Becoming a VA – Beware

I get lots and lots and LOTS of enquiries from ladies – and some men – wanting to become a VA and asking for advice on how to get started. I’m happy to help and point them in the direction of where they can get useful start-up information (including my podcast). I know other long-standing VAs who have the same experience.

Of late I’ve become aware of organisations out there who purport to be virtual assistant networks or organisations who will help you get started and give you all the training you need, etc etc.

Like everything else – buyer BEWARE! Do your due diligence. Make enquiries. Be sure to check out the owner of the site and their credentials. Recently it has come to light that there is one owner of a business who charges quite a bit for membership of her network (more than 10 times two of the other networks in Australia) and offers advice and mentoring for $150/hour – but in her own words doesn’t work as a VA. I question then how she can mentor newbies in being a VA.

It is important to know exactly WHAT a VA is – and primarily a VA is an independent business owner – working as a sole operator or in partnership or as a multi-VA practice. I stress the word ‘independent‘. If you are paying someone a percentage of what you earn from client referrals then you are working for an agency – you’re not an independent business owner. If you’re happy to do this then that’s fine of course, but understand you are an agency employee – not an independent contractor VA.

You should never EVER have to  re-assign your domain name to a particular network and if they offer hosting you should not have to give ownership of your domain to them. This is what keeps you independent! Your domain name is your intellectual property and you should never assign it to someone else. You should never be asked to do so by networks you join and if you are asked, think twice about joining.

There are three legitimate, established networks in Australia should you require support, collegiality and learning opportunities from like-minded business owners:

A Claytons Secretary

AVBN

Virtually Yours

These three networks offer a range of services to newbie VAs including email discussion groups. Of course they also offer support to established VA practices. And you won’t have to take out a second mortgage to join.

You will find lots of overseas networks too.

Please, do your homework. Be sure that whoever you get your training, support and mentoring from actually knows not only about the industry but has a track record working as a VA themselves. And don’t rely on asking them. Do some research at other networks. Ask around. See if there is any objective information on the owner.

There’s no need to spend loads of money getting the advice and support you need to start up your business – expect to spend something of course but you have options – and research, research research!

©Lyn Prowse-Bishop – www.execstress.com

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Update: PSI Criteria Position

Since my last post on whether the ALP intends to move ahead with proposed changes to PSI criteria or not for independent contractors here’s an update.

Unfortunately, still no news from the ALP’s Craig Emerson – and none from my local ALP member for Maranoa either – despite he was going to “look into it” and get back to me.

I can share with you the two major parties’ small business policies and have linked them below.

ALP Small Business Policy Statement

Coalition Small Business Policy Statement

Unfortunately, both, typically, represent not much more than political rhetoric. However, the Coalition policy clearly states no change to PSI criteria. The ALP policy re-asserts its pre-2007 promise to make no changes, but says nothing about what could happen after the 2010 election.

So, we’ve yet again hit a brick wall.

I was hoping to squeeze in an interview for the Virtual Business Show with Terri Cooper who held a small business meeting with Ministers for both sides in early August in Brisbane, but we won’t be able to get that done. However, I was surprised to learn that of the small business owners there – one of whom I know was a virtual assistant – NO ONE asked the burning question that will affect us all.

When reading these policies it’s worth bearing in mind that both parties consider ’small business’ to mean employing more than 20 people. And the ALP’s promised tax cuts will come to fruition only if they get the mining tax through and will only apply to ’small’ business that is registered as a company.

Micro and small business, yet again are left out. Small business makes up 96% of Australian business – and 60% of these are non-employing businesses.

At the Small Business Summit in July Tony Abbott was asked the question “What do governments consider ’small’ business?” He admitted that governments will deal only with businesses they can get something out of – naturally. And unfortunately sole ops and independent contractors don’t meet that criteria. Hence why the ALP went to the big four for the mining tax negotiations. Yet the mining industry is one of the largest users of independent contractors.

The clear voice for independent contractors is Independent Contractors Australia. Recently they have been called a ‘front for the Liberal Party’ but so far I think they’ve given the most unbiased coverage of the two parties’ positions. (Incidentally, in 2007 they were accused of being pro-Labor.) You can find a run down of their position here.

©Lyn Prowse-Bishop – www.execstress.com

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Perils of Voice Recognition Tech

I’ve had a few clients ask me in recent times about voice recognition and whether it would be better (read: more cost effective) for them to use than digital transcription. One of the things I’ve said to them is that the tech currently has problems handling accents. I share this YouTube video – shared by my friend and colleague Kathie Thomas – for your enjoyment. Whilst it is absolutely hilarious, it does raise the point that we have quite a way to go with the cultural bias in our current voice recognition tech – and incidentally, the client was from the US with a Tennessee accent. Given the range of accents right across the US I wonder what sort of voice over we should be using?

Enjoy!

Lyn Prowse-Bishop – www.execstress.com

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PSI Criteria – Changing or not?

It’s not as sexy a headline as the Mining Tax but did you know about the Labor Government’s proposed changes to personal services income criteria?

I attended the Small Business Summit in Brisbane in July 2010 when  Tony Abbott alluded to proposed changes to be made by the Labor Government should it be returned at the 21 August election. It was certainly the first I’d heard about it!

I’ve spent the last four weeks trying to get the ministers of both sides to respond to my inquiries about exactly what is proposed and how small business in Australia can have a voice – particularly the thousands of virtual assistants in Australia – who are going to be affected by these changes. Data from the ABS records over 1 million independent contractors as at November 2008 – Independent Contractors Australia reports 2.03 million self-employed: so we should be able to have quite a significant, impactful voice on any proposed changes to this legislation.

