BESAC REPORT: VIRTUAL OFFICE MANAGEMENT

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BESAC REPORT: VIRTUAL OFFICE MANAGEMENT

  1. 1. 2007 VIRTUAL OFFICE MANAGEMENT UPDATE by Michelle Ulrich
  2. 2. What is a VA? <ul><li>“ 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. “ </li></ul><ul><li>Source: the International Virtual Assistants Association web page: www.ivaa.org </li></ul>
  3. 3. Defining in greater detail between a Generalist Virtual Assistant and a Specialist <ul><li>Generalist Virtual Assistant </li></ul><ul><li>(i.e. Remote office manager performing multiple services) </li></ul><ul><li>Specialist </li></ul><ul><li>(i.e. niche service: graphic or web design, ezines or niche target market: Real Estate VA, Insurance, Life Coaches, etc. single service) </li></ul>
  4. 4. Existing California schools Offering a VA Program <ul><li>Grossmont College </li></ul><ul><li>Mira Costa Community College </li></ul><ul><li>Palomar Community College </li></ul><ul><li>Riverside Community College </li></ul><ul><li>Santa Rosa Junior College </li></ul>
  5. 5. New California schools since last year (2006) <ul><li>American River College </li></ul><ul><li>Sacramento City College </li></ul><ul><li>San Mateo had a program 2 years ago and interested in trying again </li></ul><ul><li>Sierra College – fall 2007 </li></ul><ul><li>Shasta College – fall 2007 </li></ul><ul><li>Mt. San Jacinto – 2008 </li></ul><ul><li>Saddleback College – 2008 </li></ul>
  6. 6. All schools nationwide <ul><li>Arapahoe Community College, Colorado (adult ed) </li></ul><ul><li>Brookhaven Community College, Dallas, Texas </li></ul><ul><li>Harford Community College, Maryland </li></ul><ul><li>Manchester Community College, Connecticut </li></ul><ul><li>Owens Community College, Ohio </li></ul><ul><li>Red Deer College in Edmonton, Alberta, Canada </li></ul><ul><li>Wake Tech Community College, North Carolina </li></ul>
  7. 7. New , More Rigorous Certificate Programs <ul><li>27 units versus previous 17 units </li></ul><ul><ul><li>More emphasis on adults transitioning from industry to business owner mentality </li></ul></ul><ul><ul><li>More emphasis on business education, less on entry level </li></ul></ul><ul><ul><li>More emphasis on higher level certificate, AA and AS degrees </li></ul></ul>
  8. 8. 27 unit Curriculums at Sierra College <ul><li>AA Degree </li></ul><ul><ul><li>Website Management </li></ul></ul><ul><li>AS Degree </li></ul><ul><ul><li>Technology - Virtual Help Desk </li></ul></ul><ul><li>Enhanced Certificate </li></ul><ul><ul><li>Administrative </li></ul></ul>
  9. 9. Core Competency Classes <ul><li>Creating a Virtual Office </li></ul><ul><li>Marketing The Virtual Office </li></ul><ul><li>Managing The Virtual Office </li></ul>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.
  10. 10. COURSE: Creating the Virtual Office 3 Units <ul><li>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: </li></ul><ul><li>Self-assessments, personality profiling </li></ul><ul><li>Self-discovery, hidden talents, passions </li></ul><ul><li>Creating the perfect working environment </li></ul><ul><li>Initial business start up options </li></ul>
  11. 11. COURSE: Marketing the Virtual Office 3 Units <ul><li>Identify and evaluate various techniques to secure employment as a virtual assistant. </li></ul><ul><li>Topics include: </li></ul><ul><li>Networking – online and offline </li></ul><ul><li>Virtual interviews </li></ul><ul><li>Website development </li></ul><ul><li>Marketing resources </li></ul>
  12. 12. COURSE: Managing the Virtual Office 3 Units <ul><li>Managing The Virtual Office is for both the clients and the Virtual Assistant </li></ul><ul><li>Time management </li></ul><ul><li>Project management </li></ul><ul><li>Powerful planning skills </li></ul><ul><li>Building systems </li></ul><ul><li>Setting goals and objectives </li></ul><ul><li>Managing clients, a team and work </li></ul><ul><li>Staying focused </li></ul>
