I started Deputy Dot Business Services on a part-time basis a few years ago and made it full-time in 2021. I’ve always been good at support and admin, and in my previous employment, I worked with start-up companies that bought a franchise from a national network in the UK. I set them up, got them trading, and helped them grow operationally. So it felt natural to move into a full-time freelance role, working with small businesses all over the country (and the world!) using my experience in operations management and small business support.

Since then, I’ve learned a lot as a freelancer, and now I’ve got my own office; I work with some great clients and other VAs, and I’m building a good reputation. So the question is, what do I wish I had known before I started? Oh, there’s a lot!

Branding
The first thing I would have done was to research my website name more. My choice was Deputy Dot and the website deputydot.co.uk – say it out loud and you’ll see the issue. Now, I’ve changed my domain so people can read it easier. I should have foreseen this problem if I had thought about it more. So many VAs worry about their company names and the debate about using personal names. “Business services” is much better for me. It’s so versatile; as you evolve, nothing needs to change.

Business Number
To save costs, I had a “work” mobile that was also my personal one. It wasn’t long before I realised I wanted to separate it from my personal number. Business contacts should have something other than my personal number. So now I have a Yay.com number linked to my phone and VOIP. You can make calls, receive voicemails, and even use WhatsApp for business. There’s an extra cost, but it’s worth it. As a result, I’m comfortable knowing most of the calls I get on my phone are from friends and family.

Office And Life Balance
I started in my spare bedroom, with a PC and printer. However, I also sew and there needed to be more space to work professionally, and I’ll admit that I resented that room. It was a hassle getting the machine out because I had to move the PC and printer. After looking for a coworking space, I found a local office to rent, so now I go to work, then lock and leave. I’ve got my sewing machines back on my desk at home. It was an additional cost I couldn’t afford initially, so I had to wait a year before I decided. The office cost was equivalent to one more client and is part of my business expenses. Additionally, I love that there are 7 small businesses in my office cellar setup, so we can chat and share positive days and not-so-good days, something you don’t get at home alone, and even more so in the digital VA world, which is relatively isolated.

Tech Set Up
My first computer was a small laptop, but soon I realised I needed more. I bought a Bluetooth VOIP headset that works well. I’ve updated it again since it lets me work without using a laptop or PC phone. This is invaluable for me. My second change is that I now use a PC whenever possible. It’s a personal preference, but it’s in my office, which works for me. Then I realised I needed two of everything – keyboards, webcams, and mice. I can’t afford to down tools while waiting for a new keyboard to arrive the next day. Grab these, as you never know when you’ll need them. You can find them cheap on Facebook or even have them lying around.

I also struggled with keeping clients’ websites separate and tried several options, such as Shift, Rambox and Google profiles. I ended up using Workona, a similar app that allows me to keep clients’ data separate, but using my own Chrome extensions (that is a whole other subject!), and it keeps me organised. I think it costs about £6 per month, which is well worth it from my point of view.

Getting Started
Don’t be afraid. I started by posting about how I could help with admin on my local Facebook group. It’s been three years since a local business owner contacted me, and we’re still working together. I see many posts about people still researching the VA world, logos, etc. Although I wish I had spent more time on it myself, it’s worth getting started, even in a small way. But I can’t emphasise this enough: make sure the back office functions are set up correctly; you need to budget for them. I can’t express how critical those things are. It adds up – insurance, cyber insurance, contents insurance, ICO and DBS, and AML for me as a bookkeeper, but I know clients like it, and it shows I’m serious.

It’s All About You
I’m not into affirmations. Just not my thing. But I’m still learning, and I don’t see this stopping soon. I always read posts on Facebook groups and think that’s a fantastic idea, and I try to incorporate it into my business. Every interaction you have with a client or fellow VA or OBM gives you more insight into how you can help other clients and grow your business. One thing I wish I hadn’t done at the beginning: comparing myself to other VAs. Your skill set, experience, geography, working hours, family life, etc., make you unique. It’s tough to feel confident when you compare yourself to someone with five associates, an agency, higher hourly rates, etc. Put your trust in yourself and what you can do for your clients.

I’d love to hear your thoughts and experiences about my journey to becoming a Virtual Assistant now that I’ve shared mine. How would you advise someone just getting started? If you could go back in time, what would you have known? Let me know in the comments below!