Currently, the rules are that independent contractors (ICs) need to meet certain criteria before they can be deemed to be independent contractors. These include things like the services should be available to the public at large, not just the person/company to whom the services are currently being provided; the IC should be able to hire others to perform the work (sub-contractors); the IC should be able to work on more than one contract at a time; the client has little input into how the IC actually performs the services; and of course, the 80% rule: the IC should not receive more than 80% of their income from the one client.

In 2007 before the last election, Labor promised not to change current tax laws for independent contractors and the self-employed, but after the election, they instigated a review by the Board of Taxation which was finalised in 2009. The review was carried out ostensibly at the insistence of the unions who felt that:

“… the legislation has failed to achieve the policy intent of reducing the extent of bogus contracting…”

Naturally enough, Unions can rightly feel threatened by ICs since ICs allow employers to supplement their workforce without Union involvement.

The report made certain recommendations to the Government for changes to PSI criteria. The report admits:

“… Some options may increase compliance costs for certain groups of taxpayers … However … the Board sees this as a necessary trade-off…”

Some of the recommendations of the review were to:

  • Introduce a reporting obligation on the payer (client) and/or a corresponding obligation on the payee (IC)
  • Introduce a withholding obligation on payers (clients) – similar to withholding tax for ICs with no ABN with the report recommending payers withhold on ALL payments for personal services
  • GST registration requirement – whereby registration is mandatory
  • Implementing Ralph Report-like recommendations – which provides a range of criteria to determine if services are provided in an ‘employee-like’ manner
  • Amending the ‘results test’ – some taxpayers incorrectly self-assess as meeting the IC criteria – this option adds a fourth ‘leg’ requiring the IC to have at least two employees or to only apply the test to ICs who earn less than 80% of income from one source.

Assistant Treasurer Senator Nick Sherry has come out in support of changing the taxation arrangements which will effectively treat ICs more like employees for tax purposes. However, in the lead up to the election, the Government have gone completely silent on what they propose to do. Recall, in 2007 Labor promised not to change current tax laws for ICs and the self-employed. The report arrives in 2009 recommending changes which the Assistant Treasurer supports and now the Government has gone completely silent on what their intentions are – other than to say they have ‘not ruled out’ implementing at least some of the proposed changes.

I have tried contacting both Dr Craig Emerson (Minister for Small Business… and other things) and Bruce Billson (who is the Liberal party’s proposed Minister for Small Business should they be elected).

Dr Emerson’s office is yet to reply to my request for more information.

Vincent Sheehy, policy advisor in Mr Billson’s office spent some time on the phone with me going over the various aspects of the PSI legislation and the review proposals and also sent to me a copy of the Liberal Party’s Small Business Policy.

The intent of this blog post is not to politicise. It is merely to stress the importance for the self-employed and independent contractors in particular, to get as informed as possible in the lead up to August 21.

What can we do?

Plenty! It is believed that there are enough ICs in key marginal electorates that the Labor Party should be worried about us. We have no Union, but we do have solidarity!

We have one of the best, least competitive industries in the world. We should fight to protect it! Protecting it means protecting our livelihoods and way of life. If some of these changes to PSI criteria go through, there is every likelihood that many VAs will go out of business.

So, the best thing to do is to put pressure on your Federal Labor Minister. Write to them asking them what the Labor Party position is on changes to PSI Criteria – even mentioning in there that a guarantee not to change the criteria is required – as promised in the lead up to the 2007 election.

Ken Phillips, Executive Director of Independent Contractors of Australia has an excellent open letter on his site addressed to then PM Rudd. Copy it and use it to send to your local MP.

We can have an impact on government policy and as a collective industry we can ensure we have a voice with regard to any proposed changes. But we can’t just sit by and do nothing. It’s time for VAs, ICs and the self-employed to protect the way of life we enjoy and put some pressure where it’s going to be most effective.

©Lyn Prowse-Bishop – www.execstress.com

Reference:

Post-Implementation Review – Alienation of PSI Rules

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VA Code of Ethics

The VA industry is – to date – self-regulated and this is a fantastic thing for our industry. I believe it is one of the reasons why our industry is so non-competitive.

However, that doesn’t mean that VAs don’t operate in accordance with a Code of Ethics. Whilst that Code may vary slightly from VA to VA it will cover basics such as:

  • Maintaining honesty and integrity when working with clients, suppliers and colleagues;
  • Fair dealing;
  • Only taking on work for which the VA is suitably qualified/skilled and seeking to outsource those tasks for which they are not qualified/skilled to another VA;
  • Confidentiality of information;
  • Not knowingly take part in any illegal/unethical activity;
  • Commitment to continuing education/training;
  • Refrain from conduct that would bring the VA or the industry as a whole into disrepute.

Another part of a VA’s Code of Ethics is to not knowingly take another VA’s client or deliberately or knowingly undercut a colleague in order to do so. Now it stands to reason that many clients will approach more than one VA for a quote. It is important that clients realise though that once they have chosen a particular VA a contract will be entered into, part of which will no doubt state that the client will not give work to another VA that falls within the skill set of the contracted VA. So this provides a kind of ‘exclusive’ arrangement between the VA and client.

I recently had a potential client indicate that they were contracting one VA but would send me work if that VA was overloaded. It was important to point out in this instance that, since he had not contracted me but the other VA, ethically I would not be able to accept work from him directly … though it is possible that I could accept subcontract work from her if she was overloaded.

Clients generally do not work with more than one VA unless there is a project requiring multiple skill sets in which case the main contracted VA will arrange subcontracts on behalf of the client with appropriately skilled VAs. Alternatively, the VA (at their discretion) may put the client in touch directly with the appropriately skilled VA … something I have done myself from time to time in my practice.

But in this way, for the most part, the client only needs to liaise with one person although there may in fact be a team of VAs working for that client.

© Lyn Prowse-Bishop, www.execstress.com

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