  13. 13. COURSE: Virtual Assistant Occupational Work Experience Internship, 3 units <ul><li>Supervised employment of students </li></ul><ul><li>Extends classroom learning to the job site and relates to the students' educational or occupational goal </li></ul><ul><li>Students will acquire new knowledge, skills, and abilities to prepare for a career in their chosen field. </li></ul>
  14. 14. New Virtual Office Professional – Administrative Certificate Model Program <ul><li>Core Competencies – 18 units </li></ul><ul><li>Bus 52/CIS 52 Creating a Virtual Office, 3 units </li></ul><ul><li>Bus 53/CIS 53 Marketing a Virtual Office, 3 units </li></ul><ul><li>Bus 54/CIS 54 Managing a Virtual Office, 3 units </li></ul><ul><li>CIS 70 Word Processing Beyond the Basics, 3 units </li></ul><ul><li>Bus 84 Introduction to Business Writing Skills, 3 units </li></ul><ul><li>Bus 140 Small Business Management, 3 units </li></ul>
  15. 15. Virtual Office Professional – Administrative Specialties <ul><li>Plus 9 Additional Units From the Following: </li></ul><ul><li>CIS 12 Using Voice Recognition Software, 3 units </li></ul><ul><li>CIS 67 Foundation for Creating Web Pages, 3 units </li></ul><ul><li>CIS 80 Spreadsheets in a Business Environment, 3 units </li></ul><ul><li>CIS 90 Database Management, 3 units </li></ul><ul><li>CIS 95 Internship in Computer Information Systems, .5-3 units </li></ul><ul><li>CIS 100 Creating Dynamic Business Presentations, 3 units </li></ul><ul><li>CIS 105 Managing Information using Outlook, 3 units </li></ul><ul><li>CIS 127 Creating Web Pages, 3 units </li></ul><ul><li>CIS 137 Managing a Successful Web Project, 3 units </li></ul><ul><li>Bus 8 Computerized Accounting for Windows, 3 units </li></ul><ul><li>Bus 85 Introduction to Oral Communications, 3 units </li></ul><ul><li>Bus 86 Written Communications for Business, 3 units </li></ul><ul><li>Bus 122 Marketing in the Digital Age, 3 units </li></ul>
  16. 16. New Virtual Office Professional – Website Management Model Program <ul><li>Core Competencies – 18 units </li></ul><ul><li>Bus 52/CIS 52 Creating a Virtual Office, 3 units </li></ul><ul><li>Bus 53/CIS 53 Marketing a Virtual Office, 3 units </li></ul><ul><li>Bus 54/CIS 54 Managing a Virtual Office, 3 units </li></ul><ul><li>CIS 67 Foundation for Creating Web Pages, 3 units </li></ul><ul><li>CIS 127 Creating Web Pages, 3 units </li></ul><ul><li>CIS 137 Managing a Successful Web Project, 3 units </li></ul>
  17. 17. Virtual Office Professional – Website Management Specialties <ul><li>Plus 9 Additional Units From the Following: </li></ul><ul><li>CIS 50 Applying Computer Software, 3 units </li></ul><ul><li>CIS 70 Word Processing Beyond the Basics , 3 units </li></ul><ul><li>CIS 90 Database Management , 3 units </li></ul><ul><li>CIS 95 Internship in Computer Information Systems, .5-3 units </li></ul><ul><li>Bus 86 Written Communications for Business , 3 units </li></ul><ul><li>Bus 122 Marketing in the Digital Age , 3 units </li></ul><ul><li>Bus 140 Small Business Management , 3 units </li></ul><ul><li>Art/Des. 60 Graphic Design: Principles and Process , 3 units </li></ul><ul><li>Art/Des. 61 Computer Production for Graphic Design , 3 units </li></ul><ul><li>Art/Des. 66 Business Practices for the Applied Arts, 1 unit </li></ul><ul><li>Art/Des. 85 Web Design , 3 units </li></ul>
  18. 18. New Virtual Office Professional –Technical Support Model Program <ul><li>Core Competencies – 18 units </li></ul><ul><li>Bus 52/CIS 52 Creating a Virtual Office, 3 units </li></ul><ul><li>Bus 54/CIS 54 Managing a Virtual Office, 3 units </li></ul><ul><li>CST 040 Networking Fundamentals, 3 units </li></ul><ul><li>CIS 115 Software Configuration & Troubleshooting, 3 units </li></ul><ul><li>CST 045 Installing, Configuring & Administering a MS Client OS, 3 units </li></ul><ul><li>CST 050 Installing, Configuring & Administering a Secure Windows Server, 3 units </li></ul>
