Tag Archives: Project

Write it, Read it, Do it!

As part of the services I offer in my virtual assistant business, Virtual Colleague, LLC, I create training manuals and instructional material. Now, this sounds easy to do. Right? All you have to do it just take it one step at a time and write down what you’re supposed to do. Whether it’s hit a specific button on a computer, pull on a lever, or speak in commands; this should be very simple to create. Not really!

Scrabble Guide

There is more to writing training manuals and instructional material than just writing down step-by-step tasks. Let’s take each project one at a time.


An instructional manual can be a booklet, card, or video, sometimes written in different languages, that describes how to use a widget. The manual starts with how to unpack the widget and tells the user how to get it ready for use, if that needs to be done. The manual also gives step-by-step instructions on how to use the widget with many caution and safety comments interspersed between the steps. It also lists do’s and don’ts and gives advice on how to care for the widget, warranty information, where to find replacement parts, where to take it for service and other information.


Examples of manuals are how to operate a lawn mower, how to connect your television to your computer, and many other things. Pinterest is a mini-instructional guide to how to do things including shortcuts.


A training manual is very different. The purpose of a training manual is to describe to the user how to actually use it to do the work. For example, if you want to create an excel spreadsheet and you’ve never used excel before, you can find instructions online that describe each step and click to create a spreadsheet. Training manuals teach without bringing in all the safety and cautionary advice. It is a clear-cut systematic description of what to do and how to do it.


There may be times when the user has a choice about certain options. For example, in the spreadsheet, the creator may want to change the font. This action is described, but the user is told that the change can be made at any time. It is at the discretion of the creator. Training manuals are geared to quickly learning how to do something without distracting details. It is clear, simple, concise steps to achieve the end result. Examples of training manuals are SOPs (Standard Operating Procedures), logging in to a specific software program, creating a blog with WordPress or BlogSpot.

What starts out as something simple can turn into a complex project in minutes. I always start with an outline and then write up one section at a time. Then I condense or expand each section according to difficulty or available options. Formatting and visual presentation is not so important, because my client usually has a specific font, size, and format in mind for the project.


As always, I try to offer my client more options, so they can choose what is right for them, whether it’s formatting, word choice, photos, and graphics; I always try to present the project from different perspectives.

The take-away is this: always hire professional writers to do your work. It may seem simple to you, but a professional writer will have an in-depth look at the project and may suggest other topics to cover. Your project will be written in a clear, easy-to-read style and contain all of the information needed, because the writer looks at your project with a new set of eyes.

To find out more about what Virtual Colleague, LLC can do for your business, click here.


Leave a comment

Filed under Virtual Assistant Business


I don’t know about you, but when I get involved in something, I go into it heart and soul. As a virtual assistant at Virtual Colleague, LLC, I do this with my clients, because I see them as colleagues, I want to share my ideas and creativity with them.

Business Card

While this is an admirable trait, clients have many things on their minds. They have deadlines for projects, budget constraints, employee issues, etc.  I may be involved in much of what goes on in the business, I’m not involved in everything.

Recently, I was really enthusiastic about a project my client was undertaking, but he seemed somewhat uncommitted. I tried to push things along, but he kept tabling our discussions on that topic. Finally, I realized that in this case, I must let the client set the pace. I have several great ideas for this upcoming project and I’m sure we will get to it soon, but apparently, my client feels that other issues must take priority and this particular project is on the back burner. Realizing that this is the case, I advised him that I will continue with our scheduled work and he will decide when we start the new project. I could hear the smile in his voice. He told me he has so much on his plate right now that he needs to handle his immediate priorities and worry about the other things later on.


Sometimes it’s difficult to work with someone, who doesn’t share your work ethic or your drive and enthusiasm, but as colleagues, working together to accomplish the goal is the most important thing.

In a later conversation, he told me that he appreciates my dedication and knows that I will be ready to work on that project when the time comes. I told myself that I would not think about it and just focus on the tasks at hand. I’m finding it hard not to think about it. I am a forward-thinking person, so I like to anticipate and research to make the projects easier to do, when the time comes.

I have to bear in mind that in this case, my client has to set the pace. Unless, the deadline is usually short, we should be able to work together and accomplish our project by the due date. Some of my clients are less time-conscious or last-minute people. In those cases, I micro-manage them by constant reminders consisting of emails and/or phone calls. I also gently remind them that I will have to charge more for my services, if we cannot meet the deadline due to lack of effort on their part. I rarely have to say this, but some of them think that you just wave a magic wand and the work gets done. It can be especially stressful, if I have to wait for others to turn in their information on the project.

My advice for virtual assistants – let your client set the pace unless the pace is unrealistic.



Leave a comment

Filed under Virtual Assistant Business