and people who

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work with people where they're like you know I just said I wanted to do these tasks we talked to

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it would be about this amount of time and that would be what they would charge me and then at the end

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it's a month they get a bill that's double because things happen things came out there was an

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infunication about how much extra it was the bill was double so to get around that that's one

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way that we've done things the other way that we're doing things is that we're doing things based on

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deliverables and customer packages so you want to newsletter some on eight social media posts that are

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this type of the post and you want this kind of thing that's this package rate and that has

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things that we were talking about earlier already a lot it into it the you know our overhead costs

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the cost for our programs the things that we're using in conjunction with the tasks that we're doing

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the prices and that we're paying for our contractors all those kinds of things and then we have some

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tasks that you just can't say like for sure it's going to be five hours of admin this month so on

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those ones then we have that those kinds of things with the charge at our least we kind of

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been doing a combination of these are your set prices for this deliverable and then these are where

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we can help fill in the gaps and do that you know the buy chunk of hours ahead of time will give

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you a report of how those hours you're being used and have a combination that way for me I

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started paying by the hour by week and I think mostly that was just because it was easier for me

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to keep track of but as my business crew I started paying a sort of charging per hour per month so

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I'll send an invoice at then at the month detailing like this is what I worked on this is how much

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time I spent on everything I think that the upside of that is that clients can trust that

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here's everything that I'm doing and here's all the time that it took and you can see it's

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and then you can pay me and you can ask me any questions that you want about how long something

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took I think the downside of that is that I'm not being paid ahead of time for my work so I'll

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be doing all of this work and then I'll have to wait depending on the clients most clients are

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are great but I mean every so often there will be a client that's like that that that that just isn't

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the most on top of the billing and so that's why I really like the idea of the retainer

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and I also like the idea of what Rachel is going to talk about.

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We were so I just learned this new system it's called a debit card system so

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how that's different than a retainer I feel like a retainer is you pay a certain amount

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for a certain amount of hours per month and in the way I have done retainers in the past is

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if you don't use all of your hours they don't roll over to the next month and so

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it kind of encourages clients to hand stuff off to do the things so if they have 10 hours

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I'm still tracking it but then if they're only at seven and we're wrapping up the month

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you know on both ends you got three hours left of work because you're paying for the hours

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and that's kind of a retainer but never really sat well with me because I didn't want to have

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to chase work I kind of wanted clients to be like oh I have 10 hours where we at here here but

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so this debit card system clients pay for a package of 10 20 hours but they have three months

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to use it so I track my time and then I deduct from the total number of hours and send them

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a reminder each week it's a little bit more administrative on my end but I kind of feel like

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that gives some wiggle room especially with new clients who we might say let's do a three month trial

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here's a you know set number of hours that and if it goes really great then they can purchase

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more hours when they run out but if if they're not then they have three months to use the package of

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hours so I kind of like that better than because I have run into clients like Sydney was talking

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about that you know you do all the work and then you have to chase and you have to control

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and you have to wait and sometimes you just have the VA has to eat I mean I still have things on my

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books from when I first started my business because I didn't know what I didn't know back then

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and now I know back but so yeah I like the prepaid debit card because then I know and then I can

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send any tweak the client gets the reminder this is where you're at give me something like do this

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I like with that type of payment and where they're prepaying to there's no surprises right

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everybody knows that that's a much bigger than that that went for it's gone and like with

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us when we do the retainer stuff we do the way that we do it is we do like at 50% of the time

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you get an update or halfway through so for on a big project you're going to know that there's

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lots of tasks and so you're probably going to see that come out a little faster and then we update

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them at 75% as well so that then if they only have that last little chunk left and they're like

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okay now they can set the priorities for the rest of that retainer if that's what they have for that

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month or that time that they want to use um they can be like you know what let's just focus on this

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or let's top it up or let's change our focus and the this the priority will leave the rest for next

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month that doing it that way and giving them a heads up on things starts a conversation and

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allows them to make some more decisions on how that one that time spent and say thing with the

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the pre-priced package things that they know that that's what they're getting that those are

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their receivable they can count on those and then anything else they need they can have talked

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up so I think it helps having more conversations because what we have found is sometimes when you

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are doing the hourly too they can kind of shift the relationship of it and the conversation

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gets more focused and fixated on nitpicking hours over what is what is being done what is

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there like you get kind of caught up in the details instead of seeing the big picture right like

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these are the big things that we've done if you're celebrating the win we've got traction on this

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we launched this thing that's making you somebody to help pay for the next thing or whatever it is

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right that sometimes it can get then like now we're focused on just five minutes we spent on that

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and ten minutes and it's always kind of like that here's the report for your in-voice and your

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kind of sunshine or there's like these awkward conversations that come so I find that in

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its a liberals piece of it if there's a little bit more freedom on that it's like hey I know

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it's this and I know it's that and if I need to make adjustments because it took more time than I

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thought on my end for me paying myself contractors and stuff will then that's something I need to

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address in my rake for things but it's not so much in the forefront of becoming something they

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can get lost yeah yeah I don't actually I don't itemize my time I just here's the amount of

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time I used I mean I do communicate with the client throughout the time you know the month with what I

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doing and everything but in terms of this has how long it took me I don't I don't share that with

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the client do you plan yeah I have it I do an itemize bill but it's kind of it's kind of a hybrid

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so I don't say I did 15 minutes on this day and 10 minutes on this day on a project it's like

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the project was this amount of time even if it's you know it's made you know it's like okay I

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worked you know two days and it took me you know half hour each day well it was one hour

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right it works that I don't you know I didn't I hit between 12 and two I did this much time

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and I don't you know I don't go quite that detail but they do get an itemize bill of everything

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that I do unless it's a project based in which case it's here you go yeah so do you guys ever

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help a client figure out what their budget is like how much do you have okay how many hours

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right it because VAs charge across the board I mean you have a $25 an hour VA all the way up to

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a $100 an hour VA and all points in between so you know if someone has only a finite amount of

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money per month I think a lot of people think oh it's gonna take me a lot of times so I need a higher

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a $25 an hour VA because they need 10 15 whatever hours but then what they really need

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based on our episode with all VAs are different is they need a higher price VA to help them get

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things going and everything so in my fine-to-VA program I have a worksheet that kind of takes

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clients through okay well if I hire a VA this price point I get this many hours and if I hire

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someone at this price point I get this many hours and based on my handoffless and it skills that I

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need that's the range so that when they start the interview process then they can kind of go okay

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well they fit within my range right because I need X number of hours or skills so I will put

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a link to that worksheet with the show notes do you guys offer anything

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that can help a client determine their budget I don't offer something specifically that helps the

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client determine the budget but the one that resource that we have is ways that you can save

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anyway you're working with a virtual assistant like different ways that you can feed them

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information or things that you can consider that would make things efficient and then obviously

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save you time not be that's a good that's a good offering too so can we put that in with the show

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notes yep okay well because those two things together really could help somebody kind of look at their

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handoffless and go oh well according to breeze how to save money I need to do all this before

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so that I can finish with Rachel's budget worksheet all right well thank you for joining us today

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on this episode of hey do I need a VA the podcast if you have any questions you can email them to us

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at hey VA podcast at gmail.com or use the link tree link in our show notes to contact any one of us

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and we look forward to seeing you on the next episode thank you for joining us on this episode of hey

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do I need a VA the podcast if you found this episode helpful please leave a like comment or review

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and feel free to join our Facebook group find higher and work with a VA for more tips and tools

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if you have any questions please email them to hey VA podcast at gmail.com we'll see you next time