  19. 19. Virtual Office Professional – Technical Support Specialties <ul><li>Plus 9 Additional Units From the Following: </li></ul><ul><li>CST 025 Personal Computer Configuration and Repair, 3 units </li></ul><ul><li>CIS 45 Help Desk Concepts, 3 units </li></ul><ul><li>CIS 80 Spreadsheets in a Business Environment, 3 units </li></ul><ul><li>CIS 90 Database Management, 3 units </li></ul><ul><li>CIS 95 Internship in Computer Information Systems, .5-3 units </li></ul><ul><li>CIS 105 Managing Information using Outlook, 3 units </li></ul><ul><li>CST 041 Home Technology Integration, 3 units </li></ul><ul><li>CST 056 Managing a Windows Network Environment, 3 units </li></ul><ul><li>CST 055 Supporting a Network Infrastructure , 3 units </li></ul><ul><li>CST 060 Implementing and Administering Directory Services, 3 units </li></ul><ul><li>CST 071 Wireless Networking and Security, 3 units </li></ul>
  20. 20. Other Possible Electives <ul><li>Word Processing, Core and Expert </li></ul><ul><li>Access DBMS </li></ul><ul><li>Microsoft Excel, Core and Expert </li></ul><ul><li>Computerized Accounting </li></ul><ul><li>Applied Accounting/Bookkeeping </li></ul><ul><li>Workplace skills (10 classes at .5 units each) </li></ul><ul><li>Internship for the Virtual Assistant (new course) </li></ul>
  21. 21. Workplace Success Series <ul><li>Stress Management in the Workplace </li></ul><ul><li>Managing Organizational Change </li></ul><ul><li>Conflict Resolution </li></ul><ul><li>Attitude in the Workplace </li></ul><ul><li>Customer Service in the Workplace </li></ul><ul><li>Decision Making and Problem Solving </li></ul><ul><li>Team Building </li></ul><ul><li>Communicating with People </li></ul><ul><li>Time Management </li></ul><ul><li>Foundational Essentials: Values and Ethics </li></ul><ul><li>Special Topics in Computer Technology – Computer Basics </li></ul>Each of the ten classes is 0.5 units and can also be considered as an independent Customer Service Academy Certificate
  22. 22. Areas of Specialty <ul><li>Accounting and Bookkeeping </li></ul><ul><li>e-Commerce (shopping cart support) </li></ul><ul><li>Graphic design </li></ul><ul><li>Insurance </li></ul><ul><li>Marketing </li></ul><ul><li>Medical </li></ul><ul><li>Real estate </li></ul><ul><li>Web design and maintenance </li></ul>
  23. 23. What Happens After Certification and Graduation? <ul><li>Subcontracting possibilities </li></ul><ul><li>Franchisee options </li></ul><ul><li>‘Build-it-Yourself’ business options </li></ul><ul><li>Coaching and Mentoring options </li></ul>
  24. 24. Trends in Virtual Assistance <ul><li>Virtual Bankruptcy specialty </li></ul><ul><li>Virtual Assistant franchise options now available via www.Cybertaryfranchise.com </li></ul><ul><ul><li>$17,500 conversion for existing VA businesses </li></ul></ul><ul><ul><li>$22,500 new VAs without a business </li></ul></ul>
  25. 25. New curriculum to investigate & bridge with other departments <ul><li>Real estate virtual assistants </li></ul><ul><li>Insurance for virtual assistants </li></ul><ul><li>Legal – Bankruptcy for virtual assistants </li></ul><ul><li>And many others </li></ul>
  26. 26. Marketing tools and tips for instructors <ul><li>On campus </li></ul><ul><li>Department webpage </li></ul><ul><li>School website </li></ul><ul><li>School newsletter </li></ul><ul><li>School newspaper </li></ul><ul><li>Share night/Open house with other instructors </li></ul><ul><li>Career Center </li></ul><ul><li>Off Campus </li></ul><ul><li>Chambers of Commerce </li></ul><ul><li>Leads groups </li></ul><ul><li>Online Social networking sites like MySpace, FastPitchNetworking, LinkedIn, etc. </li></ul>
  27. 27. Class structure options <ul><li>8-week </li></ul><ul><li>(first or second) </li></ul><ul><li>12-week </li></ul><ul><li>16-week </li></ul><ul><li>18-week </li></ul><ul><li>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. </li></ul><ul><li>3-unit courses offered twice a week </li></ul><ul><li>Evening courses are offered once per week </li></ul><ul><ul><li>Saturday and Sunday courses </li></ul></ul><ul><ul><ul><ul><li>Professional students tend to take evening, Saturday and Sunday courses to enhance their computer skills or courses that will give them a degree. </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Sunday courses are more toward computer programmers. This is a very popular day of the week for programmers. </li></ul></ul></ul></ul>
  28. 28. Book list for instructors to choose from (30+ on list to date) <ul><li>1001 Ways to Market Your Services </li></ul><ul><li>Be the Ultimate Assistant </li></ul><ul><li>Desktop Production Time Standards </li></ul><ul><li>Entrepreneurial Freedom: How to Start and Grow a Profitable Virtual Assistance Practice </li></ul><ul><li>Ethics in Business </li></ul><ul><li>Free Agent Nation: The Future of Working for Yourself </li></ul><ul><li>From Entrepreneur to Infopreneur </li></ul><ul><li>Get Clients Now! </li></ul><ul><li>Getting Business to Come to You </li></ul><ul><li>Growing Your Business </li></ul><ul><li>How to Incorporate : A Handbook for Entrepreneurs and Professionals </li></ul><ul><li>How to Price Graphic Design and DTP Services </li></ul><ul><li>How to Start a Home-Based Secretarial Services Business </li></ul><ul><li>Industry Production Standards </li></ul><ul><li>Making Money with Your Computer at Home </li></ul><ul><li>Northern California Hourly Rates </li></ul><ul><li>Organizing Your Home Business </li></ul><ul><li>Powerful Planning Skills: Envisioning the Future and Making it Happen </li></ul><ul><li>Secrets of Self-Employment </li></ul><ul><li>Start Your Own e-Business: Your Step-by-Step Guide to Success </li></ul><ul><li>Telecommute! Go to Work Without Leaving Home </li></ul><ul><li>The 2-Second Commute: Join the Exploding Ranks of Freelance Virtual Assistants </li></ul><ul><li>The Administrative Professional, Technology & Procedures, 13th ed </li></ul><ul><li>The Business Startup Checklist and Planning Guide </li></ul><ul><li>The Home Office Planner: Hundreds of Great Ideas for Your Workspace </li></ul><ul><li>The Home Office Solution </li></ul><ul><li>The Virtual Assistant’s Guide to Marketing </li></ul><ul><li>The Virtual Office Survival Handbook </li></ul><ul><li>Values-Driven Business: How to Change the World, Make Money and Have Fun </li></ul><ul><li>Virtual Assistant, The Series: Become a Highly Successful, Sought After VA </li></ul><ul><li>Work Naked: Eight Essential Principals for Peak Performance in the Virtual Workplace </li></ul><ul><li>Working Smarter from Home : Your Day-Your Way </li></ul>
  29. 29. Software list – Top 10 list for each specialty <ul><li>Microsoft Office Pro 2007 </li></ul><ul><li>Access 2007 </li></ul><ul><li>Communicator 2007 </li></ul><ul><li>Excel 2007 </li></ul><ul><li>InfoPath 2007 </li></ul><ul><li>Outlook 2007 </li></ul><ul><li>PowerPoint 2007 </li></ul><ul><li>Publisher 2007 </li></ul><ul><li>Word 2007 </li></ul><ul><li>Adobe CS3 Premium for Windows </li></ul><ul><li>Acrobat 8.0 </li></ul><ul><li>Dreamweaver </li></ul><ul><li>Firefox </li></ul><ul><li>Fireworks </li></ul><ul><li>Flash </li></ul><ul><li>Illustrator </li></ul><ul><li>InDesign </li></ul><ul><li>Photoshop </li></ul><ul><li>GoToMyPC </li></ul><ul><li>QuickBooks </li></ul><ul><li>WinZip </li></ul>
  30. 30. An aside… <ul><li>Online courses are exploding </li></ul><ul><li>at Santa Rosa Junior College </li></ul><ul><ul><li>We began in 1996 with our first online course </li></ul></ul><ul><ul><li>In Spring 2005, 166 online sections served 2,751 students </li></ul></ul><ul><ul><li>Today, we cannot offer enough online courses </li></ul></ul><ul><li>Students are excited about working from home and are attracted to the VA program </li></ul>
  31. 31. Members of the Committee <ul><li>Michelle Ulrich, Shasta College; The Virtual Nation, Citrus Heights, CA, Chair </li></ul><ul><li>Carole Bennett, Santa Rosa Junior College </li></ul><ul><li>Judy Dolan, Palomar College </li></ul><ul><li>Cyndi Dunn, Sierra College </li></ul><ul><li>Roietta Fulgham , American River College </li></ul><ul><li>Janet Lehr, Riverside Community College </li></ul><ul><li>Valdivia Odemaris, Santa Monica College </li></ul><ul><li>Kam Vento, Lassen Community College </li></ul>
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